NOTICE OF MEETING SPECIAL MEETING OF THE PLANNING AND PRIORITIES ADVISORY COMMITTEE

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Laura Elliott, Director of Education NOTICE OF MEETING MEETING: DATE & TIME: LOCATION: SPECIAL MEETING OF THE PLANNING AND PRIORITIES ADVISORY COMMITTEE 2018 May 15, 6:00 p.m.

1 Laura Elliott, Director of Education NOTICE OF MEETING MEETING: DATE & TIME: LOCATION: SPECIAL MEETING OF THE PLANNING AND PRIORITIES ADVISORY COMMITTEE 2018 May 15, 6:00 p.m. Board Room, Education Centre 1. Approval of the Agenda 2. Conflicts of Interest (Dinner provided for attendees starting at 5:00 pm in the Dundas Room.) 3. Questions from Previous Meetings AGENDA a. Transportation M b. Continuing and Adult Education V c. Bullying Prevention V d. Innovation in Learning EPO V Preliminary Budget a. Expense Assumptions TBD b. Grants for Student Needs (GSNs) i) Special Education M ii) School Operations iii) Board Administration and Governance iv) PLA- Program Leadership Allocations c. Accumulated Surplus Balances M d. Projected Surplus/Deficit TBD e. Budget Initiatives TBD f. Board Supported Capital M 5. Other Business 6. Questions and Comments (Standing Item) 7. Date and Time of Next Meeting 2018 June Future Agenda Items 9. Adjournment M M M M-materials, V-verbal, TBD to be distributed at meeting

2 Presenters: If you are presenting a power point please bring with you the equipment you require for your presentation (jump drive, clicker, etc.). The Boardroom is available the day of the meeting for any setup you would like to do. See Corporate Services or Reception for access to the room. Distribution Trustees, Senior Administration, Corporate Services, Managers TRUSTEES: If you are unable to attend please contact Leanne Kite at ext

3 SOUTHWESTERN ONTARIO STUDENT TRANSPORTATION SERVICES Transportation Costs HB Beal SS Updated as at October 2015 Executive Summary The graphs below provide detailed information on transportation costs for HB Beal SS on both a daily and annual basis for those students who are enrolled in a special program and for those students who are eligible for transportation based on distance. Students categorized as a Eligible Based on Distance reside inside of Beal s regular attendance boundary. Students are considered to be eligible for transportation provided they reside further than 3.2 kms from the school and within the schools regular attendance boundary. There are 181 students in this category eligible for transportation. Students categorized as a Specialized Program Student reside further than 3.2 kms from the school and are enrolled in a special program. These students are identified in Trillium with a unique program code. There are 470 students in this category eligible for transportation. Below is a breakdown of the number of transported students enrolled in each special program. # Transported Students Program Code UTRN 4 1% UMFG 14 3% UFAS 76 16% UESL 43 9% UCON 12 3% UCOM 60 13% UCMP 11 2% UART % TRNS 2 0% ESL % CNST 7 1% CMP 1 0% TOTAL 470 % of Students October 2015 Page 1

Transportation Costs: Although the programs with the highest amount of transported students are the most expensive to operate it is important to note that the attendance areas for these programs is

4 Transportation Costs: Although the programs with the highest amount of transported students are the most expensive to operate it is important to note that the attendance areas for these programs is the entire District. Therefore one student enrollment in an area where there is currently no bus service to Beal would result in a significant increase in the annual transportation costs for any program. The green boundary below represents that HB Beal attendance boundary for students enrolled in the regular program. Students in this boundary are eligible for transportation provided they resided further than 3.2 kms from the school and within the school attendance boundary. There are 181 students that fall into this category. The annual cost to transport these students is approximately $109,000. All remaining areas of the map (those outside of the green boundary) represent the boundary for students enrolled in special programs at the school. There are 470 students enrolled in special programs for an annual cost of approximately $552,000. This boundary is made up of over 7000 square kms. October 2015 Page 2

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9 Planning and Priorities Advisory Committee May 15, Preliminary Budget Projected Special Education Grant Grant Calculation Changes The former Facilities Amount has been renamed the Care, Treatment, Custody and Correctional (CCTC) Amount The Special Educa on Sta s cal Predic on Model (SESPM) has been updated in the calcula on of the Differentiated Special Education Needs Amount (DSENA) was the final year of a 4 year transi on to the new funding approach for DSENA, which is made up of: the Measures of Variability (MOV) Amount the Special Education Statistical Prediction Model (SESPM) amount the Base Amount for Collaboration and Integration Financial Projection Estimates Estimates Variance Special Education Per-Pupil Amount (SEPPA) $ 59,134,943 $ 55,725,212 $ 3,409,731 Special Equipment Amount (SEA) 4,113,435 3,543, ,599 DSENA 42,028,210 38,878,388 3,149,822 Special Incidence Portion (SIP) 1,596, , ,672 CCTC Amount 4,186,530 4,077, ,836 Behaviour Expertise 431, , ,960 Total Funding $ 111,490,850 $ 103,336,230 $ 8,154,620 Notes - Grant is calculated using enrolment projections provided by the Facilities / Planning Department

