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HomeMy WebLinkAbout10 SPPC 02 Nov 2011 Partial Report 10 Public PARTIAL REPORT NO. 10, STRATEGIC PLANNING AND PRIORITIES COMMITTEE TO: The Board DATE: 2 November 2011 A meeting of the Strategic Planning and Priorities Committee was held commencing at 7:35 p.m. in the Trustees’ Committee Room, 133 Greenbank Road, Ottawa, with Trustee Jennifer McKenzie in the chair and the following also in attendance: TRUSTEE MEMBERS: Pam FitzGerald (electronic communication), Bronwyn Funiciello, Katie Holtzhauer and Shirley Seward OTHER TRUSTEES: Rob Campbell and Lynn Scott STAFF: Jennifer Adams, Director of Education and Secretary of the Board Michael Clarke, Chief Financial Officer Michele Giroux, Executive Officer, Corporate Services Paula Marble, Policy Analyst Bruce Fraser, Board/Committee Coordinator NON-VOTING REPRESENTATIVES: Carrie Eaton, Ottawa-Carleton Assembly of School Councils Dorothy Baker, Ottawa-Carleton Elementary Operations Committee Carl Dobbin, Ottawa-Carleton Secondary School Administrators’ Network Nancy Akehurst, Ottawa Secondary School Teachers’ Federation (Support Staff) 1. Call to Order Chair McKenzie called the public session to order at 7:35 p.m. 2. Approval of Agenda Moved by Trustee Seward, THAT the agenda be approved. - Carried – 3. Public Question Period There were no public questions. 4.Chair’s Report Chair McKenzie encouraged trustees to attend the trustee information session, prior to the Board meeting on 8 November 2011, to discuss transportation issues including consortia and the Ministry’s efficiency reviews. Trustee Scott recommended that trustees who will be unable to attend the meeting send their questions to Director Adams. Director Adams noted that the Assistant Deputy Minister of 1 Strategic Planning & Priorities Committee 2 November 2011 Partial Report No. 10 Education, Gabriel Sékaly, has committed to attend the session and following presentations there will be a one hour question and answer session. 5.Director’s Report There was no report from the Director. 6.Review of Agenda Items for Standing and Statutory Committees Your Committee reviewed agenda items for the Standing and Statutory Committees and the following points were noted: Business Services Committee, 9 November Major items: Proposed delivery of the extended day program; and Motion by Trustee McKenzie re Full Day Kindergarten overspending. Education Committee, 15 November Information Regarding OCDSB student withdrawals, staff has been requested to identify causes and the percentage of withdrawals that were due to student transfer requests not being granted. Board Governance Development Facilitated Session, 16 November The facilitator will frame the session based on the types of decisions the Board wants to make; The first two modules will be discussed; The facilitator was a member of the development team. She will customize the modules in advance of the meeting based on information provided by staff such as the minutes of the Governance Task Force meetings and the strategic plan; and Staff agreed that the Board Motions Tracking Report will be provided to the facilitator. 7.Report 11-186, OCDSB Membership to Ontario Student Trustees’ Association Your Committee had before it report 11-186 seeking approval with respect to membership in the Ontario Student Trustees’ Association (OSTA). Executive Officer Giroux advised that the Board was a member of OSTA in 2008-2009 and 2009-2010 school years but did not join the organization last year. She noted that staff is recommending that membership in OSTA for 2011-2012 be approved and financed through the Board business account. Executive Officer Giroux indicated that staff believes that the membership fees should become a regular budget item. Moved by Trustee Seward, THAT membership in the Ontario Student Trustees’ Association for 2011-2012 be approved with the cost of membership to be financed through the board business account. Moved in amendment by Trustee Seward, THAT the following be added: B. THAT the membership in the Ontario Student Trustees’ Association be considered an annual budget item, as is the Board membership in Ontario Public School Boards Association, and that staff be directed to incorporate the cost of the OSTA membership into the Board budget. 2 Strategic Planning & Priorities Committee 2 November 2011 Partial Report No. 10 In response to a concern expressed by Trustee Campbell, Director Adams advised that the amendment provides the flexibility for the Board to not commit to the membership, should the Board determine it would not provide adequate value in a given year. Moved in amendment by Trustee Seward, THAT the following be added: B. THAT the membership in the Ontario Student Trustees’ Association be considered an annual budget item, as is the Board membership in the Ontario Public School Boards Association, and that staff be directed to incorporate the cost of the OSTA membership into the Board budget. - Carried, - Trustee Seward expressed her support for the initiatives undertaken by the Ontario Student Trustees’ Association and noted that the organization provides many leadership opportunities for