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6/21/2011 - Special Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD SPECIAL BOARD MEETING 2011 JUNE 21, 7:00 P.M. BOARD ROOM, EDUCATION CENTRE AGENDA 1. CALL TO ORDER - O'CANADA 2. APPROVAL OF AGENDA V- verbal M - material V NI 3. CONFLICTS OF INTEREST V 4. 2011-2012 FINALIZATION OF BUDGET- UPDATE (To be distributed) M 5. ADJOURNMENT V THAMES VALLEY DISTRICT SCHOOL BOARD SPECIAL MEETING, PUBLIC SESSION 2011 JUNE 21 The Board met in regular session on 2011 June 21 in the Board Room at the Education Centre, meeting in public session at 7:00 p.m. to 8:55 p.m. The following were in attendance: TRUSTEES ADMINISTRATION AND T. Grant (Chair) B. McKinnon OTHERS J. Bennett S. Polhill B. Tucker K. Wilkinson R. Campbell T. Roberts K. Dalton K. Bushell J. Coghlin P. Sattler L. Elliott S. Macey G. Hart R. Tisdale B. Greene K. Meeson W. Huff J. Todd M. Sereda S. Christie C. Bourbonnais - MacDonald K. Aitken Regrets: K. Edgar K. Young B. Murray S. Hughes J. Berkin P. Jaffe V. Nielsen B. Hester M.E. Smith P. Hearse Absent. J. Daniels B. Sonier 1. CALL TO ORDER - O CANADA Board Chair T. Grant called the meeting to order at 7:00 p.m. 2. APPROVAL OF AGENDA The agenda was approved on motion of J. Todd seconded by T. Roberts. 3. CONFLICTS OF INTEREST Trustee Hart declared a conflict of interest as his daughter is a Teacher within the Board. 4. 2011-12 FINALIZATION OF BUDGET Trustee T. Roberts, Chair of the Budget Advisory Committee, introduced the presentation on the 2011-12 Budget and thanked the Budget Advisory Committee and the Finance and Business Department for their work in preparing the budget. Director Tucker advised thatthe Senior Administration proposed expenditures and savings under the zero balance budget process to try to save the accumulated surplus for future years. a. System Priorities Executive Supt. B. Greene described the development of the proposed budget noting a deficit of $5,603,344. Finance Manager K. Meeson described the following list of proposed System Priorities and related costs for trustee consideration: ReConnectlltinerant Teacher 1.0 $97,454 Equity and Inclusive Education Co-ordinator 1.0 84,548 IT Security Position (85,463) .0 14,364 Mathematics Initiative - TOSA ($92,204) 1.0 — First Nations, Metis, Inuit Priority .0 106,377 Information Technology Support .0 350,000 Director's Annual Forum .0 20,000 Thames Valley Parent Involvement .0 3,500 $676,243 Trustee Roberts described the input received atthe Budget Advisory Committee in terms of what should be added to the 2011-2012 Budget. The preliminary costs of System Priorities were reviewed and discussed. 2011 .tune 21... 2 -ti 4. 2011-12 FINALIZATION OF BUDGET - cont'd a. System Priorities - cont'd ReConnectlltinerant Teacher Trustee Tisdale described the position of the ReConnectlltinerant Teacher . Director Tucker advised that the position has been successful thus far, and that many students are accumulating credits as a result. The following recommendation was approved on motion of T. Roberts, seconded by J. Todd: That $97,454.00 be included in the 2011-12 Budget to support a 1.0 ReConnecttitinerant Teacher position. Equity and Inclusive Education Co-ordinator Director Tucker advised that the Equity and Inclusive Education Co-ordinator position was recently reviewed at the executive level and pending further re-examination, he recommended withdrawing it from the budget until further notice. Trustee Roberts accepted the recommendation and the position was removed from the preliminary budget. IT Security Position Manager Meeson indicated that Information Technology security continues to be complex and continually changing. The position has been recommended through various reviews and has been deemed to be a system priority. The position will be reviewed on an annual basis. The following recommendation was approved on motion of J. Todd, seconded by J. Coghlin: That $14,364.00 be included in the 2011-12 Budget to support an Information Technology �- Security position. Mathematics Initiative - TOSA It was noted that the Mathematics Initiative has no impact on the budget. Exec. Supt. L. Elliott explained that the Board has recently received an Education Programs Other (EPO) grant in line with Pathways for Student Success and as a result, the position is fully funded. The following recommendation was approved on motion of T. Roberts, seconded by P. Sattler: That a TOSA position be reinstated to support the Mathematics initiative through Math Student Achievement and Re -engagement initiative EPO funds. First Nations, Metis, Inuit Priority Itwas noted that the Board, by motion, has indicated its commitment to maintaining First Nations, Wtis, Inuit (FNMI) student achievement and educational initiatives and there continues to be a need for heightened awareness for funding sources. The following recommendation was approved on motion of T. Roberts, seconded by W. Huff: That $106,377.00 be included in the 2011-12 Budget to supportthe First Nations, M6tis, Inuit program. 2011 June 21... 3 4. 