HomeMy WebLinkAbout14.0 Committee of the Whole, Budget_Jun22_2020
COMMITTEE OF THE WHOLE, BUDGET REPORT
Board Room
Monday, June 22,
2020
6:30 pm
Zoom Meeting
Trustees Present: Justine Bell, Donna Blackburn, Christine Boothby, Rob
Campbell, Chris Ellis, Lyra Evans, Mark Fisher, Wendy Hough,
Jennifer Jennekens, Keith Penny, Sandra Schwartz, Lynn Scott,
Ganaaboute Gagne (Student Trustee), Prasith Wijeweera
(Student Trustee)
Staff Present: Camille Williams-Taylor (Director of Education), Brett Reynolds
(Associate Director), Mike Carson (Chief Financial Officer),
Janice McCoy (Superintendent of Human Resources), Dorothy
Baker (Superintendent of Curriculum), Peter Symmonds
(Superintendent of Learning Support Services), Mary Jane
Farrish (Superintendent of Instruction), Michele Giroux
(Executive Officer, Corporate Services), Shawn Lehman
(Superintendent of Instruction), Eric Hardie (Superintendent of
Instruction), Prince Duah (Superintendent of Instruction),
Shannon Smith (Superintendent of Instruction), Kevin Gardner
(Manager of Finance), Sandy Owens (Manager, Business &
Learning Technologies), Richard Sinclair (Manager, Legal
Services and Labour Relations), Pamela LeMaistre (Manager of
Human Resources), Diane Pernari-Hergert (Manager of
Communications & Information Services), Julie Cyr (Manager of
Early Learning), Teri Adamthwaite (Coordinator of Financial
Reporting), Charles D’Aoust (Coordinator of Budget Services),
Sait Atas (Research Officer), Nicole Guthrie (Manager of Board
Services), Rebecca Grandis (Senior Board Coordinator),
Amanda Pelkola (Board/Committee Committee)
Non-Voting
Representatives
Present:
Nancy Akehurst (OSSTF - ESP, PSSU, PSSP, EA, PECCS),
Cathy Bailey (OSSTF Teachers/Occasional Teachers), Jennifer
Capitani (Ottawa-Carleton Elementary Operations Committee),
Jennifer Coleman (Ottawa-Carleton Secondary School
Administrators Network (OCSSAN)), Troy Cluff, Elaine Hayles
(Advisory Committee on Equity), Wulf Heidecker (Elementary
1
Teachers’ Federation of Ontario),Karen Ivings (OSSTF-PSSP),
Stacey Kay (Non-Affiliated Staff), Rob Kirwan (Special Education
Advisory Committee), Jean Trant (SSP), David Wildman
(Ottawa-Carleton Elementary Teachers Federation).
1.Call to Order - Chair of Committee of the Whole, Budget
Chair Schwartz called the public session to order at 6:31 p.m. and acknowledged
that the meeting is taking place on unceded Algonquin Territories and thanked
the Algonquin Nations for hosting the meeting on their land.
Moved by Trustee Boothby
2.Approval of Agenda
Moved by Trustee Hough,
THAT the agenda be approved.
Carried
3.Delegations
There were no delegations.
4.Matters for Action:
4.1 Report 20-058, Administrative and Support Staffing for 2020-2021
Director Williams-Taylor noted that Report 20-058, Administrative and
Support Staffing for 2020-2021, includes supplementary staffing
recommendations to the approved budget. It was highlighted that these
positions are usually included in the complete budget package, however,
there is a need to proceed with staffing these positions immediately to
facilitate planning for next year.
