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HomeMy WebLinkAbout03e COW Budget Minutes 23 Mar 2000OTTAWA - CARLETON DISTRICT SCHOOL BOARD COMMITTEE OF THE WHOLE (BUDGET) ff, 23 March 2000 A meeting of the Committee of the Whole (Budget) was held this evening at 133 Greenbank Road, Nepean, commencing at 7:00 p.m., in the Board Room, 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, Norm MacDonald (by phone), and Sheryl MacDonald. Staff: Director of Education and Secretary of the Board, James Grieve, Superintendent of Finance, Michael Clarke, Superintendents Larry Archibald, Rose -Marie Batley, John Brennan, Judith Hoye, Dan Mason, Katharine Saunders, Barbara Stollery, Judy Turriff, Bonnie Viney; Manager /Comptroller of Finance, Marie- Louise Chartrand; Coordinator of Budget Services and Financial Systems Support, Charles D'Aoust; Principal of Special Education, Laura McAlister; Assistant Secretary of the Board, Joan Melancon; Manager, Communications and Information Services, Maggie Melenhorst; Management, Policy and Planning Advisor, Janice Sargent; A/V Technician, Robert Giekes; and Committee Coordinator, Kim Young. Non - Voting Representatives: Ottawa - Carleton Assembly of School Councils, Janice Ritchie, Cynthia Pohran; Ottawa - Carleton Secondary School Administrators' Network, Phil O'Brien, Tom Schultz; Ottawa - Carleton Elementary Principals' Association, Lyndi MacDonald; Ottawa - Carleton Elementary Teachers' Federation, David Wildman; Ontario Secondary School Teachers' Federation/ Teachers, Tony Pearson, Education Support Professionals, Brent Craig; and Special Education Advisory Committee, Casey van der Grient. A. Notices of Motion, Reductions to the Budget Reduction in Occasional Teacher Budget, Trustee Libbey Notice having been given, Trustee Libbey moved as follows, in amendment to the budget: Whereas the attendance programs are working well and the occasional teachers' budget is increasingly under control; THEREFORE BE IT RESOLVED, THAT the occasional teachers' budget be reduced by $1,000,000. Speaking to the amendment, Trustee Libbey noted that, in an effort to reduce the budget deficit, and based upon the success to date of the Absence Management Program, it is feasible to increase the staff - recommended reduction by $1 million. Trustees who supported the motion noted that the results of the Absence Management Program have been very encouraging and that a further reduction in the occasional teachers' budget would indicate the Board's confidence in schools being able to manage this budget effectively. Trustees who opposed the amendment noted that a teacher must be absent for twenty days before an extended occasional teacher (EOT) will be allocated. They pointed out that last year, because of occasional teacher budget overruns at individual schools, principals were sometimes unable to meet their operating budget needs, including student textbooks, etc. Other trustees expressed concern about possible teacher burnout and other safety- related issues, particularly in specialized schools. They expressed Committee of the Whole (Budget) -1- 23 March 2000 discomfort that, if the amendment is approved, the occasional teachers' budget will be $200,000 below the funding level that the Ministry deems appropriate. During a discussion of a reduced occasional teachers' budget on teachers' access to professional development and capacity building, Trustee Libbey noted that the budget is to be used to replace teachers when they are absent due to illness. He pointed out that the proposed budget sets aside $2 million for the release of teachers for capacity building. Federation representatives expressed concern that a total reduction of $2 million will place too much pressure on principals to restrict operating budget expenses to ensure that the occasional teachers' budget spending remains within the funding envelope. Spending on items including textbooks, and sports equipment, could be compromised. Despite the demonstrated success of the Absence Management Program, they suggested that trustees be cautious in their decision - making. In wrap -up, Trustee Libbey noted that it was not his intention to create a school system of classrooms without teachers. He reiterated that the staff - recommended $lmillion reduction is a budgetary response to the current reality and that his recommended reduction of an additional $1 million is intended to encourage the trend toward effective absence management. He also noted that with the monitoring system in place, the Board would quickly become aware of principals who are not replacing teachers who were absent. With regard to trustees' discomfort about setting a budget below the Ministry level, Trustee Libbey emphasized that this is a positive factor and that the Board needs to focus on budgeting below Ministry levels in as many areas of the budget as possible. The amendment was defeated. 