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HomeMy WebLinkAbout12d COW (Budget) Report 7 23 Aug 2006 Minutes PublicOTTAWA — CARLETON DISTRICT SCHOOL BOARD REPORT NO. 7 COMMITTEE OF THE WHOLE (BUDGE DATE: 23 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). 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 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 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, Colin MacLean, 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 Funiciello, to add a new item for committee member questions after Item 5, was accepted as friendly. On a motion by Trustee Primeau, the agenda was approved as amended. Public Question Period a) Brenda Reish Ms. Reish, a parent of a child with autism, voiced her concern with the cuts to the Community Living Summer Program. In response to her enquiry as to whether the full impact upon the 333 families whose children participated in this program had been taken into account and what options would be available to them, Dr. Rachlis Committee of the Whole (Budget) - 1 - 23 August 2006 stated that staff would work with the families and other community agencies involved to find alternatives and provide assistance wherever possible. b) Alan Roberts Alan Roberts, a parent of an autistic student, enquired about the alternatives the Board would provide to maintain continuity for the education of the special needs students and questioned whether other cuts might be considered during the budget process. Trustee Brockington stated he would be pleased to continue this conversation after the meeting adjourned. c) Joyce Mortimer In response to Joyce Mortimer's concerns regarding the needs of the children with the Board reducing the system classes and removing EA support, Director Rachlis noted that there were no budget recommendations to eliminate system classes or remove all the EAs which support the classrooms. Delegations a) Brian Bourns, VIEWS for Families with Blind or Low Vision Children Mr. Bourns stated his concerns with the possible elimination of the Braillist position. He indicated that this position is the only dedicated position responsible for preparing both brail and large print materials for blind and low vision students in both the OCDSB and the Catholic Board. He stated that the Ministry only provides textbooks and does not produce any consumables (e.g., workbooks). This means the EAs or ITs will need to devote more of their time to preparing materials in Braille and large print, instead of focusing on teaching and supporting the students and the materials would be late for the affected students. Chief Financial Officer Clarke clarified that no costs have been recovered for this service from the coterminous board. In answer to a question Mr. Bourns noted that the EAs and ITs have prepared some material in the past, but not on the scale of a novel or a major workbook so he was unsure if they would have the skills required to replace the Braillist position. b) Weronika Janeczek, Student Weronika Janeczek explained that she is a student going into grade nine at Immaculata High School in September. She noted that there are two grades of Braille, step I and step 2. Since she was only learning Braille, she had to receive her materials from the local central braillist as the resource services library in Brantford does not provide step Braille. She explained that all of her workbooks were received from the central braillist and were prepared during the summer so that the materials were available for the start of the school year. Without the services of the central braillist, she will not be able to access the same educational material and feels that her grades may suffer. Committee of the Whole (Budget) - 2 - 23 August 2006 c) Elle Reyes, Community Council for Ethno Cultural Equity CCEE) Ms. Reyes, a teacher and member of CCEE, voiced her concerns about the proposed cuts to the Multicultural Liaison Officers (MLOs). She noted that cuts to the funding of the MLOs would deprive the children and their families of basic rights, including: • To read and write, to become literate, • To be accepted and equipped with a sense of belonging in the school system, • To have their concerns and situations dealt with effectively in the school setting, and • To become contributing members of our community and society at large. d) Abigail Curkeet and Susanne Striegler, Parents of Children Requiring Special Education Services Ms. Curkeet noted that this delegation is supported by her and six other parents of high - functioning autistic children. She stated that the provincial Education Act is as much of a legal obligation as balancing the budget. Regulation 181/98 required the Board to provide, or purchase from another board, special education programs and services for their exceptional pupils and stated that the proposed budget cuts are at odds with the Board's obligation to comply with the Education Act. Ms. Curkeet stated that Education Assistants are critical to the administration of the Individual Education Plan (IEP) and therefore to the Board meeting its legal obligations under the Act. Summarv. Committee of the Whole (Budget). 