WEDNESDAY, JANUARY 17, :30 p.m.

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1 7811 Granville Avenue, Richmond, BC V6Y 3E3 PERSONNEL & FINANCE COMMITTEE MEETING WEDNESDAY, JANUARY 17, :30 p.m. LOCATION: 2 nd Floor, School District Office PUBLIC AGENDA The Richmond Board of Education acknowledges and thanks the First Peoples of the hən q əmin əm (hun-ki-meen-um) language group on whose traditional and unceded territories we teach, learn and live. 1. APPROVAL OF AGENDA 2. APPROVAL OF MINUTES The December 20, 2017 public meeting minutes will be included in the next agenda. 3. LABOUR UPDATE (Standing Item) Superintendent 4. LONG RANGE FACILITIES PLAN (Standing Item) Update Consultant Krowchuk 5. BUDGET PLANNING TIMELINE Update Consultant Krowchuk 6. DAYCARE UPDATE Attachment Director of Maintenance & Operations 7. MINUTES FOR INFORMATION (a) COMMUNICATIONS COMMITTEE MEETING Nil (b) CHILD CARE DEVELOPMENT ADVISORY COMMITTEE MEETING Minutes from the December 6, 2017 meeting attached. (c) CAMBIE COORDINATING COMMITTEE MEETING Nil 8. ADJOURNMENT NEXT MEETING DATE: TUESDAY, FEBRUARY 13, 2018

2 FROM: Sherry Elwood, Superintendent and Interim Secretary Treasurer DATE: January 17, 2018 SUBJECT: 2018/2019 Detailed Budget Process Timeline Briefing Note Public Personnel and Finance Committee RECOMMENDATION THAT the 2018/19 detailed budget process and timeline be approved by the Board and posted on the district s website. BACKGROUND On November 2, 2017 the Board received and approved a high-level outline of the proposed budget process for 2018/19 (Attachment A). Further to the November 2, 2017 report, this report provides more detail with respect to the various groups involved in the budget process and their respective roles, the major activities and the proposed timelines. The detailed budget process for 2018/19 will include the following: - a more comprehensive and detailed base budget document including background information on the existing budget and a projection of the budget surplus/shortfall for 2018/19. - a more comprehensive and detailed budget proposals document indicating how the budget will be balanced for 2018/19; and - greater clarity regarding the roles and activities of the various groups involved in the budget process. The 2018/19 budget process will be an interactive process involving the following groups within the district: - Personnel and Finance Committee at the Board; - A Budget Advisory Group composed of Trustees, the district s Executive Management Team plus stakeholder representatives; - Executive Management Team; - Senior Financial Services staff; - Stakeholders and the Public; and - The Board of Trustees The proposed roles of the above-noted groups are as follows: Personnel and Finance Committee: - reviews and recommends to the Board the proposed 2018/19 detailed budget process - receives and reviews the 2018/19 Base Budget Document and forwards it to the Board of Trustees as information Budget Advisory Group: - reviews the budget background information Page 1

3 - reviews and recommends to the Board the guiding principles for budget decision making Executive Management Team: - recommends to the Board proposals to balance the budget for 2018/19, including clearly identifying the impact on budget, staff and services. Senior Financial Services Staff: - assists in preparing the background information to be included in the Base Budget Document for 2018/19; - prepares an estimate of the budget surplus/shortfall for 2018/19 - provides support to all groups with respect to the Base Budget Document, the Budget Proposals Document and other required financial information. Stakeholders/Public: - provide comments to the Board regarding the proposals to balance the 2018/19 budget. Board of Trustees - approves the 2018/19 detailed budget process - approves the guiding principles for budget decision making - receives the Base Budget Document for information - receives the Budget Proposals Document and consults with stakeholders and the public - approves the budget proposals for 2018/19 and the 2018/19 Budget By-law Attachment B provides a summary of the proposed activities and timeline related to the 2018/19 detailed budget process. It is proposed that the 2018/19 detailed budget process be considered and approved by the Board of Trustees at their January 24, 2018 public meeting. The 2018/19 detailed budget process/timeline will then be posted on the district website. The public and stakeholders will be advised of any specific dates or changes to the detailed budget process/timeline. Respectfully, Sherry Elwood Superintendent of Schools Attachments Page 2