student trustees, which should be encouraged by the Board. In response to queries by Trustee Scott, staff agreed to provide the number of school boards currently supporting OSTA and details regarding the administration of the organization. In response to a query by Trustee Campbell, regarding the wording in § 9, Executive Officer Giroux explained that the intent of the wording was that, should the board participate without becoming a member, it could give the impression that it was gaining the benefit of being a member without committing to any financial support. In wrap up, Trustee Seward noted that both student trustees are members of the OSTA executive and participated in the design of the OSTA survey as well as the analysis of the data. She submitted that all Board members will benefit from membership in OSTA, as the engagement of the student trustees with other education bodies in Ontario will result in additional information being provided to the Board. Moved by Trustee Seward, A.THAT membership in the Ontario Student Trustees’ Association for 2011- 2012 be approved with the cost of membership to be financed through the board business account B. THAT the membership in the Ontario Student Trustees’ Association be considered an annual budget item, as is the Board membership in the Ontario Public School Boards Association, and that staff be directed to incorporate the cost of the OSTA membership into the annual Board Budget. - Carried - 8.Board Member Motions: a.On Fully Recognizing the Public Nature of Non-confidential Memoranda to Trustees Notice having been given, Trustee Campbell moved as follows: WHEREAS non-confidential OCDSB staff memoranda are with some regularity sent to Trustees and which are clearly distinguishable from those marked confidential, 3 Strategic Planning & Priorities Committee 2 November 2011 Partial Report No. 10 WHEREAS these memoranda often or even usually contain important, substantial and timely information meant to help Trustee decision-making in either the short or longer term, WHEREAS these memoranda are not currently available to the public or stakeholders and are not necessarily reproduced in public staff reports later on, WHEREAS the contents of these memoranda have been and continue to be referred to in public debate but to which the public itself does not have access, WHEREAS the OCDSB believes that the public has a right to expect that it will take all reasonable steps to be transparent in its decision-making and the basis on which decisions are made and whereas the Board of Trustees itself is committed to ensuring District transparency as part of its public trust and role, THEREFORE BE IT RESOLVED THAT the Director be asked to ensure that, any non-confidential memoranda issued to the Board of Trustees in advance of a Board or Standing Committee meeting in order to inform a decision on a matter which is before the Board or Standing Committee, be posted on the district website as soon as practicable and made publicly available at the meeting at which the matter will be considered. Trustee Campbell advised that the intent of his motion was to ensure that important public information contained in memoranda circulated to trustees is made available to the public. He noted that occasionally, in response to a trustee request for additional information, the staff reply provided to Board members is not circulated publicly. Trustee Campbell stressed that he did not want to create an onerous process but recommended that the information be provided in a public section of the website to provide members of the public with the same information provided to members of the Board. Speaking in support of the motion, Trustee Scott noted that documents, not available to the public, are regularly referred to in meetings and that information is also provided to trustees with respect to the implementation of a Board decision. Trustee Scott advised that the Toronto District School Board (TDSB) provides an area on its website where a variety of public information is posted. Director Adams acknowledged the intent of the motion and agreed that staff will make every effort to ensure public information is made available. She expressed the view that she would like to ensure that the Director can continue to communicate with Board members in a non-public fashion when appropriate, and that information be protected when warranted. Executive Officer Giroux noted that that there are some technical challenges, as well as privacy issues with respect to posting some of this information on the website. She expressed the view that a staged implementation may be required to ensure that both issues are adequately addressed. Trustee Scott noted that the TDSB posts all information to one area of the website without references to the original material in order to avoid complicating the management of the information. She expressed concern with the requirement in the motion “…made publicly available at the meeting at which the matter will be considered”. 