10 Planning and Priorities Advisory Committee May 15, Preliminary Budget Projected School Operations Allocation Grant Calculation Changes was the final year of a 3 Year phase-in School Board Efficiencies and Moderniza on (SBEM) strategy and a new funding model: Base top-up support for both School Operations and School Renewal Allocations are fully eliminated A portion of the savings from Base-top-up funding has been reinvested in the per pupil operating and renewal cost benchmarks The Supplementary Area Factor, Weighted School Age, and Geographic Adjustment Factor are updated to reflect the current inventory of schools New reduced distance thresholds for enhanced top-up eligibility while top-up based on rural postal codes has been eliminated The Ministry has increased the cost benchmark for the non-staff por on of the alloca on by 2% to manage increases in commodity prices (natural gas, facility insurance, electricity, and other costs). Financial Projection Estimates Estimates Variance Base School Operations $ 75,444,626 $ 71,373,327 $ 4,071,299 Renewal Software Licensing Fee 42,874 42, Special Education Board Owned Approved Facilities 5,179 4, Elementary Top-up 802, ,508 (11,375) Secondary Top-up 1,872,187 1,825,767 46,420 Total Funding $ 78,166,999 $ 74,059,274 $ 4,107,725 Notes - Grant is calculated using enrolment projections provided by the Facilities / Planning Department

11 Planning and Priorities Advisory Committee May 15, Preliminary Budget Projected School Board Administration and Governance Grant Grant Calculation Changes was the final year of a 4 year transi on to the new alloca on model made up of ten core func ons In , the Program Leadership Alloca on (PLA) is introduced within this grant. The PLA is comprised of six lead posi ons: Mental Health Leader Technology Enabled Learning and Teaching Contact (TELT) Indigenous Education Lead Student Success Lead School Effectiveness Lead Early Years Lead In , the salary benchmark for School Board Administra ve staff is increased by 1.5% for all non-union school board employees except benchmarks relating to Directors of Education Financial Projection Estimates Estimates Variance Governance Allocation $ 249,306 $ 236,525 $ 12,781 Board Administration Allocation 18,850,975 18,133, ,786 Human Resource Transition Supplement 359, ,436 - Total funding excluding GSN Restricted Grants $ 19,459,717 $ 18,729,150 $ 730,567 GSN Restricted Grants Capital Planning Capacity Allocation 198, ,728 - Regional Internal Audit Allocation 576, ,377 7,160 MISA 62,079 60,912 1,167 Parent Engagement Allocation 98,153 97, Program Leadership Allocation Mental Health Lead 141, ,124 School Effectiveness Lead 188, ,223 Student Success Lead 188, ,223 Early Years Lead 282, ,334 TELT 110, ,000 5,771 Indigenous Education Lead 94,111-94,111 Total GSN Restricted Grants $ 1,940,283 $ 1,031,603 $ 908,680 Total funding including Restricted Grants $ 21,400,000 $ 19,760,753 $ 1,639,247 Notes - Grant is calculated using enrolment projections provided by the Facilities / Planning Department

12 Program Leadership Allocation (PLA) In , the new Program Leadership Allocation (PLA) is being positioned within the School Board Administration and Governance Grant. This allocation represents six lead positions that were previously funded through other allocations within the GSN and through EPO. These leads are responsible for the organization, administration, management, and implementation of supports to achieve the goals within their respective program areas. The PLA will be enveloped and funding must be spent globally on leads salary, benefits, travel and PD. The requirements are as follows: Minimum hiring requirements (i.e., whether the position must equal one FTE) Expectations related to job splitting (i.e. whether the position can be split between one or more individuals) Dedication (i.e., whether the lead can hold any other portfolio within the board) Mental Health Leaders - $141,124 A minimum of 1.0 FTE per board, and job splitting is not allowed; dedicated position with no additional reporting requirements Technology Enabled Learning and Teaching (TELT) Contacts - $110,771 A minimum of 1.0 FTE per board of a staff who is a member in good standing with the Ontario College of Teachers; a non-dedicated position with additional reporting requirements Indigenous Education Leads - $94,111 A minimum of 1.0 FTE per board; boards will continue to be required to spend at least 0.5 Supervisory Officer salary and benefits benchmark ($85,215) on a dedicated Indigenous Education Lead; must be one full-time, dedicated individual; additional reporting requirements Student Success Leads - $188,223 A minimum of 1.0 FTE per board; must be at a Supervisory Officer level; a non-dedicated position with additional reporting required School Effectiveness Leads - $188,223 A minimum of 1.0 FTE per board; must be at a Supervisory Officer level; a non-dedicated position with additional reporting required Early Years Leads (Formerly in EPO) - $282,334 A minimum of 1.5 FTE for TVDSB (based on enrolment), including at least 0.5 FTE at the Supervisory Officer level; job splitting is allowed, but no FTE can be split to less than 0.5 FTE Additional reporting requirements will be shared by the Early Years and Child Care Division of the ministry The PLA is not included in the school board administration and governance enveloping provision. School boards will be funded the lesser of: a) the allocation calculated and b) the total amount spent on PLA eligible expenditures.