4 Report to the Board of Education (Richmond) Public Agenda DATE: November 2, 2017 FROM: SUBJECT: Sherry Elwood Budget 2018/19 Updated Timeline RECOMMENDATION THAT the timeline for the 2018/19 budget process be approved; AND FURTHER THAT staff be directed to post the timeline on the district s website. BACKGROUND The purpose of this report is to present an update regarding the Budget Process for the 2018/19 school year. There has been previous discussion about a review of past budget processes which have noted that there may be a need to begin discussions about budget development sooner and perhaps to look at engaging stakeholders differently. To that end, the following is suggested to the Board for its feedback and consideration. Working with the Finance Department staff the Interim Secretary Treasurer/Superintendent develops a 2018/19 budget process calendar as described below. November 2017 November February 2018 January 2018 January February 2018 February 2018 Work with the Finance and Human Resources staff to determine budget pressures and commitments for 2018 based on enrolment projections and staffing requirements. Work with trustee and stakeholder representatives in a Budget Advisory Working Group model, to develop guiding principles for budget decision making, including the prioritizing of decisions to align with the Board s goals and plans. Begin to advertise the dates and platforms for public consultation on the 2018/19 budget. Budget workshops for Trustees. Section 107(2) of the School Act requires the Minister to announce the average per student amount that is anticipated to be used to determine the provincial block of funds for the next year. Public consultation begins online and in presentation. Page 3

5 March 15, 2018 Pursuant to the School Act (106.3), the Minister announces the specific District Operating Grants for the next school year April 2018 Preliminary Budget prepared based on public and stakeholder input, as well as management recommendations. Additional Board workshops held as required. May 9, 2018 Public Board Meeting Board meets as Committee of the Whole to consider final input on budget choices. May 23, 2018 Public Board Meeting Debate and decision on recommendations to balance the 2018/19 budget, as presented in the preliminary budget. June 13, 2018 Public Board Meeting Board passes 2018/2019 Operating Budget Bylaw. June 30, 2018 Statutory due date for approval and submission to the Ministry of the 2018/2019 Operating Budget Bylaw. Contingency If it is necessary, an additional workshop for the Board could be scheduled in May This workshop could also be extended to include the stakeholders if it is so desired. The schedule currently calls for debate and decision on the recommendations to balance the 2018/19 budget at the May 23, 2018 public Board meeting, with the approval of the budget bylaw at the June 13 meeting. As a contingency, this allows for delay by two weeks, since the budget could be approved at the June 27, 2018 meeting of the Board and still be sent to the Ministry by June 30. Sherry Elwood Superintendent Page 4

6 2018/2019 DETAILED BUDGET PROCESS/TIMELINE ATTACHMENT B January, 2018 Personnel and Finance reviews the proposed 2018/2019 Detailed Budget Process/Timeline and recommends to the Board (January 17, 2018). Board of Trustees approves the proposed 2018/2019 Detailed Budget Process/Timeline (January 24, 2018). The approved 2018/19 Detailed Budget Process/Timeline is posted on the district s website. The Budget Advisory Group reviews budget background information and recommends to the Board the guiding principles for budget decision making (late January). Senior Financial Services staff begin to project the base budget surplus/shortfall for 2018/19. February, 2018 The Board of Trustees approves the guiding principles for budget decision making. (February 14, 2018). The Board of Trustees begins to receive general input from stakeholders and the public on the 2018/19 budget. Executive Management Team begins to consider proposals to balance the budget for 2018/19, based on public and stakeholder input, as well as management recommendations. The Board of Trustees approves the 2017/2018 Amended Budget (February 28, 2018). Senior Financial Services staff updates the 2018/19 base budget surplus/shortfall projection as a result of the approved 2017/2018 Amended Budget. March, 2018 Ministry of Education announces the per student funding for 2018/19 (March 15, 2018). Senior Financial Services staff update the 2018/19 base budget surplus/shortfall projection as a result of the Ministry of Education funding announcement. Page 5

