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7/4/2006 - Special Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD SPECIAL BOARD MEETING/PUBLIC SESSION 2006 JULY 04,7:00 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.REPORTS OF COMMITTEES a.Budget Advisory Committee,2006 July 04 M b.Committee of the Whole,In Camera,2006 July 04 V 5.2006-07 PRELIMINARY BUDGET V 6.2006-07 SPECIAL EDUCATION PLAN V r .7.COMMUNICATION PLAN V 8.ADJOURNMENT V <r THAMES VALLEY DISTRICT SCHOOL BOARD SPECIAL MEETING,PUBLIC SESSION 2006 JULY 04 The Board metinspecialsession on2006 July 04 In the Board Room atthe Education Centre,meeting in public sessionat 7:09 p.m.The foiiowing were In attendance: TRUSTEES D.Anstead J.Bennett A.Cartier G.Hart,Chair J.Henry J.Hunter 8.Peters T.Roberts P.Sattier J.Stewart L.Stevenson ADMINISTRATION AND OTHERS B.Bryce B.Greene C.Murphy M.Sereda J.Thorpe D.Biair K.Dalton B.Tucl<er B.Wagner K.Wilkinson K.Bushel! S.Christie C.Dennett K.IVIeeson W.Scott Regrets:D.Mugford, P. Jaffe, D.Moulton,M.Van Gaalen 1. CALL TO ORDER -Board Chair G. Hart called the meeting to order. 2.APPROVAL OF AGENDA The agenda was approved on motion of J.Stewart and T.Roberts. 3.CONFLICTS OF INTEREST -No conflicts of Interest were declared. 4.REPORTS OF COMMITTEES a.REPORT OF THE BUDGET ADVISORY COMMITTEE 2006 July 04 10:00-11:05 a.m. iVlEMBERS T.Roberts (Chair) D.Anstead ADMINISTRATION AND OTHERS S.Peters Trustee Visitor:L.Stevenson B.Greene B.Tucker S.Christie C.Dennett 1.APPROVAL OF AGENDA -The agenda was approved on motion of S.Peters. 2.CONFLICTS OF INTEREST-none declared. 3.2006-07 PRELIMINARY BUDGET Executive Superintendent B.Greene described a proposal to develop a balanced budget and advised that there Isan anticipated budget shortfall of $4,571 Mfor 2006-07.Adescription of the budget to date will be presented at the 2006 July 04 Special Board meeting. 2006 July 04...2 4.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE BUDGET ADVISORY COMMITTEE •cont'd 3.2006-07 PRELIMINARY BUDGET -cont'd Hedistributedcopies ofan overviewofthe 2006-07Special Educationbudget and described the projected deficit of $5.8M.Supt.B.Tuckeradvisedthatthe rate of decline ofspecial needs students are notkeepingpace with the overall student enrolment decline resulting in reduced funding,a situation that is expected to continue at the current staffing rates. He responded to questions posed by committee members. Supt. Greene described the Partnershipsfor Excellence (PFE)funding through Special Educationnoting the Learning Opportunities Granthas been included in the Pupil Foundation Grant andisno longer available as a restricted grantfor PFE.He noted thatsome priority will be necessary in assigning PFE staffing.Atthe July4 in-camera Board meeting,Supt. Tucker will describe howthe Special Education budget has accommodated the reduction in Educational Assistants following the recent negotiations. Supt.Greene noted that Itmay be necessary to reduce the Supplies and Services and Furniture and Equipment budget by5 percent at the department level. 4.OTHER BUSINESS a.Safe Schools Proposal Following his request,Chair Roberts distributeda proposal inthe amount of $50,000. from the Safe School Committee which would enhance the work with the Committee to Review the Environment or Safety in our Schools.D.Anstead indicated she had requested consideration offunding to support entry locks and codes in schools to deter unwanted school visitors and ensure student safety.It was agreed that this matter will be considered at a later date once the budget has been determined. b.Communications Plan C. Dennett indicated that pubic Inputis invited through the Board's website; however, specific community Input sessions have not been scheduled.L.Stevenson indicated that School Council membershavesuggestedthatthe Communications Committee develop a communications toolforthe budget fornextyear. They will bring recommendations to the Board for consideration. c.Trustee Remuneration S.Peters questioned if information has been received regarding the revised trustees' remuneration through Bill 78. B.Greene indicated the amounts can be added Into the budget once they are known. 5.DATE AND TIME OF NEXT MEETING The next meeting will be scheduled at the call of the Chair. 6. ADJOURNMENT -The meeting adjourned at 11:05 a.m.on motion of D.Anstead. RECOMMENDATIONS:None T.ROBERTS. Chairperson Trustee Roberts commented on the report advising that the solutions necessary to achieve a balanced budget are being presented by Business Services staff this evening.A discussion was held regarding the School Council members request for development of a communication tool for next year's budget. 2006 July 04...3 4.