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6/19/2007 - Special Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD SPECIAL BUDGET BOARD MEETING,PUBLIC SESSION 2007 JUNE 19,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA 1.CALL TO ORDER 2.APPROVAL OF AGENDA 3.CONFLICTS OF INTEREST 4.2007-08 PRELIMINARY BUDGET CONSIDERATION 5.REPORTS OF COMMITTEES a.Committee of the Whole,In Camera,2007 June 19 6.ADJOURNMENT V-verbal M -material V M V V V THAMES VALLEY DISTRICT SCHOOL BOARD SPECIAL BUDGET BOARD MEETING,PUBLIC SESSION 2007 JUNE 19 A special Board meeting to discuss the 2007-08 preliminary budget was held on 2007 June 19 inthe Board Room at the EducationCentre, meeting in public session from 7:35 p.m. to 11:09 p.m. The following were in attendance: TRUSTEES J.Bennett S.Doub F.Exiey T.Grant G.Hart ADMINISTRATION AND OTHERS B.Bryce L.Elliott B.Greene M.Sereda J.Thorpe D.Blair K.Dalton M.Hendrick P.Jaffe K. North (-10:05) S.Peters S.Polhill J.Empringham K.Havelka 8.Hughes L.Hutchinson B.Tucker B.Wagner K.Wilkinson T.Roberts P.Sattler (Chair) J.Stewart R.Tisdale K.Bushell S.Christie S.Dawson C.Dennett K.Meeson J.Neville J.Roth S.Young G.Ball 1.CALL TO ORDER Board Chairperson P.Sattler called the meeting to order at 7:35 p.m. 2.APPROVAL OF AGENDA The agenda was approved on motion of T.Roberts,seconded by F.ExIey. 3.CONFLICTS OF INTEREST -No conflicts of interest were declared. 4.2007 "08 PRELIMINARY BUDGET CONSIDERATION Chairperson Sattler opened the 2007-08 Budget consideration with the following comments: "Tonight's debate is not going to be an easy one.There is no doubt that this is Thames Valley's most challenging and difficult budget since 2002.This year alone,the decline in enrolment of 1500 students has meant a grant loss of over $9 million -compounding the revenue losses associated with the decrease of more than 5000 students since 2000. Clearly,declining enrolment is real,and its Impact will continue to hit us hard,for at least the term of this board.In this "new normal,""business as usual"is no longer an option.We have already launched a comprehensive ARC process to review,assess,and evaluate schools within communities that face particular pupil accommodation pressures.We are probably further along in that process than any other board in the province. As Superintendent Green Indicated when the budget was introduced,we will be undertaking a detailed,comprehensive process to develop a multi-year budget plan beginning this fall. This will ensure that we can adjust to the additional projected decline in enrolment and revenues over the next three years,while doing everything possible to maximize leamlng opportunities for students within the resources available to us. 2007 June 19...2 4.2007 - 08 PRELIMINARY BUDGET CONSIDERATION,cont'd We are also meeting regularly with our MPPs to pass along our concerns about particular areas of budgetary pressures and funding formula inadequacies, and will continue to push forward with our advocacy efforts with the province. In manyways,the 2007-2008 deficit was notunexpected.In the months leading uptothe budget, administration highlighted someofthe key financial pressure points facing this board -specifically 'shortfalls in utilities,transportation,and special education.These are the same areas that have been consistently underfunded,year afteryear, since the veryfirst introduction ofthe funding formula.What Is different this year, is thatwe nowhave a much more limited range oftools available to us to deal withthe deficit.Manyof the solutions we applied Inthe past - like transfers from reserves - are no longeroptions because the money has already been spent. I On May 29.we received the administrative draft budget,which outlined administrative recommendations to achieve a balanced budget,Includingsignificant reductions to staff across a number of areas within the board. Since that time, we've heard an outpouring oftestimonials from students,parents,teachers,community members,and social service agencies about the importance of these staff, and the vita!role they play in supporting students.We've received faxes, telephone calls, and emails, and we listenedto some very poignantand gut-wrenching stories during our public Input meeting last week.Whatever trustees think about the role of the schoolboardin funding these positions,there is nodoubtaboutthe value placedon these staffby our system. Given the concerns of trustees about the preliminarybudget, and the publicwe have received, in order for trustees to engage Inmeaningful debate on the administrative budget, we need to hear about other options