Our BoardOf Governors.

St. Clement’s School
Board Meeting Highlights, January 5, 2022

Agenda – January 5, 2022

Highlights of the meeting include:

• Martha Perry introduced new member of staff and Assistant to the Principal An Nguyen
• Martha reviewed key areas of focus for the Administration Team, including management of the ongoing COVID ‘crisis’, the advancement of the Campus Master Plan, the implementation of key elements of the School’s 2020-2025 strategic plan, and equity, diversity and inclusion considerations.
• The Chairs of the Board Standing Committees highlighted information set out in the reports that had been circulated in advance of the meeting.
a) David Bacon, Chair of the Finance Committee, reviewed the financial results for the three months ended October 31, 2021 and the forecast results for the 2021/2022 fiscal year.
David reported that the Committee reviewed draft budget information for 2022/2023; the final budget will be approved later in the year.
The Board approved the 2022/2023 tuition fee and acceptance fee recommended by the Finance Committee to inform the upcoming enrolment process.
b) Hilary McLean, Chair of the Advancement Committee, reported that the Annual Giving Campaign is progressing well, and the Committee is optimistic that the fundraising goal of $650,000 will be reached. Hilary also highlighted recent activities of the Parents’ Association, including the outdoor Jingle Mingle that took place just before the holidays.
c) Jeff Allsop, Chair of the Property Committee, provided an update on the ongoing Campus Master Plan work. Jeff reported that plans are being made for the Committee of Adjustments hearing scheduled on January 20, 2022. The related signs will be posted on the School property on January 7, 2022
d) Lisa Porlier, Chair of the Governance and Nominating Committee, reported that she will be circulating a Board skills matrix for each Board member to complete and return. A call for nominations for Board Committee members will be circulated to the SCS community in February.

St. Clement’s School
Board Meeting Highlights, November 17, 2021

Agenda – November 17, 2021

Highlights of the meeting include:

• Karen McKay, Chair, reviewed effective governance practices for independent schools and highlighted roles and duties of the Board.
• The Principal and the Chairs of the Board Standing Committees highlighted information set out in the reports that had been circulated in advance of the meeting:
a) Martha Perry highlighted the Principal’s objectives for the 2021-2022 school year and tied these objectives into key elements of the Strategic Plan 2025. Objectives include completion of the short-term and long-term Administration Team succession planning, management of the St. Clement’s School Campus Master Plan and the related fundraising efforts, and advancing the School’s equity, diversity and inclusion work.
b) Hilary McLean, Chair of the Advancement Committee, reported that the 2021-2022 Annual Fund Campaign has been launched with a goal of $650,000. The marketing department has produced two videos: the ‘Spaces’ video’ highlights the interior of the School and the ‘Branding’ video highlights the students. Both of these videos are being circulated to current and prospective parents and to other community members. Lisa Watson, Executive Director of Advancement, reviewed year-to-date results of the Trailblazer campaign.
c) David Bacon, Chair of the Finance Committee, reported that the Committee is meeting in November and again in December to review the operating budget and tuition fee for the 2022-2023 school year.
d) Jeff Allsop, Chair of the Property Committee, reported that the group is continuing to review matters relating to the Campus Master Plan. Jeff reviewed an organization structure document showing planned roles for the Trailblazer construction project.
e) Lisa Porlier, Chair of the Governance Committee, reviewed the final listing of Board Committee members for the 2021-2022 year; new Governor Paula Smith is a member of the Finance Committee and new Governor Frank DeLuca is a member of the Governance and Nominating Committee. Lisa reported that a Board Equity, Diversity and Inclusion committee will be formed under the leadership of Board member Alice Pitt; the terms of reference for this committee will be developed and submitted to the Board for review before the end of the school year.

St. Clement’s School
Board Meeting Highlights, September 28, 2021

Agenda – September 28, 2021

Highlights of the meeting include:

• Martha Perry, Principal, introduced new members of staff.

• David Bacon, Chair of the Finance Committee, and Alex Briganti and Alexandra ten Kortenaar from the audit firm Hogg Shain and Scheck, reviewed the financial results of the School for the 2021 fiscal year. The audited financial statements for the fiscal year ended July 31, 2021 were approved.

