6/19/2012 - Special Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD
SPECIAL BOARD MEETING
2012 JUNE 19,7:00 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
4.2012-2013 FINALIZATION OF BUDGET-UPDATE (To be distributed)M
5.ADJOURNIWENT V
THAMES VALLEY DISTRICT SCHOOL BOARD
SPECIAL MEETING,PUBLIC SESSION
2012 JUNE 19
The Board metinregularsession on2012June 19 In the Board Room at the Education Centre,meeting in
public session at 7:06 p.m. to 9:45 p.m. The following were in attendance:
TRUSTEES
J.Bennett (Chair)
R.Campbell
D.Clark (via
teleconference)
J. Coghlin
T.Grant
W.Huff
G.Hart
Regrets:W. J. Tai
8.Amri
P.Sattler
P.Jaffe
B.McKlnnon (via
teleconference)
8.Polhlll
R.Tisdale (via
teleconference)
J.Todd
ADMINISTRATION AND
OTHERS
B.Tucker B.Sonier
K.Dalton P.Tufts
L.Elliott K.Wilkinson
M.Sereda 8.Christie
C.Bourbonnais-MacDonald K.Young
K.Edgar K.Aitken
L. Griffith Jones S.Kilip
S. Hughes S. Macey
K.Meeson P.Hearse
M.Moynihan D. Munroe
M.E.Smith J.Pratt
1.CALL TO ORDER - O CANADA
Board Chair J.Bennett called the meeting to order at 7:06 p.m.
2.APPROVAL OF AGENDA
The agenda was approved on motion of seconded by
3.CONFLICTS OF INTEREST
Trustee Todd declared a conflictof interest to staffing items citing spousal employment withthe Board.
4.2012-13 FINALIZATION OF BUDGET
Trustee G. Hart,Chair of the Budget Advisory Committee,introduced the presentation on the 2012-13
Budget and thanked the Budget Advisory Committee and the Finance and Business Department for
their work in preparing the budget.He reviewed the Assumptions and Process,as well as the Guiding
Principles for the development of the budget.
Supt. K.Meeson outlined the following areas of revenue that is funded by the Administration and
Governance grant:
Trustees allocations;
Director and Supervisory Officer allocation;
Board Administration allocation;
Parent Engagement;
Reporting Entity;
Internal Audit.
2012 June 19...2
4.2012-13 FINALIZATION OF BUDGET -cont'd
Manager J. Pratt reviewed tiie preliminary Budget Status to be as follows:
Budget Status
Operating Revenue 785,344,254
Operating Expense 786,128,628
Operating Shortfall (including FDK)(784,374,000)
PSAB Adjustments (For Compliance)
Vacation Accrual (1,867,298)
Capital (1,332,416)
Retirement Gratuity (1,631,009)
Preliminary Shortfall (5,615,097)
Budget Proposals Identifiedto Data (676,439)
Total Shortfall (6,291,536)
a.Budget Proposals
Supt.K.Meeson described the development ofthe proposed budget notinga deficitof $5,615,097.
Manager J. Pratt described the following list of proposed System Prioritiesand related costs for
trustee consideration.She provided a brief discussion of each priority.
Materials Handling 1.0 $200,000
Capital Data Analyst (79,404)1.0 79,404
Native Language (Elementary)(90,199)1.2 108,239
ESL Supports 2.0 180,339
RIM Clerk (47,316)1.0 47,316
Content Filtering 0.5
Health &Safety - First Aid Training 100,000
SSSSI -
Joint Workplace In-Service 80,000
FDK Manager 28,000
Materials Handling
The Materials Handler position was added to be in compliance with the changing environmental
legislation and to ensure the correct identification, removal and disposal of hazardous wastes is
carried out.Further funding will be required and a report will be brought to trustees during the next
school year.
The following recommendation was approved on motion of J.Todd,seconded by J.Coghlin:
That $200,000 be included in the 2012-13 Budget to cover Materials Handling costs.
Capital Data Analyst
It was noted that the Capital Data Analyst position will have no impact on the Budget.The position
is part of a reorganization through Facility Services.As the Ministry has increased its demands on
business cases and the amount of background material required for capital funding,the position will
include the operational aspect of the new software including maintenance and updates.