that can be considered to deal withthe deficit.I will be callingon Superintendent Greene to providean update on our 2007-2008 projected deficit,possible new initiatives fortrustee consideration,and other solutionsto achieve a balanced budget. Once trustees have had an opportunityto reviewthe infomriation and ask questions about the implications ofvarious options,trustees maydecidetomove motions to include inthe budget particular new initiatives or particular deficit solutions.SuperintendentGreene has brought along a spreadsheet,so he can calculate the Impacton the deficitofany proposals.New Initiatives do not need to be limitedto those identified by administration,and deficit solutions do not need to be limited to the administrative recommendations.As always, motions will require a mover and seconder before they can be debated." Trustee Roberts was called to make comments on behalf ofthe Budget AdvisoryCommittee. He reiteratedthat this was a difficult and challenging budget. Acceptingnew challenges made for difficult choices.A new budget process Isto begin this falland carry over into 2010.Adifferent way of thinking and a different approach to the budget is directlyrelated to the Impactofdeclining enrolment. ExecutiveSuperintendent Greene referredto twodocuments distributedto trustees,"Budget Questions from Trustees &Responses" and the 2007-2008 Preliminary Budget Revenue and Expenditure Summary. He described the PreliminaryBudget noting a special education adjustment of $539,850 hadbeenmadeto match the staffing allocation leaving a projected deficit of $7,550,606. He reviewed the new initiatives noting they totaled $466,961 and were not Included in the draft budget. To do so wouldIncrease the deficit to $8,017,567.Hedescribed a multi-year budget reduction plan noting the strategies to reach a balanced budget. Hefurther described areas of. flexibility that couldbe applied toreduce the projected deficit Including new initiatives,program enhancements,provisional accounts,reducing the Supplies and Services,and Furniture and Equipmentaccounts, and matchingthe Utilities grant rather than budgetingforthe projected Utilities expense.As well,-he described the enrolment and staffing comparisons for the 1999 actualstothe 2007-08 projected figures.He indicated thatthe Special Education budget projected a deficit of $4,128,595. 2007 June 19...3 4.2007 - 08 PRELIMINARY BUDGET CONSIDERATION,cont'd Chairperson Sattler opened the floorfor questions,comments and motions from the Trustees. Superintendent K.Wilkinson advisedthat in 2007-08 the secondary teacher complement would be reduced to 1701.71 from 1728.74 in 2006-07. Trustee Robertsnotedthat while enrolment has decreased 7.9 per cent,the professional/para professional levelshave increased by54 per cent;educational assistants have increased 18 per cent and teaching staff numbers are up by only 1 percent.It was further noted that the Board Administration lines have decreased overthe period1999-2006-07,althoughthe Program complement has Increased by approximately 21 percent from 153 to 186. The following motionwas moved by P. Jaffe,seconded by R.Tisdale: That the Board utilize the following five areas of flexibility to offset the projected 2007-08 deficit and any potential staffing reductions; $1.7M from2005-06 surplus (Reserve funds); $1,920,787 - 10%reduction ofSupplies &Services; $2,953,438 - matching the Utilities grant; $600,000 -Program Enhancement; $571,555 -Provisional Accounts. Itwas noted that this would create a surplus of$204,821 and wouldrestore the proposed staff reductions.Trustee Jaffe spoke to the motion noting the Board has not dealt withthe Issue of decliningenrolment on a planned basis and the motionwould help transition to long-term planning.Trustee Roberts suggested providing appropriate resources and re-organizing support staff to provide the appropriate services to students.He noted that the motion provideda one time solution to the budget difficulties.Itwas clarified that any money received through the Literacy/Numeracy grant would be used forstaffingwithno flexibility inhow the dollars were spent. R.Salazer,School and Community Services,was asked to describe the staffing levels for the secondary panel versus the elementary panel.Trustee Roberts clarified that the motion would put all of the proposed staff reductions back into the budget.Trustee Hart asked ifthe utilities figures could be separated out and suggested lookingat other ways to support students inthe coming year.He moved the following amendment,seconded by T.Roberts: That the Utilities line be separated out fromthe