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HomeMy WebLinkAbout09e COW Budget 4 June 2018 Report 20, Committee of the Whole, - 1 - 4 June 2018 Budget REPORT NO. 20, COMMITTEE OF THE WHOLE, BUDGET DATE: 4 June 2018 A meeting of the Committee of the Whole Budget was held this evening in the Board Room, 133 Greenbank Road, Ottawa, Ontario, commencing at 7:02 p.m. with Trustee Theresa Kavanagh in the chair and the following trustees also in attendance: Donna Blackburn, Erica Braunovan, Chris Ellis, Mark Fisher, Shawn Menard, Dr. Anita Olsen Harper, Keith Penny, Sandra Schwartz, Lynn Scott and Shirley Seward. STUDENT TRUSTEES: Alexander MacDonald. STAFF: Director of Education, Jennifer Adams; Associate Director of Education, Brett Reynolds; Chief Financial Officer, Mike Carson, Superintendent of Human Resources, Janice McCoy; Superintendent of Curriculum, Dorothy Baker; Superintendent of Learning Support Services, Olga Grigoriev; Superintendents of Instruction, Mary Jane Farrish, Peter Symmonds and Shawn Lehman; Executive Officer, Corporate Services, Michèle Giroux; Manager of Financial Services, Kevin Gardner; Manager of Communications & Information Services, Diane Pernari-Hergert; Manager of Board Services, Katrine Mallan; Coordinator of Budget Services, Charles D’Aoust; Finance Officer (Budget), Wendy Donker; Coordinator of Financial Reporting, Terri Adamthwaite; Communications Coordinator, Rebecca Mason; Audio Visual Specialist, John MacKinnon; and Board/Committee Coordinator, Nicole Guthrie. NON-VOTING REPRESENTATIVES: Elementary Teachers’ Federation of Ontario (ETFO/OCETF), Wulf Heidecker; Ontario Secondary School Teachers’ Federation (OSSTF) Cheryl Cavell (SSP); OSSTF, Tom Bickford (PSSP); Ottawa- Carleton Elementary Occasional Teachers’ Association (OCEOTA), David Wildman; Ottawa-Carleton Elementary Operations Committee (OCEOC), Richard Simpson; Non- affiliated staff, Stacey Kay; and Special Education Advisory Committee (SEAC), Beth Doubt. 1. Call to Order Chair Kavanagh called the public meeting to order at 7:05 p.m. She acknowledged that the meeting is taking place on unceded Algonquin Territories and thanked the Algonquin Nations for hosting the meeting on their land. Report 20, Committee of the Whole, 4 June 2018 Budget - 2 - 2. Approval of Agenda Moved by Trustee Blackburn, THAT the agenda be approved, - Carried – 3. Delegations a. Ingrid Dabringer, Chair, OCDSB Advisory Committee on the Arts, re Arts Instructional Coaches Ingrid Dabringer presented a short video for trustees on the philosophy and benefit of arts instructional coaches. Ms. Dabringer stressed the importance of arts instructional coaches and submitted that learning through the arts supports the District’s strategic plan in the areas of equity and well-being. She added that an additional arts instructional coach will assist teachers, reach more students and build capacity by modelling the creative process. In response to a query from Trustee Seward, Ms. Dabringer noted that the instructional arts coaches spend a significant amount of time in high needs schools. She expressed the view that the arts help those the most who need the most help. Ms. Dabringer noted that the instructional coaches work with students and staff in both the primary and secondary grades. Typically, high schools have teachers who are subject matter experts and have the associated dedicated arts facilities; therefore, the coaches tend to focus more on the elementary grades. She added that the arts are a critical learning tool in the early years. b. Gemma Nicholson, Carleton Heights Public School Parent Ms. Nicholson, a Carleton Heights PS parent, spoke in support of Trustee Blackburn’s notice of motion. In response to a query from Trustee Seward, Ms. Nicholson noted that Carleton Heights PS has recently added an additional Kindergarten class for 2018-2019 bringing the school total to four. She noted that the school has four Early Childhood Educators (ECEs) but one of those was only guaranteed until the end of the 2017-2018 school year. She expressed the view that other schools with District-run Extended Day Programs (EDP) have an overlap of ECEs. The EDP at Carleton Heights PS is provided by a third party operator which does not allow for staff overlap. She added that the kindergarten classes are large and require the additional support. Ms. Nicholson expressed the view that additional EAs would also be beneficial to the school. Report 20, Committee of the Whole, 4 June 2018 Budget - 3 - c. Laura Storrie, Carleton Heights Public School Parent Ms. Storrie expressed her support for Trustee Blackburn’s notice of motion. d. Denis Binette, Carleton Heights Public School Parent Mr. Binette expressed his support for Trustee Blackburn’s notice of motion. 