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8/24/2004 - Special Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD SPECIAL BOARD MEETING 2004 AUGUST 24,7:00 P.M. PUBLIC SESSION BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M-material 1.CALL TO ORDER 2.APPROVAL OF AGENDA M 3.CONFLICTS OF INTEREST V 4.DIRECTOR'S ANNOUNCEMENTS V 5.APPROVAL OF THE 2004-05 BUDGET Wl 6.ATTENDANCE AREAS FOR STUDENTS M 7.NOTICE OF MOTION a.Trustee Cartler M 8.ADJOURNMENT V THAMES VALLEY DISTRICT SCHOOL BOARD SPECIAL BOARD MEETING,PUBLIC SESSION 2004 AUGUST 24 The Board met ina special session on 2004 August 24 inthe Board Room at the Education Centre, meeting in camera at 5:00 p.m. followed by a public session at 7:00 p.m. The following were in attendance: TRUSTEES J.Hunter (Chair) D.Anstead J.Bennett A.Cartier G.Hart D.Mugford S.Peters ADMINISTRATION AND OTHERS K.Havelka B. Bryce M.Sereda P.Gryseels B.Tucker B.Greene K.Wilkinson 0.Murphy K.Bushell J.Thorpe S.Christie D.Blair S.Dawson K.Dalton C.Dennett Regrets:P.Jaffe,S.Doxtator,S.Ross,P.Sattler K.Preston T.Roberts L.Stevenson (+7:05) J.Stewart P.Hearse C.LInsdell K.Meeson J.Pratt J.Roth W.Scott CALL TO ORDER Chairperson Hunter called the meeting to order at 7:00 p.m.She welcomed Kory Preston,Student Trustee,to his first official Board meeting. APPROVAL OF AGENDA Director Bryceresponded to a question byTrustee Hartregardingthe appropriateness of including items6 and 7on the agenda.He clarified that the additionswere consistent with Bylaw 3.15 and 3.16 noting any items may be added to the agenda of a special meeting provided the notice states all business to be considered or transacted at the meeting,it Is not necessary for items to be related to a single Issue at a special meeting.The agenda was approved on motion of T.Roberts and J. Stewart. 3.CONFLICTS OF INTEREST -No conflicts of interest were declared. 4.DIRECTOR'S ANNOUNCEMENTS DirectorBryce announced that Superintendent Jim Empringham will Chairthe Ministry of Education's newly-established Advisory Committee on E-iearnlng.The Committee will review all aspects of electronic learning inthe province and make recommendations on strategy and program delivery. The Director extended appreciation to the staff of Facility Services fortheir outstanding effort over the summer in preparing Thames Valley schools for the September 07 opening.He asked Executive Superintendent Gryseels to comment on the major renovation projects as well as the unanticipated projects that were added as a result offire and smoke damage at two elementary schools. Supt.Gryseels extended congratulations to the Manager K.Bushell and the Projects &Maintenance staff for the completing the renovation projects at North Meadows P.S.in Strathroy,East Williams Memorial P.S. in Ailsa Craig, and Eagle Heights P.S.In London, (formerly Oxford Park P.S.)Mr. Bushell described the scope of the projects and advised that some construction delays have been experienced at Eagle Heights P.S.Construction will continue during the early part of2004 September. Supt.Empringham described damage to DM Sutherland PS In Woodstock resulting from a fire on 2004 July 26 which caused extensive damage to the roof,canopy and the Interior of one DSE classroom. 2004 August 24...2 4.DIRECTOR'S ANNOUNCEMENTS -cont'd Mr.Empringham advised thatrestorationofthe building has started and itisexpected thattheschool will openon2004September 07;however,itisnot anticipated thatthe DSE classroom will beready because of the extent of the loss and the need for window replacement.The students will be temporarily accommodated inportable classrooms.He noted that the police and fireauthorities are investigating the vandalism and,as an additional securitymeasure,surveillance cameras and lights are being installed at the back of the school. Superintendent K.Wilkinson provideddetails related to a firethat occurred at ByronSouthwood P.S. inLondon on 2004 August 18.She advised that the fire appears to have been started ina fountain area and spread to the inside of the school wall.The school will open on 2004 September 07 however,the twoclassrooms will not be ready until the restorationhas been completed. Mr.Bushel!advised that the amount of damage to D M Sutherland School has been estimated at $250,000 and $80,000 at ByronSouthwood.Insurance claims have been submitted to OSBIE and the adjusters have inspected both sites.Executive Superintendent B.Greene explained that the Board has a reserve fund to sustain major catastrophes which will be used to pay the $100 000 deductible for the DM Sutherland claim and to fund the repairs to ByronSouthwood. Mr.Bushell confirmed that the final stages of the renovation projects are being completed and although there are a number of challenges to overcome inthe next few days,assurance was given that students will return to the buildingsthat are ready and safe (e.g. fire alarms sprinkler systems, etc). 