David reviewed a preliminary revised forecast for the 2021/2022 year.

• Martha Perry reported on the following matters:
Strategic Plan, 2020-2025
The School is developing specific actions for each of the key plan objectives.

Ongoing COVID-19 response
All eligible students and staff have complied with the provisions of the School’s mandatory vaccination policy. The application of the policy for students under the age of 12 will be further reviewed once vaccines for this age group have been approved.
The rapid antigen screening is on pause pending further government direction and internal review.

• The Chairs of the Board Standing Committees highlighted information set out in the reports that had been circulated in advance of the meeting.

a) Hilary McLean, Chair of the Advancement Committee, reported that the 2021 annual fund campaign was highly successful; the new annual fund campaign will be launched in the near future.
b) Jeff Allsop, Chair of the Property Committee, reported that the School continues the negotiations for the purchase of the land and building at 2512R Yonge Street. Jeff noted that the campus master plan is now the Committee’s primary focus; the School is waiting for the City of Toronto to approve the plans that have been submitted.
c) Lisa Porlier, Chair of the Governance and Nominating Committee, reported that Frank de Luca and Paula Smith are being nominated for election as Governors at the Annual General Meeting scheduled on October 20.

The Committee has reviewed the St. Clement’s School Risk Control Self Assessment document prepared by the School Administration Team and discussed the five identified risk areas of focus for the coming year.
• Karen McKay congratulated Board member Poonam Puri on being recognized by the Royal Society of Canada with the Yvan Allaire Medal for outstanding contributions in governance of public and private organizations.

St. Clement’s School
Board Meeting Highlights, June 21, 2021

Agenda – June 21, 2021

Highlights of the meeting include:

• Kevin Graham of Lookout Management Inc. reviewed the results of the parent, student and employee surveys conducted by his firm in February 2021.
• Elena Holeton, Director of Admissions, answered questions regarding the 2021 Admissions Report to the Board that had been circulated prior to the meeting.
• The Principal and the Chairs of the Board Standing Committees highlighted information set out in the reports that had been circulated in advance of the meeting.
a) Martha Perry, Principal, reviewed projects planned for the next school year, including the development of a new privacy policy, preparing a detailed response to the recommendations in the CAIS report, preparing for the next Ministry inspection, and developing strategic plan tactics and measures.
b) David Bacon, Chair of the Finance Committee, reviewed the financial results for the nine months ended April 30, 2021 and the forecast results for the 2020/2021 fiscal year.
David reviewed the information in the budget documents circulated in advance of the meeting. Following David’s review, the Board approved the final budget for the 2021/2022 school year.
c) Lisa Watson, on behalf of Hilary McLean, Chair of the Advancement Committee, reviewed year-to-date donation results. Annual fund donations are higher than last year and are expected to reach the budgeted target of $650,000. Lisa reported that endowment donations and gifts to the Trailblazer Campaign were also strong.
d) Jeff Allsop, Chair of the Property Committee, provided an update on Campus Master Plan work and the ongoing review of traffic and transportation matters.
Jeff reported that members of the Property Committee had attended the City of Toronto public meeting held on June 17, 2021 to announce the City’s long-term plans for converting the Green “P” parking lot located on Castlefield Avenue to a public park.
e) Lisa Porlier, Chair of the Nominating and Governance Committee, provided an overview of responses to the Board Self-Assessment Questionnaire.
f) Karen McKay, Chair, thanked Nancy Hotson, President of the Parents’ Association, and Ali Azzopardi, President of the Alumnae Association, for their contributions to the School during the past year.

