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HomeMy WebLinkAbout10 Business Services 9 Nov 2011 Report 9 REPORT NO. 9, BUSINESS SERVICES COMMITTEE TO: The Board DATE: 09 November 2011 A meeting of the Business Services Committee was held this evening commencing at 7:34 p.m. in the Board Room, 133 Greenbank Road, Ottawa, with Trustee Katie Holtzhauer in the chair and the following also in attendance: TRUSTEE MEMBERS: Rob Campbell and Cathy Curry OTHER TRUSTEES: Mark Fisher, Pam FitzGerald, Bronwyn Funiciello, Jennifer McKenzie, Lynn Scott, John Shea and Shirley Seward STAFF: Jennifer Adams, Director of Education and Secretary of the Board Michael Carson, Superintendent of Facilities Stephen Sliwa, Superintendent of Instruction Peter Wright, Manager of Facilities Eleanor Heap, Manager of Early Learning Sue Baker, Board/Committee Coordinator NON-VOTING REPRESENTATIVES: Carmen Mackay, Ottawa-Carleton Elementary Operations Committee (OCEOC) Lillian Thomsen, Ottawa-Carleton Assembly of School Councils (OCASC) Susan Swettenham, Ottawa- Network (OCSSAN) Janet Fras 1. Call to Order Chair Holtzhauer called the public meeting to order at 7:34 p.m. and welcomed everyone to the meeting. 2. Approval of Agenda Moved by Trustee Seward, THAT the agenda be approved. - Carried - 3. Public Question Period a. l, Executive Director of Aladin Child Care Services Inc., noted that her organization provides childcare services at Hawthorne Public School. Noting that Aladin is losing a large majority of its students, she expressed the opinion that the consultation process was intimidating for participants. l asked trustees if they, in their capacity as elected Business Services Committee - 1 - 9 November 2011 Report No.9 officials, will request that the City of Ottawa assume its mandated role to be . Chair of the Board McKenzie advised that OCDSB staff is working closely with City of Ottawa staff on childcare issues, including subsidies. She noted that it is her expectation that these issues will come before City Council at some point, and when it is appropriate for City of Ottawa elected officials to talk with OCDSB Board members, the matter will be considered by the Board of Trustees. b. Derek Black Derek Black thanked OCDSB staff for releasing their report in a timely fashion. He noted that he was pleased with the recommendation to adopt a hybrid model and continue the longstanding relationships with third-party childcare providers. Mr. Black asked when consultations with third-party providers would begin, and if schools could be surveyed before February 2012 to determine interest in childcare services for students in Junior Kindergarten to grade four. Superintendent Carson advised that if the recommendation is approved by the Board negotiations with third-party providers will commence in December and January. He noted that staff is mindful of the timelines to conduct a survey and it may not be feasible to conduct a preliminary survey before February 2012. He added that, if possible, staff would consider an earlier survey if time permits. c. Sanjina Sondagar Sanjina Sondagar noted the she represents a group of parents at Adrienne Clarkson provision of the Extended Day program. Ms. Sondagar noted the need for detailed information regarding implementation of the model and asked whether there would be any obstacles to obtaining additional childcare space if third-party operators were able to secure the appropriate licences. Superintendent Carson advised that staff will work with third-party operators and the school community (including the school principal and teachers) on a site by site basis if there is a demand for additional space. He noted that providing additional space would require the close cooperation of both the school community and the providers. d. David Cocking David Cocking, parent of a child attending Whitehaven Kindergarten School Age Centre, noted that Whitehaven is attached to D. Roy Kennedy Public School. He asked about the status of discussions with the City of Ottawa with regard to the preservation and augmentation of subsidized spaces for school age children. Superintendent Carson advised that discussions are ongoing between the district, the City of Ottawa and the Ministry of Education. He noted that there is a requirement for additional funding; however, to date, no solutions have been proposed. He added that the district hopes to hear soon about any funding that may be available for next year. Business Services Committee - 2 - 9 November 2011 Report No. 9 e. Carol Villeneuve Carol Villeneuve noted that she is the parent of a child at Alta Vista Public School who is attending the Vista Kindergarten School Age Program. She expressed her support for the staff recommended hybrid model and noted that she did not have any other child care options for her child. Noting that she had been made aware of the childcare model in use at the Durham District School Board, she queried whether staff had considered this example as a model that may be implemented at the OCDSB. Superintendent Carson agreed to look into the delivery model for the Extended Day program at the Durham District School Board. f. David