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HomeMy WebLinkAbout09f COW Budget 11 June 2018 Report 22, Committee of the Whole, - 1 - 13 June 2016 Budget REPORT NO. 22, COMMITTEE OF THE WHOLE, BUDGET DATE: 11 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 7:01 p.m. with Trustee Theresa Kavanagh in the chair and the following trustees also in attendance: Christine Boothby, Erica Braunovan, Chris Ellis (electronic communication), Mark Fisher, Shawn Menard, Dr. Anita Olsen Harper, Sandra Schwartz, Lynn Scott and Shirley Seward. 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; Communications Coordinator, Sharlene Hunter; Coordinator of Financial Reporting, Terri Adamthwaite; Audio Visual Specialist, John MacKinnon; and Board/Committee Coordinator, Nicole Guthrie. NON-VOTING REPRESENTATIVES: Wulf Heidecker, Elementary Teachers’ Federation of Ontario (ETFO/OCETF); Cheryl Cavell, Ontario Secondary School Teachers’ Federation (OSSTF) (SSP); Tom Bickford, OSSTF (PSSP); Leif Walther, OSSTF (ESP); Richard Simpson, Ottawa-Carleton Elementary Operations Committee (OCEOC); Stacey Kay, Non-affiliated staff; and Malaka Hendela, Ottawa-Carleton Assembly of School Councils (OCASC). 1. Call to Order Chair Kavanagh called the public meeting to order at 7:01 p.m. and welcomed everyone to the meeting. Chair Kavanagh advised that the purpose of this continuation meeting is to continue the debate on the 2018-2019 staff-recommended budget. Report 22, Committee of the Whole, - 2 - 11 June 2018 Budget 2. Delegations a. Kirsten Cox, Stonecrest Elementary School Council Co-Chair Kirsten Cox, Co-Chair of Stonecrest Elementary School Council, noted that the Stonecrest ES has lost a 0.5 FTE vice-principal, 1.5 FTE educational assistants (EAs) and 0.5 FTE administrative staff. Stonecrest ES is a rural school and as a result recruiting supply teachers, particularly French language teachers, is difficult. She noted that the current administrative staff is forced to manage both teaching responsibilities as well as administrative duties. She requested that the Board reconsider the staffing decisions for the school to better support students. In response to a query from Trustee Scott regarding the behaviour issues at the school, Ms. Cox noted that the vice-principal currently spends a half day teaching as well as filling in for occasional teachers and cannot, therefore effectively manage both student behaviour issues and administrative responsibilities. In these instances, the principal is often forced from other pressing needs. In response to a query from Trustee Fisher, Ms. Cox noted that the school council last met in May 2018 and some discussion on the staff reduction occurred. She advised that the last school council meeting of the year will be held on 12 June 2018 and these questions will be asked of the principal at that time. 3. Matters for Action (Continued): Trustee Braunovan declared a conflict of interest and would abstain from discussions related to Rideauwood Addiction and Family Services. a. Report 18-072, 2018-2019, Staff Recommended Budget Moved by Trustee Seward in substitution for 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 Report 22, Committee of the Whole, - 3 - 11 June 2018 Budget D. THAT Carleton Heights Public School be allotted an extra 2.0 FTE Educational Assistants. The following amendments were approved at the 4 June 2018 Committee of the Whole Budget meeting:  An amendment moved by Trustee Menard, THAT the 2018-2019 staff-recommended budget be revised to increase funding for RAISE identified schools by $60,000.  An amendment moved by Trustee Menard, THAT the 2017-2018 staff-recommended budget be revised to allocate $75,000 to support staffing in Indigenous education. Trustee Seward expressed her support for the 2018-2019 staff- recommended budget. She noted that with enrolment growth and a healthy surplus the 2018-2019 budget will assist the District in preparing for the future. Trustee Seward commented that parts C and D of the motion should have been considered during the Accommodation Review. She noted that the Board could not have anticipated the additional pressures of the diverse and high needs population. The additional 0.25 FTE vice-principal and the 2.0 FTE EAs will serve the needs of the entire school. Trustee Fisher thanked staff for the presentation of Memo 18-094, 2018- 2019 Budget-Strategic Investments. He expressed the view that in the future this element should be added to the budget document at the outset of the process. He noted that as a result of smart decisions the District now has a healthy surplus, but cautioned fellow trustees on its use for ongoing commitments. In response to a query from Trustee Menard regarding kindergarten class sizes, Superintendent McCoy noted that there has been a slight change in the kindergarten enrolment projections since the approval of academic staffing in March and staff will continue to monitor the trend over the summer months. An additional 10 kindergarten classes and corresponding staff have already been added. CFO