2. Reduction in Administration Costs, Trustee Libbey Notice having been given, Trustee Libbey moved as follows in amendment to the budget: Whereas some Trustees wish to hold administration to higher standards than might be reflected in the funding formula; Whereas staff has not completed studies of ways and means to do more with less; Whereas the EIC reports that several boards are within the administration envelope; THEREFORE BE IT RESOLVED, THAT administration costs be reduced by $370,000. Trustees who spoke in support of the amendment noted that the $370,000 reduction would encourage staff to prioritize its needs and that the Board is showing leadership in suggesting the amount of the reduction. They noted the importance of funneling as much funding as possible into the schools and that, with regard to economizing and efficiency, staff must lead by example. Trustees who opposed the amendment noted that all central administration activities either directly or indirectly affect all students and that a further budget reduction in this area is not feasible at this time. Other trustees expressed the view that the staff recommended budget is a balanced one and they pointed out that the Board is still experiencing amalgamation- related "growing pains ". Downsizing administration in this fiscal year would have a detrimental impact on the entire system. Superintendent Clarke advised that, given the provincial changes to the salary and benefits funding formula, as well as an adjusted per student ratio, there will be $200,000 more in the central administration budget. If all else remains the same, the OCDSB will be $300 4400,000 under the funding envelope. Committee of the Whole (Budget) -2- 23 March 2000 `ib. Federation representatives expressed concern that the amendment fails to provide direction with regard to where and how these savings might be achieved, nor does it define the standards for administration. They noted that the administration is already well within the funding envelope and to reduce funding even further would result in additional stress on central staff members who are already stretched to the limit. Even now, under the present funding level, staff is unable to respond effectively and efficiently to current demands. They also expressed concern that additional downsizing of central administration would have a negative impact on schools and principals as they would be forced to take on a greater workload. A brief discussion ensued regarding the fact that savings could be achieved through electronic communication and members agreed that it was important to reduce the duplication of information and resources as much as possible. Members also agreed on the importance of ensuring that the public and stakeholders were properly and regularly informed with regard to the activities and meetings of the board. In summary, Trustee Libbey noted that it was not his intention to download additional work to the schools, but rather to allow senior staff an opportunity to evaluate the best areas for reductions in staff and resources. He emphasized that the Board must make very large budget cuts in the next two years and that it is beneficial over the long term, to reduce the funding envelope to a level below that of the Ministry. Trustee Libbey acknowledged that while central administration was reduced by 23.8% as a result of amalgamation, there are also fewer trustees and therefore fewer trustee- related responsibilities for staff since amalgamation. The amendment was defeated. Staff Reductions, Trustee Libbey Notice having been given, Trustee Libbey moved as follows in amendment to the budget: Whereas the Edmonton Public School Board has led the way in demonstrating ways to operate with a lean central staff and significant reliance on principals; Whereas the OCDSB has adopted the concept of families of schools as a key concept around which we should organize; Whereas a more streamlined Director's Council of Superintendents supported by a council of principals would be more in touch with the front lines: THEREFORE BE IT RESOLVED THAT: A. The number of School Superintendents be reduced from seven to one, with consequent reductions in support staff and appropriate delegations of operating budgets to principals and/or a Principals' Council to be established; B. Consequential amendments be made to the terms of reference and/or job descriptions of all staff affected by this motion; C. The Principals' Council be established in a manner that ensures reasonable representation of families of schools and of panels. Speaking to the amendment, Trustee Libbey noted that the concept of reducing the number of superintendents is not an entirely new one in that he suggested a similar action in 1997. Trustee Libbey referred to the success of the Edmonton school system model, but noted that he was not suggesting that the OCDSB emulate all aspects of the Edmonton model. He noted the organizational benefits of the family of schools concept and of allowing principals to run their schools in a more independent manner. While emphasizing that the reduction in senior staff would not be an immediate task, he also noted the importance of starting the process this year so that the reduction would impact on next year's budget. Committee of the Whole (Budget) -3- 23 March 2000 0 Trustees who supported the amendment noted the benefits of giving principals greater control over their schools, and the importance of beginning the reduction process now since the OCDSB does not have five years available to research this option. The Board is facing major reductions next year. Trustees who opposed the amendment noted that an organizational change of this magnitude requires at least five years of planning and research prior to implementation. Some trustees commented that the amendment does not take into account the many differences in organizational culture and operations between the OCDSB and the Edmonton system, or the potential impact of the senior staff reduction on students. Other trustees stated that while the concept had merit, it is not in the best interests of the Board to consider a change of this complexity during the budget process. Federation representatives expressed concern that the additional budget reduction would result in increased workloads for principals and vice - principals in the schools. In response to a trustee's query, Superintendent Mason described the Edmonton system, established in 1976, as being similar in size and budget to the OCDSB. He noted the different organizational structure of the Edmonton model