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8/22/2006 - Special Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD SPECIAL BOARD MEETING,PUBLIC SESSION 2006 AUGUST 22,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M -material 1.CALL TO ORDER V 2.APPROVAL OF AGENDA WI 3.CONFLICTS OF INTEREST V 4.CHAIR'S ANNOUNCEMENTS V 5.DIRECTOR'S ANNOUNCEIVIENTS V 6.REPORTS FROM THE ADMINISTRATION a.2006-07 Preliminary Budget M b.Transportation Consortium V 7.REPORTS OF COMMITTEES a.Budget Advisory Committee 2006 August 21 -to be faxed M b.Committee of the Whole,In Camera,2006 August 22 V 8.ADJOURNMENT THAMES VALLEY DISTRICT SCHOOL BOARD SPECIAL MEETING,PUBLIC SESSION 2006 AUGUST 22 The Board met inspecial session on 2006 August 22 inthe Board Room at the Education Centre, meeting in public session from 7:08 p.m. to 9:02 p.m.The following were in attendance: TRUSTEES G.Hart,Chair D.Anstead J.Bennett A.Cartier ADMINISTRATION AND OTHERS B.Bryce B.Greene C.Murphy M.Sereda J.Thorpe D.Blair K.Dalton J.Henry P.Jaffa J.Koscik 8.Peters J.Empringham K.Havelka S.Hughes L.Hutchinson B.Tucker B.Wagner T.Roberts J.Stewart K.North K.Wilkinson K.Bushell S.Christie C.Dennett P.Hearse K.Meeson J.Roth Regrets:J.Hunter,D.Mugford,P.Sattler,L.Stevenson 1.CALL TO ORDER -Chair G. Hart called the meeting to order. 2.APPROVAL OF AGENDA The agenda was amended moving Item 5 -"Director's Announcements"to Item 7 and renumbered accordingly.The amended agenda was approved on motion of J.Stewart,seconded by S.Peters. 3.CONFLICTS OF INTEREST -No conflicts of interest were declared. 4.CHAIR'S ANNOUNCEMENTS Chair Hart reminded trustees and Senior Administration that there will not be a meeting on 2006 September 05 under the new Board and Committee meeting format.He asked that the Trustees and Senior Administration advise the Trustees'Assistant if they plan to attend the social at his home on 2006 September 09. Chair Hart requested that trustees consider the following motion: That the Thames Valley District School Council be asked to submit a recommendation to the Board of six representatives to sit on the Citizens'Advisory Committee on Honoraria to consider the trustee honoraria. The motion was moved by J.Stewart,seconded by P.Jaffe and carried. 5.REPORTS FROM THE ADMINISTRATION a.2006-07 PRELIMINARY BUDGET Budget Advisory Committee Chair T.Roberts introduced the draft 2006-07 Preliminary Budget. He noted that the Committee recommended looking beyond this school year in order to bring a balanced budget to the Board in the future. 2006 August 22...2 5.REPORTS FROM THE ADMINISTRATION -cont'd a.2006-07 Preliminary Budget -cont'd B.Greene, Executive Superintendent, Business Services,provided an overview of the development ofthe draft 2006-07 Budget.J.Roth,Manager,Financial Services, presented an overview ofthe Budget document. P. Hearse, Supervisor,Financial Reporting,described the fundingformula and Increase inoperating grants and capitalas well as the decrease inthe debt and declining enrolment for a net increase of $8.765M.He also described the Grants for Student Needs. Manager Roth described the preliminary expenditures Including proposed new Initiatives and previously-approved staffing increases. Exec.Supt. Greene noted the five major fiscal Issues affecting the draft Budget, I.e.declining enrolment, accommodation, special education, transportation and primary class size reduction. Hedescribed the proposed solutionsto balance the budget noting permanent,ongoing savings must be found as the Board addresses major fiscal Issues. He advised that additional funds can be found inthe Supplies and Services and Furniture and Equipmentlinesfora 10 percent reduction inorder to balance the budget. Itwas noted that school-based accounts will not be affected. Exec.Supt.Greene responded to questions posed by trustees.Trustee Anstead clarified that the reduction of 15 full-time equivalent (FTE)Educational Assistants reflects a reduction In positions held bacl^,not a reduction of staff in place.She questioned how the Board could address declining enrolment withoutan approved Capital Plan. Director Bryce Indicated that some boards have moved to closingschools In the absence ofthe School Closure guidelines. b.TRANSPORTATION CONSORTIUM Director Bryce Introduced the report on Student Transportation Reforms. Exec. Supt.Greene describedchanges underthe Ministry of Education Memorandum 2006:SB13 and the following objectives: - Build capacity to deliver safe,effective, efficient student transportation services; -Achieve equity Infunding allocations; -Reduce the administration burden of delivering transportation. S. Dawson, Manager, Support Services,described the reforms, I.e.requirement forconsortium delivery,reviews of effectiveness and efficiency,and study of benchmark costs fora school bus Incorporating standards for safe vehicles and trained drivers. Ms. Dawson highlighted the consortia sites.Ministry timelines,guidelinesfortheConsortiaPlan,organizationand governance structure,operations and the development of a task force. An effectiveness and efficiency review will be conductedbythe Ministry to assist in allocating equitable funding to the partners.Ms. Dawson described the timetable In developing the consortia.. Chair Hartleftthe meeting at 8:47 p.m. and Trustee Bennett assumed the chair. Supt.Greene responded to trustees'questions. 