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HomeMy WebLinkAbout09 Business Services Report 5, 13 Sep 2000/ 0 OTTAWA- CARLETON DISTRICT SCHOOL BOARD REPORT NO. 5. BUSINESS SERVICES COMMITTEE TO: Board of Education DATE: 13 September 2000 A meeting of the Business Services Committee was held this evening at 133 Greenbank Road, Nepean, commencing at 7.30 pm, in the Trustees' Committee Room, with Trustee Morse in the chair and the following in attendance: MEMBERS: Trustees Lynn Graham, Jim Libbey, and Norm MacDonald (by phone) ALSO PRESENT: Trustees Albert Chambers, Alex Getty, Sheryl MacDonald, and Lynn Scott STAFF: Rose -Marie Batley, Superintendent of Facilities & Physical Planning Michael Clarke, Superintendent of Finance Michael Carson, Manager, Physical Planning & Transportation Kathy Lausman, Manager of Physical Facilities & Design and Construction Services Brenda Cooper, Committee Coordinator REPRESENTATIVES: Jen McIntyre, Ottawa - Carleton Student Presidents' Council Janice Ritchie and Joan Spice, Ottawa - Carleton Assembly of School Councils Note: from time to time during the meeting, Trustees Libbey assumed the Chair to enable Trustee Morse to participate in the discussion. 1. Call to Order. Introductions Trustee Graham assumed the Chair for the first part of the meeting, and called the meeting to order. Superintendent Batley introduced Kathy Lausman, attending her first Business Services Committee meeting, and those in attendance welcomed her and introduced themselves. 2. Approval of Agenda On a motion by Trustee Scott, the agenda was approved subject to the addition of an in camera session at the end of the public meeting to discuss a budget issue. Note: Trustee Morse joined the meeting and assumed the Chair during the next item. Tina Mason and Andrea Currie of Stittsville, and Philip Davies of North Gower, expressed concerns about the busing of kindergarten students, including safety, congregated pick- up and drop -off points, caregiver arrangements, and length of time on the bus. Ms Mason also had concerns about overcrowding at A. Lorne Cassidy Elementary School, and the redirection of junior kindergarten students to Munster Elementary School. Business Services Committee - 1 - 13 September 2000 Michael Carson advised that a number of kindergarten transportation items are being reviewed, with a view to altering pick -up sites where possible. Parents will be advised of any alterations after 21 September, but he cautioned that they should not expect a return to door -to- door pick -ups. Mr. Carson thanked Ms Mason for the outline of her concerns which she distributed at the meeting, and noted that a map and suggested route changes had also been provided to staff. There has not been an opportunity to examine the map, but some of the suggested changes may be implemented where it is feasible. Mr. Davies reported that the bus stop in question had been moved, then put back one day later because of one parent's complaint. He indicated that he is consulting a lawyer, and asked what trustees will do about the situation. Ms Currie expressed concern about the location of the bus stop and the number of people congregated at the bus stop's intersection, particularly because there are no sidewalks. Chair Morse suggested that the parents stay for the update on transportation when trustees would be discussing these issues. She requested a motion to have this item moved up to be next on the agenda. Trustee Scott so moved, and the motion was carried. Superintendent Batley reported that better route planning and better data led to a better school startup vis -a -vis transportation. The volume of problems has been significantly reduced, but the issues are similar to last year's. Contributing to this year's difficulties is staff turnover, with two new people on staff this fall. Staff noted that although the volume of calls to the transportation office is down, calls still get backlogged, and some parents experience long waits on the line, especially in the western area. In addition to the number.of calls, it often takes up to three or four people significant time to explain the policy, and three or four people to do so. This adds to the waiting time for others. It is hoped that the telephone problem will be alleviated next year by providing more detailed information on the web site. Superintendent Batley noted with respect to the changes in pick -up points for kindergarten students, that some changes may be made after 21 September, once enrolments are verified. She stressed, however, that the cost of granting all requests would be significant and that the Board does not have the funding to accommodate everyone. The Board cannot offer door -to -door transportation. In addition, it is unlikely that routes will be redirected along crescents as this is time- consuming and therefore more costly. Michael Carson remarked that until the province announces its new transportation funding formula in March 2001, the Board must cope with inequitable funding. The current formula is based on the predecessor boards' transportation expenditures, and this penalizes those school boards which made transportation reductions to keep costs down. The former OBE and CBE reduced their transportation budgets considerably, while their coterminous English boards did not. As a result, the OCDSB's per pupil transportation funding is only about half that of its coterminous board. With respect to congregated pick -up points, the former