HomeMy WebLinkAbout03d COW Budget Minutes 22 Mar 2000OTTAWA- CARLETON DISTRICT SCHOOL BOARD
COMMITTEE OF THE WHOLE (BUDGET)
MINUTES
22 March 2000
A meeting of the Committee of the Whole (Budget) was held this evening in the Board Room, 133
Greenbank Road, Nepean, commencing at 7:00 p.m. with Trustee Pam Morse in the Chair, and the following in
attendance: Trustees Cynthia Bled, Albert Chambers, Alex Getty, Lynn Graham, Patty Anne Hill, Andrew Lam, Jim
Libbey, Sheryl MacDonald and Lynn Scott. Trustees Russ Jackson and Norm MacDonald participated by
telephone.
Non - Voting Representatives: Janice Ritchie, OCASC; Phil O'Brien, OCSSAN; Russell Ullyatt, OCSPC;
Lyndi McDonald and Donald Cram, OCEPA; David Wildman, OCETF (Teachers); Tony Pearson, OSSTF
(Teachers); Helen Hume, OSSTF (ESP); Casey van der Grient, SEAC
Staff. Director of Education and Secretary of the Board, James Grieve; Superintendents Larry Archibald,
Rose -Marie Batley, John Brennan, Michael Clarke, Ross Donaldson; Judith Hoye, Dan Mason, Katharine Saunders,
Barbara Stollery, Judy Turriff and Bonnie Viney; Manager /Comptroller of Finance, Marie- Louise Chartrand;
Manager, Business/Learning Technologies, Dan Cousineau; Coordinator of Budget Services/Financial Systems
Support, Charles D'Aoust; Principal, Special Education, Laura McAlister; Assistant Secretary of the Board, Joan
Melancon; Management, Policy and Planning Advisor, Janice Sargent; Manager of Communications, Maggie
Melenhorst, A/V Technician Robert Giekes; Committee Coordinator, Gloria Scharfe
Approval of Agenda
On a motion by Trustee Scott, the agenda was approved, subject to moving Trustee Chambers' amendment
regarding Transfer to Reserves from Budget Additions to the Budget Reductions section of the agenda.
Public Question Period
Debbie Baillie submitted a written question, asking why the appendices, which are part of the budget
information updates, are not included on the Website. Superintendent Clarke advised that staff is working on a
method of transferring Excel spreadsheets to the web.
Delegations
a) Council of Heads, Dan Sigler
Dan Sigler explained that the Council of Heads represents 182 secondary school Department Heads. He
drew the committee's attention to the written Statement of Concern, noting that Department Head responsibilities
include, in addition to teaching a six-hour day, management of curriculum and staff, budget and materials. Because
of the cuts to this employee group in 1998, Department Heads have insufficient time to perform all their expected
roles. The key impacts are less time in which to manage increased staff, diminished control on quality of classroom
teaching, diminished control on quality of curriculum design and implementation and diminished ability to respond
quickly to concerns of students, parents and teachers. The Council of Heads wanted to ensure Trustees are aware of
the current situation and recommended that budget allocations allow Department Heads to have the necessary time
and resources to do their job, and that sufficient and appropriate headship incentives be maintained so that the
position will continue to attract strong, experienced and dedicated leaders.
In response to committee questions, Mr. Sigler advised that except for time requirements, specific
incentives sought by the Council were not included in the presentation, as these may be matters for the negotiating
table. He also noted that the proposed increased integration of special education students into the regular classroom
Committee of the Whole (Budget) - 1 - 22 March 2000
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will significantly affect Department Heads, particularly in the areas of teacher training and curriculum modification
and assessment. Department Heads also have a significant role in the implementation of secondary school reform, a
four -year process which is only in its first year.
b) Library Technicians, Theresa Fruhwirth
Ms. Fruhwirth referred to the delegation's prepared statement, noting that the Library Service Centre
provides complete and accurate bibliographic records which make up the central database to support library and
teaching staff and students. She outlined the many advantages of the system and commented that a centralized
library service is the best approach to rapid information growth and shrinking support staffs.
In response to questions from the committee, Ms. Fruhwirth advised that the benefits of the central library
include avoidance of duplication and timesavings in terms of cataloguing, acquisitions and research.
C) Speech and Language Services, Dr. Karen Dover
Dr. Dover spoke about the importance of early, effective intervention for children with speech disorders
and the need to maintain speech language classes in the schools. She presented statistics outlining the later impacts
on children who do not have access to effective remedies at an early age.
