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HomeMy WebLinkAbout03a COW Budget Minutes 29 Feb 2000i OTTAWA- CARLETON DISTRICT SCHOOL BOARD COMMITTEE OF THE WHOLE (BUDGET) MINUTES 29 February 2000 A meeting of Committee of the Whole (Budget) was held this evening at 133 Greenbank Road, Nepean, commencing at 7:30 pm, in the Board Room, with Trustee Pam Morse in the Chair, and the following in attendance: Trustees Albert Chambers, Alex Getty, Lynn Graham, Patty Anne Hill, Andrew Lam (by phone), Jim Libbey, Norm MacDonald (by phone), Sheryl MacDonald, and Lynn Scott. Staff: Director of Education and Secretary of the Board, James Grieve; Superintendent of Finance, Michael Clarke; Superintendents Rose -Marie Batley, John Brennan, Judy Turriff, Bonnie Viney; Manager/ Comptroller of Finance, Marie - Louise Chartrand; Manager of Quality Assurance, Marjorie Clegg; Coordinator of Budget Services and Financial Systems Support, Charles D'Aoust; Senior Consultant, Business & Learning Technologies, John Hindle; Principals Laura McAlister and Bob Powell; Manager of Communications and Information Services, Maggie Melenhorst; Technician, Robert Giekes; and Committee Coordinator Brenda Cooper. Non - Voting Representatives: Ottawa - Carleton Elementary Principals' Association, Lyndi McDonald; Elementary Vice - Principals' Association, Mary McConnell; Ottawa - Carleton Elementary Teachers Federation, Dave Wildman; Ottawa Carleton Secondary School Admin- istrators' Network, Tom Schultz; OSSTF, Education Support Professionals, Helene Hume; OSSTF Teachers, Tony Pearson; Ottawa - Carleton Assembly of School Councils, Janice Ritchie; Ottawa - Carleton Student Presidents' Council, Justin Millette; Special Education Advisory Committee, Jane Berman. 1. Apvro�T al of Agenda On a motion by Trustee Getty, the agenda was approved as presented. • i . • • On a motion by Trustee Sheryl MacDonald, the minutes of the meeting held 16 February 2000 were confirmed as written. There were no questions from the public. 4. Delegations (a) Community Council for Ethnocultural Equity Marilyn Wilson outlined the rationale behind the Community Council for Ethno- cultural Equity's (CCEE) recommendation that the Board reinstate the position of a full-time coordinator responsible for antiracism and ethnocultural equity (ARSE) in curriculum development, program delivery, and community relations. Ms Wilson was accompanied by a number of members of the CCEE. Committee of the Whole (Budget) - 1 - 29 February 2000 M., Both of the predecessor boards had such a position, with the coordinator responsible for facilitating the implementation of AREE policies, etc. The result was beneficial to students, staff and the community. Currently, two curriculum resource teachers have an added responsibility for ARSE, and because of their workload, AREE issues are being addressed in a reactive, rather than a proactive manner. The Council submits that this is not in accord with the Board's guiding principles, and therefore recommends the reinstatement of the position of Coordinator of Antiracism and Ethnocultural Equity, including adequate funding. Des Doran tabled a paper supporting the CCEE's recommendation for a full- time AREE coordinator. He noted that Robert Yip had faxed a letter to the Chair of the Board urging that a full-time AREE coordinator be appointed (both documents have been circulated separately to all trustees). Various members responded during trustee questions. John Jones, a student at Sir Robert Borden HS reported that the AREE coordinator aids communication and helps give focus to activities and meetings. With respect to whether the coordin- ator plays a more significant role in his /her work with staff or students, Ms Wilson advised that-both are important, but training and discussions with staff have an ongoing impact on students as they gain insight into the issues. Ms Wilson noted that the roles of the multicultural liaison officers and the antiracism and ethnocultural equity coordinator are different. The latter deals with staff more, particularly with respect to equity issues. She stressed that more education is needed around equity. In addition to teachers, sensitivity training is also required for those people who influence how a school operates and how immigrant and minority parents and students are received, i.e., the system leaders. (b) Special Needs Children, Debra Mastronardi. Parent Debra Mastronardi spoke of the impact of the reduction of special education services in the OCDSB, noting that since amalgamation, the number of special education classes has been significantly reduced. Ms Mastronardi referred to an American study regarding a proven service delivery model for the integration of learning disabled students (as requested, the references to the study are indicated in footnotel and footnote2). She argued that children with multiple exceptionalities will flounder in a regular class of 26 students. Ideally the exceptional students in a regular classroom should each have an educational assistant assigned to them. l journal of Learning Disabilities, Vol. 31, Number 5, Sept /Oct 1998, pages 428 -436 (contains model proposed and methods). 2journal of Learning Disabilities, Vol. 33, Number 1, Jan/Feb 2000, pages 133 -43. Committee of the Whole (Budget) - 2 - 29 February 2000 aY, She pointed out that it would be more cost effective to put the children in small classes. That is, the cost of an educational assistant assigned to each special needs child would far exceed the cost of one teacher and one educational assistant in a class of ten special needs students. Ms Mastronardi expressed concern on behalf of special needs children. She stressed that the situation is urgent in that students who are not given the help they need develop psychiatric disorders, become part of the prison system, etc. Despite the emphasis on early identification, there is no transition plan for preschoolers, and children with significant difficulties are being overlooked. She urged the Board and the provincial government to address these needs, and suggested that an interministerial agreement may be required. During questions, Ms Mastronardi advised that class size was normal (up to 33 students) in the study noted earlier. The results had nothing to do with the size of classes, but with how the issue was handled. She pointed out that in accord with a U.S. Supreme Court ruling, all American parents have the right to have their child assessed and the right to appropriate services for their child. Staff Presentation: Central Administration, Debt Superintendent Clarke reported that central administration, which includes Finance, Human Resources, Legal services, Board Services, etc., and all non - instructional Plant services, is 2.9% of the proposed budget. The funds below the envelope (approximately $82,000 ) has been transferred to the instruction portion of the budget. All departments in central administration have experienced 