2012 June 19...3
4.2012-13 FINALIZATION OF BUDGET -cont'd
a.Budget Proposals -cont'd
Capital Data Analyst -cont'd
The following recommendationwas approved on motion ofJ. Todd seconded byG.Hart:
That the 1.0 PTE Capital Data Analyst position be approved inthe amount of$79,404 to be
funded from Consolidated Savings.
Native Lanauaae (Elementary)
Currently this is the only source of revenue that can be supported.Discussions will be held with
Onelda re covering the costs of 1.0 FTE teacher per the Tuition Agreement.
The following recommendation was approved on motion of W.Huff,seconded by G. Hart:
That $108,239 be included In the 2012-13 Budget to cover NativeLanguage (Elementary)
costs.
ESL (Enollsh as a Second Language)Supports
The workofalternative education to support students continues to be successful.In response to
a question,Supt. S.Hughes noted that possible credit bearing courses would be taken under
advisement.
The following recommendation was approved on motionof T. Grant,seconded byR. Campbell:
That $180,399 be Includedinthe 2012-13 Budget to provide ESL supports through 2.0 FTE
positions.
RIM (Records Information Management)Clerk
Itwas noted that the RIM Clerk position is self-funded through OSR transcript fees. Of the two
contract positions to expire August 31,2012,the Board-funded position will be eliminated.
The following recommendation was approved on motion of J. Todd,seconded byT. Grant:
That the 1.0 FTE Records Information Management clerk position be approved.
Content Filtering
As previously approved by Board motion on 2012 June 12,the cost ofOption #2 -Content Warning
will add to the complexity of configuration and monitoring requirements.
The following recommendation was approved on motion byR. Campbell,seconded byJ.Coghlin:
That $70,000 be included inthe 2012-13 Budget to support Internet Content Filtering.
Health &Safety First Aid Training
The need for ongoing Health and Safety First AidTraining was stressed as legislated compliance.
The following recommendation was approved on motion by G. Hart,seconded by J. Todd:
That $100,000 be included In the 2012-13 Budget to cover Health &Safety FirstAidTraining.
2012 June 19...4
4.2012-13 FINALIZATION OF BUDGET -cont'd
a.Budget Proposals -cont'd
SSSSI
DirectorTucker advised that the SSSl program was recently reviewed and discussed with the
Ministry.Asthe Board cannotagree with the proposedterms and conditions,the program has
been withdrawn from the budget.
Joint Workplace In-Service
Itwas noted that support Is required foran additional 1.5 days for elementary and 2.0 days for
secondary overand abovethe collective agreement to provide JointWorkplacein-servicetraining.
The following recommendationwas approved on motion byJ. Todd,seconded byR.Campbell:
That $80,000 be included in the 2012 -2013 Budget to cover Joint Workplace In-Service
costs.
Full-dav Kindergarten Manager
A full-time Full-day Kindergarten (FDK)manager is requiredto handle the increased complexities
and implementation of third party providers as well as overseeing the hiring of Early Childhood
Educators for Years 4 and of the FDKprogram. The FDK Supervisor position will be eliminated.
The following recommendation was approved on motion byJ. Todd,seconded byJ.Coghlin:
That $28,000 be included in the 2012 -2013 Budget to support an increase in salary for the
FDK Manager position effective January 1, 2013.
b.Budget Solutions
Supt. Meeson described the following solutions to address the deficit.
Initiatives from Prior Years'Budgets
Director's Annual Forum
First Nations Support
Mental Health Initiative
Thames Valley Education Foundation Support
Computer Funding
Identified Vacant Positions
Consolidated Savings
Ministry Support for Existing Programs
Internally Appropriated Balances
Operating Efficiencies
Director's Annual Forum
It was agreed to consider moving the Director's Forum to being a bi-annual event and suspending
plans for this year.
The following recommendation was approved on motion by G. Hart,seconded by T.Grant:
That the 2012-13 Budget be reduced by $20,000 related to the Director's Annual Forum.
,/"A
2012 June 19...5
4.2012-13 FINALIZATION OF BUDGET -cont'd
b.Budget Solutions-cont'd
Internally ADPropriated Balances
Trustee Hartsuggested applying the Internally appropriatedbalanceof $1Mtothe projected deficit.