4. Matters for Action: a. Report 18-072, 2018-2019 Staff Recommended Budget Chief Financial Officer (CFO) Carson noted that the 2018-2019 staff- recommended budget was presented at the 30 May 2018 Committee of the Whole Budget meeting. He noted that Memo 18-084 and Memo 18-089 were provided as supplemental information. Moved by Trustee Blackburn, A. THAT the unconsolidated 2018-2019 operating budget of $973.7 million as presented in Report 18-072 and detailed in the 2018-2019 Staff-Recommended Budget Binder be approved; B. THAT the 2018-2019 capital budget of $105.5 million as presented in Report 18-072 and detailed in the 2018-2019 Staff-Recommended Budget Binder be approved; C. THAT Carleton Heights Public School be allotted a 1.0 FTE Vice-Principal; and D. THAT Carleton Heights Public School be allotted an extra 2.0 FTE Early Childhood Educators. In introducing the motion Trustee Blackburn thanked staff for their effort in the preparation of the budget. She thanked the staff of Carleton Heights PS for welcoming the students of Century Public School and noted that the 2017-2018 school year has been challenging. She noted that parts C and D of the motion would improve the school climate at Carleton Heights PS and urged her colleagues to support the motion. Trustee Seward commented that this is a positive budget owing to the increase in enrolment. The District has been able to add critical investments which support the pillars of the strategic plan. She added that the 2018-2019 staff-recommended budget reflects trustees’ priorities. Report 20, Committee of the Whole, 4 June 2018 Budget - 4 - Trustee Braunovan requested a separate vote on parts C and D of the motion. In response to trustee questions, the following information was provided:  The District has a total of 28 EDP operated by 15 third party operators;  Trustee Braunovan requested a school by school breakdown of preliminary kindergarten enrolment for the 2018-2019 school year as well as details on the overlap of ECEs in schools where there is a District-run EDP;  The budget process establishes the number of employees within each employee group and then allocates the positions to the schools. If schools experience difficulty during the school year, temporary support may be added;  The preliminary projections for kindergarten classes at Carleton Heights PS currently forecast two classes with 22 students and two classes with 23 students;  Staff advised that the budget process is not the appropriate means for staff allocation to particular locations. Enrolment and needs within the system can vary widely and staff need the flexibility to accommodate the shifts;  Trustee Scott expressed concern with regard to the allocation formula used by staff and sought further information on the factors and considerations evaluated by staff in their decision making;  Kindergarten teachers and ECEs are non-variable and are allocated based on the number of kindergarten classes. For every one kindergarten class there is a 1.0 FTE teacher and a 1.0 FTE ECE. The teacher and ECE are instructional partners and provide the instructional evaluation for students;  Within the District-run EDP, 2.0 FTE ECEs are assigned but they work split shifts to cover the start and end of the day. Any overlapping support is provided for a specific purpose;  Geographic isolation and reliance on school buses are factors for the allocation of the investments to support secondary and elementary athletics;  The Board has previously approved the allocation of principal and vice- principals through academic staffing and the staff has been allocated. The total cost for the additional 0.25 FTE (to bring the total allotment to 1.0 FTE) vice-principal and the 2 FTE ECEs is approximately $130,000 to $140,000;  Should the motion pass, Carleton Heights PS would have a total of 6.0 FTE ECEs allocated for 4 kindergarten classrooms. The additional ECEs would cover beyond the one hour overlap that occurs in other schools with District-run EDPs;  Ms. Doubt commented that the 2018-2019 staff-recommended budget does not reference funding to support the Special Education Advisory Report 20, Committee of the Whole, 4 June 2018 Budget - 5 - Committee’s (SEAC) request for further professional development (PD) for tiered intervention. She noted that the issue of tiered intervention remains a priority for SEAC;  Staff commented on the importance of SEAC’s work on developing a common understanding of