6/8/2004 - Special Board MeetingI f
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THAMES VALLEY DISTRICT SCHOOL BOARD
SPECIAL BOARD MEETING,PUBLIC SESSION
2004 JUNE 08,7:00 P.M.
BOARD ROOM,EDUCATION CENTRE
V-verbal
M -material
1.CALL TO ORDER V
2.APPROVAL OF AGENDA M
3.CONFLICTS OF INTEREST V
4.COMMUNICATIONS
a.Appointmentof Oxford County Trustee M
5.ADJOURNMENT V
THAMES VALLEY DISTRICT SCHOOL BOARD
SPECIAL MEETING,PUBLIC SESSION
2004 JUNE 08
The Board met in a special session on 2004 June 08 in the Board Room at the Education Centre,meeting
in a public session at 7:00 p.m.The following were in attendance:
TRUSTEES G.Hart T.Roberts
D.Anstead J. Hunter (Chair)P.Sattler
J.Bennett D. Mugford J.Stewart
A.earlier S.Peters L.Stevenson
S.Doxtator M.Reid
ADMINISTRATION AND OTHERS J.Empringham K.Bushel!
B.Bryce K.Havelka S.Christie
P.Gryseels G.Jazey C.Dennett
B.Greene M.Sereda K.Meeson
C.Murphy B.Tucker J.Roth
J.Thorpe K.Wilkinson W.Scott
D.Blair K.Dalton
Regrets:P.Jaffe
1.CALL TO ORDER -Chair Hunter called the meeting to order at 7:05 p.m.
2.APPROVAL OF AGENDA
The agenda was approved on motion of T.Roberts and S.Peters.
3.CONFLICTS OF INTEREST -No conflicts of interest were declared.
4.COMMUNICATIONS
a.APPOINTMENT OF OXFORD COUNTY TRUSTEE
The following recommendation was moved by G. Hart and J.Bennett and carried
And resolved that James Stewart be appointed the second trustee representing
Oxford County on the Thames Valley District School Board;the appointment to be
effective Immediately to 2006 November 30.
Trustee Stewart read the Ceremonial Declaration and declared his Oath of Allegiance.
The following recommendation was moved by L.Stevenson and G. Hart:
That Trustee James Stewart be appointed to the following 2004 committees
replacing Trustee Margaret Reidl:
Communications and Public Relations;
Supervised Alternative Learning for Excused Pupils -East alternate.
Chair Hunter welcome Trustee Stewart to the Board.
5.ADJOURNMENT
The meeting adjourned at 7:07 p.m.on motion of S.Peters and T.Roberts.
CONFIRMED:
Chairperson
2004 June 08...2
SUMMARY OF APPROVED RECOMMENDATIONS OF 2004 JUNE 08
And resolved that James Stewart be appointed the second trustee representing Oxford County on
the Thames Valley District School Board;the appointment to be effective immediately to 2006
November 30.
That Trustee James Stewart be appointed to the following 2004 committees replacing Trustee
Margaret ReidI:
-Communications and Public Relations;
Supervised Alternative teaming for Excused Pupils -East alternate.
THAMES VALLEY DISTRICT SCHOOL BOARD
SPECIAL BUDGET BOARD MEETING
2004 JUNE 15,7:00 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
5.2004-05 PRELIMINARY BUDGET M
6.ADJOURNMENT V
THAMES VALLEY DISTRICT SCHOOL BOARD
SPECIAL BUDGET MEETING,PUBLIC SESSION
2004 JUNE 15
The Board met ina special session on 2004 June 15 inthe Board Roomat the Education Centre, meeting
in camera at 5:05 p.m.followed by a public session at 7:05 p.m. The following were in attendance:
TRUSTEES
J.Hunter (Chair)
D.Anstead
J.Bennett
A.Cartler
S.Doxtator
G.Hart
P.Jaffe
D. Mugford
S.Peters
ADMINISTRATION AND OTHERS K.Havelka
B. Bryce M.Sereda
P.Gryseels B.Tucker
B.Greene K.Bushel!
C. Murphy S.Christie
J.Thorpe S.Dawson
D.Blair C.Dennett
K.Dalton
M.Reid
T.Roberts
P.Sattler
J.Stewart
L.Stevenson
C.Linsdell
K.Meeson
J.Roth
J.Berkin
P.Hearse
J.Pratt
M.Hubert
1. CALL TO ORDER -Chairperson Hunter called the meeting to order at 7:05 p.m.
2.APPROVAL OF AGENDA
The report of the Budget Advisory Committee was added as item 5.a and the 2004 June 15 In-
camera report as item 5.b.The agenda as amended was approved on motion of G. Hart and D.
Anstead.
3.CONFLICTS OF INTEREST -No conflicts of interest were declared.
4.DIRECTOR'S ANNOUNCEMENTS
Bill Bryce,Director of Education,provided opening remarks regarding the 2004-05 Preliminary
Budget,commenting that the budget process had been unique this year as the full extent of grants
is still unknown.
Director Bryce noted he was pleased that the Minister of Education took the time to come to London
last Friday to visit schools and meet with the trustees where he assured trustees that the Board would
receive sufficient funds to meets its operating needs.The submission date for the budget has been
deferred to August 30.Special education,LOGfunding and the community use of schools grants will
be known by that time;however,the Minister indicated that the Keep Good Schools Open grant would
not be known by August but he hoped by the end of September.
2004-05 PRELIMINARY BUDGET
Executive Superintendent B.Greene advised that the preliminarybudget of $596,954,000 for the
school year 2004 September 01 to 2005 August 31 represents an increase of $11,820,00 exclusive
of approximately 30%of Provincial funding which has not yet been allocated.He indicated that the
Board Is required to pass a balanced budget.The deadline to submit the budget has been extended
to 2004 August 30.