5.APPROVAL OF THE 2004-05 BUDGET Trustee Roberts, Chair of the Budget AdvisoryCommittee,commented on the 2004-2005 Budget process.He advised that the Budget Advisory Committee met on 2004 August 18 to receive an update on the 2004-05 budget being presented to the Board on 2004 August 24. Trustee Roberts recognized the Thames Valleycommunitypartners forthe thoughtfuland responsive publicinput received on the TVDSB website related tothe 2004-05 preliminary budget.He noted that the Budget Advisory Committee feels that the government has been listening to the concerns related to our schools as evidenced bythe increased funding of the Learning Opportunities Grant (LOG), Special Education fundingand Small/Rural School Initiativesbeing considered.The government has acknowledged Dr.Rozanski's recommendations that one size does not fit all. Trustee Roberts commented on the major changes related to Special Education reserves identified under Cycle 5 Intensive Support Amount (ISA) funding.The Administration was commended for successfully balancing the 2004-05 Budget and the Special Education AdvisoryCommittee (SEAC) for its consultative process that assisted In Identifying areas where solutions were necessary to improve programs and services for special needs students.He advised that the Budget Advisory Committee will be submitting itsreport and recommendations tothe Committee of the Whole meeting on 2004 September 14. DirectorBrycereported that the budget process thisyear has proven to be longand timeconsuming as the full extent of the grants were not known at the time the 2004-05 Preliminary Budget was presented in 2004 June.He applauded the Business Services staff for committing their summer to preparing the budget being presented. Mr.Bryce advised that funding information was received on 2004 July 23 from the Ministry of Education related to a 2004-05 CommunityUse of Schools initiative designed to foster community access to schools,reduce cost barriers associated with community use of school facilities and encourage co-operation between boards and municipalities regarding the use of schools.A total of $20M has been allocatedin proportion totheBoard's2004-05GrantforSchoolOperationscalculated by the Ministry in 2004 May. 2004 August 24...3 5.APPROVAL OF THE 2004-05 BUDGET -cont'd Mr.Bryce advised that funding Information was received on 2004 July 23 from the Ministry of Education related to a 2004-05 CommunityUse of Schools Initiative designed to foster community access to schools,reduce cost barriers associated with community use of school facilities and encourage co-operation between boards and municipalities regarding the use of schools.Atotal of $20M has been allocated inproportion tothe Board's 2004-05 Grant for School Operations calculated by the Ministry In 2004 May. Thames Valley will receive $726 048 to Increase affordable access to school space by not-for-profit community groups.To be eligible to receive these funds,school boards will be asked to enter into Community Recreation and Use Agreements with the Ministry of Tourism and Recreation.The ministries will be working with a representative group of school board staff to develop a template agreement and an implementation framework. Mr. Bryce advised that the Ministry of Education Is committed to changing how ISA funding is allocated.The Minister of Education has announced that there will be a new funding model for special education in 2005-06.In a Ministry memorandum dated 2004 July 28, direction was given regarding the Special Education ISA allocation spending and underspending in 2003-04.It noted that boards which have spent their entire Special Education allocation on special education programs and services would receive their full allocations for 2004-05 as per Cycle 5.Boards that have had Special Education underspending In 2003-04 and prior years would see their 2004-05 ISA allocation reduced to reflect this level of underspending.At tlie same time,Boards will be expected to use their Special Education reserves that have been built up from this underspending to support Special Education programs and services in 2004-05.The