Ottawa Board of Education instituted them for elementary students, including those in kindergarten. In response to questions, Mr. Carson advised that this practice has now been introduced across the OCDSB as part of the harmonization process. Business Services Committee - 2 - 13 September 2000 a All of the congregated stops are within walking distances of the students' residences (in accordance with the policy, this may be up to one kilometre, although it seldom exceeds 4 -500 metres). Once the kindergarten enrolment is confirmed, staff will determine whether adjustments to the current stop locations are required. Staff agreed that it would have been helpful if trustees and the public had known earlier that the congregated stops were being implemented across the Board. Mr. Carson provided assurance that the Board is diligent in carrying out its responsibility for ensuring student safety. A number of factors are considered regarding safety at the bus stops. Where there are no sidewalks, changes are made only if the location is considered hazardous. It was noted that parents are responsible for the safety and supervision of their children at the pick -up and drop -off points. In response to a query, staff advised that the funding differential may be one of the reasons that the number of cooperative bus routes is shrinking, i.e., the savings on shared transportation are less compelling when a board has adequate transportation funding. Other factors include similar school start times, a reluctance on the part of the coterminous board to share routes, and lengthy routes with insufficient time for additional runs. There have been several meetings to discuss cooperation, but given some of the difficulties, the savings in cooperative busing have diminished over the years, and the idea is less workable. In response to parental complaints that they encountered rudeness when they phoned in, staff agreed that there is no excuse for such behaviour. Staff described how some calls take up to an hour, and noted that while most callers are reasonable, some are very difficult. The frustration level can become high on both sides, and staff sometimes lose patience. Staff will look into ways to do quality assurance in this area. Trustees commended staff on reducing the number of problems this year, and confirmed that the number of phone calls they received about transportation are down considerably. During a lengthy discussion of transportation issues, the following points were noted: • Where students attend this board from neighbouring boards or vice versa, because the recipient boards get the transportation grants, they are billed for transportation costs by the originating boards. • Parents have suggested that the transportation phone system include a link to a generic voice mailbox, where the message could give suggestion regarding the use of generic e-mail, the available information on the web site, etc. • School staff have been asked to send change information by courier rather than fax, and to use e-mail for general issues. E -mail must be addressed after the phones are off. There is an emergency phone number for principals. • Newer drivers need training to ensure that they can correctly identify the caregivers and parents waiting at the bus stops. • Some parents, at both the elementary and secondary levels, are enrolling their children in the catholic board schools because they find the transportation arrangements more advantageous. There is no way to determine how many kindergarten students initially enrol in the catholic board and stay there. Business Services Committee - 3 - 13 September 2000 h • Home -based caregivers are scare in rural areas, and there are no daycare centres. This issue should be discussed when the transportation policy is reviewed, with a view to having some flexibility on this issue to accommodate the needs of families • With respect to concerns about long routes, staff are examining various solutions, including leasing two additional buses. • Last year there were 10,000 transportation changes in the first weeks of school; this year there have been about 2,500. Many of the changes are routine, i.e., a change of address or changing a pick -up point from home to caregiver. Trustees expressed frustration that the transportation funding formula has not yet been changed, and at the disparity among school boards in the per pupil funding provided for transportation. It was felt that the Board is being penalized for being cost effective prior to amalgamation, and that perhaps transportation funding directed to the instructional budget should be reallocated. It was suggested since the money is not spent on transportation, the Board could lose it if the new funding formula is based on past expenditures. It was agreed that the Board needs another "formula facts" campaign on transportation funding, with a letter to the Ministry of Education and area politicians. With respect to the Board's transportation policy and the budget, trustees stressed that this topic should be reviewed early in the schedule of Special Purpose Budget Committee meetings, and that there should be sufficient time for public consultation. * * * * 5- minute recess * * * * 5. Your Committee had before it for information staff report 00-192 providing an update on achievements to date under the energy performance contract (EPC) with DukeSolutions (formerly Tescor). Superintendent Batley reported that expenditures on the EPC