HomeMy WebLinkAbout12 Business Services Report 3, 11 Mar 1998ON
Km
OTTAWA - CARLETON DISTRICT SCHOOL BOARD
REPORT NO. 3. BUSINESS SERVICES COMMITTEE
To the Board 11 March 1998
A meeting of the Business Services Committee was held this evening in the Trustees' Committee Room,
133 Greenbank Road, Nepean, beginning at 7.30 p.m with Trustee Lynn Graham in the Chair and the following
also in attendance:
MEMBERS: Trustees Jim Libbey and Lynn Scott
ALSO PRESENT: Trustees Albert Chambers, Norm MacDonald and Sheryl MacDonald
STAFF: Carola Lane, Director of Education & Secretary of the Board
Bonnie Viney, Associate Director of Education & Superintendent of
Administration and Planning Services
Michael Clarke, Superintendent of Business & Treasurer of the Board
Lorne Rachlis, Superintendent of School Operations
John Brennan, Superintendent of School Services
Marie - Louise Chartrand, Comptroller of Finance
Michael Carson, Manager of Finance & Administration
Donna Warren- Maxwell, Manager of Physical Planning & Transportation
Estelle Butler, Planning Coordinator
Phil Dawes, Intermediate Planner
Mark Smith, Intermediate Planner
Estelle Gunner, Committee Coordinator
NON - VOTING Paul Hankes- Drielsma, Ottawa - Carleton Student Presidents' Council
REPRESENTATIVES: Diane Jeudy - Hugo, Ottawa - Carleton Secondary School Administrators'
Network
Janice Ritchie, Ottawa - Carleton Assembly of School Councils
Glenda Stevenson, Ottawa- Carleton Elementary Principals' Association
Call to Order/ Introductions
Trustee Graham called the meeting to order at 7.30 p.m. and extended a special welcome to the non-
voting representatives. While she noted that non -voting representatives are not permitted to bring forward
motions or vote, she invited them to participate fully in the discussion. At the Chair's request all those in
attendance introduced themselves.
2. Approval al of Agenda
On a motion by Trustee Norm MacDonald, the agenda was approved, subject to moving Item 3, "Factors
to be Considered in the Prioritization of Possible School Closures ", to follow Item 7. At a later point in the
meeting, the agenda was further reordered as reflected below.
3. Public Question Period
There were no questions from the public.
Business Services Committee 1 11 March 1998
'4� I.
4. Policy P.011.SCO. Emergency School Evacuations /School Closings
Your Committee had before it Report No. 98 -26, presenting Policy P.011.SCO, Emergency School
Evacuations /School Closings for review and approval. The accompanying procedure was also provided for
information.
Superintendent Rachlis noted a correction to Appendix A of the procedure to indicate that 'By
September 30 of each school year, every principal will update the Emergency Evacuation /Closing Plan ... ". He
explained that every principal is required to have a plan in place outlining the steps which have to be taken
and the parties who are to be notified, in the event that an emergency or disaster occurs in a school. As the
proposed policy and procedure represent a merger of the former OBE and CBE approaches, it is expected that
most principals will be familiar with the directives as outlined.
Janice Ritchie, non - voting representative for the Ottawa - Carleton Assembly of School Councils
( OCASC), expressed concern with regard to Section 4.6 (b) of the procedure which indicates that 'Plans (to
notify parents) may include a telephone network for Kindergarten - Grade 6 ". She noted that this may not
always be possible. Superintendent Rachlis highlighted the words "may include" and noted that the clause is
intended to be permissive. If establishing a telephone network is problematic there is no-requirement that this
approach be adopted. There is every expectation that principals will consult with School Councils.
Trustee Norm MacDonald moved:
THAT Policy P.011.SCO, Emergency School Evacuations /School Closings, be approved.
In response to a number of queries regarding consultation with OCASC, Superintendent Rachhs clarified
that a process has now been adopted whereby, in the future, an opportunity will be provided to the Assembly,
Principal Associations, the Ottawa - Carleton Student Presidents' Council and the Community Council for
Ethnocultural Equity to comment on school operation policies, prior to the policies being considered by senior
staff. A two week period will be allowed for feedback If input is received on a timely basis, suggestions could
be incorporated. In this case, the urgent need to have a policy and procedure in place precluded the opportunity
for formal consultation. Janice Ritchie confirmed that, while the policy and procedure were not formally
referred to the OCASC Chairs for comment, members of the OCASC Executive began reviewing the documents
when the agenda and backup materials were received this past weekend.