22 August 2006 Chief Financial Officer Clarke indicated that folio 9 of the agenda package provided a financial summary of the budget decisions, and that to date $155,000 has been reduced from the original proposal, Model B. General Ouestions from Committee Members In response to a question by Cynthia Dubuc, Superintendent Stevenson confirmed that the proposed cuts to the EA positions (25), include 17 FTE (IEAs), 5.5 FTE (Job Coaches) and the remainder would be from the general EA positions that have not been filled. It was confirmed that the proposed expenditure reductions in Special Education would not violate the IPRCs currently in place and arrangements would be made to ensure that students would not be at risk due to the lack of supervision and the use of equipment. In response to a trustee enquiry, Superintendent Adams stated 25 literacy coaches have been assigned for the 2006 -2007 school year, and the budget includes a reduction of 3, leaving 22 positions for the upcoming year. In response to a question, Superintendent McCoy confirmed that the reduction for the one central learning support consultant will be covered as a result of a vacancy that will not be filled and the ESL position was a Committee of the Whole (Budget) -3 - 23 August 2006 teaching position not yet allocated to the school so there would be no proposed impact to the central ESLs. In response to Trustee questions, Superintendent Stevenson confirmed that the reductions in service would not mean that blind or visually impaired students would become unable to get an education. She noted that there would be an impact on services with the reduction of the Braillist position, but much of this function could be assumed by other staff. Trustee Funiciello requested an itemized list of the efforts made to try to find alternate services for the Summer Learning Program. She suggested that the provincial government has changed the funding model for special education, but questioned whether this included the elimination of the Special Incidence Portion (SIP). Superintendent Clarke confirmed that ISA and Net New Need funding has been converted over to the per pupil grant base. He explained that to qualify for SIP funding is very different, and there are only a handful of students across the province who qualify. Trustee Libbey requested that the committee be aware that the $3,000,000 provided in the changed budget assumptions includes contracts that are expected to be under spent. Chief Financial Officer Clarke noted that the committee will need to look at the bottom line of the department and not on a line -by -line basis as underspending on one line is used to offset overspending on another line. In response to questions about the impact of the proposed cuts to Special Education on IPRC'd students, it was mentioned that staff would make every effort to avoid impact. It was also noted that there is an appeal process. In response to questions about using volunteers in school offices, Superintendent McCoy confirmed that the Board does have a policy but there is some variance amongst the schools in terms of how volunteers are used. She noted that the principal would need to ensure that the information provided to the volunteers is not sensitive in nature. In answer to Elaine Morgan's question regarding the proposed changes to the principal and vice - principal selection process, Superintendent McCoy stated that a revised process will be in place early in the fall. Director Rachlis noted that the old process was very time intensive and the new one will ensure that the candidates and assessors will not be away from the school site as much, reducing the need for occasional teachers. The involvement of school council representatives in the process will continue. Notice of Motions to Amend Budget a) Continuation of Reductions to Expenditures i) Reduce the Occasional Teachers budget by $3,000,000 (Amendment by Trustee Libbey) THAT the Occasional Teacher budget be reduced by a further $3,000,000. The following sub - amendment was on the floor from the 22 August 2006 meeting from Trustee Libbey: Committee of the Whole (Budget) - 4 - 23 August 2006 THAT the reduction to the Occasional Teacher budget be reduced from $3, 000, 000 to $1, 000, 000. Chief Financial Officer Clarke confirmed that the $8.2 million figure noted on folio 33 under Occasional Teacher Cost is reported absences and not professional development. Professional development is shown under the LOG information and there is a proposal under Model B to remove $2.4 million. Superintendent Adams stated that approximately $1.8 million of unspent LOG funds was put into schools for this year and this money will not be available next year. With the proposed cut of $2.4 million in LOG grants, there would be very few dollars that remain for staff training opportunities. A short recess was called to allow committee members to review the material in the agenda package. Trustee Libbey introduced the sub - amendment by indicating that this cut would reduce available professional development opportunities for teachers and would in turn ensure that teachers would spend more time in the schools, thereby improving student achievement, morale, and absenteeism. Trustees opposed to this sub - amendment noted that this is an area where staff have little control and wondered how the additional $1,000,000 could be found. In response to a question by Trustee Moen, Chief Financial Officer Clarke noted that the information provided indicates that the Board is currently forecasting an over expenditure of approximately $900,000 in OT costs. Trustees in favour of the sub - amendment noted that the reduction could be attainable through enhanced management of absences, and the use of study halls and or other types of coverage. Director Rachlis confirmed that a $1,000,000 cut would amount to approximately 5,000 supply teacher days, with the larger schools being reduced by approximately 30 days per school and the smaller five to 10. The sub - amendment to reduce the amount of the amendment from $3,000,000 to $1,000,000 carried. Trustees speaking against the amendment stated that cuts in the past have resulted in children being sent to study halls or the cancellation of classes. This type of cut will affect every school, staff member and student in the system. In response to a query, Superintendent McCoy confirmed that teachers are allocated 20 days per year of sick leave and they can accumulate unused days from year to year. The average number of days taken per year is slightly over 10. Committee of the Whole (Budget) - 5 - 23 August 2006 In wrap up, Trustee Libbey noted that this expenditure