in that it consists of several super - heads, a number of departmental heads, two senior managers and a Director. A brief discussion commenced regarding the potential for savings if supervisory positions are not filled when they become vacant. The Director noted that an unfilled superintendency position in the middle of the school year would create problems throughout the system. In response to a trustee's query, Pam Morse noted that a sub - amendment about allowing vacant supervisory positions to remain unfilled would not reduce the budget. She also noted that, should the situation arise, the issue of filling a superintendency position would require Board approval. In summary, Trustee Libbey noted his appreciation of trustees' concerns about conducting extensive research prior to implementing a re- organization of this magnitude. He expressed strong concern regarding the S40 million in budget cuts that will have to be made in 2001 and he noted the importance of assisting the new Board in positioning itself well to face the budget challenges. Trustee Libbey questioned the feasibility of cutting 150 educational assistants, while not even contemplating the reduction of the number of senior management. The amendment was defeated. 4. French Immersion Program at Rideau H.S., Trustee Chambers Notice having been given, Trustee Chambers moved as follows in amendment to the budget: Whereas the OCDSB must now find additional budget reductions; Whereas the OCDSB has postponed consideration of school closures and reorganization of the secondary schools; Whereas the establishment of a new French Immersion program at Rideau High School will involve additional costs commencing in the 2000/2001 school year. Whereas the affected students have had and will have access to a variety of French Immersion programs at other secondary school THEREFORE BE IT RESOLVED THAT the Board postpone the establishment of a French Immersion program at Rideau High School until such time as decisions are taken about secondary school programming and closures. Committee of the Whole (Budget) -4- 23 March 2000 (W Trustee Chambers requested staff input with regard to the cost of establishing a French Immersion program at Rideau High School. Superintendent Mason reported that it would cost approximately $3,500 to establish the program. Using the recently established Middle French Immersion programs at Stonecrest and Knoxdale Public Schools as an example, Superintendent Mason estimated that it would cost the Board $35,000 a year to run the program, including transportation costs and cost of learning materials. Speaking to the amendment, Trustee Chambers noted that the Board had approved the implementation of a French Immersion program at Rideau High School, subject to budgetary considerations. In principle, since the Board has decided not to support other programs next year, the program at Rideau H.S. should be postponed as well. On a point of order, Trustee Graham asked whether this issue would require reconsideration. The Assistant Secretary and the Chair agreed that since the Board decision was to establish a French Immersion program at Rideau High School in September 2000, this amendment should be presented to the Board as reconsideration of the previous decision. It was noted that this item will be on the next Board agenda. 5. Instructional Supplies and Services, Trustee Graham Notice having been given, Trustee Graham moved as follows in amendment to the budget: Whereas the proposed budget for Instructional Supplies and Services is $28.2 million; Whereas the OCDSB is $Q million over this provincial funding envelope; Whereas the reductions in this envelope for the current year (1999 -2000) were significantly reversed when 1998 -1999 carryforward requests were approved last August; Whereas mitigation funding will end one year earlier than anticipated; Whereas a significant reduction in this envelope over three years will have to be made up for in one; THEREFORE BE IT RESOLVED THAT the Instructional Supplies and Services budget be further reduced by $1 million and that staff bring the proposed reductions to the Board for approval. In introducing the amendment, Trustee Graham noted that a similarly worded amendment was introduced last year. She also noted that the staff - recommended budget did not reduce this budget as much as she had hoped and that the Board will have to make a further $5.3 million in reductions next year, rather than over two years as previously planned. Trustee Scott moved in sub - amendment THAT staff bring proposed reductions to the Board for information, rather than approval. Speaking to the sub - amendment, Trustee Scott expressed confidence in stasis ability to make the appropriate reductions in order to address the additional $1 million budget reduction. Speaking against the sub - amendment, a number of trustees noted that the process of bringing the proposed reductions to the Board for approval had been followed last year. Some trustees expressed interest in knowing exactly which areas staff would recommend reductions, prior to voting on the motion. Other trustees pointed out that the list of Instructional Supplies and Services is very concise and that it would be appropriate for Trustee Graham to indicate where she wants reductions to be made. Committee of the Whole (Budget) -5- 23 March 2000 1q. In wrap up, Trustee Scott noted that the intention of the sub - amendment is to avoid micro - managing the Board and to allow staff to use its expertise in determining the most appropriate areas in which to make cuts. The sub - amendment failed. Members who supported the amendment noted the importance of lessening the impact of the budget cuts next year by making a larger reduction this