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE BUDGET ADVISORY COMMITTEE -cont'd Itwas suggested that the Communication Committee worl<on developing a template for next year's budget process.Trustee Roberts agreed that a communication template was a good concept and suggested that the itembe added to a future Budget AdvisoryCommittee agenda. The matter Is to be taken under advisement for discussion between the two committees. b,REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA 2006 July 04 MEMBERS PRESENT ADMINISTRATION AND OTHERS P.Sattler (Chair)J.Hunter B.Bryce W.Tucker D.Anstead S.Peters B.Greene B.Wagner J.Bennett T.Roberts C. Murphy K.Wilkinson A.Cartier (5:20)L.Stevenson M.Sereda S.Christie G.Hart (5:15)J.Stewart J.Thorpe C.Dennett J.Henry D.Blair Regrets:P.Jaffe D.Mugford The Committee met in camera from 5:05 p.m. to 6:40 p.m. 1.APPROVAL OF AGENDA The agenda was approved on motion of L.Stevenson. 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 moved by J.Stewart at 6:40 p.m.and carried. RECOMMENDATION; That the Thames ValleyDistrictSchool Board enter intoa two-year contract forthe period of2006 September 1 to 2008 August 31 with Sadler DriverTraining and Flndle/s Driver Education Services toacquire drivereducation services forsecondary school students outside of London. PEGGY SATTLER Chairperson The recommendation was moved by P.Sattler,seconded by J.Stewart and carried. 2006 July 04...4 5.2006-07 PRELIMINARY BUDGET Executive Superintendent B.Greene provided opening remarks regarding the 2006-07 Preliminary Budget. He introduced P.Hearse and S.Macey,Supervisors,Financial Services,and K.Meeson, Manager,Payroll Services,explaining their roles and responsibility in the preparation of the preliminary budget. Supt.Greene explained that the Ministry of Education announced the Grants for Student Needs (GSN)for 2006-07 (Memorandum 2006:B8) on 2006 June 12 indicating that one-time funding will be provided in 2005-06 to support the "NotNew Needs" of$2.0M. This will result ina surplus for this fiscalyear. He noted that,because ofthe late release ofthe GSN, the Business Services department will continue to prepare the 2006-07 preliminaryBudget during the summer months for presentation on 2006 August 22. He reported that no layoffs are contemplated and no program cuts are proposed for the 2006-07 Budget and that schools will commence as normal on 2006 September 05.Teachers have been allocated according to Ministry-funded staffing expectations and the following have been added from Board funds as highlighted at the 2006 June 27 Board meeting: 18 PTE teachers for Primary Class Size Reduction; 29.0 PTE Student Success Teachers (secondary panel). On 2006 April05,the Budget Advisory Committee approved a Budget development schedule that was subsequently revised to reflect the late announcement of Grants for Student Needs.On 2006 June 16, the Board was able to access the Ministry's Program Education Finance Information System (EFIS)to calculate Grants for Student Needs.On June 22, the Ministry released Memorandum 2006:9 approval of the funding regulations.The following 2006-07 preliminary Budget figures were presented: 2006-07 Preliminary Budget (OOO's) Revenues Grants for Student Needs 628 904 Other Revenues 9 485 2006-07 Preliminary Revenues 638 389 Expenditures Operating 626 966 Capital 15 994 2006-07 Projected Expenditures 642 960 Temporary Shortfall (4 571) 2QQ6 July 04...5 5.2006-07 PRELIMINARY BUDGET -cont'd The following potential budget solutions were presented. Potential Solutions 2005-06 Budget -Estimated Surplus $473 - Cleaner,Safer Schools 1 100 -Contingency Funds -Surplus -Unallocated 105 -Initiatives - Unallocated 403 Estimated2005-06 $2 081 Special Education Reserve 1 554 Balance Additional Funds to Balance 936 Budget ^ P.Hearse provided the following overview of the Grants for Student Needs. Realignment x ^*• In 2006-07,a new $1.IB School Foundation Grant will be introduced to consolidate funding for in- school adm'inistration and leadership (principals,vice-principals,school secretaries)and school office supplies.The funding comes from the Pupil Foundation Grant - a per-pupil allocation for In-school Administration;Geographic Circumstances Grant -school administration component ofthe Rural School Allocation,and School Administration Component,Per Pupil Component,School Component and Board Amount Component ofthe Distant Schools Allocation;and Learning Opportunities. Theteachers'salary benchmarks in the Foundation Grant will be increased by 8.3 percent to reflect existing school board costs for teacher salaries as well as 8.3 per cent for principals,vice principals and school secretaries to better reflectexistingschool board costs for in-school administration. Labour Framework In the 2005-06 school year,the government committed to new measures to sustain peace and stability in the education sector.In 2006-07,it will continue support for the labour framework agreement and Its multi-year commitment to invest additional resources to