HomeMy WebLinkAbout11.1.a. Receipt of Committee of the Whole Report, 21 February 2023
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COMMITTEE OF THE WHOLE, BUDGET REPORT
Tuesday, February 21, 2023
7:00 pm
Board Room
Administration Building
133 Greenbank Road
Ottawa, Ontario
Trustees Present: Alysha Aziz, Justine Bell (electronic participation), Donna
Dickson, Lyra Evans, Jennifer Jennekens, Matthew Lee
(electronic participation), Cathryne Milburn, Suzanne Nash, Lynn
Scott, Antong Hou (Student Trustee)
Staff Present: Michele Giroux (Director of Education), Brett Reynolds
(Associate Director), Randy Gerrior (Associate Director,
Business Operations), Janice McCoy (Executive Officer), James
Proulx (Executive Officer, Information Technology and Digital
Transformation), Paula Hall (Superintendent of People, Culture
and Leadership), Richard Sinclair (General Counsel,
Superintendent of Labour Relations, Risk Management and
Privacy), Prince Duah (Superintendent of Instruction), Mary Jane
Farrish (Superintendent of Instruction), Amy Hannah (System
Principal Learning Support Services), Reg Lavergne
(Superintendent of Instruction), Shawn Lehman (Superintendent
of Instruction), Peter Symmonds (Superintendent of Learning
Support Services), Teri Adamthwaite (Team Manager, Financial
Planning), Stacey Kay (Manager, Learning Support Services),
Pamela LeMaistre (Manager, Human Resources), Sandy Owens
(Manager, Business & Learning Technologies), Diane Pernari
(Manager, Communications & Information Services), Nicole
Guthrie (Manager, Board Services), Michael Guilbault (AV
Technician), Marco Paladino (Training and Support Specialist),
Darren Gatley (Senior Board Coordinator)
Non-Voting
Representatives
Present:
Christine Moulaison (OCASC), Stephanie Kirkey (OSSTF
D25TBU), Pat Dixon (OCEOTA), Melodie Gondek (OSSTF -
ESP), Corinne Lassaline (OSSTF - PECCS), Philip Battison
(OSSTF - PSSU), Jennifer Capitani (OCEOC), Susan Gardner
(OCETF), Tracy Shapiro (OCSSAN), Terry Warner (SEAC),
Bronwyn Funicello (ACE), Nina Stanton (IEC)
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1. Call to Order - Chair of Committee of the Whole, Budget
Chair Scott called the meeting to order at 7:05 p.m.
2. Acknowledgement of Territorial Lands
Chair Scott acknowledged that the meeting is taking place on unceded Algonquin
Homelands and thanked the Algonquin Nations for hosting the meeting on their
land.
3. Approval of Agenda
Moved by Trustee Lyra Evans,
THAT the agenda be approved.
Carried
4. Declarations of Interest
No declarations of interest were filed.
5. Chair's Remarks
There were no remarks from the chair.
6. Delegations
There were no delegations.
7. Discussion Items
7.1 Report 23-006, 2022-2023 Revised Estimates (R. Gerrior)
Your Committee had before it Report 23-006, to explain changes reflected
in the District’s 2022-2023 Revised Estimates as compared to the
District’s 2022-2023 Budget.
Director Giroux noted that the District has not received details on special
purpose grants or Grants for Student Needs (GSN) and that budget
projections could only be conducted at a high level. Director Giroux added
that staff are anticipating a budget shortfall between $9 and $39 million
and that changes in transfer payments, increased compensation,
inflationary pressures, and operating costs are also anticipated. She
added that staff anticipate receipt of further details on transfer payments
which will help to refine projections and produce specific
recommendations on the academic staffing plan.
7.2 Report 23-014, 2023-2024 Budget Process (R. Gerrior)
Your Committee had before it Report 23-014, to present information on
the 2023-2024 budget cycle timelines and processes as well as the
anticipated challenges impacting the development of the budget.
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During the discussion and in response to queries, the following points
were noted:
The Ministry has not provided a specific date for the release of the
GSNs and the financial team will require approximately two weeks
to process the information once the GSN’s are received;
The District is engaged in a broad consultation for the strategic plan
which can aid in informing the 2023-2024 budget. It was noted that
trustee zone meetings have been utilized in the past for additional
public consultation;
Non-voting representatives from the advisory committees can
report to their respective committees about issues and concerns
raised at the Committee of the Whole (COW) Budget meeting.
Advisory committees may then reach out to their superintendent for
additional support;
Certain budget decisions, such as contractual agreements, are
required to be made based on current budget projections;
Staff noted that past practice has included a live Q&A document
that provides an opportunity for budget questions to be submitted
for staff to answer. It was noted that some specific questions may
not be able to be answered due to a lack of information available to
staff at that time;
Staff acknowledged that the need for mental health supports in the
community is high and that there is a growing expectation for the
District to address these needs. Staff noted that the community
should work together to respond to mental health needs;
Staff noted that historically, the budget has been approved by 30
June and that staff do not anticipate a need to extend the deadline
or change the process to approve the budget; and
Staff noted that 30 June 2023 is the timeline established by the
Ministry and that the Ministry can alter this timeline if needed.
7.3 Report 23-017, 2023-2024 Academic Staffing (P. Hall)
Your Committee had before it Report 23-017, to provide information with
respect to the academic staffing process and about how potential changes
might be considered when the final academic staffing recommendations
are presented on 27 March 2023 at the Committee of the Whole Budget.