Carson noted that these additions do not affect the budget as they have not altered the original projection. Staff has not received a request from Human Resources to increase the overall number of staff and will wait to add additional classes after the fall enrolment count. CFO Carson advised that the enrolment projection process begins in October of the previous year and the total number is submitted to the province to assist in the allocation of funding. The numbers are finalized during the District’s academic staffing process. Planning staff communicate regularly with school staff regarding enrolment numbers to ensure they are within ranges that do not extend beyond collective agreements and Ministry determined class size requirements. Report 22, Committee of the Whole, - 4 - 11 June 2018 Budget Should the District see a dramatic increase in enrolment, additional staff will be added. In response to a query from Trustee Menard regarding the large expenditures shown on page 114 of the budget binder, CFO Carson noted that the information relates primarily to interest costs incurred on borrowing to fund the acquisition of District assets (e.g., school buildings, furniture, and equipment) and the amortization into expense based on the expected useful life of the assets. The District will finance the work and once complete, the Ministry assumes the debt obligation. CFO Carson advised that approximately 98 percent of the pupil accommodation is funded directly from the province. Trustee Menard queried the rationale for Professional Student Services Personnel’s (PSSP) ineligibility for half-time positions. Superintendent Grigoriev noted that the issue of half-time staff was discussed with PSSP through negotiations. Superintendent Grigoriev submitted that schools cannot be adequately serviced by half-time staff. Mr. Bickford noted that in 2007-2008 Human Resources published a report on the issue of the retention of trades and PSSP workers. In the past, PSSP workers were denied the opportunity to work half-time and were offered term positions. Workers continue to be offered term half-time positions and as a result workers are moving to co-terminus boards. In response to a query from Trustee Menard regarding the EA positions added as result of the Local Priorities Funding, Superintendent McCoy noted that the positions were added per the total allocation. EAs may be held back in order to provide flexibility to emerging needs. In response to a query from Trustee Braunovan regarding kindergarten class sizes, Superintendent McCoy noted that the tables on folios 29, 30 and 31 list the current enrolment and number of classes per school. Those schools identified with an asterisk currently have kindergarten classes above the 29 student cap. Staff continues to monitor the numbers based on registrations and will add classes as required to meet the cap. An amendment moved by Trustee Braunovan, THAT for the purpose of providing additional opportunities for participation in and learning of the arts, including but not limited to increased participation in partnerships with organizations that support elementary arts education, i) Page 90 of the budget binder be amended by increasing the line item "supplies and services" from $3,502,729 to $3,577,729; and ii) THAT these funds be allocated by the department to elementary schools to support this objective. Report 22, Committee of the Whole, - 5 - 11 June 2018 Budget In introducing the amendment Trustee Braunovan noted that the District should be more supportive of the arts and that the additional funding can improve arts education in the elementary panel, thereby improving student well-being. Trustee Menard commented that while he was appreciative of the sentiment of the amendment, he noted the underspending in supplies and services as indicated on page 90 of the budget binder and sought clarification from staff on how the additional funding would be applied to the arts specifically. Staff noted that should the amendment pass, a plan for the allocation, including criteria, would be developed by Curriculum Services (CS) and would be presented for consideration by the Director’s Executive Council (DEC). The allocation will be made to CS and the funding will be specifically coded to the arts. Trustee Schwartz, speaking in support of the amendment, expressed the view that the additional funding will provide all schools with opportunities to support arts education with partners in the community. Trustee Ellis submitted that while he understood the intent of the amendment, he had reservations regarding the sweatering of funds without a comprehensive plan for its use. He remarked that in the future he would like to see a comprehensive plan for the arts and further details on spending on the arts. Trustee Penny, speaking in support of the amendment, noted that investments in the arts are strategic investments in the future. He urged the trustees to support the motion, citing that the additional funding is both well- deserved and necessary. In response to a query from