motionrelated to using flexibility funds to offset the projected 2007-08 deficit. The amendment was rejected on a tie vote and the main motion carried. The following motion was moved by J.Stewart,seconded by G. Hart: That the new initiatives of $10,000 for the Oxford Technical Training Centre,$85,874 for the Thames Valley Education Foundation and $7400 for the Trustee Budget for a total of $93,274.be included in the 2007-08 Budget. Following discussion,the motion was withdrawn to address the items as three separate motions. The following motion was moved by Trustee Stewart,seconded by Trustee Hart and carried: That $10,000 be included inthe 2007-08 Budget to support the Oxford Technical Training Centre. 2007 June 19...4 4. 2007 - 08 PRELIMINARY BUDGET CONSIDERATION,cont'd The following motion was moved byTrustee Stewart,secondedbyTrustee Hart: That $85,874 be included in the 2007-08 Budget to support the Thames Valley Education Foundation. Trustee Roberts suggested that trustees indicate where funds would be derived as items are added to the Budget and cautioned that the firstitems put on the floorshould not be dealt with immediately.Trustee Doub suggested discussing ail new Initiatives by putting individual motions onthe floor for discussion followed by motions topostpone allowing all itemstobe considered before voting. The following motion was movedby Trustee Doub,seconded byTrustee Grant and carried: Thatthe motion that $85,874 be Included In the 2007-08 Budget tosupportthe Thames Valley EducationFoundationbe postponed pending discussion ofallnew Initiatives. The following motion was moved byT. Grant,seconded byJ. Stewart: Thatupto5.0 FTE secondary teachersbeaddedto help address program losses resulting from the reduction of27 teachers from the complement. Exec. Supt. B.Greene indicated that the 6 administrative positions cited for reduction wouldfree up $341,000.Director Bryce cautioned trusteesthat reducing these positions would ensurea reduced level of service to the system.He noted the increase Inthe number of teachers since 1999 and the reduction of administrative staff since that time. The following motion was moved byP. Jaffe,seconded byJ. Bennettand carried: That the motion toadd5 secondary teachers tothe staffing complement be postponed pending discussion of all new initiatives. The following motion was movedbyT. Roberts,seconded byS.Polhill: Thatthe Records Management Planbe added tothe 2007-08Budget In the amountof $150,728. The following motionwas moved by P. Jaffe,seconded by R.TIsdale was carried: That the Records Management Plan be postponed pendingdiscussion ofallnew initiatives. Trustee Tisdale sought Information on the ElementarySecretarial Support initiative of $14,234. The following motion was movedbyTrustee TIsdale,seconded by M.Hendrick: That $14,234 be included In the 2007-08 Budget toaddress elementary secretarial support. The following motion was movedby P. Jaffe,seconded by F.Exiey and carried: That the.itemof ElementarySecretarial Support be postponed pending discussion ofall new initiatives. The following motionwas movedbyJ. Stewart,seconded by F.ExIey: That$7400be included inthe 2007-08 BudgettosupporttheTrustee Budget. 2007 June 19...5 4.2007 - 08 PRELIMINARY BUDGET CONSIDERATION,cont'd The following motion was moved by S.Peters: That the item related to supporting the Trustee Budget Inthe amount of $7400 be postponed. The motion to postpone did not move forward as there was no seconder.The main motion was subsequently rejected. Trustee Jaffe requested a reviewof FacilitiesManagement. Manager K.Bushell described the need for additional staffto meetthe time lines ofthe Capital projects anticipated and underway. The following motionwas moved by G. Hart,seconded byT. Roberts: That $198,725 be added tothe 2007-08 Budgettocover Capital projects with funds tobe taken from'the anticipated surplus. The following motion'was moved by T. Grant,seconded by J.Bennett and carried: That the item ofCapital Projects initiative be postponed pending discussion ofallthe new initiatives. The following motionwas moved P. Jaffe,seconded byT. Grant and rejected: That an additional 3.5% be deducted from the Supplies and Services budget and the Furniture and Equipment budget to cover the new initiatives. •Chairperson Sattler closed the floorto further motions regarding the additions or removal of budget items.The postponed motions were considered as follows. 