Our BoardOf Governors.

St. Clement’s School
Board Meeting Highlights, June 19, 2023

Agenda – June 19, 2023
Highlights of the meeting include:

• Representing the members of the Board’s Equity, Diversity, and Inclusion (EDI) Advisory Council, Mahlon Evans-Sinclair, Director of EDI, led a generative discussion of the School’s work in this area. It was confirmed that the School will host next year’s EDI conference, Making Space and Having Grace, on November 4, 2023.

• 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 the current confirmed enrolment numbers for the 2023/2024 school year. Martha reported that year-end staff meetings and professional development sessions have been scheduled on June 22 and June 23.

b) David Bacon, Chair of the Finance Committee, reviewed the Quarterly Financial Report for the nine months ended April 30, 2023. David also reviewed the information in the budget documents circulated in advance of the meeting. Following David’s review, the Board approved the final 2023/2024 budget.

c) In the absence of Hilary McLean, Chair of the Advancement Committee, Karen McKay and Martha Perry reviewed year-to-date Annual Fund and Trailblazer Campaign donations. In addition, they reviewed the list of prospective donor-named spaces in the new school building.

d) Jeff Allsop, Chair of the Property Committee, reviewed the status of the west end expansion and the second and third floor interior renovations. Jeff noted that the construction project is proceeding as expected and the construction company has confirmed a handover date of December 8.

e) Lisa Porlier, Chair of the Nominating and Governance Committee, presented highlights from the review and analysis of the self-assessment survey completed by Board members. The results of the Principal’s Assessment will be reviewed by Brian Denega, Past Chair, and Karen McKay, Chair.
The Committee is working to identify candidates to fill expected Board and committee vacancies in the new year. In addition, the Committee is reviewing the mandates of the various Board Standing Committees.

St. Clement’s School
Board Meeting Highlights, May 10, 2023

Agenda – May 10, 2023

Highlights of the meeting include:

• David Beatty, Academic Director of the David and Sharon Johnson Centre for Corporate Governance and Innovation at the Rotman School of Business, made a special presentation on good governance.

• 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, noted that the School has established a Sustainability Working Group to identify and review key areas of consideration, including community culture shifts on waste reduction, transportation, and purchasing approaches.
The strategic planning task forces are defining specific steps and timelines for implementing various actions identified in the Strategic Plan; a related interim report will be presented to the Board in September.

b) Hilary McLean, Chair of the Advancement Committee, reviewed year-to-date donation results. The School has reached 91% of the Trailblazer Campaign goal of $18.0 million and this progress has been registered on the campaign ‘thermometer” sign at the front of the school building.

c) Jeff Allsop, Chair of the Property Committee, reported that the construction project is progressing well, and the scheduled second floor concrete pour was completed as planned.

The School has learned that Dalton School has rented the Casa Life property at the corner of Yonge Street and St. Clements Avenue and expect to operate a junior school at this site effective September 2023.

Turner & Townsend, the School’s project management firm, will be offering a summer internship to an SCS student.

d) Lisa Porlier, Chair of the Nominating and Governance Committee, reported that the candidates are being identified to fill expected Board and committee vacancies in the new year.
The Board Self-Assessment Survey and the Principal Assessment have both been circulated for Board members to complete and return.

Various corporate documents are being reviewed and updated to comply with the requirements of the new Ontario Not-for-Profit Corporations Act.

St. Clement’s School
Board Meeting Highlights, April 12, 2023

Agenda – April 12, 2023

Highlights of the meeting include:

• Martha Perry introduced two new members of staff.
• Martha presented the Principal’s Report, which highlighted the work being done regarding succession planning and the strategic plan. Martha noted that the registration of returning students for the 2024-2025 school year has progressed well.
• 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, acting Chair of the Finance Committee, reviewed the Quarterly Financial Report for the six months ended January 31, 2023. David also reviewed the details of the School’s revised credit facility available for the Trailblazer construction project, if required
b) Lisa Watson, on behalf of Hilary McLean, Chair of the Advancement Committee, reported that the Annual Giving campaign is progressing well and the School expects to reach the campaign goal of $650,000. Lisa noted that a new Trailblazer campaign thermometer-like sign is being installed in front of the School building to mark the progress of the campaign in reaching the donation goal of $18 million.
c) Jeff Allsop, Chair of the Property Committee, provided an update on the west-end expansion and current spaces renovation projects. Jeff noted that communications are being prepared to inform members of the SCS community regarding the status of the projects.
d) 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 working to identify prospective Board and Committee candidates.