will require analysis every year, but felt that a larger cut could be accomplished through teachers working in teams, which will increase teacher morale. The amendment failed. ii) Reduce the Facilities Operations & Staffing budget (Lip to $2,040,000) (Amendment by Trustee Libbey) THAT the Facilities Operations and Staffing budget be reduced by a further $2,040,000. In introduction, Trustee Libbey noted that the OCDSB has an over - expenditure with reference to facility staff per 1,000 ADE compared to other boards in the province. He is proposing that the OCDSB begin to close this gap. In answer to a trustee question, Superintendent Carson noted that some of the difference between the OCDSB and other board costing could be accounted for by greater contracting out of some maintenance and custodial services. Some boards may also use different models, for example, split shifts and not having schools available in the evenings. Also, the OCDSB has a number of smaller schools and a need for base staff per school which would increase the numbers. Trustees in support of the amendment stated that on a percentage basis, this reduction was relatively small. Trustees and committee members speaking against the amendment indicated that there would be costs involved in the cuts, including the provision of a notice period and red circling of some staff members and there is a real impact of not providing the required maintenance. There are also concerns that the Board has some older schools which require a greater amount of maintenance. Andrew Horwood noted that there is a real problem in getting qualified people to fill the jobs, and this cut could result in the increase of the number of staff members on modified work leave. Superintendent Carson confirmed that if the additional staff that have been added to deal with the net increase in the schools was removed, the board would have a slightly higher level of staff (1 or 2 %) than in 2003 - 2004, but are running at substantially lower percentage level than in 1999 -2000. Trustee Scott moved a sub - amendment that the amount of the reduction to facilities operations and staffing budget be reduced from $2,040, 000. to $500,000. The sub - amendment carried. A motion to continue the meeting past 10:30 p.m. was carried by a two - thirds majority vote. Committee of the Whole (Budget) - 6 - 23 August 2006 In response to a trustee enquiry, Chief Financial Officer Clarke confirmed that although the provincial government mandated a reduced primary class size the total facilities grants has ended up lower than expected. Trustee Moen noted his concerns with regard to the lack of discussions with community agencies concerning the possible special education cuts and lack of plans for meeting the needs of the students. In response to a question from Andrew Horwood, Superintendent Carson confirmed that the funding for the creation of the six Assistant Area Supervisor positions would come from the elimination of the four replacement custodian positions and the two currently vacant Area Supervisor positions. It is estimated that cost savings of $238,000 could be realized as a result of this proposed revision. He noted that the area supervisors are not paid overtime for their evening supervision shifts. In wrap up, Trustee Libbey reiterated that there is clear evidence that the Board is operating above the service levels of other boards, but further discussions should take place with the Ministry indicating that with cuts there is the possibility of health and safety issues in the future. budget: The amendment as sub - amended was carried, and the following addition was made to the THAT the Facilities Operations and Staffing budget be reduced by a further $500,000. iv) Reduce 9.5 FTE from the School Support Staff budget (Lip to $355,500) (Amendment by Trustee Libbey) THAT the School Support Staff budget be reduced by a further 9.5 FTE (up to $355,500). Trustee Libbey noted the comparative staffing noted in the Budget Binder, folio 123, indicates that clerical as a ratio of classroom teachers is 0.12 for the OCDSB compared to 0.08 for the 10 boards surveyed. The elementary staff per 1000 pupils is 6.07 versus the average of 3.67, and for the secondary panel, 6.41 versus the average of 4.94. Chief Financial Officer Clarke stated that the figures noted had been restated for the 2006 -2007 year for comparison purposes to the nine boards in the survey, but not the prior years. He further noted that the funding formula provides an expected FTE for 1,000 elementary and secondary staff for the grant only. The change in funding this year provides school office allocation per site and not per the 1,000 pupils, therefore the zero balances under elementary and secondary under staff per 1,000 pupils. He further noted that the funding model for this year factors in the number of pupils per site, but the allocation is mainly based on there being a school, and at 460 pupils another 0.5 position is added. Trustees speaking against the amendment noted that these staff are needed in the system to provide assistance to the staff, parents and students. Committee of the Whole (Budget) - 7 - 23 August 2006 Trustees in favour of the amendment stated that our board was approximately 33% higher when using other boards as benchmarks. This proposed reduction would only move towards being more in line with the other boards. In response to a trustee enquiry, Superintendent McCoy confirmed that if the reduction was approved staff would look at the school office staffing formula and would bring it more in line with other boards and the formula would consider the schools with special needs students in our system. On a sub - amendment by Trustee Scott, the amendment was deferred to the 24 August Board meeting in order for staff to provide further information. The sub - amendment 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) - 8 - 23 August 2006