There were no questions from the committee.
d) Christian Council of the Capital Area, Reverend Andrew Johnston
Reverend Johnston noted the Christian Council of the Capital Area (CCCA) was formed 50 years ago and
its membership consists of 90% of the area's Christian churches, ministerial associations and regional inter- church
units. Many churches have been active in assisting immigrants in settling in Canada and the CCCA is concerned
that cuts to the ESL program by the Board will hinder integration. He noted that new Canadians do not always have
resources to protest cuts and the CCCA, as their advocate, is asking that ESL be maintained at least at its current
level. The delegation recommended that the Board maintain ESL funding, urge the province to change its funding
formula to extend the funding beyond three years, and increase ESL funding for this area. The CCCA also
recommended that the Board refuse to comply with Ministry directives if they are not amended.
In response to Trustee questions, Rev. Johnston noted that the CCCA is recommending the Board ignore
Ministry directives regarding ESL to emphasize the fact that reductions cannot be continued without significant and
irreparable harm. He noted that while some churches offer language classes, these are primarily for adults. Schools
should be responsible for teaching ESL to children and teachers must have more resources. While the CCCA has
identified an area where it feels strongly that more funding is required, it must be the Trustees' decision as to how
the funding can be made available.
A Trustee noted that several Boards of Education have been proposing that ESL should be part of the
Federal Government's program for settlement of immigrants and that organizations such as the CCCA might wish to
lobby the government in support of this position. Reverend Johnston advised that the CCCA has been actively
lobbying all levels of government on an ongoing basis, and he agreed to send a copy of its submission to the
provincial government.
4. Director's Remarks
The Director commented that before additional debate commenced, he wished to remind Trustees that since
amalgamation the Board has been trying, with some success, to project to the community, to employees, to the
province and to the media a positive image of a cohesive Board dedicated to a high standard of public education. He
noted that every statement made by Trustees is known throughout the community and it is, therefore, vital that
discussions in committee and at Board reflect the above noted goal. It is essential that this Board be able to attract
and retain both staff and students. Staff has produced a budget which is balanced and is designed to provide, within
the Board's means, for learning for every child, not only those who have strong advocates. He reminded the
committee that the Board is in a financial crisis and that reductions must be made this year and next. Both special
Committee of the Whole (Budget) -2- 22 March 2000
education and regular day school envelopes are overspent and it would be unfair to make all the reductions in the
regular day programs. All decisions to reduce or increase budget allocations are interconnected and there is a risk of
oversimplifying issues. Finally, he noted that staffing begins in April by contractual obligation and the budget must
be approved before the staffing process can begin.
Superintendent Clarke noted that he had received a number of requests for information on cost allocation.
He reminded the committee that reallocating costs will not increase the overall funding. The province has decided
how much money the Board will receive and the Board must decide how to use it, but moving costs from one area to
another does not solve the underlying problem of insufficient funding. The Board is still $40 million over Ministry
expectations.
Trustee Libbey noted that although Trustees are aware that some envelopes are overspent and some are
underspent, staff has not provided a great deal of detail. He commented that if special education is below the
envelope as calculated by the Ministry, the extra money might end up in a reserve. He asked if staff had reviewed
the alternative model with the new special education assumptions and if so, what were the results. Superintendent
Clarke advised that if the Ministry guarantees ISA, the Board's allocation will be approximately $72 million.
Motions - Reductions to the Budget
a) Transfer to Reserves
Notice having been given, Trustee Chambers moved as follows in amendment to the budget:
THAT the $2 million in mitigation grants and reserves allocated to the administration of schools
(elementary and secondary) be transferred to reserves, and the staffing of schools, principals, vice -
principals, school office staff and technicians be adjusted accordingly, effective the 2000 -2001 school year.
Trustee Chambers pointed out that the Board is contemplating spending more than the Ministry allocation
for school administration and support areas and that analysis shows that significant reductions must be made in those
budget lines. Therefore, $2 million is a step in the right direction. Mindful of comments regarding new
management styles and configurations, he felt Trustees and staff should look at managing families of schools and
other non - traditional methods when allocating school management funding.
Federation representatives indicated that further reductions in school support would have a severe impact
on this group of employees. They are already stretched beyond acceptable limits and additional reductions are
untenable. Many central responsibilities have been downloaded to schools. The impacts of further cuts to office staff
and school technicians were discussed. One impact would be increased responsibilities for teachers, vice - principals
and principals.
In response to a request for staff comment, Superintendent Turriff advised that school staff is being trained
in on -line procedures for financial and human resources matters. This will offset the impact of staff reductions but
the procedures are not fully operational. One additional year at current staffing levels would be helpful.
Trustee Scott moved in sub - amendment that the amount be reduced to $500,000.
Trustee Scott noted that, as a result of the additional grants which have been announced by the Ministry,
the amount which must be cut by next year is not as great as previously appeared. She also noted that school
closures will help to reduce costs next year and other options, such as twinning, may be considered.