St. Clement’s School
Board Meeting Highlights, February 15, 2023

Agenda – February 15, 2023

Highlights of the meeting include:

• Martha Perry introduced a new member of staff.
• Martha Perry presented the Principal’s Report, which highlighted the work being done regarding succession planning and the strategic plan. Martha commented on the success of the Feminism and its Intersections 2023 Conference hosted by St. Clement’s School in February.  She also noted that the registration of returning students for the 2024-2025 school year has progressed well; offers to new students are being issued on Friday, February 24 and the related response date is Tuesday, February 28.
• The Chairs of the Board Standing Committees highlighted information set out in the reports that had been circulated in advance of the meeting.

1. Paula Smith, Chair of the Finance Committee, presented an update on the Campus Master Plan financial modelling and reviewed the various financing options available to the School.
2. Hilary McLean, Chair of the Advancement Committee, reported that the Annual Giving campaign is progressing well and the School expects to reach the campaign goal of $650,000. Hilary also reviewed the most current results of the Trailblazer Campaign.
3. Jeff Allsop, Chair of the Property Committee, provided an update on the west-end expansion and current spaces renovation projects. Jeff reported that the Madison condominium project lane restriction on Yonge Street has been removed and it is expected that an accessible sidewalk on the west side of Yonge Street will be opened soon.
4. Lisa Porlier, Chair of the Governance and Nominating Committee, reported that members of the SCS community will be asked to submit the names of individuals who would be interested in assuming positions on SCS Board Committees. The Board Skills Matrix is being updated and will be used when considering future Board appointments.
5. Martha Perry reviewed with the Committee the status of the following identified risk priorities for the current school year:

• Data security
• Privacy legislation
• Succession planning
• Trailblazer Project
• Inflationary pressures
• Traffic safety

St. Clement’s School
Board Meeting Highlights, January 11, 2023

Agenda – January 11, 2023

Highlights of the meeting include:

• Martha reviewed key areas of focus for the year, including the Trailblazer Campaign, implementation of key elements of the School’s 2020-2025 strategic plan, succession planning, and Equity, Diversity and Inclusion Advisory Council work.

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

a) Paula Smith, Chair of the Finance Committee, reviewed the financial results for the three months ended October 31, 2022 and the forecast results for the 2022/2023 fiscal year.

Paula reported that the Committee reviewed draft budget information for 2023/2024; the final budget will be approved later in the year.

The Board approved the 2023/2024 tuition fee and acceptance fee recommended by the Finance Committee for inclusion in the re-registration package that is being sent out before the end of January.

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 reviewed the most current results of the Trailblazer Campaign for the west-end expansion project.

c) Jeff Allsop, Chair of the Property Committee, provided an update on the ongoing Campus Master Plan work.

Jeff noted that a live-stream camera has been activated for the project and it can be accessed through the campaign website.

d) In the absence of Lisa Porlier, Chair of the Governance and Nominating Committee, Karen McKay reported that 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 16, 2022

Agenda – November 16, 2022

Highlights of the meeting include:

• Karen McKay, Chair, introduced Sarah McEvoy, who was elected to the Board of Governors at the Annual General Meeting in October.
• Martha Perry, Principal, introduced new members of staff.
• Karen McKay 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 reported that the key priorities for the 2022-2023 school year include the Trailblazer Campaign, the strategic plan, succession planning, and Equity, Diversity and Inclusion Advisory Council work.

b) Hilary McLean, Chair of the Advancement Committee, reported that the 2022-2023 Annual Fund Campaign, under the leadership of parent Rose Cross, has been launched with a goal of $650,000. Lisa Watson, Executive Director of Advancement, reviewed results of the Trailblazer campaign and highlighted ongoing campaign fundraising activities.

c) Paula Smith, 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 2023-2024 school year.

d) Jeff Allsop, Chair of the Property Committee, reported that the Property Committee, together with the Project Overview Committee, is continuing to review matters relating to the Trailblazer construction project. A live stream camera for the project has been activated and can be accessed through the campaign website www.scstrailblazercampaign.com.

e) Lisa Porlier, Chair of the Governance Committee, presented for Board approval the final listing of Board Committee members for the 2022-2023 year. The Committee has identified expected Board vacancies for 2023-2024 and is considering potential candidates to fill these vacancies. In addition, the Committee is reviewing the mandates for all Board Committees.

