5/31/2011 - Special Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD
SPECIAL BOARD MEETING
2011 MAY 31, 7:00 P.M.
BOARD ROOM, EDUCATION CENTRE
AGENDA
V verbal
M - material
1. CALL TO ORDER - O'CANADA V
2. APPROVAL OF AGENDA M
3. CONFLICTS OF INTEREST V
4. PRESENTATION OF THE 2011-2012 PRELIMINARY BUDGET V
5. ADJOURNMENT V
THAMES VALLEY DISTRICT SCHOOL BOARD
SPECIAL MEETING, PUBLIC SESSION
2011 MAY 31
The Board met in regular session on 2011 May 31 in the Board Room at the Education Centre, meeting in
public session at 7:03 p.m. to 9:26 p.m. The following were in attendance:
TRUSTEES
ADMINISTRATION AND
T. Grant (Chair) P. Jaffe
OTHERS
M.E. Smith
J. Bennett B. McKinnon (Via
B. Tucker
B. Sonier
R. Campbell teleconference)
K. Dalton
P. Tufts
J. Daniels S. Polhill
L. Elliott
K. Bushell
J. Coghlin T. Roberts
B. Greene
S. Macey
W. Huff P. Sattler
M. Sereda
K. Meeson
R. Tisdale
C. Bourbonnais - MacDonald
K. Aitken
Regrets: G. Hart, J. Todd
K. Edgar
D. Rajala
B. Murray
L. Griffith -Jones
K. Young
S. Hughes
J. Berkin
M. Moynihan
V. Nielsen
1. CALL TO ORDER - 0 CANADA
Board Chair T. Grant called the meeting
to order at 7:03 p.m.
2. APPROVAL OF AGENDA
The agenda was approved on motion of
J. Coghlin, seconded by J. Bennett.
CONFLICTS OF INTEREST
Trustee Jaffe declared a conflict on Professional Support Staff citing spousal employment.
4. PRESENTATION OF THE 2011-12 PRELIMINARY BUDGET
Budget Advisory Committee Chair, T. Roberts, opened the discussion on the 2011-12 preliminary
budget. He noted that this year marks the end of a four-year agreement on collective bargaining and
reminded trustees that fiscal restraints on salary and benefits will follow. Trustee Roberts asked that
detailed questions be submitted in written form to the Business Department by Friday, 2011 June 3.
Exec. Supt. B. Greene introduced the Finance staff who played a key role in the development of the
budget. He presented a brief overview of the budget for 2011-12 noting that the government will provide
funding for this year's budget for Full Day Kindergarten (FDK) only, with significant caps for years three
and four. He anticipated that this year's budget appears to be stable. Finance Manager K. Meeson
presented the Grants for Student Needs (GSN) highlights.
a. Grants for Student Needs Timelines
• Details released March 31, 2011
• Subsequent to Provincial Budget
• EFIS and Technical Paper released 2011 April 21
• Funding regulation 2011 May 12
• Principals and Managers
• Meeting 2011 May
• Details of GSN announcement
• Provided input to budget process
2011 May 31...2
4. PRESENTATION OF THE 2011-12 PRELIMINARY BUDGET - confd
b. Preliminary Budget Proiected Enrolment
2011-2012
Projected
2010-2011
Approved Budget
Difference
JKISK Non FDK
3,665.00
3,861.75
(196.75)
Grades 1-3
14,798.00
1.4,614.50
183.50
Grades 4-8
25,909.00
26,063.50
(154.50)
Elementary
45, 313.50
45,128.00
185.50
Secondary
24,275.76
24,955.80
(680.04)
Total Enrolment
69,589.26
70,083.80
(494.54)
c. Average Daily Enrolment - Elementary & Secondary
Manager K. Meeson described two graphs that included the actual 2000-01 to 2010-11 and the
projected 2011-12 to 2012-15 average daily enrolment numbers for both elementary and secondary
students.
d. Revenues
• Operating Revenue
• Pupil Foundation
• Effect of Declining Enrolment
• Effect of Benchmark Changes
• Transportation
• School Operations
• Learning Opportunities Grant (LOG)
• First Nations M6tis Inuit (FNMI)
e. Expenses
• One Year Budget Initiatives
• 2011-12 Budget Assumption Expense Adjustments
2011-12 Expense Cost Pressures
• 2011-12 Ministry Restraints
• 2011-12 Preliminary Budget System Initiatives
f. Additional Budget Considerations
First Nations, Mdtis, Inuit
• Through the Budget Advisory Committee, Trustees and Administration have identified the
continuation of First Nations' 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
2011 May 31... 3
4. PRESENTATION OF THE 2011-12 PRELIMINARY BUDGET - cont'd
g. Thames Valley Regional Athletic Association (TVRAA) Budget 2011-12
- Exec. Supt. Greene described the cost details associated with TVRAA.
Total Expenses
421,713.00
Revenues/Recovenes
7VDSB Contributions
(295,915.00)
Recoveries from Other Boards
(105,798.00)
Gate Receipts
(20,000.00)
(421,713.00)
Total Revenue/Recoveries
Net Amount
0
h. Capital Funding
Exec. Officer K. Bushell reviewed the Capital Funding in detail. He noted that there are four major
announcements in the budget from the Grants for Student Needs.