tiered intervention. Learning Support Services (LSS) and Curriculum Services (CS) understand that training in tiered interventions must continue. At present, the District does not have the capacity to offer additional professional development due to a lack of occasional teachers, and this lack is being experienced province-wide;  CS and LSS are exploring alternative methods and models to ensure ongoing PD that does not rely on teacher replacement;  Trustee Blackburn commented that during the 2017-2018 school year a number of additional supports were required at Carleton Heights PS and the intent of parts C and D of the motion are to solidify the support; and  Director Adams noted that additional staff was allocated to help support Carleton Heights PS students during the 2017-2018 school year and staff can provide further details on the resources and supports planned for the 2018-2019 school year. An amendment moved by Trustee Menard, THAT the 2018-2019 budget increase funding for RAISE identified schools by $60,000. In introducing the amendment, Trustee Menard submitted that the current Resource Allocation Index based on Socioeconomics (RAISE) allocation to District schools is approximately $57,000. The funding helps support field trips, guest speakers and athletics. RAISE index schools are traditionally unable to generate as much funding as others in the District, and the amendment would support both the equity and stewardship goals of the District’s strategic plan. During discussion of the amendment, the following points were noted:  Staff noted that in addition to the per pupil amount there is an additional $320,000 allocated to schools at the top of the RAISE index which is distributed among 15 or 16 schools throughout the District;  Trustees Scott and Blackburn requested a list of RAISE index schools and the amount of funding allocated to each, as well as details on the types of initiatives the funding supports;  Trustee Menard clarified that his amendment seeks to double the current RAISE index per pupil amount of $9.35;  Trustee Schwartz expressed her support for the amendment. She noted that several of the schools at the top of the RAISE index are in her zone and cited the importance of the additional funding in the absence of school council fundraising; Report 20, Committee of the Whole, 4 June 2018 Budget - 6 -  Trustee Seward noted her support for the amendment and expressed the view that the increase is overdue;  In response to a query from Trustee Braunovan, staff agreed to provide further information on the calculations used to determine the RAISE index listing;  Staff noted the RAISE index is calculated cyclically and as a result of the calculation schools may rise or fall on the list accordingly. Those schools on the list identified as having the highest needs are consistently on the list and there is little fluctuation;  In response to a query from Trustee Fisher regarding the school improvement plan and the associated funding, staff noted that every school creates a school learning plan and those schools at the highest level of need are prioritized as far as support granted. Extended supports are provided to RAISE index schools and staff look for other opportunities for additional supports and resources;  The school budget is allocated to the school and the principal, with input from staff and school council, determines the allocation of the funding within the school. Centrally, staff will review the school learning plans and may provide an additional departmental allocation to support a particular emphasis. School learning plans are not 100% funded, but the District aims to provide schools with the funding required to achieve their goals. The school learning plan is not a request for funding; and  Trustee Seward queried whether or not the RAISE index schools have difficulty in allocating the additional funds. Staff noted that superintendents monitor the use of funds to ensure they are spent. An amendment moved by Trustee Menard, THAT the 2018-2019 budget increase funding for RAISE identified schools by $60,000. -Carried - An amendment moved by Trustee Menard, THAT the 2018-2019 budget increase the Student Support and Re- Engagement Coordinator Indigenous Education position by 1.0 FTE. In introducing the amendment Trustee Menard noted that the position is funded by a provincial grant. He expressed the view that the position is critical to the academic journey of Indigenous students. During discussion of the amendment, the following points were noted:  Staff agreed to provide an outline of the allocations and expenditures associated