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12/20/2017 - Special Board Meeting THAMES VALLEY DISTRICT SCHOOL BOARD SPECIAL BOARD MEETING 2017 June 20 BOARD ROOM, EDUCATION CENTRE The Board met in regular session on 2017 June 20 in the Board Room at the Education Centre, meeting in public session at 7:10 p.m. The following were in attendance: TRUSTEES ADMINISTRATION AND OTHERS M. Reid (Chair) J. Bennett R. Campbell C. Goodall G. Hart B. McKinnon Regrets P. Jaffe S. Suvajac A. Pucchio A. Morell S. Polhill A. Pucchio P. Schuyler (+8:02) J. Skinner (by phone,-9:10) R. Tisdale J. Todd L. Elliott C. Beal S. Builder K. Bushell R. Culhane M. Deman K. Edgar L. Griffith-Jones R. Kuiper D. Macpherson P. McKenzie M. Moynihan V. Nielsen S. Powell (+7:20) J. Pratt B. Williams B. Keast J. Knight P. Hearse N. Lavdas S. Macey D. Munroe E. Ng M. Cosyn-Heath, STS (-7:40) 1. CALL TO ORDER Board Chair M. Reid called the meeting to order at 7:10 p.m. and acknowledged the traditional territory on which the Board meeting is held. 2. O CANADA – the meeting was opened with the signing of O Canada. 3. APPROVAL OF AGENDA The revised agenda was approved on motion of Trustee Goodall, seconded by Trustee Hart. 4. CONFLICTS OF INTEREST – None 5. CHARTER BUSING STATUS REPORT C. Beal introduced the Chief Administrative Officer of Southwestern Ontario Student Transportation Services (STS), M. Cosyn-Heath to provide a status report of the charter busing booking service. M. Cosyn-Heath presented a system overview, outlined constraints on charter bus availability, described the purpose, benefits and process of the centralized charter booking process, and provided steps STS is taking to mitigate current challenges and provide more positive outcomes in 2017 -18. M. Cosyn-Heath responded to Trustee questions of clarification regarding increasing fleet sizes, the timeframe for schools and companies to confirm charter trips, the RFP process resulting in fewer vehicles available, and the priority of home to school as it impacts charter buses. It was noted bus companies must have 10% of their vehicles available as a spare fleet. These vehicles do not necessarily have drivers but are used in case of breakdowns. At the request of Trustees an additional update regarding charter busing and the options considered by STS to improve charter busing will be provided in the fall. 6. BUDGET: DEBATE AND APPROVAL Associate Director J. Pratt presented, for approval, the 2017-18 budget. It was noted the budget is fully compliant with the Ministry of Education expectations and aligns with the strategic priorities of 2017 June 20…2 TVDSB. J. Pratt reported the budget incorporated the initiatives discussed and previously approved through the budget process. Trustee Todd, Chair of the Planning and Priorities Committee, acknowledged the work of the budget team. The following motion was moved by Trustee Todd, seconded by Trustee Morell and CARRIED: THAT the following budget initiatives be included in the 2017-18 budget:  Electronic Document Management System – Coordinator  Assessment Process for Applicants to Teaching Positions  Rehabilitation/Disability Management Concussion Support Program for Employees  Student Leadership Conference  Swim to Survive  Transportation for Grade 7/8 Gifted Students  FNMI Counsellor J. Pratt clarified the difference between permanent and one-time initiatives. In response to a question, S. Builder clarified the transportation initiative is for grade 7/8 gifted students in London only as students outside of London already receive transportation. The Special Education Advisory Committee was recognized for recommending, at their 2017 April 4 meeting, that transportation be provided to grade 7/8 gifted students. A poll vote was conducted. POLL VOTE YEA: J. Bennett, R. Campbell, C. Goodall, G. Hart, B. McKinnon, A. Morell, S. Polhill, M. Reid, J. Skinner, R. Tisdale, J. Todd NAY: n/a ABSENT: P. Jaffe, P. Schuyler, Student Trustee A. Pucchio, Student Trustee S. Suvajac The following motion was moved by Trustee Todd, seconded by Trustee Morell and CARRIED: THAT the AACE Resource Materials initiative be included in the 2017-18 budget. Trustee Todd spoke in favour of this initiative highlighting the importance of ensuring students have access to up-to-date materials. In response to a question, Administration clarified these materials will support modules for A dult and Alternative Education program. A poll vote was conducted. POLL VOTE YEA: R. Campbell, C. Goodall, G. Hart, B. McKinnon, A. Morell, S. Polhill, M. Reid, J. Skinner, J. Todd NAY: J. Bennett, R. Tisdale ABSENT: P. Jaffe, P. Schuyler, Student Trustee A. Pucchio, Student Trustee S. Suvajac The following motion was moved by Trustee Tisdale, seconded by Trustee Morell and CARRIED: THAT the Legal Expenses initiative be included in the 2017-18 budget and expensed to the unappropriated accumulated surplus. 