St. Clement’s School
Board Meeting Highlights, May 12, 2021

Agenda – May 12, 2021

Highlights of the meeting include:

• Martha Perry introduced new members of staff.
• Bill MacKenzie, Chair of the Investment Sub-Committee, reported on a recently completed review of the School’s investment managers. Based on the results of this review, the Board approved a motion to select two new investment management firms and to amend the School’s Statement of Investment Policies and Procedures.
• Martha reported on the following matters:
  • A Return to School Committee is meeting regularly to consider plans for the 2021/2022 year.
  • The Anti-Oppression: Committing to Justice Workshop hosted by the School on Saturday, May 8, 2021 was very successful, with 200 participants from 18 different schools. Participants included alumnae, Board members, parents, senior administrators, faculty, staff and students.
  • Martha reviewed the various formal and informal feedback measures, including multiple surveys and discussion forums, undertaken during the year; this feedback is expected to assist the School in its continuous improvement objective.
  • Martha review specific actions being taken by the School to advance the four main imperatives of the 2021-2025 Strategic Framework.
• The Chairs of the Board Standing Committees highlighted information set out in the reports that had been circulated in advance of the meeting.
  • In the absence of Hilary McLean, Chair of the Advancement Committee, Lisa Watson, Executive Director of Advancement, reported on the success of the Alumnae Association Reunion Weekend that took place form April 30 to May 2,2021. Lisa confirmed that Annual Giving donations, including gifts to the Annual Fund, Major Gifs, Endowment and Capital Campaign, are progressing well. Lisa played a video “Flythrough” tour of the expansion project that highlights many of the exciting features of the planned structure.
  • David Bacon, Chair of the Finance Committee, reported that the Committee is meeting on May 26, 2021 to review the Quarterly Report for the nine months ended April 30, 2021 and to review the final budget for the 2021/2022 school year.
  • Jeff Allsop, Chair of the Property Committee, reported on the campus master plan.
  • Lisa Porlier, Chair of the Governance and Nominating Committee, reminded Board members to respond to the on-line SCS Board Self-assessment and the Principal Assessment Questionnaires. Lisa reported that the Committee continues to engage with various individuals to discuss their possible future involvement in Board and Committee activities.

St. Clement’s School
Board Meeting Highlights, April 21, 2021

Agenda – April 21, 2021
Highlights of the meeting include:

• Martha Perry introduced new members of staff.
• Martha noted that based on the recommendation of the legal firm Borden Ladner and Gervais, SCS is preparing a COVID-19 Vaccine Policy for staff.
  Martha reviewed the results of the alumnae focus group sessions held in February that dealt with equity, diversity and inclusion at St. Clement’s School. She also reviewed the School’s Guidelines for Respecting and Accommodating Transgender, Gender Diverse and Non-Binary students at SCS. Martha confirmed that the School has agreed with the proposal to change the name of the Head Girl to School Captain.
• The Chairs of the Board Standing Committees highlighted information set out in the reports that had been circulated in advance of the meeting.
  1. David Bacon, Chair of the Finance Committee, noted that the Committee has welcomed new members Paula Smith of Ernst and Young and Leanne Kaufman of RBC Royal Trust. David reviewed the Quarterly Financial Report for the six months ended January 31, 2021. David reported that the Investment Committee and designated members of the Finance Committee are reviewing proposals made by six prospective investment managers and are in the process of finalizing their recommendations for future changes.
  2. Hilary McLean, Chair of the Advancement Committee, reported that Annual Giving donations, including gifts to the Annual Fund, Major Gifs, Endowment and Capital Campaign, are progressing well. Hilary reviewed the ongoing activities of the Advancement Team and highlighted plans for the upcoming Alumni Reunion Weekend scheduled from April 30 to May 2.
  3. On behalf of Jeff Allsop, Chair of the Property Committee, Martha Perry reported that the School continues to work with City of Toronto representatives to obtain site plan approval for the campus master plan.
  4. Lisa Porlier, Chair of the Governance and Nominating Committee, asked Board members to respond to the on-line SCS Board Self-assessment and the Principal Assessment Questionnaires that will be circulated in the near future. Lisa reported that the Committee is engaging with a number of prospective Board and Committee candidates; Board members were asked to forward the names of additional prospects to Karen McKay or Lisa.
• Vice Principal Heather Hendricks reported that the School is hosting the virtual conference Anti-Oppression – Committing to Justice on Saturday, May 8. Board members interested in attending were asked to be in touch with Heather or Martha.

St. Clement’s School
Board Meeting Highlights, February 17, 2021

Agenda – February 17, 2021
Highlights of the meeting include:

• Martha Perry introduced new members of staff.
• Martha displayed two postcards recently sent to current and prospective parents and the related link to the new microsite on the School’s website that launches our Strategic Plan 2025. This dynamic link will be used to provide updates and information as the School pilots and implements programs that contribute to the four areas of focus for the 2020-2025 Strategic Plan Framework.
• The Chairs of the Board Standing Committees highlighted information set out in the reports that had been circulated in advance of the meeting.