4 Strategic Planning & Priorities Committee 2 November 2011 Partial Report No. 10 Moved in amendment by Trustee Campbell, THAT “in advance of a Board or Standing Committee meeting in order to inform a decision on a matter which is before the Board or Standing Committee” be deleted. Trustees speaking against the amendment expressed the view that the amendment would make the intent of the motion too broad and that it could result in unintended consequences. Moved in amendment by Trustee Campbell, THAT “in advance of a Board or Standing Committee meeting in order to inform a decision on a matter which is before the Board or Standing Committee” be deleted. - Defeated - Moved in amendment by Trustee Campbell, THAT “as soon as practicable” be replaced with “as soon as reasonably practicable”. - Carried, friendly - Moved in amendment by Trustee Campbell, THAT “and made publiclyavailable at the meeting at which the matter will be considered” be deleted. - Carried, friendly - Moved in amendment by Trustee Campbell, THAT “except for that correspondence which is judged by the Director of Education, to be protected based on the special relationship between the Director of Education and the Board.” be added. Trustee Campbell acknowledged Director Adam’s previous comments and agreed that there is a class of information that should be protected. Some trustees expressed the view that the amendment is not necessary, in light of the first amendment being defeated, as well as the provisions included in the Education Act and the Municipal Freedom of Information and Protection of Privacy Act. It was noted that the amendment could put the Director in a difficult position determining what information falls into this category. Director Adams reiterated her discomfort with the concept that everything leading to a decision will be posted to the website and commented that the amendment appears to allow for a level of discretion. In wrap-up, Trustee Campbell expressed the view that the relationship between the Board and Director should not be put at risk and the amendment would provide the required flexibility. Moved in amendment by Trustee Campbell, THAT “except for that correspondence which is judged by the Director of Education, to be protected based on the special relationship between the Director of Education and the Board.” be added. - Carried, - 5 Strategic Planning & Priorities Committee 2 November 2011 Partial Report No. 10 Moved by Trustee Campbell, THAT the Director be asked to ensure that, any non-confidential memoranda issued to the Board of Trustees in advance of a Board or Standing Committee meeting in order to inform a decision on a matter which is before the Board or Standing Committee, be posted on the district website as soon as reasonably practicable excepting correspondence which is judged by the Director of Education, to be protected based on the special relationship between the Director of Education and the Board. - Carried - b.In-Year Variations to the Board-Approved Budget Notice having been given, Trustee Campbell moved as follows: WHEREAS each year the Board passes a budget for the following school year setting out over all spending and specifying particular dollar amounts for important line items (e.g. utilities, capital expenditures, etc.) or by way of specific directive; WHEREAS each year the Board also determines the minimum planned surplus (if any) it wishes to set aside for future uses and the annual use (if any) of its accumulated surplus / reserves; WHEREAS some amounts in the budget are acknowledged to be mandated, required by existing contracts or required to respond to emergency situations making such items non- discretionary budgets, and not to be the subject of this motion; WHEREAS the major discretionary spending areas are explicitly identified each year by Finance staff, there are always many calls on discretionary spending room available, and it is a key function and core responsibility of the Board of Trustees to decide whether a correct balance of priorities has been achieved with respect to how to allocate discretionary monies, after consultation with and due regard to both staff and stakeholders; WHEREAS the Board in its budget decisions allocates the discretionary budget it deems desirable, based on its determined balance of priorities, to allow for the nature of programs and level of services it wishes to see delivered in various areas for the forthcoming year; WHEREAS history has shown that the Board has had difficulties managing its discretionary budget over all, resulting in repeated annual requirements to cut discretionary staffing or services while ending the fiscal year in surplus, and also given the likelihood of impending Provincial austerity and yet further increased pressure on the Board's discretionary budget room; WHEREAS the Board wishes to ensure greater accountability to its public by providing additional general clarity surrounding the nature of decision-making authority delegated to staff to redeploy unused budget from one area of the approved budget to another area, which might act to change the Board's determined balance of priorities or to unnecessarily prevent natural increase of year end surplus for Board redeployment; 6 Strategic Planning & Priorities Committee 2 November 2011 Partial Report No. 10 WHEREAS such staff budget