1. Moved by P. Jaffe,seconded by F.Exiey That $85,874 be Included in the 2007-08 Budget to support the Thames Valley Education Foundation. Trustees inquiredofany administrativefunds the Foundation mighthave from administrative fees collected tosupportthe requested positions.Director Bryce indicated the Foundation has approximately $180,000 in administrative funds.Trustee Peters explained that it was the hope of the Foundation to use these monies for other needs.On vote the motion was rejected. 2. Moved by T.Grant,seconded by S. Doub That up to 5 FTEsecondary teachers be added to help address program losses resulting from the reduction of 27 teachers from the complement inthe amount of $417,315. The motion was rejected on a poll vote as follows: Yeas - Doub,ExIey,Grant,Jaffe,Peters Nays -Bennett,Hart,Hendrick,Polhill,Roberts,Sattler,Stewart,Tisdale Abstentions -none 2007 June 19...6 4. 2007 - 08 PRELIMINARY BUDGET CONSIDERATION,cont'd 3. Moved byT. Roberts,seconded by S. Doub Thatthe Records Management Plan beaddedtothe 2007-08 Budget in the amount of $150,728. The difference between the MISA program and the proposed Records Management Plan was described noting the volume of GSRs tobe Imaged tomeetthe Ministry of Education's requirement that they be maintained in readable format for 55 years.It was indicated that once the existing volume of GSRs has been addressed,approximately 3000GSRs will require purging,shredding and imaging annually.The motion earned. 4. Moved by P. Jaffe,seconded by R.TIsdale That $14,234 be included in the 2007-08 Budget to address elementary secretarial support. Carried 5. Moved by G. Hart,seconded by R.Tisdale That $198,725 be added tothe 2007-08 Budgettocovercapitalprojects with fundstobe taken from the anticipated surplus. Carried -Trustee Peters was absent for the vote. The following motion was movedby R.Tisdale,seconded byT. Roberts That$300,000inthe Program EnhancementBudgetforPartnershipsfor Excellence be applied tooffsetthe 2007-08 Budget deficit with the balanceto be applied tothe provisional accounts. A motion tosit beyond 11:00 p.m.to 11:15 p.m.was moved byTrustee Tisdale,secondedby Trustee Stewart and carried. The above motion subsequently carried. The following motion was movedbyT. Robert,seconded by F.ExIey: That the 2007-08 balanced budget of.$663,126,049,revenue and expenditures, be approved for submission to the Ministry of Education by June 29, 2007. The following motion was moved by G. Hart,seconded by T.Grant and carried: That the motion related to approval of the balanced budget for 2007-08 be refen-ed to the June 26, 2007, Board meeting for approval. 2007 June 19...7 5.REPORTS OF COMMITTEES a.Committee of the Whole,In Camera,2007 June 19 6. MEMBERS PRESENT ADMINISTRATION AND OTHERS J.Stewart(Chair)P.Jaffe (5:20)B. Bryce L.Hutchinson J.Bennett K.North B.Greene W.Tucker S.Doub S.Peters C. Murphy B.Wagner F.Exiey S.Polhlll M.Sereda K.Wilkinson T.Grant T.Roberts J.Thorpe K.Bushell G.Hart P.Sattler K.Dalton S.Christie M.Hendrick (6:07)R.Tisdale J.Empringham C.Dennett The Committeemet incamera from 5:05 p.m.to 6:45 p.m.and from 7:22 p.m.to 7:30 p.m. 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST - No conflicts of Interest were declared. 3. Confidential personal and property matters were discussed. 4.RISE AND REPORT A motion to rise and report was moved by at 7:30 p.m.and carried. RECOMMENDATION: That the Administration be authorized'to proceed withthe conceptual plans for Medway High School and report back to the Board at a future date. JAMES STEWART Chairperson ADJOURNMENT The meeting adjourned at 11:09 p.m. on motion of Trustee Stewart,seconded by Trustee Peters. CONFIRMED: Chairperson 2007 June19...8 SUMMARY OF APPROVED RECOMMENDATIONS OF 2007 JUNE 19 That the Board utilize the following five areasofflexibility to offset the projected 2007-08 deficit and any potential staffing reductions: •$1.7M from 2005-06surplus •$1,920,787 -10%reduction ofSupplies&Services: • $2,.953,438-matching the Utilities grant; •$600,000 -Program Enhancement: •$571,555 -Provisional Accounts. That $10,000 be Included In the 2007-08 Budget to support the Oxford Technical Training Centre. That the Records Management Plan be added tothe 2007-08 Budget in the amount of $150,728. That $14,234 be Included In the 2007-08 Budget to address elementary secretarial support. That $198,725 be added tothe 2007-08 Budget to cover capital projects with funds tobe taken from the anticipated surplus. That $300,000 in the Program Enhancement Budget for Partnerships for Excellence be applied to offset the 2007-08 Budget deficit with the balance tobe applied tothe provisional accounts. That the motion related to approvalofthe balanced budget for2007-08 be referred to the June 26, 2007, Board meeting for approval.