During the discussion and in response to queries, the following points
were noted:
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Staffing needs must be fully understood before recruiting can be
addressed;
Staff are working to create connections within the community in an
effort to attract staff that represent the student body. The People,
Culture and Leadership team use a variety of methods, including
participation at career fairs, in order to attract candidates;
Staff noted that the Board created policy P.146 HR - Equitable
Recruitment, Hiring, and Promotion to foster the conditions for
marginalized staff to advance into higher or leadership positions.
Staff added that other avenues such as the Indigenous and
Racialized Leaders Program, provide opportunities and mentorship
for educators to understand the steps to advance to these
positions;
The District has increased recruiting efforts to ensure diversity is
reflected within District staff;
Staff noted that a status quo approach to the academic staffing is
recommended until the District has more information to determine
any changes to staffing models in special education;
Staff have begun to examine areas within the staffing allocations
where efficiencies can be made, especially within discretionary
staffing. Large program changes could be contemplated but
possible restrictions would also need to be considered;
Members expressed concern about finding efficiencies in the
classrooms as educators are experiencing difficulty in managing
unregulated student behaviour with the current staff complement;
Staff shared concerns that students and educators need to be
properly supported and noted that advocacy is a key part of the
budget strategy. Staff noted that in working with the Chair of the
Board, advocacy work will continue with the Ministry utilizing many
relationships, and communication channels;
Trustees Scott and Jennekens have also engaged in advocacy with
Ontario Public School Boards' Association (OPSBA) on these
issues;
Staff are in the final stages of acquiring a tool for scenario planning
that can be implemented going forward. The tool could provide
options for the Board to review a “blank cheque” budget scenario to
assist with trustee advocacy to the Ministry;
It was noted that sustainability in the delivery of services is
important when considering the budget and that preserving the
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current funding levels provides a status quo approach. Advocacy
could help ensure that delivery of services is maintained;
After the academic staffing plan is approved, positions can be
added but not removed. If there are policy changes that require
additional positions they could be added, although some positions
may require Board approval;
Virtual school staffing were included within the academic staffing
report;
E- learning classes are separate from Ottawa-Carleton Virtual
(OCV) classes;
Regulations for e-learning classes are different from regular in-
person classes and e-learning classes can have a capacity of up to
35 students;
The District will continue with virtual learning for the 2023 -2024
school year and will need to confirm if this will be provided in futur e
years in discussions with the Ministry;
Many of the central positions identified in the report are part of the
teaching complement;
Designated Occasional Teacher (DOT) positions are not
permanent teaching positions and are not part of the Full-Time
Equivalent (FTE) positions within the academic staffing report;
When hiring educational assistants (EAs), staff recognize that there
are qualification barriers in accepting some applicants, and
although staff are flexible where possible, the District must adhere
to legislative and collective agreement requirements;
Staff noted that under certain circumstances, a temporary letter of
approval will be accepted to fill vacant roles for hard-to-fill positions
such as French language teachers. The District also works with the
Ontario College of Teachers (OCT) to hire teachers outside of
Ontario;
Staff expressed concern about the difficulty of replacing retiring
educators that have specialized training in special educational
needs as-well-as other special education educator positions. Staff
noted that the District has partnerships within the special education
community but it continues to be a challenge in filling these roles;
The special education Professional Development (PD) model is
shifting from teaching educators in a group to a coaching model
that works directly with educators in the classroom;
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Members expressed concern that public education con tinues to be
underfunded. It was noted that the Financial Accountability Office of
Ontario projects a shortfall in funding to the Ontario education
sector in the coming years;
Parent and school councils could advocate with the province and
their local Member of Provincial Parliament (MPP) to address
funding concerns from the Ministry. The school council newsletter
and Ottawa-Carleton Assembly of School Councils (OCASC)
communications could include available language from established
communications, such as the OPSBA education funding
documents, to ensure consistent messaging;
Staff noted that there are a variety of supports to address some
students’ dysregulated behaviours in the classroom. Educators
work to understand the function of this behavior, work with
behaviour consultants in classrooms, have support outside the
academic staffing such as Itinerant Educational Assistant (IEAs),
and the support of multidisciplinary teams to provide a continuum of
care when providing support to students. School staff can assist
families to inform them of community resources in addition to
school based mental health team support available;
The two Indigenous equity coach positions remain active and these
positions are tied to special purpose grant funding;
Staff noted that the number of academic positions is driven by
enrolment and that $9 million in efficiencies would not be fully
recovered from discretionary staffing alone;
Staff recommendations for the academic staffing plan will discuss
prioritizing areas and commitments;
To assist with dysregulated behaviour in the classroom, there are
three Social/Emotional Learning Teachers (SELTs) in Learning
Support Services (LSS) and one SELT through Safe Schools which
are covered by Student Success Funding, although it is unclea r
whether this funding will continue. Each school has access to a
multi-disciplinary team but there can be delays in receiving these
services. When educators are supporting students and their self
regulation issues, educators consider what the student behaviours
are telling them and discussions occur as to which supports are
required to help these students. It was noted that this work is
challenging and takes time and that there were significant
disruptions to this work through the COVID-19 pandemic.
Educators focus on reinforcing relationships and utilizing a caring
adult approach at the school level; and
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Staff noted that safe classrooms are critical in supporting students
and that the Joint Occupational Health and Safety Committee
(JOHSC) and the Violence Prevention Sub-Committee will review
the issue of dysregulated behaviour in the classroom.
8. New Business - Information and Inquiries
In response to a query from Chair Scott, staff noted that budget questions can be
emailed to Teri Adamthwaite, Manager of Financial Services.
9. Upcoming Meetings
The upcoming meeting dates were provided for information.
10. Adjournment
The meeting adjourned at 9:24 p.m.
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Lynn Scott, Acting Chair