1. Hilary McLean, Chair of the Advancement Committee, reported that Annual Giving donations, including gifts to the Annual Fund, Major Gifs, Endowment, and Capital Campaign, are progressing well. The Board approved the Donor Recognition Policy and Procedures and the Trailblazer Campaign Naming Protocols and Opportunities documents developed by the Advancement Committee as a part of our campus master plan,
2. Jeff Allsop, Chair of the Property Committee, reported that the School continues to work with City of Toronto representatives to obtain site plan approval for the campus master plan.
3. Lisa Porlier, Chair of the Governance and Nominating Committee, reported that members of the SCS community have been asked to submit the names of individuals who would be interested in assuming positions on SCS Board Committees. The Committee is reviewing the skills and experience required to govern the School and, using information to be provided by individual Board members, will prepare a gaps analysis to determine future requirements. This Committee has reviewed the St. Clement’s School Risk Control Self-Assessment document prepared by the School Administration Team and discussed the following four identified risk areas of focus for the current school year:

• Compliance
• Privacy
• Pandemic
• Breach of security and loss of data

St. Clement’s School
Board Meeting Highlights, January 6, 2021

Agenda – January 6, 2021

Highlights of the meeting include:

• Martha Perry introduced a new member of staff.
• Martha reviewed the Future of Education Report 2020 issued by The Future Design School that highlights the five key trends reshaping education. Martha noted that these trends are consistent with the School’s 2020-2025 Strategic Framework.
• The Chairs of the Board Standing Committees highlighted information set out in the reports that had been circulated in advance of the meeting.
  • David Bacon, Chair of the Finance Committee, reviewed the financial results for the three months ended October 31, 2020 and the forecast results for the 2020/2021fiscal year.
  • David reported that the Committee reviewed draft budget information for 2021/2022 but given the ongoing uncertainties related to COVID-19 it was agreed that the final budget approval for 2021/2022 will be deferred until later in the year.
  • The Board approved the 2021/2022 tuition fee and acceptance fee recommended by the Finance Committee
  • Hilary McLean, Chair of the Advancement Committee, reported that the Annual Giving Campaign is progressing well, and the Committee is optimistic that the fundraising goal of $650,000 will be reached.
  • Julia Foster, Chair of the Property Committee, provided an update on the ongoing Campus Master Plan work.
  • Lisa Porlier, Chair of the Governance and Nominating Committee, reviewed the 2020-2021 Board Committee membership roster. Lisa reported that newly elected Board member Jeff Allsop is assuming the role of Chair of the Property Committee following Julia’s resignation from this position.  The Board thanked Julia for her significant contributions during her tenure.

St. Clement’s School
Board Meeting Highlights, November 18, 2020

Agenda – November 18, 2020

Highlights of the meeting include:

• Martha Perry introduced new members of staff.
• Karen McKay, Chair, welcomed new Board members Jeff Allsop, Ripal Patel, and Charles Whitburn, elected Board members, and Ali Azzopardi, President of the Alumnae Association.
• Martha introduced and welcomed Nadia Bello, who has been working with and advising the School on the equity, diversity, and inclusion (EDI) imperative since 2014. Martha highlighted the EDI work that took place during the period from 2010-2011, when she first assumed her position as Principal, through to the current year. Nadia facilitated a conversation with Board members regarding the School’s past EDI activities and the priorities going forward.  Board members agreed that the actions to date are a testament to the School’s commitment to EDI and it is important that this commitment be ongoing.
• Karen reviewed effective governance practices for independent schools and highlighted the roles and duties of the Board.
• The Principal and the Chairs of the Board Standing Committees highlighted information set out in the reports that had been circulated in advance of the meeting:

a. Martha reported that applications for the new school year are up from prior years and the enrolment outlook in all grades is encouraging.

b. Hilary McLean, Chair of the Advancement Committee, reported that the 2020-2021 Annual Fund Campaign has been launched with a goal of $650,000.