with the First Nations, Métis and Inuit Supplement Grant;  The cost of the additional re-engagement worker plus the associated resources would cost approximately $75,000; Report 20, Committee of the Whole, 4 June 2018 Budget - 7 -  In response to a query from Trustee Olsen Harper regarding the position and the Indigenous Education Advisory Council (IEAC), Trustee Menard noted that the additional position requested is intended to be school-based but could indirectly support the IEAC; and  Staff noted that it is important that the Re-engagement Coordinator self-identify as Indigenous. The coordinator is responsible for assisting students with re-engagement back into school, taking referrals from concerned students and parents, coordinating supports through the community partners and arranging external support, holding student circles in schools to engage students, meeting with staff to coordinate support for students and offering support to Elders and Knowledge Keepers. The coordinator helps ensure that Indigenous students feel supported and welcomed. A sub-amendment moved by Trustee Seward, THAT the amendment be revised to remove reference to the 1.0 FTE staff position and replace it with an allocation of $75,000 to support staffing in Indigenous Education. - Carried, Friendly - Trustee Penny assumed the Chair. In response to a query from Trustee Kavanagh, staff advised that the total number of self-identified Indigenous students is 1500. Trustee Kavanagh resumed the Chair. Staff advised that should the amendment pass, Superintendent Baker would provide the Director’s Executive Council with an outline of the needs and a plan for staffing the additional 1.0 FTE position. Trustee Menard expressed his appreciation for the valuable work of the Indigenous Education team. He noted that with only four staff the team has made a significant impact. He noted that the addition of staff will increase the support to Indigenous students by 20 percent. An amendment moved by Trustee Menard, THAT the 2018-2019 budget include an allocation of $75,000 to support staffing in Indigenous Education. - Carried - In response to a query from Trustee Menard regarding the provincial grant for identity based data collection, staff indicated that the District applied for and received partial funding for the project with the balance to be recovered in the Report 20, Committee of the Whole, 4 June 2018 Budget - 8 - 2018-2019 budget. The funding will enable the District to hire a 1.0 FTE contract researcher, but the intent is to use internal staff to build capacity. The project also includes a term position in Business and Learning Technologies to complete the data preparation as well as funding for a communication strategy and staff capacity building. Trustee Penny assumed the Chair. An amendment moved by Trustee Kavanagh, THAT 1.0 FTE Instructional Coach in the arts be added for a three- year period at the elementary level with a focus on schools in need. In introducing the motion Trustee Kavanagh indicated that the amendment will support students at high need schools. Trustees Seward and Olsen Harper noted they could not support the amendment and that an additional instructional coach should focus on mathematics. Trustee Kavanagh resumed the Chair. Trustee Penny noted his support for the amendment and cited the lack of confidence in elementary teachers who require additional support in the teaching of the arts. He expressed the view that the amendment affords an opportunity to support creativity and innovation which are part of the pillars of the District’s strategic plan. In response to a query from Trustee Blackburn, Superintendent Baker noted that many of the instructional coaches work within the kindergarten to grade 12 framework but are listed in the budget by the panel they belong to, elementary or secondary. She added that instructional coaches provide and support job-embedded PD for teachers and administrators to build capacity in their field of speciality. A sub amendment moved by Trustee Menard, THAT the amendment be revised to remove the words “in the arts”. In response to a query from Trustee Braunovan, staff noted that the Superintendent of Curriculum Services would evaluate the needs in the school to determine the type of instructional coach. Over the past several years the number of instructional coaches has been reduced and the arts have maintained two. During the academic staffing process the Board approved a total of 39 instructional coaches. Due to Ministry funding reductions the total number of instructional coaches was reduced by 1.0 FTE. Staff was