Trustee Scott noted the importance of ensuring that plans are in place for communicating with parents
and considered that a reference to this effect should be included in the policy. She therefore moved in
amendment THAT the following statement be added after Section 3.1:
THAT emergency evacuation /closing plans shall include plans to inform parents /guardians /caregivers
of the emergency evacuation /closing insofar as may be feasible in the circumstances.
Superintendent Rachhs advised that the proposed amendment would complement Section 5.0
(Appendix A) of the procedure, "Emergency School Evacuation /Closing Plan".
Trustee Norm MacDonald did not consider it necessary to reference communications in the policy, as he
submitted that this is part of the emergency evacuation /closing plan. Trustees supporting the amendment
considered communications to be sufficiently important to warrant inclusion of a statement in the policy. With
regard to the possibility of removing the reference to "evacuation" in the amendment, Trustee Scott noted that a
single plan covers both evacuations and closings; therefore the two cannot be separated out. Further, the phrase
"insofar as is feasible in the circumstances" provides latitude.
The amendment was carried.
The motion, as amended, carried.
nusmess services committee 2 11 March 1998
(W Accordingly, on a motion by Trustee Norm MacDonald, your Committee recommends:
THAT POLICY P.011.SCO, EMERGENCY SCHOOL EVACUATIONS /SCHOOL CLOSINGS, AS
AMENDED IN COMMITTEE, BE APPROVED (ANNEX 1).
5. Presentation of Multi-Year Capital Budget Forecast
Your Committee had before it Report No. 98-77, presenting the proposed multi-year capital budget
forecast for 1998 to 2002 and seeking approval for the 1998 -99 capital budget.
Superintendent Clarke noted that at the Board meeting of 9 March 1998, staff presented trustees with a
range of potential budget changes that could be implemented for the 1998 -99 school year, to address potential
reductions in funding of education by the province. Anticipated reductions will also have implications for the
capital budget. In the past, the capital expenditure forecast included new schools and renovations. The current
situation precludes this approach and poses significant problems for this Board which has many old facilities,
of which a significant number are approaching the end of their useful life. While the predecessor boards did a
good job of maintaining these buildings, schools built in the 50's, 60's and 70's were not intended to last forever.
In many cases, it would be cheaper to rebuild these schools rather than to renovate them. The Board also has a
requirement for new schools to accommodate pupil yield in growth areas.
While the province has indicated that funds will be provided for new pupil places, no details have
been provided as to the level of funding or the manner in which the monies will be allocated among school
boards. Based on the two formulas which have been floated to date, a specific square footage will be allowed
per pupil (80 or 100 for an elementary student and 100 or 120 for a secondary student, depending on the model
chosen). Boards with excess capacity anywhere in their jurisdiction, based on the total square footage, will not
(W receive any money for new pupil places. Further, there will be no separate amounts for renovations. Therefore
in order to fund renovations, boards would have to reduce costs for maintenance, utilities, etc.
The Board has a total of 10.5 million square feet of space in schools and administration buildings. In
accordance with the 80/100 formula, the Board would be deemed to have excess space of 3.8 million square feet
while under the 100/120 formula, excess space would amount to 2.3 million square feet. As no dollars will be
allocated for renovations or new pupil places until the excess space is used or disposed of, school closures appear
to be inevitable. Neither formula takes into account the fact that older neighbourhoods do regenerate, and
that schools often serve as anchors for their communities. While the Expert Panel on the Pupil Accommodation
Grant emphasized these points, the province does not appear to have taken these factors into account.