c. David Bacon, Chair of the Finance Committee, reported that the Committee is meeting in November and again in December to review the operating budget and tuition fee for the 2021-2022 school year.

d. Julia Foster, Chair of the Property Committee, reported that the group is continuing to review matters relating to the campus master plan.

e. Lisa Porlier, Chair of the Governance Committee, reported that the Board Committee structure for the new year is being reviewed and the final listing of Board Committee members will be presented at the meeting in January. In addition, the Committee is reviewing a risk management policy that will be presented to the Board for approval.  The Governance Committee will be responsible for the oversight of risk and each Board Committee will include risk management and mitigation as part of its mandate.

St. Clement’s School
Board Meeting Highlights, September 30, 2020

Agenda – September 30, 2020

Highlights of the meeting include:

• Brian Denega, Board Chair, welcomed Nancy Hotson, who replaces Zeinab Layton as President of the Parents’ Association.
• Martha Perry introduced new members of staff.
• David Bacon, Chair of the Finance Committee, welcomed Alex Briganti, Sam Marinucci and Alexandra ten Kortenaar from the audit firm Hogg Shain and Scheck. David and the auditors reviewed the financial results of the School for the 2020 fiscal year.

The audited financial statements for the fiscal year ended July 31, 2020 were approved and Hogg Shain and Scheck were appointed auditors for the fiscal year ending July 31, 2021.

David reviewed a preliminary revised forecast for the 2020/2021 year.

Martha Perry, Principal, reported on the following significant matters:

Strategic Plan, 2020-2025

The School is developing the new 2020-2025 Strategic Plan framework and tactics that will focus on learning as a process, not a product.

Equity, Diversity and Inclusion

This area will be a major focus for the School going forward.  The School is planning to host a second Race, Privilege and Community Conference during the 2020/2021 school year.

Ongoing COVID-19 response

The School’s response includes continuous monitoring, adherence to Toronto Public Health directives, and coordinated information reporting and communication.

• The Chairs of the Board Standing Committees highlighted information set out in the reports that had been circulated in advance of the meeting.

1. Karen McKay, Chair of the Advancement Committee, reported that the new annual giving campaign will be launched at the end of October.
2. Julia Foster, Chair of the Property Committee, reviewed the current status of the Campus Master Plan.
3. Poonam Puri, Chair of the Governance and Nominating Committee, reported that Jeff Allsop and Charles Whitburn are being nominated for election as Governors at the Annual General Meeting scheduled on October 21.

Poonam reported broadly on the results of the Board of Governor’s Self-Assessment Questionnaire completed during the summer.

• Brian Denega reported that this meeting is his last as Chair of the Board of Governors; he will continue to serve in the ex-officio position of Past Chair. Brian indicated that he has every confidence in the School and in Karen McKay, incoming Chair.  Karen thanked Brian for his many contributions during his tenure.

St. Clement’s School
Board Meeting Highlights, June 24, 2020

Agenda – June 24, 2020

Highlights of the meeting include:

• Elena Holeton, Director of Admissions, answered questions regarding the 2020 Admissions Report to the Board that had been circulated prior to the meeting.  Elena commented that the School had strong applications and event attendance for the 2019-2020 Admissions Season.
• Martha Perry, Principal, presented a detailed report on the following significant matters:

STRATEGIC PLAN

Martha highlighted the progress that has been made in preparing the School’s next strategic plan.

ACCREDITATION

Martha reported that following the normal scheduled review by the Visiting Committee that took place in January, the School’s accreditation from Canadian Accredited Independent Schools has been renewed. 

2020/2021 SCHOOL YEAR

Martha reviewed the preparations that are underway for the return to School for the 2020/2021 school year.  These preparations are founded on the following:

– The well-being and learning of the students and staff will be at the heart of every decision

– Proactive communication and open dialogue

-The School’s sustainability while also being flexible as we navigate the COVID-19 crisis.

