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HomeMy WebLinkAbout12e COW (Budget) Report 8 24 Aug 2006 Minutes PublicOTTAWA — CARLETON DISTRICT SCHOOL BOARD REPORT NO. 8 COMMITTEE OF THE WHOLE (BUDGE DATE: 24 August 2006 A meeting of the Committee of the Whole (Budget) was held this evening commencing at 7:38 p.m. in the Board Room, 133 Greenbank Road, Ottawa, with Trustee Riley Brockington in the Chair and the following also in attendance: Trustees Bronwyn Funiciello, Alex Getty, Lynn Graham, Greg Laws, Margaret Lange, Jim Libbey, Norm MacDonald, David Moen, David Primeau, Lynn Scott and Joan Spice (by telephone). Student Trustee: Oliver Khan Staff. Director of Education and Secretary of the Board, Lorne Rachlis; Chief Financial Officer, Michael Clarke, Executive Superintendent, Diane Jeudy -Hugo, Superintendents Jennifer Adams, Michael Carson, Laura McAlister, Janice McCoy, Dawn Paxton and Glenda Stevenson, Executive Officer, Michele Giroux, Assistant Treasurer, Cathy Dempsey, Coordinator of Budget Services, Financial Systems Support and Labour Relations Costing, Charles D'Aoust, Manager of Field Services, Robert Flewelling; Manager of Communications and Information Services, Maggie Melenhorst; Manager of Board Services, Monica Ceschia; Communications Coordinator, Sharlene Hunter, AV Technician, Robert Giekes; and Senior Board Coordinator, Maureen Strittmatter. Non - Voting Representatives: Ottawa - Carleton Assembly of School Councils (OCASC), Elaine Morgan, Ottawa - Carleton Secondary School Administrators' Network (OCSSAN), David McMahon, Elementary Occasional Teachers (EOT), David Wildman, Elementary Operations Committee (EOC), Colleen Robazza; Ontario Secondary School Teachers' Federation ( OSSTF) — PSSP, Tom Bickford, OSSTF — EA, Cynthia Dubuc, OSSTF — Teachers, Kerry Houlahan; OSSTF — SOT, Ron Shewchuk; OSSTF — ESP, Bonnie Cheung; OSSTF — PSSP, Tom Bickford, OSSTF — PSSU, Andrew Horwood, OSSTF — PECCS, Marion Xhignesse; Special Education Advisory Committee (SEAL), Lamar Mason, and Unaffiliated, Dave Miller. Call to Order Trustee Brockington called the meeting to order at 7:38 p.m. Approval of Agenda An amendment by Trustee Moen, to add the following under the sections Reductions to Expenditures and Increases to Expenditures was accepted as friendly: Reductions to Expenditures: i) Increase in expected revenue for Continuing Education of $100,000, ii) Eliminate 6 Assistant Area Supervisor Positions ($360,000); iii) Reduce Board Services budget by the equivalent of .5 FTE ($32,000); iv) Cost recovery from Ottawa - Carleton Catholic School Board for previous services for the Braillist position ($77,500) Committee of the Whole (Budget) - 1 - 24 August 2006 Increases to Expenditures: i) Reinstate 20 Education Assistant positions at a cost of $830,635. ii) Reinstate 3 Multicultural Liaison Officers at a cost of $180,000. Trustee Moen moved an amendment THAT the reinstatement of the 20 Education Assistants be moved between items c) iv) and v) under Increases to Expenditures on the agenda. The amendment failed on a tie vote. Trustee Moen moved an amendment THAT the reinstatement of the three Multicultural Liaison Officers be moved between items c) viii) and ix) under Increases to Expenditures on the agenda. The amendment failed. On a motion by Trustee Libbey, the agenda was approved with the additions. Public Question Period Heather Fawcett Heather Fawcett noted her concerns with the proposed reduction of 25 Itinerent EA positions. She questioned whether the parents who have been promised an Itinerent EA for transitional purposes would still receive one, who would assume the duties of implementing the behaviour plans and if the Board had a plan in place. Director Rachlis confirmed that the needs of the children will be met through any transition and emergency staff will be available if needed. Tammy Robinson Tammy Robinson questioned how the Board expects to meet the regulation set out by the Ministry of Education with the proposed cuts to special education. Director Rachlis noted that the proposed reductions have been reviewed and meet the Board's legal obligations. Brenda Reicc-.h Ms. Reisch provided a handout which noted various ideas for cuts to the budget in order to reinstate the Community Living Summer Program. Director Rachlis thanked Brenda Reish for her ideas and confirmed that if the program were completely eliminated the Board would work with parents and the community to find alternate sponsors. Lamar Mason Lamar Mason wondered what the difference was between this budget and the budget in 2002 -2003. At that time the trustees refused to make the cuts and did not pass a balanced budget. Trustee Brockington noted that the Board has taken various steps this year with the provincial government, local MPPs, and meetings with the local caucus regarding Committee of the Whole (Budget) - 2 - 24 August 2006 shortfalls in education funding. He stated that these steps will not cease in the upcoming year. Mike Beatty Mike Beatty, a Job Coach with Gloucester High School, noted that his position provides a valuable service and wondered if it was appropriate for the Board to be making this reduction at this time when the overall plan for special education is in question. Director Rachlis noted that communication on these types of employee matters is done through the employee group representatives. Delegations a) Diane Beckett, President, Friends of Lasting Outdoor Education and David Beckett Padbury, Student David Beckett Padbury, a Grade 9 student, noted the importance of the Outdoor Education