Sierra-Baigrie David Sierra-Baigrie asked trustees if they would consider forming an ad hoc advisory committee that would include trustees, staff, parents and third-party providers to develop a framework for working together. He noted that the current governance model of third-party providers engages parents on their boards of directors and he expressed the opinion that a similar model of engagement would provide transparency to parents. Trustee McKenzie noted that the consultation process identified the current governance model of third-party providers and the local control that parent boards provide. She advised that the Board has not yet considered the formation of an ad hoc advisory committee and suggested that the idea may be brought forward for discussion later this evening. 4. Delegations a. Zsofia Orosz, Devonshire School-Aged Program Parent Board of Directors Zsofia Orosz, speaking on behalf of the Devonshire School-Aged Program Parent Board of Directors, noted that the Devonshire School-Aged Program has been offering before-school and after-school childcare programs out of an OCDSB school for more than 25 years. She urged trustees to support the staff recommendation to adopt a hybrid model that would allow third-party operators to continue to provide affordable, high quality, accessible, and reliable school-based childcare. Ms. Orosz also asked that the OCDSB approve and implement the recommendation in a timely and transparent fashion that would involve meaningful consultation with third-party operators. She requested that parents and third-party providers be considered as equal stakeholders when developing the program and that multi-year service agreements with third- party operators be negotiated in a reasonable timeframe. Ms. Orosz noted that negotiations and timelines must take into account the fact the third-party providers would be required to go through a licensing process and negotiate with the City of Ottawa for subsidies. Ms. Orosz submitted that parents and the community would require a defined timetable and deliverables for the implementation plan that would include a detailed description of the hybrid model, clear expectations and quality control mechanisms, a process and timetable for resourcing space in schools and budget negotiations, and a process for regular and meaningful consultation with all stakeholders. She asked that at each milestone of the hybrid model, staff Business Services Committee - 3 - 9 November 2011 Report No. 9 report to trustees to ensure that trustees are aware of and approve the status and achievements of negotiations with third-party providers. Trustee Scott thanked Ms. Orosz for her presentation and requested clarification with regard to her references to processes and timetable for resource space and budget negotiations. Ms. Orosz noted that the fees proposed by staff are significantly higher than what parents currently pay to third-party providers, and third-party operators would need to justify fee increases to their parents. She noted that it is her understanding that negotiations with third-party providers would include budget discussions. 5. Superintendent Carson reported that the official opening of a fully accessible play structure at Clifford Bowey Public School will take place next week. He expressed appreciation to the school council, Ottawa Carleton Education Network (OCENET) and the City of Ottawa for their efforts in funding this play structure. Superintendent Carson advised that the official opening of the new Westwind Public School in Stittsville will take place on 24 November 2011. Additional information on the event will be provided to all trustees. 6. Report 11-188, Proposed Delivery of the Extended Day Program Your Committee had before it Report 11-188, seeking approval of the delivery model for the OCDSB Extended Day program. Director Adams introduced the report and noted that the provision of the Extended Day childcare program is an important initiative for the OCDSB. She thanked the parents and community members for their participation and suggestions put forward in during the consultation process. Noting the complexity of the childcare issues, she advised that the Ministry of Education has mandated school districts to provide childcare services where there is a demand in the community. Director Adams advised that after careful consideration of the options, staff is recommending a hybrid delivery model where the Extended Day program is delivered by district staff in schools which currently do not have a school-based childcare program, and in schools where there is currently school- based childcare, the current provider will be given the opportunity to enter into a third-party agreement to offer the Extended Day program on behalf of the district. She noted that this option will allow the district the opportunity to take advantage of the community expertise of third-party providers. If the recommendation is approved, staff would begin site by site discussions with operators. Director Adams served where there is a desire and that all parents have access to before- and after-school childcare. Superintendent Carson advised that the district