The province has also indicated that no special grants will be provided to cover existing debt. Both
predecessor boards have been prudent. Outstanding debts, including debentures and capital debt, amount to
approximately $32M. If there is no change in the province's position, funds to repay the debt and interest will
have to come from budgets for facilities or student programming. In any case, for capital projects undertaken in
1997, the Ministry will pay its share only; the Board is responsible for the local share. Superintendent Clarke
referred trustees to Appendix C of the report which provides an example of how quickly the debt would
accumulate if the Board undertook a modest construction plan to meet student accommodation needs. i.e. build
two schools per year for ten years.
Appendix D provides examples of projects which are needed annually to maintain the system and meet
technological needs. Neither of the predecessor boards was able to spend to the required level; therefore the
backlog for renovations continues to build. No monies have been included for furniture and equipment, i.e.
computers, audio - visual, laboratory, and student furniture. Approximately $5.7M is needed to cover this area.
Given that funding for capital projects will likely be based on the provincially defined need for
additional pupil places on a board -wide basis, staff is recommending that no new projects be started in the
years 1998 to 2002 beyond those currently underway, nor are any recommendations being made with regard to
Business Services Committee 3 11 March 1998
'43,
the acquisition of sites, the replacement of schools, the purchase of portable classrooms or major upgrades and
renovations, until the funding model is known.
In reply to a number of queries, staff advised that the Board's excess space, based on the anticipated
provincial formula, represents the equivalent of approximately 35 schools. Therefore, it appears that a
significant number of schools would have to close, before the Board would receive any funding for new schools.
The number would vary, depending on the number of administration buildings or other facilities closed. The
options for reductions, presented to the Board on 9 March, included the closing of two administration buildings.
Trustees requested information on the square footage of the administration buildings and the two plant sites.
With regard to the projects which are currently underway, Superintendent Clarke explained that the
province indicated it would cover 60% of the approved costs, if the former CBE chose to proceed with building
new schools. If the Board declined, the money would be withdrawn; no choice was provided. In keeping with
the former CBE approach, the local share for new schools is planned to be paid back over ten years. It was
noted that for some of the projects, a significant part of the local share is covered by funds from education
development charges (EDCs).
Staff advised that the energy management project (referenced in Appendix A of the report) is a former
CBE project which will cost $1M in the 1998 short year and $2M in 1998 -99. Net savings will be realized
beginning in Year 7. Closing schools will not impact on the budget for this project. Former OBE schools are not
involved as the OBE had an energy retrofit plan in place which financed itself.
Regarding the Hilson E.S. replacement project, staff explained that the school is being built over two
years, with each year being treated as a phase. Phase 2 will be completed in 1998 -99. The project is being
financed through the sale of former OBE property.
No monies have been included for renovations to York St. P.S. as no commitments have been made.
There is currently a feasibility study underway with costs of the study being covered from the operating budget.
Any decision to proceed with renovations would be within the purview of this Board.
With respect to technology, staff advised that wiring for local area networks (LANs) has been
completed. The Ministry has announced goals for pupil /computer ratios. Significant additional dollars are
required to meet the goals and upgrade electrical networks.
Staff also advised that it is not known whether any of the basic per pupil grant will cover capital.
Funding for replacement instructional furniture and equipment is of particular concern.
In response to questions regarding the monies realized from the disposition of schools, Superintendent
Clarke referred trustees to Ontario Regulation 497/97 - Disposal of School Sites (Item 10 on the agenda). Any
proceeds from the disposal of sites would be directed to a reserve fund intended for new pupil spaces and
renovations. He pointed out, however, that the sites which are the most valuable are in areas where closing
schools would be most difficult. With respect to heritage designation, this does not normally occur until
attempts are made to tear down a building. It would be difficult to claim heritage status for buildings
constructed after 1950. As for asbestos, all sites are in compliance with the regulations.
Donna Warren - Maxwell noted that growth is approximately 1% a year. While the cancellation of
Junior Kindergarten in the former CBE jurisdiction and transportation cuts have had an impact on enrolment,
continued growth in new residential areas is providing additional pupil yield. Growth has not been factored
into the capital budget as the province's grant plan is based on the number of pupils boards currently have. It is
for this reason that new schools often open with portables. The impact of losing the Grade 13 /OAC year will
not occur until 2003 and has therefore not been taken into account. A Junior Kindergarten pupil is counted and
allocated the same square footage as for other elementary students. No allowances have been made for the
additional JK enrolment which would occur, should a decision be made to extend Junior Kindergarten board -
wide.