Centres and requested that additional funding be added to the programs for secondary students. Diane Beckett, spoke on behalf of the Friends for Lasting Outdoor Education (FLOE), a community -based group that was set up to support the Outdoor Education Centres. She stated that FLOE has been spearheading a process to bring additional support to the OCDSB's outdoor education centres and this process is on track to find new solutions. In response to Trustee enquiries, Ms. Beckett confirmed that they are currently in negotiations for the hiring of the new coordinator. She continued that there has been a downloading of costs on to parents, and the staff have been seeking charitable foundations to assist in the funding of the centres. b) Cynthia Ward, Occupational & Physio Therapists Cynthia Ward, an Occupational Therapist, stated that the role of the occupational physiotherapists in the Physical Support Units is to assist students in the process of becoming the best adults they can be, by providing the essential tools to assist them in doing so. She noted that the proposed cut of 2.2 PT /OT would result in an enormous sacrifice to our most severely disabled students and their families. She added that occupational therapy is essential for assessing, researching, training, prescribing and sourcing funding for computers and the appropriate high tech access modalities. She expressed concern that without a physiotherapist, none of the students in any of the Physical Support Units will be able to use the gross motor training equipment ordered for them, increased strength and endurance and management of pain will not happen, and children will not be able to get out of their wheelchairs. In response to a question from a Committee member regarding the training physiotherapists have completed versus an EA position, Ms. Ward confirmed that physiotherapists are trained by way of education and also prior work experience. Committee of the Whole (Budget) -3 - 24 August 2006 Summary, Committee of the Whole (Budget), 22 & 23 August 2006 Chief Financial Office Clarke provided a summary of the last two Committee of the Whole (Budget) meetings, and stated that $700,000 in budget reductions had been made to the Model B budget. General Questions — Committee of the Whole (Budget) Members Due to time restrictions, Chair Brockington requested that each committee member ask only one question and noted that the answers will be provided on a timely basis. Trustee Laws noted that a financial advisor had been appointed to the Toronto District School Board and asked if similar discussions had been made with the OCDSB or would that require a motion at the Special Board meeting on Monday. Director Rachlis confirmed that no discussions have taken place with the Ministry. Staff have invited the Minister to look at our books, but this has not transpired. Trustee Graham further noted that the appointment is to assist the Toronto Board to come forward with the budget, not in a supervisory capacity but as an advisor. In response to a query from Trustee Spice, Trustee Brockington confirmed that the Board can set the direction of the Budget at the Special Board meeting. Chief Financial Officer (CFO) Clarke noted that he would confirm the amount of grant provided for the Community Living Summer Program. Notice of Motions to Amend Budget a) REDUCTIONS TO EXPENDITURES i) Reduce 9.5 FTE from the School Support Staff budget (Lip to $355,500) (amendment by Trustee Libbey) THAT 9.5 FTE be reduced from the School Support Staff budget (up to $355,500). Trustees speaking against this reduction noted that this area has already received a reduction and further cuts should be part of a planned transition over a couple of years. Trustee Getty moved a sub - amendment that the amount be reduced from 9.5 FTE to 5.5 FTE ($205,816) In response to a trustee question regarding which schools would be affected, Superintendent McCoy stated that it would be difficult to quickly identify the schools that would be affected but it would reduce the amendment from the proposed 19 schools to 11. She confirmed that consideration was given to Beacon schools in the original amendment, and determination was made that two would not be impacted. She noted that the Board's obligation is to provide a minimum of four weeks notice for layoffs and it would take time to implement the proposed changes. Committee of the Whole (Budget) - 4 - 24 August 2006 CFO Clarke stated that most boards with small schools have an office staff complement of less than 1 FTE; and at our Board we have had a minimum complement of 1.5 FTE regardless of school size. He also confirmed that with the proposed reduction, the Board would still be over both the number assumed by the foundation grant and the total dollars. In wrap -up, Trustee Getty stated that the intent was to inject an element of fairness and balance in the budget setting process. He regrets adding to the troubles of the schools and students, but if the Board is overstaffed in this area, it should be addressed in the future, but the cuts should move more cautiously to the grant level. The sub - amendment failed. The amendment carried, and the following addition was made to the budget: THAT 9.5 FTE be reduced from the School Support Staff budget (up to $355,500) ii) Reduce the school carry- forward budget by $2.2 million A brief recess was called to allow committee members to review the material in the agenda package. (amendment by Trustee Libbey) THAT the school carry - forward budget be reduced by a further $1 million. In introduction, Trustee