currently operates a blended model for the Extended Day program that includes seven sites offered by district staff and two sites offered by third- party providers. The Extended Day program is delivered as prescribed by the Ministry of Education and, in light of regulatory changes, the district needs to define its program delivery model for the Extended Day program for implementation at 18 schools in year three. In order to develop the model, the district reviewed its current model and undertook three public consultation meetings to better understand the concerns of the community. The public consultation sessions demonstrated the complexity of the issues, support for existing third-party arrangements, and a district model using a hybrid delivery model. They Business Services Committee - 4 - 9 November 2011 Report No. 9 also confirmed the need for ongoing communication between the Board, City of Ottawa and Ministry of Education. He noted that staff has committed to working with current childcare providers to discuss the number of required childcare spaces, the availability of physical space, the potential for purpose built and/or shared space and the ability to deliver the Ministry prescribed Extended Day program, and the requirement for the district to monitor the program. On a point of order, Trustee Curry requested that Committee members have an opportunity to ask questions and discuss the staff report before the motion is placed on the floor. Chair Holtzhauer agreed. During the discussion of the staff report, the following information was provided: Committee members expressed their appreciation to staff for their report, and to parents, third-party childcare providers, and community members for their time, involvement and input provided during the consultation process. Committee members recognized that for many people who took part in the consultation process this was their first exposure to the OCDSB; Superintendent Carson agreed to send an email to third-party daycare providers prior to the Board meeting on 22 November 2011 to remind them of the location on the OCDSB website the district and third-party providers for the provision of the Extended Day program. He also noted that he would check with legal counsel to see if a sample existing contract or guidelines could be shared with the public in late November or early December; The process that will be followed to determine community need for the Extended Day program has not yet been defined. If the staff recommendation is approved by the Board on 22 November, staff intends to contact third-party providers at the earliest opportunity with an offer to commence negotiations; The OCDSB is obliged to annually survey families and offer the Extended Day program to determine if it would be viable in a community. Existing childcare operators will be asked for their input to ensure that survey results reflect the true childcare needs of the community. Staff would also continue discussions with the City of Ottawa about obtaining information from the centralized waiting list. If there is insufficient interest in the program or lack of subsidies available to those who would be otherwise interested to make the program viable, the OCDSB is not obliged to run the program; within seven days if a third-party operator becomes unable to offer the program during the school year, Superintendent Carson advised that the timeframe would be a challenge but the district has some flexibility with its own staff to deliver the program; Where third-party childcare providers have made capital improvements to their space in OCDSB schools and are subsequently required to vacate the space due to overcrowding conditions in the school, the district will consider the situation on a site by site basis but would reimburse any unamortized contribution as set out in the agreement between the provider and the district; The Education Act and Regulation is specific about offering the Extended Day program at the school site. Staff has raised with the Ministry the possibility of allowing some flexibility for off-five years; Staff has carefully considered all options for implementing the Extended Day program in 120 sites over five years. Working in partnership with third-party providers would allow the district to focus its efforts in areas that have not yet been served by not-for-profit childcare centres in schools; The revenue generated by the Extended Day program would be significant and trustees may wish to approve contracts, determine whether multi-year contracts would be awarded, Business Services Committee - 5 - 9 November 2011 Report No. 9 delegate authority to staff, and possibly establish an advisory committee with trustee involvement; With regard to the concept of establishing an advisory committee to obtain feedback from parents, it was noted that third-party operators would continue with their existing governance models. Programs that are offered by the district would be at different stages of development over the next few years and staff has not yet determined how best to involve parents in an advisory capacity. Parent engagement would be encouraged and parents would continue to ; With regard to frustrations expressed with the review the process that was followed and consider how it could be improved in the future; If the district were to accept all applicants and fill an Extended Day program at the beginning of the school year, it may be necessary to establish a waiting list mid-year if new applicants arrived during the school year and could not be accommodated due to staffing ratio limits or lack of space; With regard to families that cannot afford licensed Extended Day childcare programs and do not have access to a subsidy, there may be other options available to them including less expensive recreational programs. Staff plans to continue working with agencies in the communities to create alternate opportunities; Staff is not recommending that proposals from childcare providers who are not currently providing school-based childcare be considered for delivery of the Extended Day program; It has been stated that the Day Nurseries Act may be amended in 2012; Staff is working with the City of Ottawa to determine the number of children that could be accepted into subsidized spaces in the Extended Day program. City of Ottawa subsidies are usually assigned to daycare centres rather than to individual children. There has been considerable discussion at the staff level about changing this practice but to date, the issue has not been scheduled for discussion at City Council. If a child with a subsidy in a Board- run Extended Day program that is suspended during the summer is required to attend another program during the summer, the child may take the subsidy with him or her and then return to the program in September. The Ministry of Education provided approximately $85,000 in additional subsidies for the Ottawa area when the Extended Day program was introduced; The district is obliged to review the performance of the Extended Day program annually and that requirement, along with the newness of the program, could restrict staff in offering multi- year contracts to third-party providers. This could affect the stability of program offerings; Negotiations with third-party providers at 18 sites would take place in December and January and would need to be concluded before the community survey takes place; It is anticipated that it would be easier for the Board-run Extended Day program to be located in the kindergarten classroom. Locating a third-party provider program in a kindergarten classroom will likely require discussion and work with the school and provider to make it work; and The Board of Trustees may wish to establish policies to address service standards and service level guarantees for the delivery of the Extended Day program. Chair Holtzhauer thanked staff for their report and noted that it reflected the concerns expressed by the community. Superintendent Carson acknowledged the contribution of Executive Officer Giroux in the development of the staff report. Business Services Committee - 6 - 9 November 2011 Report No. 9 Moved by Trustee Fisher, A. THAT staff be directed to proceed with the implementation of a hybrid delivery model for the Extended Day program: i. In schools where there is currently no school-based childcare program, the Extended Day program, when introduced, will be delivered by district staff; and ii. In schools where there is currently school based childcare, the current provider will be given the opportunity to enter into a Third Party agreement to offer the Extended Day program on behalf of the district; and B. THAT staff be directed to begin discussions with existing school based childcare providers and school communities for each of the Year 3 Full-Day Kindergarten program sites. Trustee Fisher introduced the motion and noted that a hybrid model would provide flexibility as the Extended Day program is introduced in 120 schools over the next five years. He noted that the Board values its relationships with third-party providers who have invested significant time and money over the He also submitted that parents have lots of advice to offer and it may be advisable to establish an advisory committee to assist the district in addressing concerns about affordability, accountability, accreditation, availability and communication. Committee members speaking in support of the motion noted the following: The motion, if approved, is a policy statement that says the OCDSB will implement a hybrid model to deliver the Extended Day program. It may be appropriate to gain some experience on the implementation of the program before developing a formal policy. Superintendent Carson agreed to look into the feasibility of presenting a draft policy regarding the delivery and monitoring of the Extended Day Program for Board approval by May or June 2012; The hybrid model is not considered to be a pilot project or transitional in nature. It is recognized that there may be further changes in legislation and expectations as time goes on. Staff is hopeful that third-party operators will be successful and continue their relationship with the OCDSB; and Staff does not recommend that proposals be solicited from external providers to deliver the Extended Day program. Moved in amendment