Ms. Hendela, CFO Carson noted that historically, funding would be provided to the schools and that they would be cautious in spending due to former requirements to assume responsibility for replacement costs for staff. The District removed this from schools in 2017-2018 however; the District’s efforts to deliver professional development (PD) has been handicapped by an inability to secure replacement staff. It is anticipated that CS will spend $3 million towards additional school resources and services by the end of the 2017-2018 school year. CFO Carson was optimistic that the removal of the occasional teacher deficits from schools will afford principals greater flexibility to administer their plans. Ms. Hendela expressed disappointment that funding remains unspent when parent councils are subsidizing arts programming. While she was supportive of the amendment she submitted she would prefer the funding level to return to previous amounts and that the District ensures the funding is being used appropriately. Report 22, Committee of the Whole, - 6 - 11 June 2018 Budget Director Adams noted that schools allocate and spend funding to support arts education. Funding that has been allocated toward PD has been under- utilized due to a lack of access to replacement staff. Director Adams expressed confidence the additional $75,000 for arts resources would be spent. In response to a query from Trustee Boothby regarding how the funding would be allocated to schools, Director Adams noted that the Superintendent of CS would provide DEC with a proposed model for arts investments. Resource Allocation Index based on Socioeconomics (RAISE) index and schools in need will be prioritized. A school would be permitted to carry the funding forward for future use but principals would be encouraged to use the funding in-year. Trustee Seward expressed the view that there may be other priorities in the system above and beyond supplies for arts, citing reduced photocopying budgets as an example. Director Adams noted an investment in supplies and services for the arts can have a positive effect. She added that it is the purview of school principals to allocate and to move funds to particular needs within the school’s budget. Trustee Scott expressed the view that consideration be given to the cost of participation in the arts for schools in rural and remote areas. Trustee Fisher expressed support for the amendment but submitted that within this line item of the budget there is a greater need to address the issue of replacement teachers. Teachers are missing valuable PD due to a lack of replacement staff. Trustee Penny assumed the Chair. Trustee Kavanagh thanked Trustee Braunovan for moving the amendment. She noted the work of the Advisory Committee on the Arts in securing the $300,000 annual base funding which is rotated through the four arts disciplines of dance, music, visual arts, and drama. She submitted that the additional $75,000 would further enhance arts education. Trustee Kavanagh resumed the Chair. Trustee Olsen Harper expressed the view that arts education is vital to fostering creativity and innovative thinking and noted her support of the amendment with the assurance that the funding will be specifically directed towards the arts. An amendment moved by Trustee Braunovan, THAT for the purpose of providing additional opportunities for participation in and learning of the arts, including but not limited to Report 22, Committee of the Whole, - 7 - 11 June 2018 Budget increased participation in partnerships with organizations that support elementary arts education, i) Page 90 of the budget binder be amended by increasing the line item "supplies and services" from $3,502,729 to $3,577,729; and ii) THAT these funds be allocated by the department to elementary schools to support this objective. -Carried- Superintendent McCoy noted that an allocation model is applied during the process of principal and vice-principal allocations. In determining the allocation of elementary panel vice-principals a number of factors are considered including the RAISE number, the number and nature of specialized program classes, the number of kindergarten classes, as well as the current and projected enrolment. Enrolment is further evaluated by students by division and program as well as the number of English language learners. Senior staff has this information during the allocation process and aims to work within the total vice-principal allocation provided during the academic staffing process. The final recommendation is further reviewed by DEC where the individual needs of each school are discussed and changes are made. Trustee Olsen-Harper queried whether or not there are schools in the District in greater need than Carleton Heights PS. Director Adams noted that the allocation process for EAs is based on the needs of the students in each school. Learning Support Services (LSS) makes the recommendations to DEC. The Board determines the overall number of EAs annually through its budget process and DEC uses the allocation models to