Increase teaching staff with a projected $428M in additional funding.The framework Includes a2.5percent increase in all GSN salary benchmarks for teaching and non-teaching staff,an Increase In addition to the benchmarks discussed above. The provinceIs providing an additional sum to coverthe elementary specialist teachers.Student Success teachers as well as the increased preparation time of 10 minutes to 180 minutes that school boards previously agreed to fundfrom theirown resources. Special Education Special Education funding in 2006-07 Is being changed in response to recommendations from the Working Table on Special Education.The overall allocation for special education will increase to reflect the salary benchmarks In other parts ofthe funding formula.TheSpecial Education Per Pupil Amount (SEPPA)as a per-pupil amount basedon total board enrolment will be maintained. The Board's 2005-06 High Needs Amount will be converted intoa per-pupil amount adjusted for changes in the total enrolment.The Ministry will be working with the Special Education community to develop proxy measures for funding In future years thatwould be independent ofan In-year claims process but would still reflect the variability of high needs students among school boards. 2006 July 04...6 5.2006-07 PRELIMINARY BUDGET -cont'd Special Education -cont'd School boards will be consulted on additional supports for the highest needs students such as those currently eligiblefor Special Incidence Portion funding. The Ministry has finalized its review of Net New Needs claimsfor2005-06. Funding will be providedto support these claims. Inaddition,one time funding will be provided to support the Board's 2003-04 baseline amounts of $2M resulting in a projected transfer to reserves of $1M.Reserve restrictions have been removed for 2006-07. Student Transportation Supt. Greene explained that to date there has been no further talks regarding the transportation funding model. For 2006-07 the government is providing an additional $19.2M in funding for transportation. This represents an increase of2.7 per cent over the net base allocationand brings the projected transportation allocationto$736.1M.The additionalfundingincludesa cost benchmark increase of $14.3I\/I or 2 percent In recognition of higher fuel,capitaland other operatingcosts for student transportation.In recognitionofthe costs associated with ongoing support oftransportation safety programs a one-timefundingamount of$57 000 has been providedtothe Boardto assist with firstaid and cardiopulmonary resuscitation (CPR)training to school bus drivers.An additional amount has been provided for school boards that experienced an enrolment increase in 2006-07.School boards with declining enrolment will not see their funding reduced in 2006-07. Supt.Greene advised the Ministry has indicatedthattransportation fundingreforms will beginin2006- 07 with the objectives of the reform being to build capacity to deliver safe,effective and efficient student transportation services,achieve equityInfunding allocations thus allowing schools board to focus on student learning and achievement.The reform will Include a requirement for consortium delivery,effectiveness/efficiencyreviewson transportation consortia, and a study ofthe benchmark costs for a school bus incorporating standards for safe vehicles and trained drivers. Other Investments Utilities: Inorder to address the cost of energy and utilities,an additional $13M Infunding will be provided which represents a 2 percent increase Inthe non-salary components ofthe School Operations Grant. Trustee Remuneration To support Increases In trustee remuneration, additionalfundingof$3.5M will be allocated through the Trustee Component of School Board Administration and Governance Grant In 2006-07.School boards have yet to be allocated for trustee honoraria.It was noted that the trustee remuneration will be retroactive to 2005 September 01. Supt.Greene explained that the Partnership for Excellence previously funded through Special Education and teaming Opportunities Grant (LOG) is no longer protected funds. 2006 July 04...7 5.2006-07 PRELIMINARY BUDGET -cont'd Declining Enrolment Adjustment The following declining enrolment adjustment for 2005-06 and 2006-07 was presented: 2005-06 2006-07 Declining Enrolment Adjustment before Phase-in Amount $ 2 380 470 $1 610 900 Phase-In Amount: 50%of preceding years'adjustment before phase-in amount 863 156 472 158 25%of adjustment before phase-in amount from two years ago 1 161 942 458 277 One-Time Adjustment 2 263 798 — Total Declining Enrolment Adjustment $4 669 366 $2 541 335 K.Busheil,Manager,explained the Good Places to Leam allocations as follows: $41 210 971 Stage 1 Allocation (Provincially $18) Stage 2 Allocation (Provincially $500M ) Total Allocated to Date 22 328 727 $63 539 698 Stage 3 Allocation 2007-08 $500M provincially