Business Services Committee 4 11 March 1998
07z1 LL
-T-
Trustee Norm MacDonald moved THAT the 1998 -99 capital budget be approved. A request from Trustee
Libbey that the actual amounts be included in the motion was accepted as a friendly amendment. Accordingly,
on a motion by Trustee Norm MacDonald, your Committee recommends:
THAT THE 1998 -99 CAPITAL BUDGET, BEING A TOTAL OF $18,937,247 IN CAPITAL
EXPENDITURES AND $10,000,000 IN DEBT REPAYMENT, AS OUTLINED IN APPENDICES A AND
B OF THE REPORT (ANNEX 2), BE APPROVED.
6. New Cumberland Elementary School - Avvroval of Workie Drawines and Tender Call
Your Committee had before it Report No. 98 -72, outlining the status of the new Cumberland Elementary
School Project and presenting working drawings for review and approval.
Superintendent Brennan noted that the new school is being built to meet existing need and accommodate
future growth. All prior approvals have been received and the project is now ready for tender.
In response to comments from Trustee Sheryl MacDonald regarding community concerns and a number of
queries, staff noted that it would be very difficult to cancel or downsize the project at this stage. If the building
is not substantially constructed by March 1999, the Ministry share of the funding would no longer be available
for this project, nor could the funds be transferred to any other OCDSB project. Agreement in principle has been
reached with the municipality with respect to the community centre; any change at this stage would impact
negatively on the Board's relationship with the municipality. The architect would also expect to be paid in
full. In accordance with Board direction, negotiations for acquisition of the site are ongoing and should be
concluded shortly. Withdrawal by the Board at this point could result in legal action. Further, if the land is
acquired and the project does not proceed, the Board would be left with a vacant site. With respect to the
tender, Superintendent Clarke noted that staff anticipate receiving bids within the approved budget.
Staff also advised that no problems are anticipated with regard to filling the school. The school will
accommodate pupils in existing portables at other area schools. Further the site is located in a planned housing
development which is expected to yield a substantial number of students. The area review for this sector has
not yet started and will be included in the proposal staff will be bringing forward at the end of April.
With regard to EDCs, a statement of the education development charges account will be part of the
year end audit report which will be submitted to trustees. Staff explained that monies received from EDCs go
into a single fund for all boards. The monies are tracked by each board and are to be used for schools to
accommodate students residing in developments where EDCs were levied. Any withdrawals from the fund must
be approved by the Ministry. As indicated in Appendix F of the report which outlines funding sources for the
project, $2.6M of the local share for the project will be covered by funds currently in the EDC account. There is
no money in the account which would be attributable to the former OBE, as the OBE did not consider it worth
the administrative effort to proceed with EDCs for areas within its jurisdiction. The new Board can decide if it
wishes to levy EDCs board -wide by amending the existing by -law.
In response to a query from Trustee Libbey regarding the necessity for a lunchroom, staff advised that it
is to the Board's benefit to include a lunchroom as this is grantable space. Lunchrooms also provide schools
with considerable flexibility. Further, based on experience, a significant number of students remain at school
for lunch. With regard to the anticipated Ministry formula, staff explained that the per pupil square footage
takes into account classrooms, halls, the gymnasium, lunchroom, administration building, etc. While staff can
provide information on the square footage of the school, comparing this figure with the number of pupils
accommodated at the school would not provide particularly useful information. Portables are not recognized in
the square footage.
(W Staff confirmed that, due to the tight timelines, the request for tender approval will go directly to
Board on 11 May.
Business Services Committee 5 11 March 1998
4S.
Following discussion, on a motion by Trustee Norm MacDonald, your Committee recommends:
A. THAT THE BOARD APPROVE THE PROJECT AT WORKING DRAWING STAGE FOR THE
PROPOSED CUMBERLAND ELEMENTARY SCHOOL; AND
B . THAT THE BOARD AUTHORIZE STAFF TO INVITE TENDERS FROM PREQUALIFIED
GENERAL CONTRACTORS TO TENDER THE WORK AS APPROVED.