St. Clement’s School
Board Meeting Highlights, September 28, 2022

Agenda – September 28, 2022

Highlights of the meeting include:

• Martha Perry, Principal, introduced new members of staff for the 2022-2023 school year.
• Karen McKay, Chair, introduced Betty Kneis, new Ex Officio Board Member in her position of President of the Parents’ Association
• Paula Smith, 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 2022 fiscal year. The audited financial statements for the fiscal year ended July 31, 2022 were approved.
• Martha Perry reported that the School has received its notice of accreditation from Canadian Accredited Independent Schools. In addition, Martha reviewed the School’s new addition to our website, An Inclusive Community, that includes a detailed timeline of the School’s many equity, diversity and inclusion initiatives undertaken during the years 2010-2011 to 2021-2022.
• Martha Perry and Lisa Watson, Executive Director of Advancement, presented information on the plan and timeline for the community phase of the Trailblazer Campaign. Martha noted that with the building underway and September 2023 fast approaching, it is important for the community to recognize and respond to the need for financial support in order for the School to realize the many benefits that will result from the campus master plan expansion.
• The Chairs of the Board Standing Committees highlighted information set out in the reports that had been circulated in advance of the meeting.

a) In the absence of Hilary McLean, Chair of the Advancement Committee, Lisa Watson reported that the 2022 annual fund campaign will be launched in the near future under the leadership of Rose Cross.
b) Jeff Allsop, Chair of the Property Committee, reviewed the current status of the construction project. He noted that the Roof Terrace was completed on time and this space is now in use. The School Administration is meeting with the Madison Group, developer of the Capitol condominium project, on a regular basis to keep the community informed of planned upcoming construction activity.
c) Lisa Porlier, Chair of the Governance and Nominating Committee, reported that 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.

St. Clement’s School
Board Meeting Highlights, June 22, 2022

Agenda – June 22, 2022

Highlights of the meeting include:

• Under the direction of Alice Pitt, the members of the Board’s Equity, Diversity and Inclusion (EDI) Advisory Group led a generative discussion of EDI related matters.

• 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, reported that the School’s Year 2 Response to Recommendations for Canadian Accredited Independent Schools accreditation was submitted on June 17.

The School’s vaccination policy is remaining in effect for the 2022/2023 school year and the School believes that safeguards such as vaccinations, masks, and air filters will provide students and staff with adequate protection should we see a new COVID wave in the fall.

b) David Bacon, Chair of the Finance Committee, reviewed the Quarterly Financial Report for the nine months ended April 30, 2022. David also reviewed the information in the budget documents circulated in advance of the meeting. Following David’s review, the Board approved the final 2022/2023 budget.

Bill MacKenzie, Chair of the Investment Sub-Committee, reviewed alternate investment options and strategies. Based on this review, the Board approved amendments to the School’s Statement of Investment Policies and Objectives to govern alternate investments.

c) Hilary McLean, Chair of the Advancement Committee, reviewed year-to-date donation results, noting that gifts to the Trailblazer Campaign have now reached $15.0 million with continued work to be done to reach our Campaign goal of $18.0 million.

Hilary reviewed recent in-person events at the School, including the Alumnae Reunion Weekend activities, the Trailblazer ground-breaking ceremonies, and the Closing ceremonies at Massey Hall.

d) In the absence of Jeff Allsop, Chair of the Property Committee, Martha reviewed the status of the west end expansion project and the roof-top renovation project that were started at the beginning of June. Martha indicated that Board members will receive updated status reports throughout the summer.

e) Lisa Porlier, Chair of the Nominating and Governance Committee, presented highlights from the review and analysis of the self-assessment survey completed by Board members. The results of the Principal’s Assessment will be reviewed by Brian Denega, Past Chair, and Karen McKay, Chair.
The Committee is working to identify candidates to fill expected Board and committee vacancies in the new year.