reallocation and subsequent expenditure necessarily results in the reduction of the amount of funds in year-end surplus that then is available for Board decision for the next budget cycle, but given as well that it is natural for there to be some small variation in actual versus budgeted discretionary spending, THEREFORE BE IT RESOLVED A. THAT non-compensation discretionary spending amounts specifically approved by the Board in the annual Budget motion, cannot be increased by reassignment from other budget amounts, whether discretionary or non-discretionary, without either Board approval for those transfers whose dollar value exceeds the lesser of 25% of the receiving budget or $500,000, or Board approval of the use of another funding source to increase a discretionary budget line; B. Any non-compensation spending amount specifically approved by the Board in the annual Budget motion, discretionary or non-discretionary, which is to be under spent by more than the lesser of 25% or $500,000 must have that portion of its under spending greater than the lesser of 25% or $500,000 assigned to year- end surplus, unless the Board approves otherwise; C. Multiple budget transfers to the same specifically approved receiving budget in a year or transfers from a specifically approved budget in a year are respectively to be considered as a single transfer for the purposes of this motion; and D. Nothing in this motion is to be considered as: i) changing the emergency purchasing provisions of Policy P.069 FIN (Tendering, Purchasing and Acquisition of Supplies & Services); ii) preventing the Board from establishing additional standing orders if it so wishes; or iii) reversing the existing Board approval for automatic school budget carry forwards. Trustee Campbell noted that the motion relates to a key piece of delegation due to concerns with the transferring of Board approved funding to other areas of the budget without further approval. He cited the example of the transfer of funding allocated for energy expenditures being transferred to the Facilities budget without coming back to the Board for approval. Trustee Campbell noted that there is no policy statement requiring transfers to come back to the Board and a reference to a $500,000 limit was deleted from the Board procedures. He explained that part D of the motion provides flexibility to vary contracts without requiring Board approval and that the motion provides a threshold limit for the amount that can be moved to another area of the Budget without Board approval. Director Adams commented that the annual budget process requires staff to make recommendations and following Board approval it is the Director of Education’s responsibility to manage that approved budget throughout the year. She noted that staff requires flexibility within the approved budget lines. Chief Financial Officer Clarke noted that the motion could result in the Board being required to call Special or Extraordinary meetings, in order to make timely decisions for changes to financial commitments. Trustee Campbell noted that, to ensure a degree of flexibility for staff, the motion references amounts specifically approved by the Board in the Budget decision. 7 Strategic Planning & Priorities Committee 2 November 2011 Partial Report No. 10 Trustees speaking in support of the motion agreed that the inclusion of a threshold will provide the Board with additional ability to monitor expenditures. In response to a query by Trustee Scott regarding whether the motion will result in a good investment of time and oversight, Chief Financial Officer Clarke noted that if there is a potential surplus on one budget line staff would normally adjust those funds to another line. Chief Financial Officer Clarke noted that he had reviewed all of the transfers and none exceeded $2.0 million. He commented that it is not the individual lines that are an issue, as those with a potential for surplus change depending on the challenges of a particular budget year. Moved in amendment by Trustee Scott, THAT part C be revised to read: Multiple budget transfers into or out of the same specifically approved budget within a fiscal year are to be considered as a single transfer for the purposes of this motion. - Carried, friendly - In response to queries by Trustee Seward regarding the role of the Budget Committee throughout the year, and the role of the Audit Committee, Trustee Campbell advised that the Budget Committee no longer has a role during the year as the Audit Committee now reviews financial issues. Chief Financial Officer Clarke added that if the Audit Committee became aware of a significant issue, such as the potential for a large deficit in a given area, it would make a recommendation to the Board but noted that if the issue does not impact the overall Budget projections it may not be raised by the Audit Committee. Trustee Seward expressed the view that the Board should consider revising the terms of reference for the Audit Committee regarding the oversight of expenditures. She noted that consideration could be given to reviewing the role of Audit Committee in order that it can make decisions in a timely fashion or develop