Superintendent McCoy advised that the recommended administrative and
support staff are predominantly in school positions and include key central
department staffing positions. Additional recommendations will be
presented during the 2020-2021 Budget process and the Grants for
Student Needs (GSNs) will inform these decisions:
●The administrative and support staff are union positions from one of
the five unions in the District, as well as union exempt in central
departments at the board office;
●In general, administrative and support staff levels will remain stable
until the analysis of the GSNs is complete;
2
●In order to meet collective agreement timelines and immediate needs,
approval of the following proposed positions is recommended:
educational assistants (EA), early childhood educators (ECE), school
office and technician staffing, custodial and central department
staffing;
●The addendum highlights the Support for Students Funding (SSF), one
aspect of the central agreement, which provided funding to local
school districts to support education worker positions. These funds are
to be invested to create additional permanent positions to address
special education, unique learning needs, mental health initiatives and
employees who play a role in promoting safe, healthy and caring
schools. Approximately $3.1 million or 52.5 full time equivalent (FTE) is
to be allocated proportionally across four bargaining units;
●In January 2020, the District increased the total number of EA
positions to 775.0 FTE and is recommending an increase of 19.0
additional FTE to support the new specialized program classes. In
addition, approximately 19.5 FTE positions (to be confirmed through
bargaining) will be added to that 794.0 FTE. Discussions with local
OSSTF representatives are on-going and the intention is to allocate
these positions once concluded;
●At the Ministry of Education's direction, the District will enhance the
Safe School Program and deliver social emotional support for students
serving long-term suspensions or expulsions, in addition to the current
academic goals. This will require specific expertise and therefore, a
recommendation is being proposed for an additional 0.8 FTE social
worker and a 0.5 FTE psychologist positions. It is anticipated that a
portion will be funded by the SSF, as decided by the Professional
Student Services Personnel (PSSP) bargaining unit;
●The District is proposing that each kindergarten class have a teacher
and ECE regardless of size, which would necessitate 411.0 FTE ECEs
to support the core kindergarten program. In addition, 220.0 FTE ECEs
are being recommended to staff the District's Extended Day Programs
(EDP). The District has not determined how the EDP will operate but
ECEs are essential to the program's operations. This results in a total
of 631.0 FTE ECEs, that are subject to adjustment depending on
kindergarten and EDP enrolment fluctuations;
●Elementary library technical support varies depending on school size,
but due to the closure of J.H. Putman Public School and based on
enrolment for 2020-2021, there is a decrease of 2.0 FTE. In secondary
schools technician allocations have been adjusted to redeploy 16.0
FTE Instructional Student Support Technicians (ISSTs) to field
3
technicians, who will offer support to a family of schools and their
information technology (IT) requirements;
●School office positions will be staffed once discussions with unions
have concluded;
●The District anticipates an increased need in custodial services to
prepare for the return in the fall. There are an estimated 16.6 FTE
additional positions that will be funded through the SSF within the
Plant Support Staff Unit (PSSU) bargaining unit. Although bargaining
has not concluded, the District will proceed to allocate these positions,
subject to funding and will make additional recommendations later this
summer;
●As part of the 2019-2023 Strategic Plan, and in order to assist in the
response to the pandemic and a return to work, it is being
recommended that an additional 2.0 FTE team lead positions be
approved to support Business and Learning Technologies (B<), one
responsible for security and identity and the other for learning
technology specialists; and
●Staff are recommending 1.0 FTE for an administrative position to
support the Human Rights and Equity Advisor (HREA).
Moved by Trustee Campbell,
THAT the administrative and support staffing, as outlined in the
Addendum to Report No. 20-058, be approved for purposes of the
2020-2021 annual operating budget.
During question period, the following points were noted:
●Recommendations for the increase in EA positions are based on
several factors. Superintendent Symmonds monitors data and aligns
resources accordingly, but in some cases, anomalies increase the
need. It was noted that EA support is only one support offered and that
the additional specialized education classes have also resulted in the
need for additional staff;
●It was confirmed that School Resource Officer (SRO) positions are not
included in the funding recommended in Report 20-058;
●In response to a query regarding the anticipated difficulty of filling the
speech language pathologist positions, Superintendent Symmonds
acknowledged the challenge in hiring EAs, psychologists and other
professional supports and the high level of turnover. Staff are working
with Human Resources (HR) to develop strategies to increase the
attractiveness and sustainability of these positions. In the past, the
4
OCDSB has also extended the hiring process to include international
recruitment efforts;
●Trustee Bell noted for the record, her discomfort approving the plan
until staff outline a COVID-19 proposal and action plan. Trustee Bell
stated that unless additional mental health support staff are proposed
to be hired now, she is concerned these positions will not be filled by
September. In response to her questions and comments, the following
responses were provided:
o Director Williams-Taylor noted the challenge is that the full impact
of COVID-19 has yet to be realized. The District is looking at the
impact and contemplating how to redirect current resources and
make adjustments to accommodate student needs. Funds have
been allocated to summer programs that will prepare vulnerable
students to return in the fall. Staff will evaluate the needs, then
develop a full implementation plan;
o Superintendent Symmonds noted the District is collaborating with
its coterminous partners in order to devise a plan for the fall. It is
anticipated that most students will be accommodated, however the
model will be fluid to allow flexibility. A set routine will be developed
outlining professionals’ roles and adjustments to their routines can
be made to address emerging needs. Learning Support Services
(LSS) staff are working with community partners to look at supports
for students. Mental health plans are forthcoming, but they are
shifting as Mental Health Ontario is providing guidance; and
o In response to a question from Trustee Bell regarding how the
District could best support underserved students in the future,
Superintendent Symmonds highlighted that in 2019, the District
outlined a three-year mental health initiative, but it has experienced
delays due to unexpected priorities. LSS will continue its work on
the initiative in the 2020-2021 school year.