7. Disposition of Deferred Motion from Business Services Committee Meeting of 22 January 1998 re Request
for Proposals for School Audits and School Staff Training
Your Committee had before it Report No. 98 -61 providing information and direction regarding the
disposition of the following motion which was deferred at the Business Services Committee meeting of
22 January 1998, until the Board had made a decision with regard to an Audit Committee:
"THAT the Board authorize staff to issue a Request for Proposals to provide school audits and school
staff training."
Superintendent Clarke noted that the motion falls within the mandate of the Audit Committee, as
approved at Board on 23 February 1998. It is appropriate, therefore, that the motion be referred accordingly.
In response to queries, staff noted that an Audit Committee meeting has been scheduled for 8 April 1998.
With respect to the budget for school audits, money which existed in the former CBE budget served as part of
the base for providing funds in the short year budget for this purpose. Staff noted that school audits and school
staff training are normally conducted during the school year. In the former CBE, this service was contracted
out. Staff is proposing to bring to the Audit Committee a draft advertisement requesting proposals.
Following discussion, on a motion by Trustee Libbey, the motion was referred to the Audit Committee.
8. Factors to be Considered in the Prioritization of Possible School Closures
Your Committee had before it Report No. 98-64, providing examples of factors which might be
considered in determining potential school closures.
Superintendent Viney recalled that the Board, at its meeting of 9 February 1998, adopted Policy No.
P.013.PLG, "Attendance Boundary/Area Review /School Closure Studies ". The accompanying procedure
outlines the process and timelines for short -term and long -term studies. In accordance with the timelines, the
Board is expected to make decisions with respect to the scope and the parameters of the studies and the
consultative approach, by the end of April 1998. Trustees have requested an opportunity for input and
discussion regarding the factors which could be considered in identifying possible school closures, prior to that
time. In order to assist trustees in the discussion, staff have listed examples of factors.
In response to queries, Donna Warren- Maxwell confirmed that the information contained in the Kanata
Elementary Schools Area Review "Lessons Learned Report" will be used in preparing the preliminary staff
proposal for the consultative process. This proposal will be presented to Board for its consideration at the end
of April. A request by Trustee Graham that copies of the "Lessons Learned Report" be provided to the non-
voting representatives on the Business Services Committee, was noted.
In reply to questions concerning timelines for school closures, Superintendent Viney explained that,
under normal circumstances and in keeping with existing collective agreement provisions, staffing timelines
would preclude decisions on school closures for September 1998. If the Board is required to close schools by that
date, exceptional actions would have to be taken. A suggestion that any new collective agreements should
provide more flexibility with regard to staffing timelines, was noted.
Business Services Committee 6 11 March 1998
kw Trustee Chambers referred to the factors listed and noted that if school closures are necessary, the
positive aspects should also be considered, e.g. closing schools could provide opportunities for strengthening
programs. On the other hand, the impact of closing one school on a family of schools and the implications for
communities and neighbourhoods must also be taken into account. The Board should also be cognizant of
decisions regarding school closures made by other area boards. Staff confirmed that the availability of
daycare operations would also fall under "community/neigbourhood needs ".
With regard to the "sharing of space between elementary and secondary students ", Superintendent
Viney noted that an initial step could involve moving Grade 7 and 8 students to secondary schools where space
is available. In the past, this approach has been problematic; under current legislation this approach may be
possible.
In reply to a question regarding timelines, staff advised that it would be advantageous to have trustees
identify factors by the end of April. Decisions are not required this evening.
Trustee Scott noted the possibility of grouping factors under various categories without prioritizing.
She suggested that identifying priorities at this stage would be premature, given the continuing uncertainty
and the lack of knowledge about the constraints which could be imposed by the Ministry.
With respect to the proposed attendance boundary/area review /school closure study process, staff
advised that given the short timelines, it would be difficult for the community to develop its own options. It is
anticipated that staff would present options to which the community would react. As for the feasibility of
implementing decisions vis -a -vis staffing process requirements, staff advised that timelines are part of ongoing
discussions with the federations.
(W Staff also advised that the harmonization of the predecessor boards' Edulog systems is currently
underway. It is hoped that this operation will be completed in time to assist staff with the upcoming studies.