by Trustee Scott, THAT at the end of Part A.i, change the semi-colon to a comma and add: with the exception that staff may consider and provide recommendations on the acceptance of any viable unsolicited proposal for school-based childcare in a school without any program from an existing, licensed, not-for-profit childcare provider not currently operating in a school, should such be received. Trustee Scott submitted that some local communities may have changed since the school was built and there may be childcare providers operating in the community who would now wish to partner with the OCDSB and offer the program in a school. Trustee Campbell suggested that in such cases the Board may not be required to approve the arrangement and proposed that staff would not need to make a recommendation to the Board. Business Services Committee - 7 - 9 November 2011 Report No. 9 Moved in sub-amendment by Trustee Campbell, and provide recommendations on - Carried, friendly - In response to a query from Trustee Campbell, Superintendent Carson confirmed that staff would where there is currently no school-based childcare program. Moved in sub-amendment by Trustee Campbell, ith the understanding that opportunities for a proposal would be publicized. Some Committee members expressed the opinion that there may be special circumstances in the community or school where a childcare provider is aware of available space in a school and would wish to submit a proposal to partner with the OCDSB. Trustee Campbell noted that he would not support the amendment if the opportunity to partner with the OCDSB is not made public and open to all who may be interested. Moved in sub-amendment by Trustee Campbell, and the following be added at the end of the - Defeated - Some Committee members expressed concern that the amendment would have the effect of opening up the system to permit existing childcare providers operating outside of the local community to expand their operations into other schools where the OCDSB would otherwise deliver the Extended Day program. Trustee Scott noted that her amendment would provide staff with the flexibility to consider opportunities to provide the Extended Day program through third-party operators in rural areas where it may be difficult for the district to establish a program by allowing an existing childcare operator located in the community to move into school space. Moved in amendment by Trustee Scott, THAT at the end of Part A.i, change the semi-colo exception that staff may consider the acceptance of any viable unsolicited proposal for school-based childcare in a school without any program from an existing, licensed, not- for-profit childcare provider not currently operating in a school, should such be - Defeated - Business Services Committee - 8 - 9 November 2011 Report No. 9 In response to a request from Trustee McKenzie regarding the establishment of an advisory committee that would include parents and third-party providers, Superintendent Carson agreed to present additional information on plans for moving forward at a future meeting. Moved by Trustee Fisher, A. THAT staff be directed to proceed with the implementation of a hybrid delivery model for the Extended Day program: i. In schools where there is currently no school-based childcare program, the Extended Day program, when introduced, will be delivered by district staff; and ii. In schools where there is currently school based childcare, the current provider will be given the opportunity to enter into a Third Party agreement to offer the Extended Day program on behalf of the district; and B. THAT staff be directed to begin discussions with existing school based childcare providers and school communities for each of the Year 3 Full-Day Kindergarten program sites. - Carried - 7. Notice of Motion, Trustee McKenzie re Full-Day Kindergarten Overspending Notice of motion having been given, Trustee McKenzie moved as follows, Whereas the Ottawa Carleton District School Board is supportive of and fully behind the implementation of Full-Day Kindergarten in Ontario; and Whereas the number of classes needed to support the number of schools identified by the province for each year of implementation has been consistently higher than forecasted and consistently higher than funded by the Province; and Whereas the overspend on Full-Day Kindergarten was over $1 Million at the OCDSB in Year 2 of implementation; Whereas the OCDSB has its own dire capital priorities beyond those of Full-Day Kindergarten; THEREFORE BE IT RESOLVED A. THAT staff bring forward a plan to the trustees for approval for Full-Day Kindergarten implementation years 3, 4 and 5 showing how the operational overspending will be avoided in each and every year; and B. THAT the OCDSB not use its own capital reserves for Full-Day Kindergarten facility space. In introducing her motion, Trustee McKenzie noted that the Board has overspent on the delivery of Full-Day Kindergarten for the past two years. She expressed the opinion that planning should being earlier for implementation in years 3, 4 and 5 to allow time for the Board to advise the Ministry of Education on how the program would be implemented