6.REPORTS OF COMMITTEES a.REPORT OF THE BUDGET ADVISORY COMMITTEE 2006 August 21 1:00 -1:58 p.m. MEMBERS PRESENT ADMINISTRATION AND OTHERS ^\ T. Roberts, Chair B. Bryce C. Dennett J D.Anstead B.Greene P.Hearse S.Peters J.Roth J.Berkin 2006 August 22...3 6.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE BUDGET ADVISORY COMMITTEE -cont'd 1.APPROVAL OF AGENDA - A motion to approve the agenda was approved. 2.CONFLICTS OF INTEREST -none declared 3.2006-07 PRELIMINARY BUDGET REVIEW Exec. Supt. B.Greene reviewed the items Business Services will be highlightingat the 2006 August 22 Special Board meeting which Include a description of the provincial funding, proposed solutions to the budget shortfall and major fiscal issues facing TVDSB. In describing the provincial funding, he noted that ongoing announcements regarding two new Ministry initiatives may also occur mid-year. Trustee Roberts sought clarificationon the Special Education deficit of $5.3M.Discussion took place on the need for the Special Education budget to be balanced In the 2007-08 budget year.He also sought Information on costs related to Improving Instructional intelligence and Student Success Teachers. Discussion took place on the five major fiscal issues (declining enrolment,accommodation, special education,student transportation and primary class size)identified by Exec.Supt. Greene in the Executive Summary of the 2006-2007 budget document.The need for these Items to be considered high priorityfor Board action throughout the school year was strongly emphasized. In describing the proposed shortfall solutions.Exec.Supt.Greene emphasized that the proposed solutions are one-time only. 4.OTHER BUSINESS Public Relations Manager C.Dennett confirmed the Budget document will be available on the TVDSB website the morning of 2006 August 23.The Board continues to seek public input through its web page by way of a direct linkto providing comments and concerns and will remain available until the Budget has been approved. 5.DATE AND TIME OF NEXT MEETING The next meeting will be scheduled at the call of the Chair. 6.ADJOURNMENT A motion to adjourn was approved at 1:58 p.m. T.ROBERTS Chairperson 2006 August 22...4 6.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE COMMITTEE OF THE WHOLE -IN CAMERA 2006 August 22 MEMBERS PRESENT ADMINISTRATION AND OTHERS G. Hart (Chair) D.Anstead J.Bennett J.Henry 8.Peters T.Roberts J.Stewart B.Bryce B.Greene C.Murphy M.Sereda J.Thorpe D.Blair J.Empringham K.Havelka S.Hughes L.Hutchinson B.Tucker B.Wagner K.Wilkinson K.Bushel! 8.Christie C Dennett K.Meescn Regrets:J. Hunter, P.Jaffe,D. Mugford, P.Sattler,L.Stevenson Absent:A.Cartier,J,Koscik,K.North The Committee met in camera from 5:28 p.m.to 5:52 p.m. 1.APPROVAL OF AGENDA-The agenda was approved. 2.CONFLICTS OF INTEREST -No conflicts of interest were declared. 3.Confidential personal and legal matters were discussed. 4.RISE AND REPORT A motion to rise and report was approved at 5:52 p.m. RECOMMENDATIONS: 1.That the Board enter Into a contract with MacMaster Chevrolet Oldsmobile Cadillac Ltd.for the lease of 21 new vehicles which consists of nineteen 3/4 ton cargo vans and two one-ton cab and chassis trucks. 2.That approval be granted to purchase SuccessMaker Software from Merit Learning Sales. G.HART Chair of the Board The recommendations were adopted on motion of J.Stewart and 0.Anstead. 7.DIRECTOR'S ANNOUNCEMENTS DirectorBryce requested that S. Hughes,Superintendent of Education,comment on the additional two Professional Development days In 2006-07 as per Ministryof Education regulation. Supt.Hughes advised that Regulation 304 indicates that the legislation is designed to address Provincial education priorities to help teachers improve student literacy and numeracy and to succeed to post secondary education or employment. The two dates identified are 2006 November 17 and 2007 February 23. A revised school calendar is to be presented in 2006 September for trustee approval. Schools that have already printed their calendars will send a notice to parents of the additional dates. 2006 August 22...5 8.ADJOURNMENT The meeting adjourned at 9:02 p.m. on motion of P.Jaffe and S.Peters. CONFIRMED: Chairperson •d The following electronic vote was taken on 2006 July 05 and approved. MOTION That the Chair of the Board be authorized to approve personnel changes on behalf of the Board as required during 2006 July and August. Yea:Anstead,Bennett,Hart,Hunter,Jaffe,Roberts,Sattler,Stevenson,Stewart Nay:None Abstain:None SUMMARY OF APPROVED RECOMMENDATIONS OF 2006 JULY 05 AND AUGUST 22 That the Chair of the Board be authorized to approve personnel changes on behalf of the Board as required during 2006 July and August. That the Thames Valley District School Council be asked to submit a recommendation to the Board of six representatives to sit on the Citizens'Advisory Committee on Honoraria to consider the trustee honoraria. That the Board enter into a contract with MacMaster Chevrolet Oldsmobile Cadillac Ltd.for the lease of 21 new vehicles which consists of nineteen 3/4 ton cargo vans and two one-ton cab and chassis trucks. That approval be granted to purchase SuccessMaker Software from MeritLearning Sales.