20% to 30 %+ reductions since the new funding formula was implemented, and are still trying to re- establish service levels. In view of ongoing increases in the Ministry of Education's demands for data, this is proving difficult. Superintendent Clarke recalled that under the funding formula, the Ministry of Education is to pay the principal and interest on capital debt payments. There has been no problem with the repayment of $10 million in long term debt, but there is a problem with short term capital debt. Because of better interest rates, the former Carleton Board of Education financed its capital expenditures through short term bank loans. When the predecessor boards merged, the former Ottawa Board of Education's Hilson Public School project was added to the short term debt. The Ministry is paying the long term capital debt, but is not paying for short term borrowing. The Board must divide its short term debt into operating funds for central administra- tion ($0.3 million) and capital ($0.7 million), and is now awaiting news that the Ministry will pay for the capital expenditures portion. Until the Ministry agrees to pay the short term capital debt, it is treated as an unfunded liability, and funded from the Plant budget. When the province confirms the payment, the funds will go back to the Plant budget. Committee of the Whole (Budget) - 3 - 29 February 2000 a6-, 6. Trustee Ouesti on; /Discussion on All Areas of the Budget In response to queries, Superintendent Clarke confirmed that the $0.3 million borrowed for central administration (payroll, etc.) is necessitated because municipalities remit the funds they collect on behalf of the Board on a quarterly basis. That is, the municipal funds are only sent to the school boards quarterly, rather than monthly like the Ministry does. In between municipal payments, the Board must borrow money to cover the shortfall. School boards have not been successful in persuading the government to change quarterly municipal payments to monthly payments. * The province requires that this interest expense be recorded as a Central Administration expense, despite the fact that almost none of the expenses causing the borrow- ing are from the Central Administration envelope. With respect to provincial funding of interest, Superintendent Clarke advised that only the capital portion is funded, not the interest for general operating expenses ($0.7 million and $0.3 million respectively). Reimbursement has been requested, and the Ministry is asked about this every time they meet with Board staff, but there has been no clear answer to date. With respect to the debt on Hilson PS, Superintendent Clarke explained when the Ministry made a commitment to fund capital debt, it was decided to pay for Hilson this way, rather than paying out of current funds. With respect to whether there have been complaints resulting from the downsizing in central administration, the response to a survey of schools found that the schools have experienced a significantly lower level of service from central administration, with a slower turnaround time. The respondents indicated that they understood why service levels had changed. Their reduced ability to provide service, as well as a much heavier workload, have created stress for the remaining central staff. They are managing, but the reductions have taken a toll on staff. Helene Hume referred to a workload survey of the membership of the Educational Support Professionals (distributed to all trustees by ESP), and noted that a high percentage of ESP members now work through their lunch hour and work overtime without compensation in order to keep up with their work. Trustees expressed appreciation for the survey, and Ms Hume agreed to provide a summary of any comments about the relationship between central administration and schools. Staff advised that there has been little downloading to schools as a result of the reductions, although it now takes more time to respond to the schools' requests for information. The workload in the school offices has increased, in large part because of demands from the province which only the schools can handle. Staff are trying to streamline procedures to ease the workload for both central and school staff. Tom Schultz reported that he has noticed an increased workload in the secondary schools, and feels that this is the result of more work for fewer people, and not the result of downloading from central administration. Lyndi McDonald confirmed that there is also an increase in the workload at elementary schools. There is a new emphasis on accountability to parents and the community, and schools are doing more than in the past. * addition Committee of the Whole (Budget) - 4 - 29 February 2000 1-?6. In response to other queries about central and school administration costs, the following points were clarified. • None of the central computers are funded out of school budgets. Schools may spend their budgets as they wish, including computers for school administration, but few do. School office supplies are part of the instruction budget. • There is no funding for computers for teachers, even though they must carry out significant work on computers (e.g., report cards). Staff confirmed that 2.5 permanent new central positions are proposed: 1 in Management, Policy and Planning;1 in Human Resources; and .5 in Planning and Design. These positions will not result in an increase to the budget for central administration. For example, savings on overtime payments in Human Resources will more than pay for the new position. The new position will not, however, eliminate all overtime in the department. • The $1.0 million increase in the cost of central administration staffing reflects the increased cost of salaries and benefits, due for the most part to harmonization and progress on the salary grids. Included in this budget line are items such a progress on the grid, overtime, and temporary assistance. This should be lower next year, if the cost of benefit plans does not increase. • Except for progress on the grid and harmonization, there was no salary increase for administrative and support staff. In response to Trustee Graham's request, staff will provide a new table, with explanatory footnotes, to replace tab 5, page 33. Trustee Scott suggested that because of the differing systems at the predecessor boards, amalgamation /harmonization, and ongoing refinements /improvements to reporting methods, it may be some years before reliable historical data is available. On the other hand, the Board needs good information, and must invest in systems which allow its development. Staff confirmed that class size remains a priority in building the budget. 7. Advance Notices of Motion There were no advance notices of motion. 8. New Business There was no new business. The meeting adjourned at 9:45 pm. Pam Morse Chair Committee of the Whole (Budget) BLC /cb Budget /000229 Committee of the Whole (Budget) - 5 - 29 February 2000