allocate staff based on particular needs within particular schools. Trustee Boothby queried whether or not parts C and D of the motion are intended to be permanent or time-limited. Trustee Seward noted that during the accommodation review specific decisions were made for Gloucester High School to welcome the students from the former Rideau High School for a period of time. Trustee Seward expressed the view that while some in-year additional staffing supports were added, it was inadequate. She noted that Carleton Heights PS moved further up on the RAISE index and the needs of the combined population is greater. She advised that the support to Carleton Heights PS should be time- limited to two years to allow the school a chance to acclimate to the changes. She added that by supporting the motion, trustees can build confidence in the process of future accommodation reviews and school mergers. Superintendent McCoy noted that in response to increased enrolment and class sizes at Carleton Heights PS, a number of in-year additional staffing supports were added to serve the needs of the combined student population. Report 22, Committee of the Whole, - 8 - 11 June 2018 Budget Staff worked to address the concerns and during the allocation process for 2018- 2019 the school’s challenges were discussed. In response to a query from Trustee Boothby regarding planning for kindergarten classes in high growth areas of the City, staff noted that enrolment data is analyzed carefully over the summer and into September. The District confirms its class structure in September based on the count date and continues to monitor enrolment. Staff will investigate the provision of additional supports based on need. In the case of kindergarten classes, an additional 1.0 FTE or 0.5 FTE ECE may be added to alleviate pressure. In response to a query from Trustee Boothby regarding the $3.7 million increase in the Employee Life and Health Trusts (ELHT), CFO Carson noted that funding for the ELHT continues to be provided by the province to the District on an FTE basis and the District will always assume the cost. If the FTE count is correct, the amount from the province is one for one and the District is close to breaking even. Trustee Seward noted that parts C and D of the main motion are intended to provide Carleton Heights PS with relief. An amendment moved by Trustee Braunovan, THAT item D be revised to read “THAT an additional 2.0 FTE EAs be allocated across the District.” In introducing the sub-amendment Trustee Braunovan noted that Carleton Heights PS has received additional supports and was not comfortable assigning EAs to specific schools during the budget process. Staff noted that the supports put in place at Carleton Heights PS were based on the needs of the school and that allocations change every year based on need. Should the motion pass, the additional 2.0 FTE EAs may be placed at Carleton Heights PS, but staff will make the determination. An amendment moved by Trustee Braunovan, THAT item D be revised to read “THAT an additional 2.0 FTE EAs be allocated across the District.” -Carried- An amendment moved by Trustee Scott, THAT the 2018-2019 Staff recommended budget includes the addition of a 1.0 FTE Elementary vice-principal. Trustee Scott expressed concern over the lack of administrative support within the District’s rural schools. She noted that the District’s two largest geographically isolated elementary schools are currently functioning with a 0.5 Report 22, Committee of the Whole, - 9 - 11 June 2018 Budget FTE vice-principal and that it can be challenging for a principal and a 0.5 FTE vice-principal to effectively manage the schools. She noted that the addition of a 1.0 FTE vice-principal to the overall allocation may raise the support at these schools to 0.75 FTE. The 2018-2019 vice-principal allocations total 50. Over the last several years the total number of vice-principals has remained static. The District has been unable to make significant increases to the vice-principal complement as a result of budget constraints. Trustees Menard and Fisher spoke in support of the amendment noting that several underserved schools can be assisted by the addition of a 1.0 FTE vice-principal. In wrap-up, Trustee Scott advised that District schools require the additional support of vice-principals. She expressed the view that vice-principals are essential at rural schools as additional authority is required for emergency situations. She submitted that the addition of a 1.0 FTE could result in an additional four 0.25 FTE allocations across the District. An amendment moved by Trustee Scott, THAT the 2018-2019 Staff recommended budget includes the addition of a 1.0 FTE Vice-Principal. -Carried- CFO Carson advised that the total cost of the amendments to date is $460,000 beyond the 2018-2019 staff-recommended budget An amendment moved by Trustee Seward, THAT an additional 2.0 FTE Office Assistant positions be added to the District. In introducing the amendment Trustee Seward noted that while she was pleased to see a modest