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6/15/2010 - Special Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD SPECIAL BOARD MEETING,PUBLIC SESSION 2010 JUNE 15,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA 1.APPROVAL OF AGENDA 2.CONFLICTS OF INTEREST 3.2010-2011 BUDGET UPDATE 4.SYSTEM PRIORITIES 5.EARLY LEARNING PROGRAM 6.2010-2011 BUDGET APPROVAL 7.ADJOURNMENT ALL MATERIALS WILL BE PROVIDED AT THE MEETING. V-verbal M -material THAMES VALLEY DISTRICT SCHOOL BOARD SPECIAL MEETING,PUBLIC SESSION 2010 JUNE 15 The Boardmet inSpecial session on 2010 June 15 in the BoardRoomat the Education Centre, meeting in pubiic session at 7:05 p.m. to 10:00.p.m.The foiiowing were in attendance: TRUSTEES T.Roberts (Chair) J.Bennett S.Doub F. Exiey ADMINISTERATION AND OTHERS B.Tucl<er K.Dalton L.Elliott B.Greene C.Bourbonnais-MacDonald K.Edgar L.Griffith-Jones M.Moynihan P.Jaffe J.Kamphuis C. Neville (+7:10) S.Peters V.Neilsen B.Sonier M.E.Smith P.Tufts K.Wilkinson L.Baines J.Berkin K.Bushell P.Sattler J.Stewart R.Tisdale P.Hearse B.Hester S.Killop S.Macey K.Meeson D.Rajala K.Young J.Marlborough 1.CALL TO ORDER Chair T.Roberts called the meeting to order at 7:05 p.m. 2.APPROVAL OF AGENDA The agenda was approved on motion of J.Stewart,seconded by F.ExIey. 3.CONFLICTS OF INTEREST Trustee Jaffe declared a conflictof interest citingfamily employment regarding hiringof Special Education staff. 4.2010-2011 BUDGET UPDATE Trustee Tisdale explained the budget process and steps taken to develop the budget and determine system priorities and potential solutions. Exec. Supt. B.Greene introduced the 2010-2011 Budget and noted the discussions wouldfocus on the preliminary budget,system priorities,budget solutions, EarlyLearningProgram (ELP)reviewand budget compliance determination. Finance Manager K.IVIeeson reviewed the revenue,expenses,system priorities,budget solutions and a potential surplus as outlined below: Revenue Expenses Surplus/(Deficit) Operating Allocation Operating In-year Surplus/(Deficit) Operating Compliance Status Operating Budget 739,616,087 742,680.506 Operating with ELP ELP 5,161,083 744,777,170 5.988.363 748.668.869 (3.064.419)(827.280)(3.891.699 6,986,735 (3,064,419) Compliant 2010 June 16 2 4.2010-2011 BUDGET UPDATE -cont'd Reserves in OOP's dollars WSIB $4,124 Multi-Purpose $2,742 Property Loss $ 785 PA/P/SO PD $576 O Retirement Gratuity $ 546 Other Student Literacy $500 2009-10 Surplus $2,000 Total $11,273 Supt. C.Bourbonnais-MacDonald explained the program model for the ELPwhich consists of two Early Childhood Educators {ECE's)within the classroom for the core day with no overlap and a lunchroom supervisor. Staffing Summary Staff Type ECE's Lunchroom Supervisors Total Hours Total Staff Hours 6.5 hours (cost) 1.0 to 1.5 hours 7.5 to 8.0 hours ELP Core Day Projected Revenues Ministry Revenue Category Ministry Funding oer Student Protected Revenue B12 Appendix 3 1,228 Pupils Teachers 1,205 1,479,519 ECEs 1,636 2,008,431 Staffing Total 2,840 3,87,950 Supply Teachers 60 74,061 Professional Learning 8 9,345 Professionals and Para-Professionais 58 70,991 Staff Development 6 6,754 Elementary Supervision 13 16,504 Textbooks and Learning Materials 35 42,366 Classroom Supplies 41 50,851 Classroom Computers 17 21.195 Other GSN Costs Total 238 292,0658 Special Education Per-Pupii Amount (SEPPA)392 481,161 School Operations (Facilities)358 439,305 Estimated Revenues before TQ&E Grant 3,828 4,700,483 Elementary Supervision GSN Funding 196 241,039 Teacher Qualifications &Experience Grant 179 219.561 Estimated Revenues 4,203 5,161,083 2010 June 15 3 4.2010-2011 BUDGET UPDATE -cont'd ELP Core Day Projected Expenditures Ministry Revenue Cateaorv Projected Exp.Per Pupil Projected Expenditures Teacher Costs 2,192 2,691,851 ECE Costs 1,588 1,950.272 Elementary Supervision 210 257,543 ELP Supervisor 75 92,668 Supply Teachers 60 74,061 Prof.Learning 8 9,345 PSSP 58 70,991 Staff Development 6 6,754 Textbooks and Learning Materials 35 42,366 Classroom Supplies 41 50,851 Classroom Computers 17 21,195 SEPPA 392 481,161 School Operations (Facilities)195 239,305 Estimated Expenditures 