Mr.Greene explained that while the 2004-05 funding announcement represents a Provincial increase
of6%over 2003-04,the comparable Increase for the TVDSB is significantly lower at 2.7%because
of declining enrolment.The projected decline for 2004-05 is 1280 elementary students and 815
secondary students,a total of 2095 students,which results in a loss of grant revenue exceeding
$12M.
2004 June 15...2
5.2004-05 PRELIMINARY BUDGET -cont'd
Highlightsof the Preliminary Budget were presented as follows:
Overview
Revenues fOOO's)
IVIinistry FundingAnnouncement2004 IVIay 26 $596,954
Other revenues 7,301
Preliminary revenues 604,255
Ministry-unallocated 30%TBD
Expenditures
2004-05 Preliminary expenditures 606,233
'Restricted grants requiring ne expenditures 6,026
Board approved initiatives 471
Projected expenditures $612.730
Temporary Deficit $f8.475)
Itwas noted that the temporary deficitwas expected tobe eliminatedwhenthe unallocated Provincial
funding grants were received.
Unallocated Funding
$102M Special Education related tothe Intensive Support Amount (ISA).School boards
and education partners were consulted 2004 June 10 on 'transition to outcome'
based funding for 2004-05 and beyond
65M Learning Opportunities Grant (LOG)
31M Keeping Good Schools Open Grant
30M School Operations (facility costs)
- $20M directed to encourage and facilitate greater community use of schools
-$10M to consider regional cost difference in facility costs
53M Capital Renewal -funding is enveloped and cannot be used towards the operating
budget
The preliminarybudget was prepared based on the following budget assumptions:
the TVDSB will continue to prioritizethe needs of students consistent with"ACaring
Learning Community";
the draft budget for 2004-05 comply with the Ministry of Education enveloping
provisions;
the draft budget will be balanced as required by the Education Act and Regulations;
the draft budget will be developed based on 2004-05 enrolment projections;
the Provincial funding amount will be based on the 2004-05 general legislative grants;
salaries will be based on existing contractual agreements;
benefits will be based on projected costs and contractual agreements;
utilities will be based on projected rates;
transportation will be based on existing contracts and services.
The preliminary budget was prepared based on budget assumptions approved by the Budget
Advisory Committee February 24, 2004 and subsequently by the Board.
2004 June 15...3
5.2004-05 PRELIMINARY BUDGET -cont'd
J.Roth,Manager Financial Services outlined highlights of the Provincial funding increases such as
salary and non-salary benchmarks,the transportation amount,a declining enrolment adjustment,a
school renewal grant and SEPPA (Special Education Per PupilAmount).
Expenditures were highlighted,noting no change in programs or services.J.-Roth pointed out
Increases in salaries and benefits,utilities and transportation due to budget assumption Increases.
Board approved Increases Included a TVEF donation clerk, TVEF feasibility study and secondary
small school supplement.Primary class size reduction and school renewal increases were noted as
restricted grant increases.Increases resulting from the approval of the Special Education Plan were
noted,along with continuation of new Initiatives previously approved.
J.Roth continued with a projected analysis of the Primary Class Size Reduction funding and
description of the total operating expenditures projected for 2004-05.Classroom instoiction
represents 65% of the total operating expenditures.
The projected shortfall of$8.5Mwas noted as being due to three major issues;special education,
small rural schools and compensation.
J.Roth provided a summary of the special education revenue and expenditures comparing the
revised budget for 2003-04 and the projected for 2004-05.She pointed out that although Thames
Valley is experiencing declining enrolment,the benchmark Increases for special education have
resulted In an increase for many of the components.Due to the unallocated funding,the projections
currently show a deficit of $3.3M.
The operating grant allocations were described,along witha detailed description ofthe reserve funds.
Total reserve funds at August 31,2004 are expected to be $17.2M withcapital reserves representing
$8.5Mand non-capital representing $8.7M.Muchofthe total reserves are comprised of components,
such as special education and pupil accommodation,where mandating by the Ministry of Education
exists for surpluses to be placed ina reserve fund. Executive Superintendent B.Greene then gave
an overview of the budget document and J. Roth explained the allocations based on formulae as
provided in the book.
Supt.Greene and Manager Roth responded to questions posed by trustees related to the budget
presentation.
Concern was expressed that with the final budget delayed until August 30,schools could be left
unprepared to open in September.Director Bryce indicated that staffing decisions had been made
to ensure that appropriate staff would be Inposition to ensure a smooth opening.It was noted that
no additional staff,at this time, will be required for September.
Supt.Greene agreed to co-ordinate a meeting with any interested trustees to discuss the budget in
greater detail.Trustees were asked to contact him in this regard.
Apetition requesting the retention ofthe music program at Giencoe DistrictH.S.was submitted by
Student Trustee Reid.
Trustee Roberts presented the Report of the Budget Advisory Committee meeting of 2004 June 15.
The Committee recommended that the previously-scheduled Board meeting of 2004 June 29 be
rescheduled to 2004 August 24 to approve the budget.Public Input will be invitedand received on
the Board's web-site until August 20. The Chair called for a show of hands to move the June 29
Special Board meeting to 2004 August 24.The suggestion was approved.
2004 June 15...4
Trustee Roberts presented the report ofthe 2004 June 15 Special Board In Camera meeting.
6. ADJOURNMENT - The meeting was adjourned at 9:20 p.m. on motion ofS. Doxtator.
CONFIRMED:9^''
—if
Chairperson