within the funding provided. Business Services Committee - 9 - 9 November 2011 Report No. 9 Superintendent Carson advised that if the intent of the Board is to eliminate overspending then drastic measures such as capping enrolment or redirecting students to other schools may be required. He noted that the implementation plan for years 4 and 5 already has a built-in buffer against overspending, and staff would present a plan in January which would provide sufficient time to manage the staffing process. Trustee Campbell expressed the opinion that Part B of the motion was unrealistic given the -expenditures in the past. Moved in amendment by Trustee Campbell, THAT PART A be amended to read showing how operational and capital overspending with respect to related funding will be avoided in each and every yearTHAT Part B of the motion be deleted. - Carried, friendly - In wrap up, Trustee McKenzie suggested that the Board may wish to consider advising the Ministry of Education that it would take six years rather than five years to implement the Full-Day Kindergarten program because the level of funding provided to the Board is insufficient. Moved by Trustee McKenzie, THAT staff bring forward a plan to the trustees for approval for Full-Day Kindergarten implementation in years 3, 4 and 5 showing how operational and capital overspending with respect to related funding will be avoided in each and every year. - Carried - 8. Report 11-187, Facilities Renewal Program 2011-2012 Project Plan Your Committee had before it Report 11-187, providing information on a list of projects to be implemented under the Facilities Renewal Program (FRP) and the School Condition Improvement (SCI) in the 2011-2012 budget year. Superintendent Carson advised that FRP budget for 2011-2012 is $11,657,985 while the SCI funding is in the amount of $4,485,779. These amounts, less a carry-forward deficit of $54,715 from 2010-2011, provides a total budget of $16,087,049 for FRP and SCI work. The work is coordinated with the Good Places to Learn (GPTL), Energy Efficient Schools (EES), Full-Day Kindergarten (FDK) and Early Learning Program (ELP) funding, to take advantage of the respective projects planned and completed to ensure that the maximum benefit is derived among all six programs. FRP and SCI work involves hundreds of projects of varying complexity and size including site, building envelope and interior, mechanical, electrical, portables, functional alternations and renovations, environmental, energy conservation and accessibility work. Superintendent Carson also advised that there is currently a backlog of renewal projects in excess of $386 million for permanent learning facilities only. The list of planned projects attempts to maximize the value at each school and improve the condition of the facility. It is subject to change due to unforeseen building failures and program change pressures that may arise late in the school year. Business Services Committee - 10 - 9 November 2011 Report No. 9 During discussion of this item, the following points were noted: In response to a query from Trustee McKenzie regarding the necessity of washroom and sink upgrades at Broadview Public School and Devonshire Public School, Superintendent Carson agreed to look into whether any upgrades are planned for these locations; A unit washroom is a washroom constructed for a Developmentally Delayed Unit and the consulting services for a unit washroom are the architectural fees related to its construction; The Ameresco Energy Performance Contract budget is the final installment on a loan to pay for energy efficient projects. The loan payments were offset by reductions in utilities over a number of years; Approximately $30 to $35 million would be required to simple maintain the current backlog. The FRP and SCI funding covers approximately half of these costs; and Boiler venting projects are required to comply with current building codes. Trustee Seward expressed concern that the report did not clearly state the amount of funding allocated to each school in her zone. She requested that the 2012-2013 project plan for the Facilities Renewal Program show all projects for each school and that schools be reported by zone. Manager Wright advised that a future report on work completed in 2010-2011 will be presented to the Committee later in the school year and it will contain more specific information for each site and zone. Superintendent Carson added that it would not be possible to redo the 2011-2012 project plan; however, he would look into revising the report for 2012-2013. 9. Long Range Agenda The Committee reviewed the long range agenda. In response to a query, Superintendent Carson provided the following information: The staff recommendations for the Centretown, Glebe, Old Ottawa South Area review will be released during the week of 21 November, and presented to the Special Committee of the Whole (Public) meeting on 12 December for discussion and debate. 10. New Business There was no new business. 11. Adjournment The committee adjourned at 10:47 p.m. Katie Holtzhauer, Chair Business Services Committee Business Services Committee - 11 - 9 November 2011 Report No. 9