The following motionwas moved byG. Hart,seconded byJ. Todd:
That $1,000,000 fromthe Internally Appropriated Balance be applied to the projected deficit.
After discussion,the motion was withdrawn.
Thames Vallev Education Foundation Support
Itwas noted that itis intended that the Thames Valley Education Foundation (TVEF)will become
self-sufficient. Towards this end, the following recommendation was approved on motion by R.
TIsdale,seconded byG.Hart:;
That support for the TVEFbe reduced by$30,000 to $120,000 inthe 2012-13 Budget.
The following recommendation was approved on motion byJ. Todd,seconded byT. Grant:
That the Administration and Trustees who are members of the TVEF and the TVEF Executive
meet to create a plan to eliminate direct TVDSB financial support by the end of 2013-14.
First Nations Support
Trustee Tisdaie suggested that the Board's commitment to fund First Nations M6tis Inuit education
and Mental Health initiativesshould be clear. The following motion was approved on motion byR.
TIsdale,seconded by T. Grant:
That the Board continue its support of First Nations in the amount of $106,000 and mental
health of $200,000 inthe 2012-13 Budget.
Consolidated Savings
The following recommendation was approved on motion of T. Grant,seconded byJ. Todd:
That $300,000 from Consolidated Savings to be used to help support the new initiativesinthe
2012-13 Budget.
Computer Funding
The following recommendation was approved on motion of G. Hart,seconded byT. Grant:
That $350,000 continue to be included in the 2012-13 Budget to support computer funding with
a review in the 2013-14 Budget.
Identified Vacant Positions
The following recommendation was moved by J.Todd,seconded by G. Hart:
That identified vacant positions inthe amount of $468,257 not be filled inthe year 2012-13.
Trustee Grant spoke against the motion noting that many of the vacant positions are in Special
Education and supported that funding continue be In place for re-evaluation by the Special
Education Advisory Committee in light of waiting lists for speech and language services and
psychological assessments.The motion was rejected.
2012 June 19...6
4.2012-13 FINALIZATION OF BUDGET -cont'd
b.Budget Solutions-cont'd
Ministry Support for Existing Programs
The following recommendationwas approved on motion ofG.Hart,seconded byJ. Todd:
That $735,000 for Ministry Support for Existing Programs be deducted from the 2012-13
Budget.
Operating Efficiencies
The following recommendation was approved on motionofT. Grant,seconded byJ.Coghlin:
That $466,012 inoperating efficiencies be used to offset the 2012-13 projected deficit.
Supt. Meeson advised that itwas necessary to consider the effectofthe PublicService Accounting
Board (PSAB)adjustment noting there is $4.8M inthe accumulated surplus that will be allocated
to offset some of those amounts.The following recommendations were considered to establish
a balanced budget for 2012-13.
The following recommendation was approved on motion of T. Grant,seconded byJ. Todd:
That $2,903,811 of the unappropriated surplus be allocated to offset PSAB requirements.
The following recommendation was approved on motionof R. Tisdale,seconded byJ.Coghlin:
That $546,692 in Retirement Gratuities be allocated to offset PSAB requirements.
The following recommendation was moved byG. Hart,seconded by R. Campbell:
That $1,129,868 in multi-purpose funds be allocated to offset PSAB requirements.
Following an explanation by Supt.Meeson that multi-purpose funds are driven by trustees,she
recommended that the multi-purpose fund not be allocated to offset PSAB. The motion was
withdrawn.
The following recommendation was approved on motion of T. Grant,seconded byW.Huff:
That 1,085,456 in Property Loss funds be allocated to offset PSAB requirements.
The following recommendation was approved on motion of J.Todd,seconded by G. Hart:
That $294,764 be allocated from projected operating efficiencies to offset PSAB requirements.
The following recommendations were approved on motion of J. Todd,seconded by S.Polhill:
That the 2012-13 revenue budget of $809,417,333 and the 2012-13 expense budget of
$814,248,056 be approved.
That the 2012-13 Full Day Kindergarten revenue budget of $23,605,034 and expense budget
of $25,192,162 be approved.