increase in the number of office administrators and assistants it is in her opinion, not enough. Office administrators and assistants are the District’s front-line staff and play an important role in the effective day to day operation of schools. Superintendent McCoy noted that office assistants are allocated in 0.5 FTE and 0.25 FTE allotments. The 2.0 FTE additions could, therefore provide additional support for up to 4 schools. In response to a query from Trustee Menard, Superintendent McCoy noted that the total FTE count for office assistants is 76.0 FTE at elementary, 51.5 FTE at secondary and does not include the 2.5 FTE included as part of the 2018-2019 staff-recommended budget. Report 22, Committee of the Whole, - 10 - 11 June 2018 Budget Speaking in support of the amendment Trustee Schwartz reminded trustees that the proposed revisions to Policy P.133. FIN Management of School Council Funds recommend that school council banking be a part of school office staff responsibilities. Should the policy revisions be approved, schools will require additional office support. The cost of 2.0 FTE office assistants is approximately $120,000 which would bring the total cost of the amendments to date to $581,000. In wrap-up, Trustee Seward noted that office assistants make a significant difference in schools. She noted that in the past this is an employee group that has been affected by reductions and encouraged trustees to support the amendment. An amendment moved by Trustee Seward, THAT an additional 2.0 FTE Office Assistant positions be added to the District. -Carried- Trustee Menard commented that the surplus can accommodate the modest amendments and he expressed confidence in the motion. He submitted that the amendments made by trustees are meaningful and will provide additional support for students. In wrap up Trustee Seward thanked trustees and staff for their work on a positive, good news budget. The Board, in its final year, can leave the District in a better position. The trustee’s modest requests have clarified the objectives of the District. Chair Kavanagh noted that a special board meeting will be convened immediately following adjournment of this meeting to approve the Committee’s recommendation. Trustee Menard requested separate votes for Parts A, B, C and D of the motion. Moved by Trustee Seward in substitution for Trustee Blackburn, A. THAT the unconsolidated 2018-2019 operating budget of $974.3 million as presented in Report 18-072 and detailed in the 2018-2019 Staff-Recommended Budget Binder be approved as amended, which includes: i. Increased funding for RAISE identified schools by $60,000; ii. An allocation of $75,000 to support staffing in Indigenous Education; Report 22, Committee of the Whole, - 11 - 11 June 2018 Budget iii. A 1.0 FTE Elementary VP position added to the District; iv. THAT for the purpose of providing additional opportunities for participation in and learning of the arts, including but not limited to increased participation in partnerships with organizations that support elementary arts education, a. Page 90 of the budget binder be amended by increasing the line item "supplies and services" from $3,502,729 to $3,577,729; b. THAT these funds be allocated by the department to elementary schools to support this objective; and v. An additional 2.0 FTE Office Assistant positions be added to the District. - Carried – 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; - Carried – C. THAT Carleton Heights Public School be allotted a 1.0 FTE Vice-Principal; and - Carried – D. THAT an additional 2.0 FTE EAs be allocated across the District. - Carried – In summary, the following motion was carried in its entirety: Moved by Trustee Seward in substitution for Trustee Blackburn, A. THAT the unconsolidated 2018-2019 operating budget of $974.3 million as presented in Report 18-072 and detailed in the 2018-2019 Staff-Recommended Budget Binder be approved as amended, which includes: i. Increased funding for RAISE identified schools by $60,000; ii. An allocation of $75,000 to support staffing in Indigenous Education; iii. A 1.0 FTE Elementary VP position added to the District; Report 22, Committee of the Whole, - 12 - 11 June 2018 Budget iv. THAT for the purpose of providing additional opportunities for participation in and learning of the arts, including but not limited to increased participation in partnerships with organizations that support elementary arts education, c. Page 90 of the budget binder be amended by increasing the line item "supplies and services" from $3,502,729 to $3,577, 729; d. THAT these funds be allocated by the department to elementary schools to support this objective; and v. An additional 2.0 FTE Office Assistant positions be added to the District. 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 an additional 2.0 FTE EAs be allocated across the District. - Carried – 4. New Business – Information and Inquiries There was no new business. 5. Adjournment The meeting adjourned at 9:15 p.m. Theresa Kavanagh, Chair Committee of the Whole, Budget