project are expected to come in under the approved budget of $14.66 million. The project will be complete in January 2001, three months behind the original schedule. The delay is the result of waiting for confirmation of Ministry funding for the project. The OCDSB is the first school board in Canada to receive recognition at the Bronze Champion level in the Voluntary Challenge Registry for its energy conservation programs and initiatives, and is frequently referred to in publications promoting energy efficiency. Kathy Lausman reported that as a newcomer to the OCDSB, she is pleased to be associated with such an innovative school board. She drew attention to a recent grants from Natural Resources Canada (NRCan), and noted that the Board is known across Canada for its energy conservation program. Since 1977 the Board has saved $1.87 million per year on energy costs. Projected additional savings are $2.0 million per year. During a discussion of the financial aspects of the project, it was learned that from the additional savings $1.9 million will be used to repay the cost of borrowing for the retrofit equipment, and $100K will be kept by the Board. In ten years, the full $2.0 million per year will contribute to the Board's cash flow. Business Services Committee - 4 - 13 September 2000 d Superintendent Batley reported that the recently signed contract with DukeSolutions changed the scope of the work, but did not increase costs. In response to a concern that it will take ten years to wait for substantial revenue, it was noted that the savings are guaranteed and that this is the length of the contract. Superintendent Clarke anticipates that the Ministry of Education will cover the capital debt on this sort of item to the end of the three -year period which began with the new funding model. If this is so, there will be a double benefit, but he cautioned that there is no assurance to date that this will be approved. In response to a query about NRCan signs on new catholic schools, Ms Lausman reported the they give limited specific grants, i.e. the design costs for energy efficiencies. The grants are generally $150 K per Board. r� Michael Carson reported that it had been hoped to bring forward the project budget for the Longfields- Davidson Heights school. The final portion of the land acquisition has not been completed yet, and therefore some design estimates are not complete. It is expected that the budget will be brought for approval in the next four to six weeks. Superintendent Batley advised that it is planned that the project budget be approved during the mandate of the current Board. In response to a query, Mr. Carson advised that the school is projected to open in the fall of 2001, although this will be tight. (W With respect to EDC's, Superintendent Batley reported that the current funds can be used for other than the purchase of sites because there is no by -law in place. There is no by -law because a need for new pupil places is not foreseen until school closures are effected so that the Board meets the Ministry of Education's requirements. It is anticipated that a new by -law will be developed in the next eighteen months. Funds under a new by -law must be used for the acquisition of property. It was suggested that a note on this issue be included in the Long Term Accommodation Plan (LTAP). Superintendent Batley reported that the plan will be coming to the 11 October meeting of the Business Services Committee. This will be sent to the Ministry of Education as a preliminary draft on 16 October, pending Board approval of a final version. Trustees had a number of questions about the Long Term Accommodation Plan, including whether there will be a prioritized list of capital projects. Staff advised that there will be a list of areas with priority issues, including costs. The consultation process is included in the plan, with sufficient time allowed before trustees eventually make decisions on priorities for specific projects. It was confirmed that, on the assumption the school closings will take place, areas where facility renewal projects are needed will be identified. fj Your Committee had before it for information a tentative Business Services Committee long range agenda for the period September to December 2000. The Chair noted a request that an item on capital priorities be scheduled for November. Business Services Committee - 5 13 September 2000 Vol It was suggested that trustees be sent a reminder about submitting their expenses to 31 August as soon as possible if they have not already done so. Preliminary enrolment statistics to 12 September will be sent to trustees and the Ottawa - Carleton Assembly of School Councils when they are available. The guidelines for the Long Term Accommodation Plan were sent to trustees in June. ,-. , Trustee Scott commended staff on all the work done on renovations and alterations at schools over the summer. Trustee Scott requested an update on the status of portables not in use, noting that Stonecrest Elementary School has a class in the library. Staff advised that portable allocations are based on staffing allocations. There may be some reallocation of portables, but they are not ready yet due to the concentration on completing playstructure work. The Committee went into the in camera session at 10:45 pm, and the meeting later adjourned at 11:25 pm. Pam Morse, Chair Business Services Committee BLC /cb BSC /000913 Business Services Committee - 6 - 13 September 2000