●Chief Financial Officer (CFO) Carson noted that the GSNs
announcement date was unknown when the report was being
prepared, and although they were released 19 June, there was no time
for analysis and the District needed to proceed with providing
recommendations in order to recruit and assign EAs to schools for
September. The District also planned for the anticipated challenges
that will be experienced during the summer;
●If the recommendation were to be approved, the overall non-capital
budget spent on overall academic staffing would be approximately
$3.0 million;
5
●In response to a query questioning the possibility of re-evaluating this
recommendation at a later date if approved, the following responses
were provided by staff:
o CFO Carson replied that without reviewing governance bylaws, in
his opinion this would not be feasible as the hiring process would
have commenced. It was highlighted that only the minimum number
of administrative and support staff have been requested in this
proposal, to ensure schools can function in September; and
o Superintendent McCoy noted that some positions funded by the
SSF, introduced as a result of bargaining, have been established
with an understanding that they will be implemented/allocated as
directed. There are parameters which govern how the funds are to
be applied. Unions play a significant role as to how these funds are
allocated.
●Trustee Blackburn acknowledged the work of staff and highlighted that
the proposal is a preliminary part of the process, and there are still
many unknown variables. She supported hiring the staff outlined in the
report and reminded trustees that staff and the District have committed
to student well-being;
●Trustee Scott highlighted the importance of making decisions now
owing to time constraints. Regarding reconsideration, these positions
in particular are essential and the Board can add more during the
course of approval;
●In response to a query regarding the HREA support position, Director
Williams-Taylor responded that the HREA is a union exempt, senior
level role that is the equivalent to a manager. However, they would not
be a member of the senior team and would report to the Director. If this
role is approved, this individual would be the one person reporting to
the HREA and they would have responsibilities to assist the HREA in
conducting investigations and in documenting research and follow up;
●Over the last 12-14 months the role of ISST has shifted, secondary
schools can allocate their own technician, however not all have a
full-time or even part-time ISST. Regarding the newly designed model,
the 9 technicians currently in B< would be supplemented by the
additional 16 technicians, totalling 25. Those numbers would allow
support of both elementary and secondary schools, with each
supporting a family of schools and also offering central support. In
addition, Superintendent Lehman noted the job description has been
amended, with input from union partners, to include support to
students and staff in schools and as necessary, but also act as a
6
front-line support to assist families with technical issues that arise
during Learning at Home;
●In regard to a query regarding EAs and the data that was reviewed to
identify the need, the following responses were provided:
o Director Williams-Taylor highlighted that Individual Education Plans
(IEPs), observations and evolving needs identified by teachers,
inform the decisions. This information is not static data and there is
no algorithm used; and
o Superintendent Symmonds added that each spring, schools submit
an assessment of student needs. This, along with a variety of other
aspects such as the nature of program classes, the number of
students having an IEP, and individual learning profiles for students
that require EA allocations, are considered when making proposals.
The review involves LSS staff, who are part of multidisciplinary
teams at each school, that assist in providing a full perspective not
captured in written submissions. This is continually reviewed and
updated to include new students to the District that may not have
been included or to reflect a change in situation. The feedback staff
received indicates there is a need for additional allocation in the
fall. The proposal would provide the ability to allocate emergency
EAs a few days a week when needs arise, to assist a student's
transition.