2017 June 20…3 Trustee Tisdale spoke in support of the initiative suggesting it will improve the level of service and legal expertise available to TVDSB. A poll vote was conducted. POLL VOTE YEA: J. Bennett, R. Campbell, C. Goodall, G. Hart, A. Morell, S. Polhill, M. Reid, P. Schuyler, J. Skinner, R. Tisdale NAY: B. McKinnon, J. Todd ABSENT: P. Jaffe, Student Trustee A. Pucchio, Student Trustee S. Suvajac The following motion was moved by Trustee T isdale, seconded by Trustee Hart and CARRIED: THAT the Parent Engagement Lead initiative be included in the 2017-18 budget, expensed from the multipurpose fund. Trustee Tisdale spoke to the motion indicating her support for a Parent Engagement Lead. The Parent Engagement Lead will support parent volunteers, school councils and TVDSB staff. Trustee Hart spoke in favour of this motion and the appropriateness of the pilot-project. A poll vote was conducted. POLL VOTE YEA: J. Bennett, R. Campbell, G. Hart, B. McKinnon, M. Reid, P. Schuyler, J. Skinner, R. Tisdale NAY: C. Goodall, A. Morell, S. Polhill, J. Todd ABSENT: P. Jaffe, Student Trustee A. Pucchio, Student Trustee S. Suvajac The following motion was moved by Trustee Polhill, seconded by Trustee Hart and CARRIED: THAT the Late Start for Secondary Schools initiative be included in the 2017-18 budget, expensed from the multipurpose fund. Trustee Polhill spoke in favour of the motion indicating studies have shown later starts have a positive impact on student performance and noting the initiative ties in with the Rethink Secondary Learning. Trustee Hart spoke in favour of this initiative noting tiredness and lack of sleep is a concern among secondary school students. A late start will have a positive impact on student’s mental health and well-being. Administration confirmed that any unspent funds for the initiative will return to the overall board budget. A poll vote was conducted. POLL VOTE YEA: J. Bennett, R. Campbell, C. Goodall, G. Hart, B. McKinnon, A. Morell, S. Polhill, M. Reid, P. Schuyler, J. Skinner, R. Tisdale, J. Todd NAY: n/a ABSENT: P. Jaffe, Student Trustee A. Pucchio, Student Trustee S. Suvajac The following motion was moved by Trustee Todd, seconded by Trustee Polhill and CARRIED: THAT the Secondary Courses on School Web Sites be included in the 2017-18 budget, expensed from the unappropriated accumulated surplus. 2017 June 20…4 Trustee Todd spoke in favour of the motion noting course information is not available consistently across secondary schools or classrooms. Funds for this initiative would support staff to post course information. Administration clarified this initiative would provide release time for teaching staff to receive training and to provide staff with additional time to post the course information on the website. Administration further clarified the training provided to teaching staff would be on the new website platform. A poll vote was conducted. POLL VOTE YEA: J. Bennett, R. Campbell, C. Goodall, G. Hart, B. McKinnon, A. Morell, S. Polhill, M. Reid, P. Schuyler, J. Skinner, R. Tisdale, J. Todd NAY: ABSENT: P. Jaffe, Student Trustee A. Pucchio, Student Trustee S. Suvajac The following motion was moved by Trustee Todd, seconded by Trustee Morell and DEFEATED: THAT the Multi-Year Strategic Plan be included in the 2017-18 budget, expensed from the multipurpose fund. Trustees Todd and Morell spoke in favour of the motion, reflecting on the responsibilities of the Board of Trustees in this regard and of the value it will provide in supporting Trustees. In response, Trustees Tisdale and Goodall agreed strategic planning was required but they did not support the additional budget line. A poll vote was conducted. POLL VOTE YEA: G. Hart, A. Morell, P. Schuyler, J. Skinner, J. Todd NAY: J. Bennett, R. Campbell, C. Goodall, B. McKinnon, S. Polhill, M. Reid, R. Tisdale ABSENT: P. Jaffe, Student Trustee A. Pucchio, Student Trustee S. Suvajac The following motion was moved by Trustee Hart, seconded by Trustee Skinner and CARRIED: THAT the Elementary STEAM Equipment Fund be included in the 2017-18 budget, expensed from the unappropriated accumulated surplus. Trustee Skinner spoke in support of the initiative suggesting funding would provide enhanced support for programming. Trustees spoke in favour of the motion. It was suggested funding be directed to schools that currently have limited access to STEAM equipment. It was noted that a presentation from Home and School suggested the Board provide STEAM kits for elementary schools. Administration responded to a question and clarified that funds for this initiative would be used to purchase and potentially loan out STEAM kits to elementary schools and to provide teaching staff with professional development opportunities. A poll vote was conducted. 