confident the instructional coach would be allocated to a subject area other than the arts. Report 20, Committee of the Whole, 4 June 2018 Budget - 9 - Trustees Schwartz and Blackburn noted they could not support either the amendment or the sub-amendment and that the addition of an instructional coach must be based on the direction and input of senior staff and the needs in the system. A sub-amendment moved by Trustee Menard, THAT the amendment be revised to remove the words “in the arts”. - Defeated – Trustee Kavanagh noted the value of instructional coaches in the arts and their impact on student success. She submitted that the arts pave the way to success it other subjects and build confidence in students. She thanked the members of the Advisory Committee on the Arts for their time and effort and encouraged fellow trustees to support the amendment. An amendment moved by Trustee Kavanagh, THAT a 1.0 FTE Instructional Coach in the arts be added for a three-year period at the elementary level with a focus on schools in need. - Defeated – * * * Following a break at 9:17 p.m. the meeting was called to order at 9:25 p.m. * * * During discussion of the main motion, the following points were noted:  In response to a query from Trustee Ellis, Director Adams noted that the funding for the work on improving student learning and well-being can be found in several areas within the operational budget, particularly within Curriculum Services and the Research, Evaluation and Analytics Division (READ). The District will continue to participate in the Organisation for Economic Co-operation and Development (OECD) study and a platform has been created for staff to support teaching and learning with exit outcomes. More details will be provided in a memorandum in the fall of 2018;  Trustee Fisher requested a broader narrative on the investments within the 2018-2019 staff-recommended budget detailing how each aligns with and supports the strategic plan;  Trustee Fisher queried whether or not the District has a renewal plan for facilities management or if the matter can only be addressed annually. CFO Carson noted that all facilities have a 7 year program but due to a lack of funding in recent years, an annual review Report 20, Committee of the Whole, 4 June 2018 Budget - 10 - prioritizes items based on need. Staff aims to identify the program shortfalls and program gaps in facilities. The physical and program components are prioritised separately and the priorities are reviewed annually based on funding opportunities; and  The total amount for the additional 2.0 FTE ECEs is approximately $120,000. An amendment moved by Trustee Seward, THAT part D of the motion be revised to read EAs instead of ECEs. Trustee Seward expressed the view that the amendment would provide additional support to Carleton Heights PS as they continue in the transition as a result of the Accommodation Review. During discussion of the amendment, the following points were noted:  Trustee Braunovan noted she would be supportive of the amendment and queried the cost difference between EAs and ECEs. Staff noted that the cost of 2.0 FTE EAs or ECEs is approximately $120,000;  Ms. Cavell queried whether the mandate of the additional EAs would be to support a physical, medical or behaviour issue. She noted that typically EAs are assigned to address one of those needs;  Staff advised against assigning staff to a particular school during the budget process;  Trustees Menard and Schwartz expressed the opinion that staff must make the determination for placement of EAs in schools based on need;  Trustee Blackburn noted that additional staff support was provided to Gloucester High School as a result of the Accommodation Review and the amendment would provide similar assistance to the Carleton Heights PS community which has experienced significant challenges. She requested that staff provide the suspension data for Carleton Heights PS;  Trustee Ellis expressed the view that the District should analyse the challenges and impacts associated with school mergers and closures to ensure that consideration is given for required resources to support the schools. Trustee Seward submitted that the amendment will help alleviate some of the pressures at Carleton Heights PS. An amendment moved by Trustee Seward, THAT part D of the motion be revised to read EAs instead of ECEs. - Carried – Report 20, Committee of the Whole, 4 June 2018 Budget - 11 - 5. New Business – Information and Inquiries There was no new business. 6. Adjournment The meeting adjourned at 9:51 p.m. Theresa Kavanagh, Chair Committee of the Whole, Budget