Eligible uses of the Stage 3 allocation,as identified through ReCAPP,are high and urgent renewal needs and program enhancements.This stage has added flexibility to address emerging needs and the availability to use unspent Stage 1funds on renewal needs that match stage twocriteriaapplied to schools that are expected to stay open for at least 10 years.Short-term financing is available through theSchool RenewalGrantand long-termfinancingthrough OSIFAeffective2006 September. Mr.Busheil explained that the Ministry'sCapital funding changes in 2006-07 will address fundingfor Prohibitiveto Repair schools, LocalGrowthSchools,French-language boards,PrimaryClass Size, Best Start and Good Places to Learn Stage II initiatives.The funding will be much more sensitive to the diverse situations of boards across the province and will encourage good planning and strong communityinvolvement.The Prohibitive to Repairfunding of$50M will support approximately$700M in capita]projects.A preliminary inventory of approximately 200 schools based on two Facility Condition Index (FCl)calculations have been created.The four Thames Valley schools Identified are Lucan,McEachren,Plover Mills and Sweaburg P.S.School boards can identify other PTR schools and present business cases for the candidates to assess whether to replace,consolidate or retire the school. 2006 July 04...8 5.2006-07 PRELIMINARY BUDGET -cont'd Primary Class Size Reduction Capital The Ministry has streamlined the regulatory approach for Primary Class Size capital as introduced In2006 February amendments to the 2005-06 GSN. Regulatory provision in 2005-06 have been amended and replaced witha table outlining the board-by-board allocation of pupil places to meet PCS space needs.TVOSB has been allocated 1,340 pupil places amountingto $1 522 675 annually for25 years.Effective 2006-07,On-the-Ground (OTG)capacity forallfunding purposes will be based on 20 for purpose builtJK-SK and 23 for all other elementary.The 2006-07 Plan for TVDSB was presented as follows: two classrooms at Jack Chambers P.S. two classrooms at Jeanne Sauve P.S. one classroom at Hickson Central P.S. Purchase of 25 portables and 10 leased portables Primary Class Size Reduction Funding 2006-07 Preliminary Grant $ 10 419 548 Anticipated Expenditures 11 911 508 Projected Shortfall $(1,491 960) Staffing Ministry Funded Allocation 135.53 Additional staffing to meet Board targets of 75%of Classes at or below 20:1 18.00 Additional Classroom teachers 153.53 MinistryGoal for2006-07 isto have 100 percent of Primary classes with23 or fewer students and as many classes as possible at or below 20:1 Reoortina and Accountabilitv Primary Class Size Supt.Greene advised that by 2006 July 14 all District Boards of Education are required to file a Primary Class Size plan for each of its elementary schools for the 2006-07 school year. Specialist and Student Success Teachers In 2005-06,boards were required to report information on additional elementary specialist teachers and secondary Student Success teachers hired as a result of the labour framework agreement.For 2006-07,these reports have been Integrated into the staffing report that will be part of the estimates package.Boards will be required to report the number of specialist teachers and Student Success teachers expected to be In place in 2006-07. Enveloping Changes Some enveloping restrictionshave been modified to reflectthe realignment offunding. Regulatory requirements to place unspent classroom allocations into a reserve fund will be removed.Where boards report administration expenditures that exceed funding by 15 percent or more, the Ministry will require boards to prepare a plan to reduce expenditures.Compliance and reporting related to Distant and Rural Schools will be removed. 2006 July 04...9 5.2006-07 PRELIMINARY BUDGET -cont'd Financial Reporting The following Ministrydates established for submission offinancial reports inthe 2006-07school year were presented: Estimates -2006 July 31 (Extension granted to 2006 August 31) 2006 June 16 -Education Finance Information System (EFIS)available 2006 November 30 -Revised Estimates 2006 December 15 -Financial Statements Supt.Greene advised that allEducation Funding Regulations for2006-07 are available onthe Ministry website at www.edu.Qov.on.ca The 2006-07 Preliminary Budget will be presented on 2006 August 22 with Board discussion and approval to follow on 2006 August 29 in order to submit estimates to the Ministryby 2006 August 31.It was noted that because of the short timeframe,public input will be received via the Board's website at info@tvdsb.on.ca The Administration responded to question posed by Trustees.Trustee Hunter expressed concern about budgetary staffing decisions that may affect course selections in smaller schools being postponed until the end of2006 August. ExecutiveSupt. J.Thorpe explained