• David Bacon, Chair of the Finance Committee, reviewed the financial results for the nine months ended April 30, 2020 and the forecast results for the 2019/2020 fiscal year. 
• Karen McKay, Chair of the Advancement Committee, provided an update on the Annual Giving Campaign, which is now expected to exceed the revised campaign goal of $600,000.
• Julia Foster, Chair of the Property Committee, provided an update on Campus Master Plan work and the ongoing review of traffic and transportation matters.
• Poonam Puri, Chair of the Nominating and Governance Committee, asked Board members to complete and return the Board Self-Assessment Questionnaire and the Board Principal Assessment Questionnaire that had been circulated recently.
• Brian Denega, Chair, commented on the success of the 2019/2020 school year under very trying conditions, and commended the school staff for the wonderful job they had done.

St. Clement’s School
Board Meeting Highlights, May 13, 2020

Agenda – May 13, 2020

The Principal and the Chairs of the Board Standing Committees highlighted information set out in the reports that had been circulated in advance of the meeting:

Highlights of the meeting include:

St. Clement’s School

Board Meeting Highlights, April 15, 2020

Agenda, April 15, 2020

Highlights of the meeting include:

Martha Perry provided Board members with the following information:

• Since the closure of the School building, the School has had regular communications with parents, staff and students, and in turn the School has received wonderful positive feedback from parents regarding the remote programming in place.
• The current enrolment for new and returning students is strong.  Admissions activities are continuing remotely and staff are maintaining connections with both incoming and current families.
• Billings and collections for the 2020/2021 school year are in order at this time and will proceed as planned.  The School is not billing monthly finance charges until further notice.

David Bacon, Chair of the Finance Committee, reviewed a revised forecast for the current year given revenue and expenditure changes arising from the closure of the School building and the cancellation of various planned events.  David reported that while there have been unrealized losses on the School’s investments, the financial position remains stable.

Karen McKay, Chair of the Advancement Committee, reported that Annual Giving results through to March 31, 2020 were strong and the School continues to receive generous financial support. 

Julia Foster, Chair of the Property Committee, reported that City of Toronto operations have been impacted by the COVID-19 situation, and as a result it is not known when the School will receive a construction permit for the Roof Terrace project. Furthermore, even with a permit the project could not proceed during the current construction shut down.  Alternate timing for the project is being considered.

Poonam Puri, Chair of the Governance and Nominating Committee, reported that the Committee continues to work on succession planning and the recruitment of individuals to join the Board. 

Lisa Porlier, Chair of the Strategic Planning Committee, reviewed strategic planning activities to date.  Following discussion, it was agreed that the Committee should pause to reflect on opportunities arising from the School’s current experiences to identify and address possible matters that have not been reflected in the plan.

St. Clement’s School
Board Meeting Highlights, Wednesday, February 5, 2020

Agenda – February 5, 2020

Highlights of the meeting include:

• Martha Perry reviewed the following information set out in the Principal’s Report that had been circulated in advance of the meeting:
  • Approximately one-third of the staff members have volunteered to work with facilitator Tyrenny Anderson on the strategy design quest phase of the strategic planning process. The staff engagement sessions are now underway.
  • The Canadian Accredited Independent Schools (CAIS) Accreditation Review ended as planned on Wednesday, January 29 with an exit interview at which the Chair of the Visiting Committee and the On-site CAIS Coordinator presented their summary observations. Once the final CAIS Report is received this spring, the School will share the findings with the School community.
  • Martha reviewed the various communications that the School has issued in connection with the Coronavirus. The communications are based on the information updates that the School receives from Toronto Public Health and the Ontario Ministry of Health. The key messages in these communications are the importance of exercising proper hygiene and staying at home if unwell.
• Karen McKay, Chair of the Advancement Committee, reported that the Annual Giving campaign is progressing well and the Committee is optimistic that the fundraising goal of $650,000 will be reached. Karen also discussed plans for a future capital campaign.
• Julia Foster, Chair of the Property Committee, reported that planning is underway for the Roof Terrace project scheduled to be completed this summer. Detailed information regarding this project will be presented to the Board in April.
• Poonam Puri, Chair of the Governance and Nominating Committee, reported that the Committee continues to work on succession planning and the recruitment of individuals to join the Board.
• Lisa Porlier, Chair of the Strategic Planning Committee, discussed the draft Strategic Plan Framework and Board members provided feedback and thoughts regarding the wording of the document.