4.877 5.988,363 Estimated Surpius/(Shortfal])(674)(827,280) Manager Meeson provided an explanation of Budget Compliance Detemnination for 2010-2011: Introduction of maximum in-year deficit without Ministry approval 1% of operating revenues or accumulated surplus available for compliance,whichever is less •In-year surplus / (deficit)determined on a PSAB basis Balanced Budget Determination 1.1 In-year revenues 739,616,087 1.2 In-year expenses for compliance purposes 742,680,506 1.3 In-year surplus/(deficit)for compliance purposes:Item 1.1 Iessitem 1.2 (3,064,419 1.4 Ifitem 1.3 is positive, board is in compliance.Otherwise,see calculation Non-compliant below. Compliance Calculation Prior to Ministry Approval Amount (Education Act.231.(1)) 1.5 Operating allocation to be used in compliance calculation 1.6 1%of item 15 1.7 Prior Year Accumulated Surplus Available for Compliance 698,673;498 6,986.735 15.582,192 1.8 Lesser of item 1.6 and item 1.7 6,986,735 1.9 If the amount of deficit at item 1.3 is less than item 1.8,then the board Is in Compliant compliance.If the board is not in compliance,see the calculation below It was explained that ifmore funding is not provided by the Ministry of education for the Early Learning Program,there is enough money inthe reserves to offset the deficit of $827,000. Boththe PSABand operating budget must be compliantand the 1% ruleapplies. Itwas noted that PSAB will have an effect on next year's budget as welland the Board may have to use reserves again so itis recommended that they not be depleted with this budget. 2010 June 15 4 5.SYSTEM PRIORITIES Manager Meeson provided the following information on the system priorities: FTE Costs MISA Staff Costs No Longer Covered by EPO 2.0 130,693 EfficienciesinOperation Services Account (135,036) (4,343) Records Information Management Assistant (Permanent)1.0 40,946 Records Information Management -Board Approved Motion,2.0 74,716 2010 January 26 (Two Year Temp.-August 31,2012) Fees Paid for Student Transcripts (30,000) 44,716 Staffing Software ,32,500 Disability Management 180,000 Video Streaming for Board Meetings -Equipment 13,000 -Staffing 4,000 Social Worker -Middlesex Sociai Worker -Reconnect Additional Secondary Staffing Expansion of Reading Recovery 3.0 281,427 Review of Waiting Lists - "At-Risk"Students 1.0 93,809 Review of Casual Accounts Dual Credit Partnership -Fanshawe College 93,809 Thames Valley Education Foundation Annual Operating Exp.20,000 Supervisory Officer &Executive Officer PD 44,800 Total System Priorities 844,664 Employee Wellness Program 715,000 10.0 1,559,664 Supt. K.Edgar explained that there are two social workers that are on-call to deal with crisis situations. Director Tucker advised that the Administrative Council will revisit the social worker issue in Middlesex County to investigate the need for additional staff and determine if additional monies are available to support them.A report will be brought to the Board at a future meeting. The video streaming equipment is a one-time expenditure.The staffing costs are ongoing but will be greatly reduced with the purchase of the new equipment. Exec. Supt.M.Sereda explained that the employee groups were approached two or three years ago regarding an employee wellness program and agree itis a good idea;however,they will not share the costs.No requests for proposal have been issued out for an employee wellness program as at this point, it has only been reviewed to obtain an estimated cost. Senior administration reviewed the "employee wellness program at the request ofthe Board and is concerned about itssustainability because ofthe high cost. Director Tucker advised that the new Disability Management Officer has ideas she is pursuing regarding employee health and there are other new initiatives in place to support staff. It was agreed to wait to receive a report on the new initiativesand reconsider the concept at a later date. Exec. Supt.L.Elliott noted that research on reading recovery is ongoing and preliminary reports have shown positive results.Evidence suggests that this is a good allocation of resources.Training for a Reading Recovery teacher is intense and typically there is a one-year training period. Supt.Sereda explained that Reading Recovery teachers are contract positions. In response to a question regarding if the Reading Recovery program expansion can be effective ifit is only in place for one year, it was noted that it is a long-term initiative to see solid results. 