13 Planning and Priorities Advisory Committee - May 15, 2018 Accumulated Surplus Balances at August 31, 2017 Year End Year End Available for Compliance - Unappropriated ( Utilized only by Board motion ) Operating Accumulated Surplus (including "Multi-Purpose Fund") $ 31,751,107 $ 25,920,956 Available for Compliance - Internally Appropriated Amounts to be Brought Forward Only by Board Motion Unfunded Employee Future Benefits $ 6,000,000 $ - Committed Capital Projects (to offset future amortization expense of Board Supported Capital Projects) 27,256,531 26,920,563 Amount for Future Internally Supported Capital Projects 2,085,168 - Amounts to be Brought Forward as Revised Budget Trustees' Office Carry Forward 23,358 21,349 Staff Development / Professional Development 526, ,956 Classroom Expenditures and Other 2,770,940 3,521,307 Ontario Parent Involvement 266, ,895 Unspent Project Funding 1,538, ,338 Information Technology - Year 2 ICT Plan - 2,615,602 Website Development 249, ,000 FDK Staff Development - 335,398 Capital Planning Capacity 198,752 72,340 FDK Sheds and Fences - 215,000 Community Use of Schools 86,990 - Amounts to be Brought Forward as Revised Budget Only as Required Safe Schools 491, ,954 Promote Positive Behaviour 268, ,592 Urban & Priority Schools 14,071 2,863 Indigenous Education - Board Action Plan 16,296 - Behaviour Expertise Amount 483, ,602 Cafeteria Rebates 38,983 32,111 Secondary Athletics 77,729 55,904 Total Internally Appropriated $ 42,394,523 $ 36,929,774 Thames Valley Education Foundation $ 6,410,718 $ 6,562,504 Total Available for Compliance for Ministry Purposes $ 80,556,348 $ 69,413,234

Date of Meeting: 2018 May 15 Item #: Administrative Council Program and School Services Advisory Committee REPORT TO: Policy Working Committee Planning and Priorities Advisory Committee TITLE OF

14 Date of Meeting: 2018 May 15 Item #: Administrative Council Program and School Services Advisory Committee REPORT TO: Policy Working Committee Planning and Priorities Advisory Committee TITLE OF REPORT: PRESENTED BY: Board Other: PUBLIC IN-CAMERA Board Supported Capital Jeff Pratt, Associate Director of Organizational Support Services & Treasurer Christine Beal, Superintendent of Business PRESENTED FOR: Approval Information Advice Recommendation(s): That future board capital construction projects which have no Ministry of Education or other funding source, be funded through an appropriation of unappropriated accumulated surplus. A board motion for approval would be proposed as and when such a project is identified. Purpose: Content: To facilitate self-funding of future capital projects which have no funding otherwise, through a new mechanism, rather than as a consideration through the annual Budget Process. Senior Administration and the Capital Planning and Co-ordinating Committee recommend that as future unfunded projects are recommended by administration to proceed, the identified project and a request for use of Board Supported Capital funds will come to the Board for approval. At that time, a board motion would be proposed to affect a transfer of unappropriated accumulated surplus to the Board Supported Capital Fund. Once approved by Trustees, approval for the project would be sought from the Ministry of Education, as per their usual process. This methodology will replace the current practice of budgeting for a contribution to the Board Supported Capital Fund in the annual budget process. Cost/Savings: Timeline: The amount of Board Supported Capital which has already been appropriated provides funding for all self-funded projects to date (estimated balance at August 31, 2018 is $28.6 million). In addition, we project that the remaining capital surplus, which would be available for future self-funded capital projects, will be approximately $3 million at year-end August 31, n/a Effective for any future capital unfunded projects Communications: Appendices: Relation to Commitments: Putting students first Recognizing and encouraging leadership in all its forms Ensuring safe, positive learning and working environments Form Revised 2017 November 8 Actively engaging our students, staff, families and communities Being inclusive, fair and equitable Inspiring new ideas and promoting innovation Taking responsibility for the students and resources entrusted to our care We build each student s tomorrow, every day

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