Some Trustees noted that $365,000 would have been saved had the pairing amendment been approved;
therefore, they supported the amendment.
Others believed that the budget offers another year at status quo in many areas of the Board. Students,
parents and staff will all be affected to some degree by reductions, and schools have already sustained major cuts in
the support areas. They, therefore, opposed the amendment.
Committee of the Whole (Budget) - 3 - 22 March 2000
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When asked for comment, staff agreed that the sub - amendment would lessen the impact, particularly if the
reductions were comprised of half office staff and half technicians at secondary schools. All school -based technical
staff are included in the technician category. Regarding closed schools, staff advised savings have accrued in school
administration and office staff costs. There has been some reduction in operating costs although there are some
costs associated with mothballing. All savings from school closures have been included in the budget.
The sub - amendment was defeated.
Speaking to the amendment, some Trustees believed it was reasonable to reduce this area by a modest
amount. They noted that it is a very large envelope and there is a need to begin reducing it to mitigate the impact for
the future.
Trustees who opposed the amendment advocated continuing to train staff in on -line techniques to ensure
schools are at peak productivity before further cuts are made. There was a suggestion that accountability should be
reviewed, as productivity is a question of results, not simply a question of time or numbers.
The amendment was defeated.
C) Secondary Laboratory Renovations, Trustee Scott
Trustee Scott withdrew the above -noted amendment to the budget.
d) Elimination of Additional Staff Requests
Notice having been given, Trustee Norm MacDonald moved as follows in amendment to the budget:
Whereas the Board is struggling to accommodate changes in the delivery model for special education;
Whereas teachers are required to support IPRC'd children in regular classroom settings where many of
these children were formerly receiving support in congregated settings, General Learning Centres and other
dedicated support systems;
Whereas the Director's office and senior staff are expected to show leadership in these difficult times,
making do with less, in the same spirit as we are asking our front line teachers to provide additional support
in the classroom;
Whereas the cost of adding staff for just one year may approximate the cost of a study to determine
efficiencies in processes which would have lasting benefit for the Board;
THEREFORE BE IT RESOLVED
A. THAT the proposed increase in staff for Human Resources be set aside or deferred to next year;
B. THAT the proposed increase in staff for Planning and Design be set aside or deferred to next year;
C. THAT the change from a term position to a full time position in the Director's office for the
purpose of managing Policies and Procedures, Future Search activities and other administrative
support be set aside or deferred to next year.
Trustee Nona MacDonald noted that the amendment would have no impact on students or learning. This
envelope is under the grant level, but that is not a reason to spend money unnecessarily. The Board is taking $40
million out of instruction and adding approximately $200,000 every year to administration, and this is sending a
wrong message in terms of the Board's overriding role to put students first.
Staff was asked to comment and noted that, as the staff analysis of the amendment indicated, work must be
done and is now being accomplished through overtime.
Committee of the Whole (Budget) - 4 - 22 March 2000
)fl.
Trustees opposed to the amendment noted that, given the amount of overtime and the amount of
information requested of Planning and Human Resources, and the necessity to devote more resources to Future
Search and to policies and procedures, the amendment should be defeated. Federation representatives noted that the
schools are receiving good central support.
Trustees in support of the amendment stated that this is an area where administration can show leadership
in doing more with less, and the Board should take a strong position in this regard.
Trustees asked several questions regarding the relationship between this amendment and overtime, the
consequences of defeating the amendment in terms of work being done, and whether it is cost - neutral. Discussion
followed during which staff attempted to present a clear explanation.of the analysis of the amendment.
Trustee Lam moved in sub - amendment THAT item D be added as follows:
D. THAT the budget be reduced by $130,000 as a consequence of items A, B and C.
The sub - amendment was accepted as friendly.
Trustee Scott requested separate votes on each part of the amendment.
In wrap -up, Trustee Norm MacDonald noted that the question facing Trustees is whether to add central
staff or provide more money for the classroom. Trustees must look at these choices very carefully.
Items A, C and D carried. Item B was defeated.
The approved amendment reads as follows:
A. THAT the proposed increase in staff for Human Resources be set aside or deferred to next year;
B. THAT the change from a term position to a full time position in the Director's office for the
purpose of managing Policies and Procedures, Future Search activities and other administrative
support be set aside or deferred to next year.
C. THAT the budget be reduced by $130,000 as a consequence of items A and B.
e) Reduction to Budget
Notice having been given, Trustee Chambers moved as follows in amendment to the budget:
THAT the Ottawa - Carleton District School Board:
A: Approve the budget for 2000 -01 in the amount of $507.0 M, subject to confirmation of
the Ontario Grant regulations for the 2000 -01 budget year;
B: Approve the use of $7.0 M of Working Fund Reserves and $0.5 M of Capital Reserves in
the 2000 -01 budget;
C: Direct staff to proceed with the staffing action necessary to implement the 2000 -01
budget.