Libbey noted that he was decreasing the amount of the amendment to $1 million but increasing from the original $84,000 to take into account the carrying forward of the deficits. In response to a trustee question, CFO Clarke confirmed that the school carry - forward information provided in the original document dated August 18 'h was the most current list. Direction to principals was that both positive and negative balances would be included in the carry forwards. Director Rachlis stated that the process dictates that only the projects which would cost more than 25% of the school supply budget are recorded and currently the principals are not available to provide updated information. Trustee Moen noted that because of the negative balances there was actually more cash available and therefore would like increase the amount of the amendment by $100,000, and since many schools save money for different projects he felt that this would justify a reduction downwards of 20 %. A sub - amendment by Trustee Moen to reduce the amount from $1, 000, 000 to $850, 000 was accepted as friendly. CFO Clarke confirmed that the carry forward amounts do not include the school council funds. Committee of the Whole (Budget) - 5 - 24 August 2006 Trustees speaking against this amendment noted that the Board has been encouraging site -based management and this proposed cut would undermine that process. Also the fact that the principals have not been consulted was a concern. In response to trustee questions, Director Rachlis stated that the process for the proposed cut would include consultation with the principals. Committee member, David McMahon, noted that these funds are essential for the school operation. The funds are used for long term planning, essential to mitigate all of the cuts to the school, facilities are in great need of repairs and also for offsetting the cost of Occasional Teachers. He also stated that the budgets end May 31" and there are purchase orders being processed over the summer and it would take time to see the dollar amount of the uncommitted funds. In wrap -up, Trustee Libbey reiterated that these cuts are not to the budgets but to the carry forward amounts. He stated this could be reassessed in the future and maybe some funds could be reinstated based on a plan from the various schools. The amendment failed. iii) Reduce the Instruction (Non- classroom expenditures) by $92,541, (amendment by Trustee Graham) THAT the Instruction (non - classroom expenditures) be reduced by $92,541. In introduction, Trustee Graham noted that this would account for a 5% reduction and it would be the at the staff's discretion as to where the reductions would be made. Some line items may impact less on students than others. A motion by Trustee Libbey that the debate be closed and a vote taken on the amendment was defeated as the required 2/3 vote was not received. CFO Clarke explained that a number of items in this group are fixed costs and therefore cannot be reduced. In wrap -up, Trustee Graham stated that within the lines provided in the budget documents she felt there was enough flexibility to make the 5% reduction. The amendment was carried, and the following addition was made to the budget: THAT the Instruction (non - classroom expenditures) be reduced by $92,541. v) Reduce the Central Administration budget by $760,000 (amendment by Trustee Graham) THAT the Central Administration budget be reduced by a further $760,000. Committee of the Whole (Budget) - 6 - 24 August 2006 On a motion by Trustee Libbey, the Committee moved into an in camera session between 9:40 p.m. and 9:55 p.m. to deal with intimate, financial employee information. * * * Trustee Libbey assumed the Chair * * * In introduction, Trustee Graham, noted that the information provided in Model B indicates that the Board does in fact spend the entire amount of the on going grants received from the Province on central administration, and has also chosen to add revenues from non grants. She stated the any cuts in this area would be at the staff discretion. CFO Clarke clarified that the under Model B there is a proposed reduction of $1.1 million in the Central Administration budget, an increased reduction of $100,000 from Model A. He noted that the central administration line has projected expenses of $15.2 million and grants received of $15.3 million, therefore the line is under spent by $100,000. Trustee Brockington stated that under Model B there is a proposed cut to the Central Administration budget in the amount of $1.1 million and was concerned with adding the additional cut. Trustee Brockington moved a sub - amendment, THAT the additional cut be reduced from $760,000 to $200,000. Trustees in favour of the sub - amendment noted that the proposed Model B is currently reducing the central administration which is already lean, but would support the lower amount. It was noted that the board is entering significant transitions and it is the central staff who will be monitoring, tracking, planning and restructuring for these transactions. Reductions may cripple the ability to make the changes. Committee member, Lamar Mason, noted that in the pre- budget process members of the Special Education Advisory Committee indicated that they felt that an additional staff member should be added to the special education area to help guide through the review process. Also, it was mentioned that an additional staff member was needed in Quality Assurance to do the tracking for the decisions. In response to a trustee question, CFO Clarke confirmed that if the additional $200,000 