ISAallocation for 2004-05 will be the same as the allocation for 2003-04,less calculated underspending for 2003-04 and prior years.Mr.Bryce noted that, clearly, the government wants special education dollars spent today, not held In reserves for future use. He advised that the Board's 2003-04 Cycle 5 funding held In reserves will be used to meet the growing needs of Special Education programs.It was noted that they must be used by 2004 August 31 and may not be used for staffing. Executive Superintendent Greene presented the draft 2004-05 Budget to be submitted to the Ministry of Education by 2004 August 27,once approved by the Board. He noted that the Board is required to approve a balanced budget under Section 231 of the Education Act. He advised that the submission deadline was extended to 2004 August 27 this year due to a delay In releasing the provincial funding grants. The 2004-05 Budget of $608 668 369 Is in compliance withthe following Ministryprovisions: Classroom; Special Education; School Renewal and New Pupil Places; Administration and Governance. The proposed budget for 2004-05 is balanced based on a number of issues that have developed over the summer months.The following summary of the main issues was highlighted. The 2004-05 Preliminary Budget was presented tothe Board on 2004 June 15 forthe fiscal year2004 SeptemberOI to2005 August 31 and indicateda revenue shortfallof$8.5M. Itwas noted at thattime that the temporary deficit was expected to be eliminated when the unallocated Provincial funding grants were received.Throughout the summer,the Ministry of Education announced funding in Memorandum B11 -Special Education which included funding for 2003-04 as well as 2004-05 with detailed calculations regarding the use of Special Education reserve funds. 2004 August 24...4 5.APPROVAL OF THE 2004-05 BUDGET •cont'd Memorandum B12 - Learning Opportunities Grant (LOG)advised that distribution of LOGfunds is based on 1996 census data with the same socioeconomic factors used to allocate previous funds. Thames Valley's portionofthe LOG enhancement amounts to$1 296 582 and isintended tosupport students who need help to Improve achievement and to close the achievement gap between the strongest and weakest students.School boards will be required to submit an initial plan detailing their use of this increased funding to the Ministry by 2004 October 15 and a final report confirming how the increased funding was used by 2005 June 30. Mr.Greene reported that the benefit costs forthe 2004-05 Budget are $69.2M. Duringthe summer, the Board received the actual benefit rates per employee for health,dental and life insurance from Mercer Human Resource Consulting Limited. In the budget development process,estimates were used to determine benefit costs.Based on the actual rates to be used effective 2004 September,the total benefits budget was reduced by $1.6M. Finally,in order to balance the budget for 2004-05,the expenditure budget forthe retirement gratuity funding plan was adjusted.In the 2002-03 fiscal period,reporting requirements resulted in the accounts receivable balance of $13.2M being expended in that year.Afunding plan was developed that would eliminate that balance by 2004-05.This action will extend the plan one more year unless additional savings are found within the 2003-04 fiscal period or the 2004-05 budget year. Supt.Greene advised that in balancing the 2004-05 Budget,no changes were required to staffing, programs or services forthe start of school on 2004 September 07. He emphasized the importance of continued collaboration between the Board and the Provincial govemment Infinding solutions to address a number of major issues related to the Special Education,small and rural schools,declining enrolment and transportation needs. The Administration responded to questions posed by trustees. RECOMMENDATIONS: That $4 631 067 be transferred from the Special Education Reserve Fund to fund the 2004-05 Special Education ISA 2 &3 Adjustment required per Ministry of Education Memo B11. That the 2004-05 balanced budget of $608 668 369,revenue and expenditures,be approved for submission to the Ministry of Education. The recommendations were adopted on motion of T.Roberts and D.Mugford. Chairperson Hunter extended appreciation to the Business Services staff for the successful completion of a balanced Budget for 2004-05. 