Staff would be prepared to provide a demonstration of the system for interested trustees.
Trustees requested that an updated map be provided, showing the location of all schools, and if
possible, school capacities. It was noted that deleting references to municipal and other boundaries would be
helpful in allowing trustees to look at the Board as a whole.
In reply to further questions, staff noted that the Board currently has seven or eight schools that are
open concept or partially open. Opinions differ with regard to the benefits of this model. While it provides
flexibility and lends itself to a collaborative and team - teaching approach, the noise factor has been identified
as a disadvantage. Staff confirmed that dual- tracking is not generally considered feasible in an open concept
school. To date, there have been no discussions about a different loading factor for open concept schools.
Trustee Norm MacDonald moved THAT trustees hold a focused planning session with the assistance of a
facilitator for the purpose of identifying the key factors to be used by planning staff in preparing options with
respect to the scope, parameters and consultative approach of the attendance boundary/area review /school
closure process, by the end of April.
Trustee Norm MacDonald noted that the purpose of the session would be the development of a set of
priorities. A facilitated approach would provide an efficient and cost - effective way of conducting the exercise.
The approach could in turn be used by trustees to solicit input from ratepayers.
Trustee Chambers noted that it would be beneficial to involve representatives of OCASC and staff in
the discussions, although he recognized that decisions would ultimately have to be made by trustees. He
considered that community involvement would be of assistance in dividing the former OBE jurisdiction into
(W "plotting areas ". Trustee Chambers expressed the view that if Ministry expectations for September 1998 are
seen to be unrealistic when the anticipated announcement is made on 25 March, the Board should be prepared to
Business Services Committee 7 11 March 1998
47.
send a clear message to the province, indicating that the timelines are unreasonable and requesting an
extension.
Trustees supported the concept of a facilitated process to assist in the identification of factors and noted
the importance of inviting feedback from the Ottawa - Carleton Assembly of School Councils, staff and other
groups. With regard to soliciting input from the wider community, staff noted that this could only be done
through a contracted survey. It was pointed out that the Board will have an opportunity to make a decision
when the preliminary staff proposal on the scope, parameters and consultative process with regard to
attendance boundary/area review /school closure studies comes forward to the Board at the end of April.
Janice Ritchie confirmed that the Ottawa- Carleton Assembly of School Councils would welcome the
opportunity for input on the factors to be considered and supported the concept of looking at the entire Board
jurisdiction as one area, without reference to artificial boundaries. She noted that while the Assembly would
prefer a longer timeline for area reviews/ studies, it is recognized that the Ministry may require earlier
decisions. As an initial position, the Assembly supports decisions which would cause the least disruption to
students. Ms. Ritchie also pointed out that while the concept of polling the community has some merit, this
could be a very sizable project. Further, ratepayers who do not have children in the system do not always have
the necessary background.
Trustee Norm MacDonald accepted as a friendly amendment a suggestion that the motion be amended to
include representatives of the Assembly and of other groups with non - voting representation on this Committee,
and staff.
Trustee Libbey assumed the Chair briefly to allow Trustee Graham to speak to the motion.
Trustee Graham supported the concept of a facilitated session, with the involvement of other groups, to
assist in the identification of factors. She referred to the examples provided by staff and highlighted
community /neigbourhood needs and opportunities for rental income. She noted that in some inner city areas,
only one school remains. In these areas the school serves as the hub of the community. When these schools are
closed, families are discouraged from moving to these neighbourhoods, leading to problems. Further, research
indicates that parental involvement is linked to student achievement. In low income neighbourhoods, the
proximity of a school allows parents to become involved, as they have walking access. Trustee Graham also
submitted that schools should be viewed as providing more than a regular day program. Programs such as
daycare, Language Instruction for New Canadians (LILAC), etc., would provide rental income and could be
accommodated in schools. To protect the downtown core and schools, this approach should be considered.