2011-12 FINALIZATION OF BUDGET - cont'd a. System Priorities - cont'd Information Technology Support. The Budget Advisory Committee endorsed the need for increased Information Technology Support. Supt. V. Nielsen assured the members that every school within TVDSB will benefit from the additional funds. The following recommendation was approved on motion by T. Roberts, seconded by J. Todd: That $350,000.00 be included in the 2011-12 Budget for Information Technology Support. Director's Annual Forum The Director advised that last year's Director's Forum provided an opportunity for professional development between parents and administrators with over400 participants. The Board and the Thames Valley Parent Involvement Committee share in the funding. It was noted that the Director's Forum would be reviewed on an annual basis. The following recommendation was approved on motion by J. Coghlin, seconded by J. Todd: That $20,000.00 be included in the 2011-12 Budget to supportthe Director's Annual Forum. Thames Valley Parent Involvement As a commitment to school councils and to student improvement, it was agreed that additional monies be budgeted to ensure that each and every school within Thames Valley receive $500.00. The following recommendation was approved on motion by R. Tisdale, seconded by B. McKinnon: That $3,500 be included in the 2011-12 Budget to support Thames Valley Parent Involvement. b. Solutions Trustee Roberts described the Budget deficit of $5,603,344. Finance Manager K. Meeson described solutions available to address the deficit including: • Up to $2M of the Mercer balance; • $71,496 from the Executive Office Restraint; • Projected operating efficiencies from 2010-11; • Internally appropriated balances; and • Utilization of the accumulated surplus. The following recommendation was moved by T. Roberts, seconded by J. Coghlin: That $1,700,000 be used from the Accumulated Surplus to reduce the 2011-12 deficit. The recommendation was amended by substitution, moved by R. Tisdale, seconded by J. Todd carried: That $1,695,565 of the multi -purpose fund be allocated to cover the vacation accrual expenses, and that any funds not used for this purpose be returned to the multi -purpose reserve to be used by Board motion. 2011 June 21... 4 4. 2011-12 FINALIZATION OF BUDGET - cont'd b. Solutions - cont'd The motion, as amended, was moved by R. Tisdale, seconded by J. Todd carried: That $1,695,565 of the multi -purpose fund be allocated to cover the vacation accrual expenses, and that any funds not used for this purpose be returned to the multi -purpose reserve to be used by Board motion. The following recommendation was moved by R. Tisdale, seconded by S. Polhill and carried: That $2,000,000 from the Mercer Balance be applied to reduce the 2011-12 deficit. The following recommendation was moved by R. Tisdale, seconded by T. Roberts and carried: That $71,496 of the Executive Office Restraint be applied to the 2011-12 deficit. The following recommendation was moved by P. Sattler, seconded by J. Coghlin and carried: That $2,000,000 of the 2010-11 Operating Efficiencies be applied to the 2011-12 deficit. The following recommendation was moved by R. Tisdale, seconded by W. Huff and carried: That $427,978 be taken from the unappropriated accumulated surplus to offset the 2011-12 deficit. Trustee Roberts described motions related to the approval of the 2011-12 Budget. The following recommendation was moved by T. Roberts, seconded by J. Todd and carried: That the 2011-2012 operating revenue budget of $746,857.381 (excluding FDK, vacation accrual and amortization) and operating expense budget of $747,488,160 (excluding FDK, vacation accrual and amortization) be approved. The following recommendation was moved by T. Roberts, seconded by J. Coghlin and carried: That the 2011-2012 Full Day Kindergarten revenue budget of $8,555,818 and expense budget of $9,488,724 be approved. The following recommendation was moved by T. Roberts, seconded by J. Todd and carried: That the 2011-2012 revenue budget for compliance purposes of$777,711,929 and the 201-1- 2012 expense budget for compliance purposes of $781,835,472 be approved. 2011 June 21...5 4. 2011-12 FINALIZATION OF BUDGET - cont'd b. Solutions - confd The following recommendation was moved by T. Roberts, seconded by J. Todd and carried: That the following amounts from accumulated surplus at August 31, 2011 be utilized to fund the projected 2011-2012 deficit for compliance purposes of $4,123,543: Unappropriated Accumulated Surplus $2,427,978 Multi -purpose Appropriation $1,695,565 Property Loss Appropriation 0 Retirement Gratuity Appropriation 0 c. Additional Budget Considerations Manager Meeson described emerging issues for trustees' information and budget consideration. First Nations, Metis. Inuit Priority • Through the Budget Advisory Committee, Trustees and Administration have identified the continuation of First Nation's programming as a high priority. Hazardous Waste Management • Contract to ensure the correct identification, removal and disposal of hazardous wastes • Changing environmental legislation requires expertise to ensure Board is protected Health and Safety Director Tucker indicated that Supt. K. Wilkinson has been leading the Student Success initiative that has been funded by the Ministry for $3M. The Ministry of Education has advised that funding will be considerably reduced. A review of processes and strategies to sustain the learning cycles and building capacity in the classroom has been undertaken. The following motion was moved by R. Tisdale, seconded by J. Coghlin and carried: That the Board write a letter to the Ministry of Education outlining its commitment