the provision for emergency electronic meetings of the Board. In response to a query by Trustee FitzGerald regarding revising the terms of reference of the Audit Committee, Chief Financial Officer Clarke advised that responsibilities could be added but tasks mandated by the province could not be removed. He speculated that the Board could delegate the approval of budget transfers to the Audit Committee. ****** Trustee Funiciello assumed the chair ****** Chair McKenzie expressed support for the motion as it would improve the tracking of expenditures and developing the annual Budget. She noted that she would give consideration to adjusting the $500,000 references to a lower amount in order for the Board to ensure how funding that has been approved is used. ****** Trustee McKenzie resumed the chair ****** In wrap-up, Trustee Campbell indicated that inclusion of the non-compensation specificity reflects adequate controls are in place with respect to salary budget lines. He 8 Strategic Planning & Priorities Committee 2 November 2011 Partial Report No. 10 expressed the view that the appropriateness of delegating functions to the Audit Committee would require more discussion due to the recent addition of external members as mandated by the province. Trustee Campbell noted that the Board could choose to raise the specificity of the Budget to higher levels and that profiling of resources should not be varied to a departmental basis as they are justified and not argued that way. He expressed the view that the province will be developing austerity budgets for the foreseeable future and the Board must ensure that unused funding is funneled back into reserves as much as possible. Moved by Trustee Campbell, A. THAT non-compensation discretionary spending amounts specifically approved by the Board in the annual Budget motion, cannot be increased by reassignment from other budget amounts, whether discretionary or non- discretionary, without either Board approval for those transfers whose dollar value exceeds the lesser of 25% of the receiving budget or $500,000, or Board approval of the use of another funding source to increase a discretionary budget line; B. Any non-compensation spending amount specifically approved by the Board in the annual Budget motion, discretionary or non-discretionary, which is to be under spent by more than the lesser of 25% or $500,000 must have that portion of its under spending greater than the lesser of 25% or $500,000 assigned to year-end surplus, unless the Board approves otherwise; C. Multiple budget transfers into or out of the same specifically approved budget within a fiscal year are to be considered as a single transfer for the purposes of this motion; and D. Nothing in this motion is to be considered as: i) changing the emergency purchasing provisions of Policy P.069 FIN (Tendering, Purchasing and Acquisition of Supplies & Services); ii) preventing the Board from establishing additional standing orders if it so wishes; or iii) reversing the existing Board approval for automatic school budget carry forwards. - Carried - 9.Report No. 11-108, Update on Provincial Parent Engagement Policy and Regulation Your Committee had before it report 11-108, providing an update on the Ottawa-Carleton District School Board’s (OCDSB) implementation process of the Parent Engagement Policy and Regulation 330/10. The full report will contain a summary of this item. 10. Report No. 11-184, Annual Report on Trustee Expenses 2010-2011 Your Committee had before it report 11-184, providing a summary of Board member expenses for the period 01 September 2010 to 30 November 2010 and 01 December 2010 to 31 August 2011. The full report will contain a summary of this item. 9 Strategic Planning & Priorities Committee 2 November 2011 Partial Report No. 10 11.Report No. 11-176, Board Motions Tracking Report Your Committee had before it Report 11-176, providing the Committee with the Board Motion Tracking Report covering the period 12 April 2011 to 27 September 2011. In response to queries, staff agreed to provide an update on the following items: Ongoing negotiations for Riverside South (Steve MacLean) arbitration; Disposal of Torbolton Public School; Follow-up with former SEAC members to understand their reasons for departure; and Fitzroy Centennial Property. Trustee Scott noted that few of the motions relate to the monitoring of the implementation of the strategic plan and expressed an interest in a comparative report from previous years. In response to a query, Executive Officer Giroux confirmed that the report includes approvals resulting from staff recommendations but only includes those not completed since the last report. 12.New Business Trustee Seward gave notice that she will bring forward a motion with respect to the Board recognizing the public nature of written responses asked at committee meetings. Trustee Seward indicated that she will discuss with staff, the appropriate committee and timing for the motion. 13.Adjournment The meeting adjourned at 10:10 p.m. Jennifer McKenzie Chair Strategic Planning and Priorities Committee 10 Strategic Planning & Priorities Committee 2 November 2011 Partial Report No. 10