2017 June 20…5 POLL VOTE YEA: J. Bennett, R. Campbell, C. Goodall, G. Hart, B. McKinnon, A. Morell, S. Polhill, M. Reid, J. Skinner, R. Tisdale, J. Todd NAY: P. Schuyler ABSENT: P. Jaffe, Student Trustee A. Pucchio, Student Trustee S. Suvajac The following motion was moved by Trustee Hart, seconded by Trustee Skinner. THAT the Robotics Initiative ($80,000) be included in the 2017-18 budget, expensed from the unappropriated accumulated surplus. Trustee Hart spoke to the motion regarding the benefits of the Robotics program in our Secondary Schools. Trustee Skinner spoke to the motion noting the initiative aligns with the strategic priorities and supports students. He further offered the funding will ensure continued support for Robotics in the next year while a funding model through the T hames Valley Education Foundation (TVEF) is developed. The following amendment to the motion was moved by Trustee Tisdale seconded by Trustee Todd and DEFEATED: THAT the budget amount for the Robotics Initiative be reduced from $80,000 to $50,000. Trustee Tisdale spoke to the amendment noting her concerns regarding the increase of $30,000 over last year’s allocation. Trustee Skinner spoke to the amendment indicating the amount was increased in response to the increase in teams participating or potentially participating in Robotics. A poll vote was conducted POLL VOTE YEA: J. Bennett, R. Campbell, S. Polhill, R. Tisdale, J. Todd NAY: C. Goodall, G. Hart, B. McKinnon, A. Morell, M. Reid, P. Schuyler, J. Skinner ABSENT: P. Jaffe, Student Trustee A. Pucchio, Student Trustee S. Suvajac The following motion previously moved by Trustee Hart, seconded by Trustee Skinner was CARRIED: THAT the Robotics Initiative ($80,000) be included in the 2017-18 budget, expensed from the unappropriated accumulated surplus. Administration responded to questions of clarification regarding the allocation of the funds and clarified that all sports teams and clubs, including Robotics, require a teacher to oversee functions and activities. A poll vote was conducted. POLL VOTE YEA: J. Bennett, C. Goodall, G. Hart, B. McKinnon, A. Morell, M. Reid, P. Schuyler, J. Skinner, J. Todd NAY: R. Campbell, S. Polhill, R. Tisdale ABSENT: P. Jaffe, Student Trustee A. Pucchio, Student Trustee S. Suvajac 2017 June 20…6 In response to a Trustee question, Administration confirmed the Custodial Support for Parent Group Activities ($10,000) was in the budget as a permanent annual expense. The following motion was moved by Trustee Todd, seconded by Trustee Morell and CARRIED: THAT the 2017-2018 revenue budget of $916,397,232 and the 2017-2018 expense budget of $922,667,197 be approved. The following motion was moved by Trustee Todd, seconded by Trustee Hart and CARRIED: THAT a 2017-2018 appropriation of accumulated surplus of $3,600,000 be approved to fund Board supported capital projects. Questions of clarification regarding Ministry expectations as they relate to capital surplus and priorities were addressed by Administration. The following motion was moved by Trustee Tisdale, seconded by Trustee Morell and CARRIED: THAT the projected 2017-2018 deficit for compliance purposes of $6,658,248 be funded from August 31, 2017 accumulated surplus through the following appropriations: Unappropriated Accumulated Surplus (5,018,316) Multi-Purpose Fund (106,000) Other Operating Appropriations (229,414) Committed Capital Projects (1,304,518) Compliance Surplus / (Deficit) (6,658,248) Non-Compliance Items 388,283 Overall Surplus / (Deficit) (6,269,965) 7. ADJOURNMENT The meeting adjourned at 9:10 p.m. on motion of Trustee Todd, seconded by Trustee Polhill. Confirmed: Chairperson 2017 June 20…7 SUMMARY OF APPROVED RECOMMENDATIONS OF 2017 JUNE 20 THAT the following budget initiatives be included in the 2017-18 budget:  Electronic Document Management System – Coordinator  Assessment Process for Applicants to Teaching Positions  Rehabilitation/Disability Management Concussion Support Program for Employees  Student Leadership Conference  Swim to Survive  Transportation for Grade 7/8 Gifted Students  FNMI Counsellor THAT the AACE Resource Materials initiative be included in the 2017-18 budget. THAT the Legal Expenses initiative be included in the 2017-18 budget and expensed to the unappropriated accumulated surplus. THAT the Parent Engagement Lead initiative be included in the 2017-18 budget, expensed from the multipurpose fund. THAT the Late Start for Secondary Schools initiative be included in the 2017-18 budget, expensed from the multipurpose fund. THAT the Secondary Courses on School Web Sites be included in the 2017-18 budget, expensed from the unappropriated accumulated surplus. THAT the Elementary STEAM Equipment Fund be included in the 2017-18 budget, expensed from the unappropriated accumulated surplus. THAT the Robotics Initiative ($80,000) be included in the 2017-18 budget, expensed from the unappropriated accumulated surplus. THAT the 2017-2018 revenue budget of $916,397, 232 and the 2017-2018 expense budget of $922,667,197 be approved. THAT a 2017-2018 appropriation of accumulated surplus of $3,600,000 be approved to fund Board supported capital projects. THAT the projected 2017-2018 deficit for compliance purposes of $6,658,248 be funded from August 31, 2017 accumulated surplus through the following appropriations: Unappropriated Accumulated Surplus (5,018,316) Multi-Purpose Fund (106,000) Other Operating Appropriations (229,414) Committed Capital Projects (1,304,518) Compliance Surplus / (Deficit) (6,658,248) Non-Compliance Items 388,283 Overall Surplus / (Deficit) (6,269,965)