was passed, the total reduction in Model B to central administration would be a little over 11 %. In response to a trustee query regarding possible cuts to a supervisory officer position, Superintendent McCoy confirmed that new secondary teachers have generally been hired in the fall for vacancies created through enrolment changes. Trustee Scott stated that the Board has had the opportunity to make these type of changes, and these should be done through attrition. The sub - amendment to reduce the reduction to $200,000 was carried. Trustees speaking against the amendment felt that the additional cut of $200,000 was still too high as the central administration budget was already lean. Committee of the Whole (Budget) - 7 - 24 August 2006 In response to trustee queries, CFO Clarke confirmed that approximately six positions that are already vacant would be reduced by attrition in the proposed Model B. The staff proposal includes multi -year planning, with staffing and future retirements being part of this plan. Trustees speaking in favour of this amendment noted that with the likely retirements in this area, and minor cuts to other lines, the savings could be obtained without damaging the board's capabilities. In wrap -up, Trustee Graham stated that there is flexibility with this smaller reduction, and it is possible to have the cuts made from the operational page and not by cuts to employees. The amendment failed. * * * Trustee Brockington resumed the Chair * * * * * * ** A motion to continue the meeting past 10:30 p.m. was carried by a two - thirds majority vote. * * * ** vi) Increase in Expected Revenue for Continuing Education $100,000 (amendment by Trustee Moen) THAT the expected revenue for Continuing Education be increased by $100,000. In introduction, Trustee Moen stated that Continuing Education should be treated as a revenue centre. He noted both the revenues and expenditures are in the order of $8 million, and it is anticipated that they will virtually breakeven. The $100,000 change in expected revenue is a change in the assumption of 1.25% of the operating costs. Director Rachlis confirmed that the calendar for the fall programs in Continuing Education had been issued, and therefore, an increase would be required in the volume as the pricing could not change. Superintendent Stevenson noted that the programs consist of credit programs and international language programs which are mandated. In wrap -up, Trustee Moen indicated that the fee schedule has been set for the fall, but there are two other publications and fees could be revisited at that time. The amendment was carried, and the following addition was made to the budget: THAT the expected revenue for Continuing Education be increased by $100,000. vii) Eliminate 6 Assistant Area Supervisor Positions ($360,000) (amendment by Trustee Moen) THAT the 6 Assistant Area Supervisor Positions be eliminated ($360,000). In introducing this amendment, Trustee Moen stated that these are new positions being created and are not currently in the system. Committee of the Whole (Budget) - 8 - 24 August 2006 Superintendent Carson noted that the eight Area Supervisors are each responsible for the supervision, evaluation, hiring and firing of approximately 85 employees. With the new model, the ratio would move to 50 to 1 and it was felt that service and maintenance would improve and casual staff dollars would be saved. If a further six positions were eliminated the number of staff supervised by each supervisor would probably run about 100 -110 to 1. Committee member, Andrew Horwood, stated that the Area Supervisor responsibilities include supervising the staff working the evening shift, however, the supervisors are only directed to work one night per month. He noted that site based management is occurring at the schools and the principals are also involved in the supervision and there are 32 Lead Hands in the system that work evenings, also in a supervisory capacity. Trustee Primeau referred to the impact statement which indicates that the proposed changes of creating the six Area Supervisors is directly linked to a savings of $238,000, therefore the Board's costs would rise by $238,000 if this proposal was not taken. Superintendent Carson confirmed that the funding for the additional six Area Supervisors would come from the reduction of the two Area Supervisor positions and four custodial positions, leaving $12,000 to be funded elsewhere. With this reduction, staff feel confident that they would be able to reduce the casual hours by $250,000, and the net savings would be $238,000. The amendment failed on a unanimous vote. viii) Reduce Board Services Budget by the Equivalent of 0.5 FTE ($32,000) (amendment by Trustee Moen) THAT Board Services budget be reduced by the equivalent of 0.5 FTE ($32,000) Trustee Moen stated that this reduction is to take into account an expected retirement in the area. Director Rachlis noted that the amendment is based on the premise that we have an expected retirement, but no member of that department has served notice of retirement. Trustee Graham requested that an impact statement be prepared for this proposed reduction and moved THAT the item referred to the next Committee of the Whole (Budget) meeting, Monday 31 August 2006. The referral was carried. Adjournment Unanimous support was not received to continue past 11:00 p.m. The meeting adjourned at 11:00 p.m. Riley Brockington, Chair Committee of the Whole (Budget) /ms Committee of the Whole (Budget) - 9 - 24 August 2006 Committee of the Whole (Budget) - 10- 24 August 2006