2010 June 15 5 5.SYSTEM PRIORITIES -cont'd Ifthis item is approved,the program will be expanded to 31 schools from the current 28.The trustees requested that Senior Administration investigate ifthere isa better wayto allocate the $281,427 rather than expanding the Reading Recovery program to ensure the money is used in the most effective way. Supt.L.Griffith-Jonesexplainedthatthere isa holdbackin elementary staffingto address Ministry Primary Class Size compliance. RECOMMENDATIONS: The following motion was moved by R.Tisdale,seconded by T. Grant and carried; That $130,693 MISA Staff Costs NoLonger Covered byEPO be added tothe 2010-2011 Budget with the expense to be covered from the $135,036 Efficiencies in Operation Services Account. The following motion was moved by R.Tisdale,seconded by J.Stewart and carried: That 1.0 PTE Records Information iVIanagement -Assistant (Permanent)be added to the 2010- 2011 Budget The following motion was moved b y J.Stewart,seconded by R.Tisdale and carried: That 2.0 PTE and $74,716 Records Information Management -Board Approved Motion,2010 January 26 (Two Year Temp.-2012 August 31) be added to the 2010-2011 Budget. The following motion was moved by R.Tisdale,seconded by S.Peters: That $32,500 for Staffing Software be added to the 2010-2011 Budget. The following amendment to the recommendation was moved byT. Grant,seconded by S.Peters and carried: That the words "tothe 2010-2011 projected budget"be included inthe recommendation regarding Staffing Software. The revised motion was carried on motion of T.Grant,seconded by S.Peters: That $32,500 for Staffing Software be added as a one-time expense to the 2010-2011 Budget. The following motion was moved by T. Grant,seconded by R.Tisdale and carried: That $13,000 forVideo Streaming for Board Meetings -Equipment be added as a one-time item to the 2010-2011 Budgetand that the $4,000 VideoStreaming forBoard Meetings- Staffingbe added to the 2010-2011 Budget. The following motion was moved by P.Sattler,seconded by T.Grant and carried: That $180,000 for Disability Management be added to the 2010-2011 Budget The following motion was moved by P.Exiey,seconded by J.Stewart: That 3.0 PTE and $281,427 for Expansion of Reading Recovery be added to the 2010-2011 Budget. 2010 June 15 6 5.SYSTEM PRIORITIES -cont'd RECOMMENDATIONS:-cont'd The following motion was moved by P. Sattler,seconded byS. Doub and carried: That 3.0 PTE and $281,427 for Expansion of Reading Recovery be deferred to the Board meeting of 2010 June 22. The following motion was moved byT. Grant,seconded byJ.Stewart and carried: That 1.0 PTE and $93,809 Review of Waiting Lists-"At-Risk"Students be added to the 2010-2011 Budget. The following motion was moved byT. Grant,seconded byS.Peters and carried: That 1.0 PTE and $93,809 Dual Credit Partnership -Panshawe College be added to the 2010-2011 Budget. The following motion was moved by S.Peters,seconded by R.TIsdale and carried: That $20,000 for the Thames Valley Education Poundation Annual Operating Expense by added to the 2010-2011 Budget. The following motion was moved by P. Sattler,seconded byJ.Stewart and carried: That $44,800 for Supervisory Officer and Executive Officer Professional Development be added to the 2010-2011 Budget.