year. They also noted that the Ministry has not indicated its intention to increase this funding envelope. In response to a query about disadvantaged students accessing school resources, Director Grieve confirmed that, whether or not the budget is cut by an additional $1 million, the Board would ensure that disadvantaged students are provided with the tools they need to 4eam. A number of trustees who opposed the amendment expressed concern about the impact of further cuts on students and the quality of their education. They noted that a further $1 million reduction would reduce a large school's budget by approximately $14,000 per year and that parents are already expected to pay for their children's basic school supplies. Under the Education Act, school boards are prohibited from charging fees for textbooks, or even requesting a deposit to ensure that books are returned. Other trustees emphasized that the staff - recommended reduction of $3.7 million is adequate. One trustee remarked that the additional cut of $1 million to this budget would disadvantage all students, not just those who are in financial need. In wrap up, Trustee Graham noted that she had not considered any particular areas of the Instructional Supplies and Services budget for reduction and that, in requesting staff to present the proposed reductions for approval, she was trying to ensure that the list of staff - recommended reductions was acceptable to trustees. The amendment was carried. 6. Brook Lane and Borden Facilities, Trustee Chambers Notice having been given, Trustee Chambers moved as follows in amendment to the budget: Whereas the Brook Lane and Borden administrative sites occupy buildings which encumber the OCDSB with 506 excess pupil places and additional unfunded costs; THEREFORE BE IT RESOLVED THAT Brook Lane and Borden be closed effective 1 September 2000 and that staff bring forward a plan for housing these services in existing OCDSB sites when it makes its proposals for elementary school closures and service delivery options in May 2000. In response to a query by Trustee Chambers, Superintendent Batley confirmed that Borden and Brook Lane were closed as regular day schools, prior to the 1999 area review /school closure process. Speaking to the amendment, Trustee Chambers noted that the Board voted in 1998 -99 to close the Borden and Brook Lane sites and that this objective has not yet been achieved. He suggested that the ESL and Continuing Education services housed at these sites be re- located during the elementary school closure process in May. Superintendent Batley reported that the cost of running programs at Borden each year is $200,000 and the cost of mothballing the site, $30,000. The cost of running the program at Brook Lane is $150,000, the cost of mothballing the site is $21,000. Committee of the Whole (Budget) -6- 23 March 2000 0 The Director noted that it was staffs intention to link the relocation of the activities housed at (W Borden and Brook Lane to the results of the disposition process for schools. He advised that it was highly unlikely that each program could be moved as a unit without disrupting both Continuing Education and the regular day school activities. Superintendent Brennan referred to particular features of the programs, and he emphasized that students would be best served by programs located downtown, and the programs housed in an independent facility as the registration process of approximately 25,000 people each year would be disruptive to a regular day school. He also pointed out that the current contracts with the federal government regarding LINC and LBS programs are partially based upon the programs being congregated in sites with easy access to bus routes, and accommodation for day care services. Relocation of the programs may result in a loss of federal funding. In response to a query, Superintendent Brennan explained that alternate sites for the programs would have to offer 6 -7 rooms located together, as well as 2 -3 rooms with computers. Trustee Scott asserted that the relocation of Borden and Brook Lane activities was not a budget - related item in that the net impact of the relocation may not alter the 2000 -2001 budget. She also noted that since the pending school closure process will include the evaluation of school sites in the downtown area, it is inappropriate to deal with details of the sites' closure and relocation during the budget process. Trustee Scott moved THAT this item be referred to the first Business Services Committee meeting, subsequent to the budget process. The motion was defeated. Some trustees who supported the amendment noted that there are high schools in the system with available space to house the ESL and Continuing Education programs. Trustees who opposed the amendment noted the cost of renovating schools to accommodate the programs, as well as the disruption to staff and students. Other trustees emphasized that the amendment is cost - neutral in that the cost of $200,000 for moving and renovation would offset the estimated savings of $200,000 in 2000 -2001. They suggested that the decisions about Borden and Brook Lane be made as part of the school closure process. In wrap up, Trustee Chambers noted that it would be more beneficial to use surplus space in open schools, rather than burden the Board with 506 excess pupil places and additional unfunded costs. p.m. The amendment was defeated. On a motion by Trustee Scott, the meeting was adjourned until Monday, 27 March 2000 at 7:00 It was noted that the Board meeting will be re- scheduled to 28 March 2000. The meeting adjourned at 11:20 p.m. Pam Morse, Chair Committee of the Whole (Budget) ky /COW - bud.- 23mar00 Committee of the Whole (Budget) -7- 23 March 2000