6.ATTENDANCE AREAS FOR STUDENTS Trustee Peters requested that a discussion be held related to the Board's policyon Attendance Areas for Students.She expressed concern that the current policy allows for out-of-area students to enroll at Strathroy District Collegiate Institute (SDCi)even though the school's enrolment is at capacity as evidenced by four portable classrooms on site. The following motion was moved by S.Peters and seconded by G. Hart: That Strathroy District Collegiate Institute be declared closed to boundary-waiver students effective immediately due to the fact that the school Is at capacity. 2004 August 24...5 6.ATTENDANCE AREAS FOR STUDENTS,cont'd Supt.Gryseels referred to the West Middlesex -West Elgin Secondary School Area Accommodation Study and stated that a recommendation to close the boundary of SDCI was not passed.Supt.K. Wilkinson clarified that the four portable classrooms were not added to house out-of-area students but were necessary to create space to accommodate a computer-assisted learning lab for computer/technology courses,Special Education classes,an Alternative School site and an additional social services worker. Trustee Peters confirmed that at the time of the Area Accommodation Study Committee meetings, portable classrooms were not on the SDCI site and,therefore,it was not deemed necessary to make a motion related to boundaries.It was noted that decisions related to the West Middlesex -West Elgin Secondary School Area Accommodation Study were postponed at the 2004 June 22 Board meeting pending an announcement from the Ministry of Education regarding new funding commitments for school accommodation. Followingthe discussion,the motion was defeated.Trustee Roberts was absent during the voting. NOTICE OF MOTION The following Notice of Motion was presented by Trustee Cartier for consideration at the 2004 September 28 meeting; Whereas some trustees are receiving calls from parents and others,and the Ministry of Education is receiving communications on the subject; That trustees,staff and community participate and determine at what grade sexual diversity discussions will be presented to children,and at what grade it will end. REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA 2004 August 24 MEMBERS PRESENT ADMINISTRATION AND OTHERS T.Roberts (Chair) D.Anstead J.Bennett A.Cartier G.Hart J.Hunter D. Mugford 8.Peters M.Reldl B.Bryce B.Greene J.Thorpe C.Murphy D.Blair K.Dalton K.Havelka L.Hutchinson G.Jazey M.Sereda W.Tucker K.Wilkinson J.Empringham K.Bushell Regrets:S.Doxtator,P.Jaffe,L.Stevenson Absent:P.Sattler The Committee met in camera from 5:00 p.m.to 5:45 p.m. 1.APPROVAL OF AGENDA The agenda was approved on motion of J.Hunter. 2.CONFLICTS OF INTEREST -No conflicts of interest were declared. S.Christie C.Dennett P.Hearse K.Meeson J.Pratt J.Roth 2004 August 24...6 8.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA,cont'd 3. Confidential legal and negotiation matters were discussed. 4.RISE AND REPORT Amotionto rise and report was moved byS.Peters at 5:45 p.m. and carried. RECOMMENDATION: 1.That the Thames Valley District School Boardenter into a contract with MacMasterChevrolet Oldsmobile Cadillac Ltd. For the lease of 23 vehicles:the contract to be for a four-year period commencing on 2004 December 01 and ending 2008 November 30. T.ROBERTS, Chairperson The recommendation was adopted on motion of T.Roberts and J.Bennett. 9. ADJOURNMENT-The meeting was adjourned at 8:53 p.m. on motion ofJ.Stewart and T.Roberts. The following motion was approved by electronic vote on 2004 July 20: That the Board authorize the Administration to enter intoa contract for the purchase ofelectricity with Ontario Power Generation Inc.(OPG) forthe period of2004 September 01 to 2005 April 30 at a price not to exceed 6.63 cents per kilowatt hour. CONFIRMED:Qd^ Chairperson SUMMARY OF APPROVED RECOMMENDATIONS OF 2004 AUGUST 24 That $4 631 067 be transferred from the Special Education Reserve Fund to fund the 2004-05 Special Education ISA 2 &3 Adjustment required per Ministry of Education Memo 811. That the 2004-05 balanced budget of $608 668 369,revenue and expenditures,be approved for submission to the Ministry of Education That the Thames Valley District School Board enter into a contract with MacMaster Chevrolet Oldsmobile Cadillac Ltd.For the lease of 23 vehicles;the contract to be for a four-year period commencing on 2004 December 01 and ending 2008 November 30. That the Board authorize the Administration to enter into a contract for the purchase of electricity with Ontario Power Generation Inc.(OPG)for the period of2004 September 01 to 2005 April 30 at a price not to exceed 6.63 cents per kilowatt hour.