St. Clement’s School
Board Meeting Highlights, May 11, 2022

Agenda – May 11, 2022

Highlights of the meeting include:

• Elena Holeton, Director of Admissions, answered questions regarding the 2022 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, noted that the west end expansion has been the focus of attention and there have been numerous meetings of the Logistics, Project Overview and Property Committees. The School has also been involved in development matters relating to the Madison condominium project.

With the upcoming closure of the west drive, transportation matters will be a focus of attention and related community communications are being prepared.

b) Hilary McLean, Chair of the Advancement Committee, reviewed year-to-date donation results. The School has received donations made in tribute to Sarah Gleeson following her recent death.

Gifts to the Trailblazer Campaign are at $14.5 million. The Advancement Team is taking a number of steps to build campaign momentum, including scheduling events for alumnae and past parents, conducting individual meetings with current and new parents, and implementing a strong communications plan which will include social media content, website updates, and ongoing content in Enews, SCS Connect, Community Enews and Red Blazer. Board members were asked to assist the Advancement Group wherever possible.

c) Jeff Allsop, Chair of the Property Committee, provided an update on Campus Master Plan work.

Jeff reported that the School has received recent estimates that show that construction costs will exceed the original approved budget. The increase in costs reflects some scope changes and the current environment of inflation, labour disruptions, material shortages and other supply issues, war in Ukraine, and COVID. Jeff reported that the revised cost projections will be discussed further at a special Board meeting scheduled on May 25.

d) Lisa Porlier, Chair of the Nominating and Governance Committee, reported that the candidates are being identified to fill expected Board and committee vacancies in the new year.

The Board Self-Assessment Survey and the Principal Assessment have both been circulated for Board members to complete and return.

St. Clement’s School
Board Meeting Highlights, April 6, 2022

Agenda – April 6, 2022

Highlights of the meeting include:

Martha Perry reported on the key areas of focus of the School’s Administration Team, including enrolment, 2022-2023 calendar planning, community relations, the west end expansion, and strategic plan objectives.  Martha noted that in response to recent developments, the School has changed various COVID-related protocols and has expanded the range of permitted activities. Mask mandates remain in place and will be reviewed later in the month.

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, reviewed the Quarterly Financial Report for the six months ended January 31, 2022.  David reported that the Investment Committee and designated members of the Finance Committee met with the School’s investment management firms in February to review the year-to-date performance of their respective portfolios.
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 special Trailblazer ground-breaking event on Monday, May 30.
3. Jeff Allsop, Chair of the Property Committee, reported on the status of the various permits and approvals required for the Trailblazer construction project.  Jeff noted that tender packages are being prepared and released to the trades; the responses will be used to update the construction budget.  The School’s Project Management firm, Turner & Townsend, has developed a project risk log that the Project Overview Committee is reviewing on a regular basis. Jeff reported that current indications are that the Madison condominium project to the south of the School will begin in May.
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 working to identify prospective Board and Committee candidates, with particular emphasis on candidates for the Finance and Investment Committees.

St. Clement’s School
Board Meeting Highlights, February 16, 2022

Agenda – February 16, 2022

Highlights of the meeting include:

• Martha Perry introduced new members of staff.
• There was a special Campus Master Plan presentation that highlighted the current status of the planned west end expansion to the School. Following the presentation, the Board approved resolutions supporting the construction project and the public launch of the related Trailblazer fundraising campaign.
• Martha Perry presented the Principal’s Report, which highlighted that the registration of returning students for the 2022-2023 school year has progressed well. Offers to new students are being issued on Friday, February 25 and the related response date is Wednesday, March 2.
• 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 the Annual Giving campaign is progressing well and the School expects to reach the campaign goal of $650,000.,
2. Jeff Allsop, Chair of the Property Committee, reported that final formal approval of the School’s Committee of Adjustments application was received on February 10. A Tieback, Crane Swing and Construction agreement is being finalized with the developers for the condo construction project at 2500 Yonge Street.
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 Board Skills Matrix has ben updated and will be used when considering future Board appointments.

Lisa confirmed that an Equity, Diversity and Inclusion Advisory Committee has been created under the leadership of Board member Alice Pitt.

At its last meeting, Martha Perry reviewed with the Committee the status of the following identified risk priorities for the current school year:

• Data security
• Privacy legislation
• Succession planning
• Staff well-being
• Pandemic response

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.