Temporary Accommodation Allocation
• Used for portable classroom moves, purchase or lease for instructional space
• Only receive funding for actual expenditures
• 2011-12 allocation $700,000
School Condition Improvement
• $150M per year for the next three years
• Additional funding to address School Renewal needs
• Funding must be used on School Renewal projects that meet the requirements to be capitalized
• 2011-12 allocation $4,838,378
New Schools, Additions and Retrofit/Renovations
• $600M over the next three years
• Allocations based on business cases submitted through the Capital Priority Program
• Focus on accommodation pressure, facility condition andlor facility utilization in conjunction with
FDK funded projects
• Includes purchase of sites for new schools
• Allocations to be announced in the near future
Full Day Kindergarten (FDK)
• $450M allocated to date for accommodation needs for the first three years of FDK
• Year 3 FDK allocation $7,822,515.00
• Additional allocation of $10,000.00 per funded FDK classroom for first time equipping and minor
renovations
2011 May 31... 4
4. PRESENTATION OF THE 2011-12 PRELIMINARY BUDGET - cont'd.
i. Special Education
Manager Meeson outlined the Special Education revenues based on the per pupil amount. She also
reviewed the High Needs Amount (HNA) and the Behaviour Expertise Amount (BEA) and Other.
Special Education Per Pupil Amount (SEPPA)
Effect of Declining Enrolment
Elementary — JK to Grade 3
311,773
Elementary — Grades 4 to 8
(88,393)
Secondary
(322,061)
(98,681)
Effect of Benchmark Changes
Elementary —JK to Grade 3
2,540,203
Elementary — Grades 4 to 8
2,622,008
Secondary
1,706,516
6,868,727
Net Increase to SEPPA
6,770,046
Special Equipment Amount (SEA)
Per Pupil Amount -
Effect of Declining Enrolment
(11,392)
Effect of Benchmarks Increase
711,479
Net Increase to SEA Per Pupil Amount
700,087
Note: On May 26, 2011 the per -pupil amount for SEA for 2010-11 was increased from $14.39 to
$22.60 to relieve budget cost pressure in 2010-11.
Special Equipment Amount (SEA)
Claims Based $454, 961
Note: In 2011-12, an amount is to be budgeted for claim based revenues which offset by an equal
amount in the expenses for these specific equipment purchases.
Full -Day Kindergarten (FDK)
Supervisor of Financial Support Services B. Hester described the Full -Day Kindergarten financial
summary. He advised that the first half of the day for FDK is funded through the GSNs and the
second half through EPO and indicated that FDK is maxing out on funding through the EPO grant.
2011 May 31... 5
4. PRESENTATION OF THE 2011-12 PRELIMINARY BUDGET - cont'd
j. Full -Day Kindergarten (FDK) - cont'd
He provided detailed information on the summary of revenues.
• Staffing
• School Operations
• Other Support Staff and Materials
• Special Education
Supervisor Hester also reviewed the summary of expenses and noted that the estimated revenue is
based upon the Board's Year 1 and 2 maximum funding allocation of 1,820 pupils.
• Teacherexpenses
• ECE expenses
• Other expenses
k. Educational Programs - Other (EPO'S) (Restricted Grants)
• 2011:136 Funding In Addition to Grants for Student Needs
• Funding of other education initiatives outside GSN's to advance student achievement ($1.9M)
1. Accounting Changes Public Sector Accounting Board (PSAB)
Reserves (Formerly)
• Accumulated Surplus (current and prior year surplus) or Deferred Revenue (external restriction)
Tangible Capital Assets
• Use reflected over useful life (amortization) as operating expense (2010-11)
• Grants received to offset amortization recognized through deferred capital contributions DCC)
• Effect of Board financed approved capital projects
Vacation Liability
• Recognition of 50% value of accrued vacation liability balance as of August 31, 2011
• Remaining 50% to be recognized in 2012-13
• Recognition of in -year change in calculation of accrued vacation liability
m. Budget Approval
• School boards still required to approve a balanced budget
• In -year deficit permissible if accumulated surplus available
• Use of accumulated surplus cannot exceed the lesser of.
1. Accumulated surplus for previous year
2. 1 % of Board's operating revenue
Amounts exceeding this calculation requires approval of the Minister of Education prior to
Board approval.
Senior Administration's approach for the 2011-12 budget development was to minimize the use
of accumulated surplus as this solution is not sustainable long term.
The 2011-12 preliminary budget as presented does not exceed either of the amounts and does
not require approval from the Ministry.
n. Preliminary Surplusi(Deficit) (000's)
Included in Budget Detail
• Operating (2,413)
0 FDK (933)
2011 May 31...6
a
4. PRESENTATION OF THE 2011-12 PRELIMINARY BUDGET - cont'd
n. Preliminary Surplusl(Deficit) (0001s) - cont'd
Not Included in Budget Detail
• Vacation Accrual (1,696)
• Estimated Amortization (Capital) (1,000)
o. Total Preliminary Deficit (6,042)
Potential Solution
(000's) Balance
Comment
Mercer Balance
2,000
Required to maintain a minimum
Projected Operating Efficiencies
2010-11
2,000
Estimated, depends on current
operating results
Review of Internally Appropriated
Balances
1,500
Depends on current and future
budget requirements
p. Important Dates
June 07 - Public Input
June 21 -.Finalize Budget
June 28 - Budget Approval
June 30 - Ministry of Education Submission
The Administration responded to Trustees' questions. Trustee Roberts questioned the Director as to _-
whether the preliminary budget would generate layoffs within the system. Director Tucker confirmed that
none were anticipated for 2011-12. Trustee Bennett indicated that she would like more information on
system initiatives.
Trustee Roberts expressed his appreciation for the amount of interest in the preliminary budget and
'looked forward to receiving public input at the next meeting on 2011 June 07.
5. ADJOURNMENT
The meeting adjourned at 9:26 p.m. on motion of R. Tisdale, seconded by P. Jaffe.
Confirmed:
Chairpers