Trustees supported the motion and suggested either a Friday evening /Saturday session or an all-day
Saturday session. Accordingly, on a motion by Trustee Norm MacDonald, your Committee recommends:
THAT TRUSTEES, REPRESENTATIVES OF THE OTTAWA - CARLETON ASSEMBLY OF SCHOOL
COUNCILS AND OF OTHER GROUPS WITH NON - VOTING REPRESENTATION ON THE
BUSINESS SERVICES COMMITTEE AND STAFF, HOLD A FOCUSED PLANNING SESSION, WITH
THE ASSISTANCE OF A FACILITATOR, FOR THE PURPOSE OF IDENTIFYING THE KEY
FACTORS TO BE USED BY PLANNING STAFF IN PREPARING OPTIONS WITH RESPECT TO THE
SCOPE, PARAMETERS AND CONSULTATIVE APPROACH OF THE ATTENDANCE BOUNDARY/
AREA REVIEW/ SCHOOL CLOSURE PROCESS, BY THE END OF APRIL.
Human Resources Information System /Integrated Payroll Personnel System - Implementation Plan
Your Committee received for information Report No. 98-73, presenting information on the status of the
conversion of the existing Human Resources Information System (HRIS) and of payroll applications to an
Integrated Payroll/Personnel System (IPPS).
Business Services Committee 8 11 March 1998
In response to queries, Superintendent Clarke explained that the implementation plan involves the
conversion of the former OBE system to the former CBE system. Once this harmonization has taken place,
decisions regarding any changes can be made.
10. Report on Trust Funds
Your Committee received for information Report No. 98-70, updating trustees on the scholarships,
awards and trust funds available to former CBE and OBE elementary and secondary students.
Trustee Scott queried whether a legal opinion has been obtained with respect to the question of
whether funds which are not restricted to a specific school will be open to students in any school in the
amalgamated Board. Staff will respond.
With regard to the determination of award winners in cases where the decision is left to the principal's
discretion, staff advised that there are often very specific criteria attached to the various awards. Principals
take considerable care in making these decisions and take a number of factors into account including citizenship,
economic circumstances, etc.
Trustee Chambers noted that decisions will have to be made regarding the types of medals /prizes for
achievement to be handed out by the new Board. The Director advised that this issue will be considered in
part when the Corporate Visual Identity plan comes forward for review. Once the plan is approved, specifics
can be addressed.
11. Ontario Regulation 497/97 - Disposal of School Sites
Your Committee received for information Report No. 98 -71, outlining requirements with regard to the
disposal of school sites.
Trustee Chambers noted that communities do regenerate and stressed that caution should be exercised in
making decisions with regard to the disposal of school sites.
In response to questions, Superintendent Clarke advised that the regulation only addresses school sites,
implying that the Board may be free to dispose of administration buildings as it sees fit. He confirmed that
the reference to the legislative grant in Paragraph 8 of the report refers to the capital grant.
Trustee Scott referred to information which was recently provided by OPSBA and queried whether it
would be more prudent for the Board to dispose of properties prior to or after 1 September 1998. Superintendent
Clarke suggested that Regulation 497/97 may have been intended to preclude boards in the Toronto area with
considerable downtown properties from quickly disposing of them. If this Board advertised a significant
number of properties for sale, the province might instruct the Ontario Realty Corporation to acquire them.
12. New Business / Ouestions
a ) Audits
In response to queries from Trustee Libbey, Superintendent Clarke advised that the field work for the
audits for the predecessor boards is to be completed by the end of March. With regard to gratuities, while
there are different entitlements for individuals leaving the employ of the boards, the financial statements for
both boards treat this area in the same way. Superintendent Clarke noted that, under the accounting principles
mandated by the province, gratuities cannot be accrued as earned. The financial statement indicates a board's
liability; however amounts are only recognized and recorded as they are paid. A few boards have set up
reserves to cover off accrued amounts. Trustee Libbey will pursue the matter through the Audit Committee.
A request from Trustee Libbey for copies of the predecessor boards' 1996 financial statements was noted.
Business Services Committee 9 11 March 1998
b) Budget Timelines
Trustee Graham noted that changes to the budget timelines were approved at Board on 9 March. The
meeting originally scheduled for 24 March 1998, has been cancelled.