to parental involvement and the fact that the Board has demonstrated that commitment by ensuring that School Councils receive the full $500.00, regardless of whether or not they are part of a campus site and, that the Board request in the letter that the Ministry of Education show the same level of commitment by fully funding each School Council. The following motion was moved by R. Tisdale, seconded by W. Huff and carried: That the Board write a letter to the Ministry of Education and Indian and Northern Affairs Canada (INAC) outlining the Board's commitment to First Nations, M6tis, Inuit education and the fact that the Board has demonstrated that commitment by ensuring that the program and delivery levels remain consistent, and that the Board request that both INAC and the Ministry of Education work together to ensure that the same level of program delivery can be assured for Thames Valley's First Nations, M6tis, and Inuit students. Trustee Huff thanked the Director for his ongoing efforts on behalf of FNMI students. He noted that it appears that the government is recognizing the importance of education for Aboriginal students, and although additional funding is uncertain, he asked that the Board continue to lobby the Ministry to maintain current and future funding resources. 2011 June 21... 6 4. 2011-12 FINALIZATION OF BUDGET - cont'd c. Additional Budget Considerations - cont'd Finance Manager Meeson advised that information will be updated, copies forwarded to trustees and posted on the Board's website. Trustee Roberts indicated that the Budget Advisory Committee is challenged with the task of creating a multi -year budget and acknowledged the exceptional work of Exec. Supt. Greene over the past three decades noting the Board's appreciation of his expertise. He noted that Exec. Supt. Greene has been a good friend to all trustees and thanked him for his guidance and leadership throughout his tenure. 5. ADJOURNMENT The meeting adjourned at 8:55 p.m. on motion of J. Todd, seconded by P. Sattler. Confirmed: Chairpe� on 2011 June 21... 7 RECOMMENDATIONS APPROVED AT THE 2011 JUNE 21 SPECIAL BOARD MEETING That $97,454 be included in the 2011-12 Budget to support a 1.0 ReConnectlltinerant teacher position. - That $14,364 be included in the 2011-12 Budget to support an Information Technology Security position. - Thata TOSA position be reinstated to supportthe Mathematics initiative through the Mathematics Student Achievement and Re -engagement initiative EPO funds. That $106,377 be included in the 2011-12 Budget to support the First Nations, Metis, Inuit program. That $350,000 be included in the 2011-12 Budget to provide Information Technology support. That $20,000 be included in the 2011-12 Budget to support the Director's Annual Forum. - That $3,500 be included in the 2011-12 Budget to support the Thames Valley Parent Involvement Committee's work. - That $1,700,000 be used from the Accumulated Surplus to reduce the 2011-12 deficit. - That $1,695,565 of the Multi -Purpose Fund be allocated to cover the Vacation Accrual expenses and that any funds not used for this purpose be returned to the Multi -Purpose Reserve to be used by Board motion. - That $2M from the Mercer balance be applied to reduce the 2011-12 deficit. - That $71,496 of the Executive Office Restraint be applied to the 2011-12 deficit. That $2M of the 2010-11 Operating Efficiencies be applied to the 2011-12 deficit. That $427,978 be taken from the Unappropriated Accumulated Surplus to offset the 2011-12 deficit. - That the 2011-2012 operating revenue budget of $746,857.381 (excluding FDK, vacation accrual and amortization) and operating expense budget of $747,488,160 (excluding FDK, vacation accrual and amortization) be approved. - That the 2011-2012 Full Day Kindergarten revenue budget of $8,555,818 and expense budget of $9,488,724 be approved. - That the 2011-2012 revenue budget for compliance purposes of $777,711,929 and the 2011-2012 expense budget forcompliance purposes of $781,835,472.00 be approved. That the following amounts from accumulated surplus at August 31, 2011 be utilized to fund the projected 2011-2012 deficit for compliance purposes of $4,123,543: Unappropriated Accumulated Surplus $2,427,978 Multi -purpose Appropriation $1,695,565 Property Loss Appropriation 0 Retirement Gratuity Appropriation 0 - That the Board write a letter to the Ministry of Education outlining its commitment to parental involvement and the fact that the Board has demonstrated that commitment by ensuring that School Councils receive the full $500.00, regardless of whether or not they are part of a campus site and, that the Board request in the letterthatthe Ministry of Education show the same level of commitment byfully funding each School Council. 2011 June 21.3 RECOMMENDATIONS APPROVED AT THE 2011 JUNE 21 SPECIAL BOARD MEETING - cont'd - That the Board write a letter to the Ministry of Education and Indian and Northern Affairs Canada (INAC) outlining the Board's commitment to First Nations, Wtis, Inuit education and the fact that the Board has demonstrated that commitment by ensuring that the program and delivery levels remain consistent, and that the Board request that both INAC and the Ministry of Education work together to ensure that the same level of program delivery can be assured for Thames Valley's First Nations, M6tis, and Inuit students.