the priorities for class sizes advising that there are guidelines In place citing as an example that optimum class size for academic classes differ from essential classes.Supt.D.Blair explained that for the purpose of staffing, the secondary regular classrooms course credits are divided into four groups:Academic, Applied,Technical and Essential noting that other unique or special classes are staffed separately. Specific data as to the loads for each category is to be provided at a subsequent meeting. The following motion was moved by J.Hunter and seconded by S.Peters: That up to 5.0 FTE teachers be added to the secondary teacher compliment from non- classroom areas of the 2006-07 Budget to help meet the needs of the Board's smaller,rural high schools. After a discussion,the following motion was moved by D.Anstead,seconded by J.Bennett and defeated.Trustee Roberts was absent during the voting. That the motion related to adding 5.0 teachers to small rural secondary schools in the 2006- 07 Budget be deferred to the 2006-07 Budget process. The original motion was adopted on a poll vote as follows: YEAS:Cartier,Henry, Hunter,Peters,Stevenson,Stewart NAYS:Anstead,Bennett,Hart,Roberts,Sattler ABSENTIONS:None Supt.Thorpe advised that to ensure action for 2006 September and to meet the additional staffing allocation,the matter must be discussed with the Supervisory Officers and Principals in order to make priority requests at the earliest opportunity.In turn, Principals may have to contact students during the summer advising them of the opportunity to obtain previously unavailable course selections.Supt. Thorpe advised that freezing and not distributing the "holdback"ofstaff for September appears to be the only way to support this process. 2006 July 04...10 6.2006-07 SPECIAL EDUCATION PLAN Supt. B.Tucker provided an update regarding the revisions to the 2006-07 Special Education Plan for submission to the Ministerof Education. He noted that there have been two minority reports filed by SEAC Associations. In accordance with Ontario Regulation 306 -Special Education ProgramsandServices, sec.2(3)(4). "2(3)Everyboardshall ensure that the special educationplanofthe board is reviewedannuallyby the board and that the reviewIscompleted priorto2006 July31 In each year", and "2(4)Inany year where the special education plan Is amended by the board,the amendment shall be submitted to the Minister for review on or before 2006 July 31 in that year." Supt.Tucker advised that the revised sections ofthe TVDSB Special Education Plan provided reflect input from SEAC staff and public feedback. At the SEAC meeting held on 2006 June 12,the following recommendation was passed: That SEAC approve the Special Education Plan for the year2006-07 with extreme caution inview of the fact that the Ministry of Education has not provided the Board with 2006-07 grant information. RECOMMENDATION: That the Board approve the revised TVDSB Special Education Plan 2006-07. The recommendation was moved by L.Stevenson,seconded by T.Roberts and carried. The following motion was moved by D.Anstead and seconded by J. Hunter: That the Board reduce the number of holdback Educational Assistants to 10 for the 2006-07 Budget Year. L.Stevenson moved the following amendment to the main motion,seconded by S.Peters.The amendment was defeated. That the Educational Assistants holdback be reduced to 15. The main motion was adopted on a poll vote as follows: YEAS:Anstead,Bennett,Cartier,Hunter,Peters,Roberts,Stewart NAYS:Hart,Henry,Sattler,Stevenson ABSTENTIONS:None 7.COMMUNICATION PLAN Trustee Roberts reported that,because ofthe late timeframe associated withthis year's budgetary process,public input will be received via the Board's website.As previously discussed,a Communication Plan is to be established for the 2007-08 Budget. 2006 July 04...11 8.ADJOURNMENT The meeting adjourned at 9:50 p.m.on motion of P.Settler and J.Stewart and carried. CONFIRMED: Chairperson SUMMARY OF APPROVED RECOMMENDATIONS OF 2006 JULY 04 That up to 5.0 FTE teachers be added to the secondary teacher compliment from non-classroom areas of the 2006-07 Budget to help meet the needs of the Board's smaller,rural high schools. YEAS:Cartler,Henry,Hunter,Peters,Stevenson,Stewart NAYS:Anstead,Bennett,Hart,Roberts,Sattler ABSENTIONS:none That the Board approve the revised TVDSB Special Education Plan 2006-07. That the Board reduce the number of holdback Educational Assistants to 10 for the 2006-07 Budget Year. YEAS:Anstead,Bennett,Cartler,Hunter,Peters,Roberts,Stewart NAYS:Hart, Henry,Sattler,Stevenson ABSTENTIONS:none That the Thames Valley District School Board enter into a two-year contract for the period of 2006 September 1to 2008 August 31 with Sadler DriverTraining and Findley's Driver Education Services to acquire driver education services for secondary school students outside of London.