C) Information - Materials
At the request of Trustee Libbey, copies of the following documents were distributed for the information
of trustees:
• "Review of the Concept of a Consortium to Provide Common Services ", a KPMG project report,
commissioned by the CBE, the OBE and ORCSSB in 1993;
• the final report of the former OBE's Community Budget Committee, dated May 1994.
The meeting adjourned at 10.30 p.m.
eg
Lynn Graham
Chair
Business Services Committee
Business Services Committee 10 11 March 1998
AMU 1 �.
DRAFT to to Board 23 March 1998
OTTAWA - CARLETON DISTRICT SCHOOL BOARD
POLICY P.011.SCO
TITLE: EMERGENCY SCHOOL EVACUATIONS /SCHOOL CLOSINGS
Date issued: Day /month/year
Revised: Day /month/year
Authorization: Board (date)
Next review: 06 /2000
1.0 OBJECTIVE
To establish principles and directives for occasions when a school or schools must be evacuated
and /or closed due to unforeseen emergency.
2.0 POLICY
2.1 The Ottawa - Carleton District School Board recognizes there will be occasions when
schools will have to be evacuated or dosed for a temporary period.
2.2 Based on the nature of the emergency, schools may be evacuated /dosed for a temporary
period on an individual, group, or system -wide basis.
2.3 Decisions regarding the emergency evacuation /dosing of a school or schools shall be
made in the best interests of student safety.
3.0 SPECIFIC DIRECTIVES
3.1 Each school shall have an Emergency Evacuation /Closing Plan.
32 Emergency evacuation /closing plans shall include plans to inform parents/
guardians /caregivers of the emergency evacuation /closing insofar as may be feasible in
the circumstances.
3.3 The Director of Education is authorized to issue procedures as may be necessary to
support this policy.
4.0 REFERENCE DOCUMENTS
Education Act, Section 19
Board Policy P.009.TRA: School Bus Cancellations Due to Inclement Weather
Board Procedure PR.504.TRA: School Bus Cancellations Due to Inclement Weather
Board Procedure PR.006.SCO: Emergency School Evacuations /School Closings
ANNEX 2
APPENDIX A
PROPOSED MULTI -YEAR CAPITAL BUDGET
1998 Short
$1,000,000.
$2,000,000.
$2,000,000.
$2,000,000.
Year
1998 -1999
1 1999 -2000
1 2000 -2001
2001 -2002
New Schools
$1,000,000.
$2,000,000.
$2,000,000.
$2,000,000.
$2,000,000..
Sawmill Creek
$ 123,499.
0•
West Carleton Elementary
2,433,380.
$ 37,320.
Bridlewood North Elementary
4,461,789.
81,827.
- -
Bridlewood North Site
1,220,000.
0•
John McCrae Secondary
6,185,000.
8,709,100.
Cumberland Elementary
1,600,000.
7,109,000.
Cumberland Site
1,648,000.
0•
Replacement School
$1,000,000.
$2,000,000.
$2,000,000.
$2,000,000.
$2,000,000..
3ilson Elementary
$3,200,000.
$1,000,000.
Energy Management (project to be
$1,000,000.
$2,000,000.
$2,000,000.
$2,000,000.
$2,000,000..
completed in 2003 -2004)
TOTALS $21,871,668. 1 $18,937,247. I $2,000,000. I $2,000,000. I $2,000,000.
or �?, .
APPENDIX B
PROPOSED FINANCING OF CAPITAL BUDGET
(IN MILLION S)
1998 Short
Year
1998 -1999
1 1999 -2000
2000 -2001
1 2001 -2002
Expenditure on New and Replacement
Schools and Energy Management
Project
21.9
18.9
2.0
2.0
2.0
Funding from:
• Provincial Grants and Education
Development Charges
2.8
9.8
1.7
• Sale of Sites
3.2
1.0
0.0
Energy Expenditure Reduction
1_0
2_0
2_0
2_0
2_0
Net Local Share
14.9
6.1
(1.7)
0.0
0.0
Capital Fund Debt at Start of Year
34.6
36.0
32.1
22.1
12.1
Repayment in Year
13.5
10.0
10.0
10.0
10.0
Capital Fund Debt at End of Year
36.0
32.1
22.1
12.1
2.1
19