Trustee Chambers felt strongly that Trustees should provide guidelines to staff in advance of policy
decisions, and allocation of the $21 million windfall is a major policy issue. While staff have brought forward a
good budget, it proposes to spend the windfall in one year. With only one more year of mitigation grants available,
Trustee Chambers questioned whether this was the wisest course of action. He felt Trustees should discuss the use
of this money before the budget is finalized.
Committee of t h e Whole (Budget) - 5 - 22 March 2000
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In response to a Trustee request, Superintendent Clarke advised that the bulk of the money is
earmarked for special education and student services because these areas cover a very wide range of delivery to
students. Non - classroom and staff development have each been allocated $2 million; the remainder has been
assigned to various aspects of instruction. If the money were put into reserves, it would be a Trustee decision
whether or not to reduce special education spending, and when and for what purpose to draw money from the
operating reserve. The capital reserve would not be affected. He noted that the Ministry's announced $1 million
grant for ESL was deducted from the Board's mitigation grant for the year.
While not disagreeing in principle with the amendment, some Trustees felt it was too late in the budget
process to address this issue.
Trustees who did not support the amendment stated the money is needed now and should be spent this year
as recommended by staff. Placing the money in reserves would provide an opportunity for the Ministry to decide
that this Board does not require additional money.
The SEAC representative commented that a great deal of work has been done to arrive at a reasonable
service model with a $1.6 million reduction; it would be impossible to try to accommodate further massive cuts if
the amendment were approved and impossible to support the proposed delivery model.
In wrap -up, Trustee Chambers stated staff has arbitrarily allocated a windfall amount which could have
been equaled through budget cuts from overspent areas such as administration support and instructional supplies,
where deep cuts will be required next year. He felt strongly that 1/3 of the money should be reserved for next year
when the Board faces even less funding than expected.
The amendment was defeated.
Trustee Chambers moved that the meeting be adjourned to Saturday, 25 March on which date the
Committee would sit from 10:00 a.m. to 4:00 p.m.
The motion was defeated.
Trustee Sheryl h1acDonald moved that the meeting continue beyond 11:00 p.m., that it adjourn no later
than midnight, and that it resume at 7:00 p.m. on 23 March 2000.
The motion was carried.
f) Reduction in Custodial Staffn
Notice having been given, Trustee Libbey moved as follows:
Whereas the audit of plant services did not comment on the level of custodial services available as
some Trustees had expected;
Whereas the Board is making very difficult trade -offs among competing requirements for very
limited funds;
THEREFORE BE IT RESOLVED THAT custodial services be reduced by $1,000,000 for the
year 2000 -2001 and that principals be requested to carefully monitor and report on the impact of
this change.
Trustee Libbey noted that some reductions must be made to the budget and he proposed that his
amendment represented a reasonable cut.
Trustees who opposed the amendment commented on the importance of custodial staff in the school in
terms of cleanliness, safety, management of the school, discipline, and increased responsibilities for teaching staff.
Committee of the Whole (Budget) - 6 - 22 March 2000
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Custodial staff will be rationalized next year when school closures take place. Furthermore, custodians were
reduced in 1998 and some reinstated in 1999 which provides an indication that the reductions were too deep. It was
noted that secondary school custodians provide backup to elementary schools in their areas. As well, there could be
problems in opening high schools to evening activities.
Staff commented that there is not a large amount of attrition in this employee group. Many custodians took
advantage of the OMERS window to retire early. Custodial staff was cut by approximately 250 in 1998; in 1999, 70
positions were reinstated. While the facilities envelope appears to be overspent due to $2 million for school lab
renovations and $500,000 being allocated to the facilities master plan, if only ongoing operating expenses are
considered, the envelope would be underspent by $1.6 million. Staff is concerned about underspending this
envelope because the province has assumed cost increases for everything but plant, because plant budgets were
being underspent across the province.
Trustee Chambers moved in sub - amendment that vacant positions not be filled for the 2000 -01 school year
up to a maximum of 25 FTE and that reductions be achieved by attrition, subject to the constraints of the
collective agreement.
Following a brief discussion, Trustee Chambers withdrew the amendment.
In wrap -up, Trustee Libbey noted that while he appreciates the value of custodians and other staff, the
Board must make choices, and this is one area where reductions can be achieved.
The amendment was defeated.
The meeting adjourned at 11:45 p.m.
Pam Morse, Chair
Committee of the Whole
Committee of t h e Whole (Budget) - 7 - 22 March 2000