●Trustee Ellis confirmed his understanding of the allocations and noted
the Special Education Advisory Committee (SEAC) may wish to
explore this topic more in-depth;
●Additional clarification was requested on the Safe School Program,
and in response the following points were made:
o Director Williams-Taylor highlighted that this program belongs to a
portfolio outside of special education. The focus of this program is
to address the needs of students that have been removed from
school due to suspension or expulsion. Staff recognize that there is
a need to address social emotional needs that have led students to
have disciplinary challenges. The goal is to provide assistance to
them in order to facilitate their successful return to school;
o Superintendent Farrish noted the program applies to students on
long-term suspension or expulsion and that it is a measured part of
progressive discipline, not directed towards students experiencing
exclusion; and
7
o Regarding the number of students in need of these services, it was
noted that the Education Act has been amended to include social
emotional assistance as part of a student’s action plan. The
academic and social emotional goals must be achieved before a
student can re-enter school after an expulsion. The intention is for
students to achieve growth, to make better decisions, self-regulate
and help them in the future to deal with events that brought them
into the situation.
●In response to whether the additional 20.0 EAs funded by the SSFs
were superfluous, Superintendent Symmonds stated additional EAs
will help augment support for students in the District. New, emerging
and changing needs will be supported by these positions. Although the
intention is to have students be successful on an independent basis,
EA assistance will be provided and decreased as needs change.
Moved by Trustee Campbell,
THAT the administrative and support staffing, as outlined in the Addendum
to Report No. 20-058, be approved for purposes of the 2020-2021 annual
operating budget.
Carried
5.Matters for Discussion:
5.1 Memo 20-084, 2020-2021 Grant Announcements
Director Williams-Taylor referenced Memo 20-084 regarding the
2020-2021 grant announcements and noted that the District will be
seeking further clarification from the Ministry.
CFO Carson noted that Manager Gardner has been reviewing and
analyzing the GSNs. The District did not anticipate the $25.0 million
provided to school boards in funding to assist in extraordinary costs
related to COVID-19. It is assumed that based on the total of pupils in the
District, four percent or approximately $1.0 million will be allocated
towards student mental health, however, no details have been explicitly
provided on the distribution.
The District was disappointed that the Ministry did not outline how school
board funding could be impacted in situations where students have an
excess of 34-credits. While the Ministry has not provided any further
explanation, they have stated they would continue to monitor the situation.
The benchmarks reflected new class sizes and provided a small increase
in funding by adding one additional supply teacher to cover teachers on
8
sick leave. A two percent inflationary increase was provided to cover the
cost of supplies and for school operations.
It was unfortunate that the Student Transportation Grant maintained the
previous year's funding level and that no inflationary factors were
considered. Previously an increase of 1-2 percent was provided to reflect
partial increases in costs. The impact it will have on budgets should be
realized by the end of June.
The District anticipates additional COVID-19 supports will be provided, in
addition to what has been proposed. The Ministry has stated that
additional funds would be allocated for Personal Protective Equipment
(PPE) and enhanced cleaning that have been directed to the SSFs.
The province has indicated that the deadline for budget submission is 19
August 2020.
During the question period, the following points were noted:
●In response to a query from Trustee Boothby regarding the Specialist
High Skills Major (SHSM) Priorities and Partnership Fund (PPF),
CFO Carson responded that the purpose is to force schools to receive
annually funded programs outside of the fiscal year. If it were to be
transferred to the GSNs it has a level of permanence. CFO Carson
was not aware what aspects would be shifted or the conditions or
limitations but noted that in some cases, it has provided more
flexibility;
●CFO Carson stated additional information may be released in the
spring of 2021 to assist in the planning of the SHSMs for the
2021-2022 school year. Currently there is no concern as the
commitment to experiential learning exists, as long as the funds are
available;
●CFO Carson noted that the District continues to raise the issue of
capital funding with the province and an announcement should be
made shortly; and
●In regard to a query surrounding transportation shortfalls resulting from
physical distancing and if the Ministry has provided any direction or
assistance, CFO Carson responded that the Ministry is aware of the
potential risks, but no commitment has been made to provide
assistance. With regards to EDP and childcare, the province did notify
municipal service managers that they intended to cover a portion of the
school board's costs that would have been otherwise covered by a
subsidy. The District is hopeful similar assistance would be provided
next year if a second wave of COVID-19 occurs.
9
6.New Business - Information and Inquiries
There was no new business to report.
7.Scheduled Committee of the Whole Budget Meetings
CFO Carson thanked Nancy Akehurst for her long-standing membership on the
Committee and for all her contributions. Ms. Akehurst recognized that Cathy
Bailey is also retiring and thanked her for her contributions.
8.Adjournment
The meeting adjourned at 8:15 p.m.
_________________________
Sandra Schwartz, Chair
10