^ The following motion was moved by T. Grant,seconded by S. Doub and carried: That the Board refer the matter of the Employee Wellness Program back to Administration forfuture consideration at a subsequent budget year. 6.EARLY LEARNING PROGRAM It was noted that the EarlyLearning Program (ELP)projection isvery fluid at this time and the projections are likelyto change.ELP is included inPSAB and the expenditures do not include administrative start-up costs.ELP lunchroom supervisor costs are offset with some of the revenue received. Regarding ELP class sizes,Director Tucker indicated that some parents have voiced concern over the class load. He explained that ELP is separate from Primary Class Size (PCS). PCS class size is 20:1 while ELP has an overall system average of 26:2 and may reach 30 per Ministry guidelines.The ELP teacher-student ratio is 26:2 or 14:1.ELP class size should not be compared to PCS. Bill 242 parameters use two educators inELP classes.The Ministry will not provide additional funding if the Board exceeds the class average.Currently,there are 46 ELP spaces left.The numbers will be monitored in September and reported tothe Board. ELP cannot operate at a site that operates traditional JK/SK classes. A request will be brought to the Board at the 2010 June 22 meeting to hire additional Educational Assistants (EAs). Ten EA positions will be held and allocated for ELP. Additional EAs to be hired are included in the ELP budget as a placeholder. Itwas noted that the Board will not be runninga Before-and-Afterprogram but will enter intothirdparty agreements so parents will be able to access before-and-after school care.A notice has been sent to all parents of the 19 sites that were selected for the ELP. Third party providers will communicate their fees to parents.The role of principal will remain as is in terms of safety.Supervision of individuals is the responsibility of third party providers. 2010 June 15 7 6.2010-2011 BUDGET APPROVAL RECOMMENDATIONS: 1.That the 2010-2011 operating budget with revenues of $739,646,087 and expenses of $743,228,943 be approved. 2.That the 2010-2011 Early Learning Program budget with revenues of $5,161,083 and expenses of $5,988,363 be approved. 3.That for the purposes of the 2010-2011 Balanced Budget Determination,compliance revenues of $XXX and expenses of $XXX be approved. Recommendation 2 was approved on motion of R.Tisdale,seconded byT. Grant. Recommendations 1 and 3 will be brought forward at the 2010 June 22 Board meeting for consideration The following motion was moved by J.Stewart,seconded by T.Grant and carried: That the Board apply $4,183,024 from WSIB reserves and $815,156 from Multi-purpose reserves to the2010-2011 projected budget. 7.ADJOURNMENT The meeting adjourned at 10:00 p.m. on motion of F.Exley,seconded by S.Peters. CONFIRMED: Chairperson 2010 June 15 8 SUMMARY OF APPROVED RECOMMENDATIONS OF 2010 JUNE 15 That $130,693 MISA staff costs no longer covered by EPO be added to the 2010-2011 Budget with the expense to be covered from the $135,036 Efficiencies In Operation Services Account. That 1.0 FTE Records Information Management-Assistant (Permanent)be added to the 2010-2011 Budget. That 2.0 FTE and $74,716 Records Information Management - Board Approved Motion,2010 January 26 (TwoYear Temp.-2012 August 31) be added to the 2010-2011 Budget. That $32,500 for Staffing Software be added as a one-time expense to the 2010-2011 Budget. That $13,000 Video Streaming for Board Meetings -Equipment be added as a one-time Itemto the 2010-2011 Budget and that the $4,000 Video Streaming for Board Meetings -Staffing be added to the 2010-2011 Budget. That $180,000 Disability Management be added to the 2010-2011 Budget. That 3.0 FTE and $281,427 for Expansion of Reading Recovery be deferred to the Board meeting of 2010 June 22. That 1.0 FTE and $93,809 Review of Waiting Lists-"At-Rlsk"Students be added to the 2010-2011 Budget. That 1.0 FTE and $93,809 Dual Credit Partnership -Fanshawe College be added to the 2010-2011 Budget. That $20,000 forthe Thames Valley Education FoundationAnnualOperating Expense be added to the 2010-2011 Budget. That $44,800 for Supervisory Officer and Executive Officer Professional Development be added to the 2010-2011 Budget. That the Board refer the matter of the Employee Wellness Program back to Administration forfuture consideration at a subsequent budget year. That the 2010-2011 Early Learning Program budget with revenues of $5,161,083 and expenses of $5,988,363 be approved. That the Board apply $4,183,024 from WSIB reserves and $815,156 from Multi-purpose reserves to the 2010-2011 projected budget.