2012 June 19...7
4.2012-13 FINALIZATION OF BUDGET -cont'd
b.Budget Solutions-cont'd
Thata 2012-13 appropriation of accumulated surplus of $5,358,591 be approved tofund the
ongoing amortization and Interest expense of Board supported debt that administration be
authorized to utilizethis appropriation to fund future capital expenditures for projects not
supported by the Ministry.
That the projected 2012-13 deficit for compliance purposes of $4,830,723 be funded from
the August 31,2012 accumulated surplus through the following appropriations:
Unappropriated Accumulated Surplus $3,198,575
Property Loss Appropriation $1,085,456
Retirement Gratuity Appropriation $546,692
Multi-purpose Appropriation $ 0
Director Tucker thanked that Finance team noting that the new Initiatives are less than 1%
operational expenses by operational savings.
5.ADJOURNMENT
The meeting adjourned at 9:45 p.m. on motion of S.Polhill,seconded byJ. Todd.
Confirmed:
2012 June 19...8
RECOMMENDATIONS APPROVED AT THE 2012 JUNE 19 SPECIAL BOARD MEETING
That $200,000 be included in the 2012-13 Budget to cover Materials Handling costs.
That $108,239 be included in the 2012-13 Budget to cover Native Language (Elementary)costs.
That the 1.0 FTE Capital Data Analyst position be approved inthe amount of $79,404 to be funded
from Consolidated Savings.
That 180,399 be included inthe 2012-13 Budget to provide ESL supports through 2.0 FTE positions.
That the 1.0 FTE Records Information Management position be approved.
That $70,000 be included in the 2012-13 Budget to support Content Filtering.
That $100,000 be included inthe 2012-13 Budget to cover Health &Safety First AidTraining.
That $80,000 be included in the 2012 -2013 Budget to cover Joint Workplace In-Service costs.
That $28,000 be included inthe 2012 -2013 Budget to support an increase in salary for the FDK
Manager position effective January 1,2013.
That the 2012-13 Budget be reduced by $20,000 related to the Director's Annual Forum.
That support for the TVEF be reduced by $30,000 to $120,000 inthe 2012-13 Budget.
That the Administration and Trustees who are members of the TVEF and TVEF Executive meet to
create a plan to eliminate direct TVDSBfinancial support by the end of 2013-14.
That the Board continue its support of First Nations inthe amount of $106,000 and mental health of
$200,000 in the 2012-13 Budget.
That $300,000 from Consolidated Savings to be used to help support the new initiatives in the 2012-
13 Budget.
That $350,000 continue to be included in the 2012-13 Budget to support computer funding with a
review in the 2013-14 Budget.
That $735,000 for Ministry Support for Existing Programs be deducted from the 2012-13 Budget.
That $466,012 in operating efficiencies be used to offset the 2012-13 projected deficit.
That $2,903,811 of the unappropriated surplus be allocated to offset PSAB requirements.
That $546,692 in Retirement Gratuities be allocated to offset PSAB requirements.
That 1,085,456 in Property Loss funds be allocated to offset PSAB requirements.
That $294,764 be allocated from projected operating efficiencies to offset PSAB requirements.
That the 2012-13 revenue budget of $809,417,333 and the 2012-13 expense budget of
$814,248,056 be approved.
That the 2012-13 Full Day Kindergarten revenue budget of $23,605,034 and expense budget of
$25,192,162 be approved.
2012 June 19...9
RECOMMENDATIONS APPROVED AT THE 2012 JUNE 19 SPECIAL BOARD MEETING -confd
That a 2012-13 appropriation of accumulated surplus of$5,358,591 be approved to fund the
ongoing amortization and interest expense of Board supported debt that administration be
authorizedto utilize this appropriation to fundfuturecapitalexpenditures for projects notsupported
by the Ministry.
That the projected 2012-13 deficitfor compliance purposes of $4,830,723 be funded from the
August 31, 2012 accumulated surplus through the following appropriations:
Unappropriated Accumulated Surplus $3,198,575
Property Loss Appropriation $1,085,456
Retirement Gratuity Appropriation $546,692
Multi-purpose Appropriation $ 0