7 Executive Management Team continues to consider proposals to balance the budget for 2018/19, based on public stakeholder input, as well as management recommendations. April, 2018 The 2018/2019 Base Budget Document which includes background information on the budget plus the 2018/19 base budget surplus/shortfall projection, is presented to the Personnel and Finance Committee (April 9, 2018). The 2018/2019 Base Budget Document is received as information by the Board of Trustees (April 25, 2018). The preliminary proposals to balance the budget for 2018/19 are presented to the Board of Trustees by the Executive Management Team (April 25, 2018). May, 2018 The Board (Committee of the Whole) meets with stakeholders and the public to receive input with respect to the preliminary proposals to balance the budget for 2018/19 (May 9, 2018). If required, revised preliminary budget proposals for 2018/19 are presented by the Executive Management Team to the Board. The Board meets to debate and decide on the recommendations to balance the 2018/19 budget, as presented in the preliminary budget (May 23, 2018). June, 2018 The Board passes the 2018/19 preliminary budget by-law (June 13, 2018). The 2018/19 preliminary budget is submitted to the Ministry of Education (by June 30, 2018). Page 6

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9 City of Richmond City Clerk s Office Minutes CHILD CARE DEVELOPMENT ADVISORY COMMITTEE (CCDAC) Held Wednesday, December 6, 2017 Room M.1.002, Richmond City Hall 7:00 pm Present: Also Present: Absent: Shyrose Nurmohamed (Acting Chair) Maryam Bawa Jarrod Connolly Kevin Cromie Olha Fedorenko Diana Ma Heather Logan Kathy Moncalieri Ofra Sixto Gordon Surgeson Councillor Alexa Loo, Council Liaison Jonathan Ho, School Board Liaison Marcia MacKenzie (Child Care Resource and Referral Centre Liaison) Coralys Cuthbert, Child Care Coordinator Rachel Ramsden, Planner 1 Jodi Allesia, Recording Secretary Linda Shirley (Chair) The Vice-chair called the meeting to order at 7:00 pm. 1. AGENDA It was moved and seconded That the agenda of the meeting of the Child Care Development Advisory Committee held on Wednesday, December 6, 2017, be adopted. CARRIED Page 8

10 2. MINUTES It was moved and seconded That the minutes of the meeting of the Child Care Development Advisory Committee held on Wednesday, November 1, 2017, be adopted. CARRIED 3. CORRESPONDENCE a. Received None. b. Sent None. 4. NEW BUSINESS Approval of the CCDAC 2017 Annual Report and 2018 Work Program Staff went over the CCDAC 2017 Annual Report and 2018 Work Program and noted the revisions that had been made as discussed at the last CCDAC meeting. It was noted that the Committee s Terms of Reference will need to be updated one of the work program items in Discussion ensued on items in the work program such as improving information about child care to the public and building capacity in the child care sector around quality improvement and professional development. It was noted that the subcommittees may need to move some people around based on the new work program and changing membership. This will be addressed at the January meeting when the new members are present. Discussion ensued on having a pamphlet with information on child care being sent to new parents similar to other pamphlets that are available to expecting parents (e.g. to be included in packages distributed by Richmond Hospital to new mothers). It was moved and seconded That the Child Care Development Advisory Committee approve the 2017 Annual Report and 2018 Work Program. CARRIED New Developments Proposing Child Care Community Amenities None. 5. BUSINESS ARISING a. Advocacy No new business. Page 9

11 b. Childcare Grants The Child Care Grants sub-committee shared their recommendations for the 2018 grants intake as well as the rationale behind their recommendations. It was noted that the recommended Child Care Capital Grants amounted to $31,093 out of the $50,000 budget. The Professional and Program Development Grants being recommended amounted to $9,000 out of the $10,000 budget. The subcommittee recommends that remaining funds be carried over to be added to the budgets for the 2019 Child Care Grants cycle. Discussion ensued on the Child Care Capital Grant requests and possible reasons for the low numbers of applicants. It was noted that there is a Provincial child care emergency repair grant that many centres are utilizing and this may be one possible reason for low numbers. Also, some organizations who have received grants in past years decided to not apply so that others might benefit from the funding opportunity. It was moved and seconded That the Child Care Development Advisory Committee support and approve the 2018 Child Care Grant recommendations made by the Child Care Grants Sub- Committee and that these recommendations be shared with City Council as the CCDAC recommendations for the 2018 Child Care Grant allocations. CARRIED c. Child Care Month Discussion ensued on initiatives to pursue for Child Care Month in It was suggested to consider the open house idea again as it was beneficial to caregivers in the past and gave people a chance to connect, ask questions and get ideas. Page 10

12 6. CITY REPORTS Council Reports Councillor Loo provided an update on the Onni project which will be coming back to Council again after its most recent deferral. In the meantime, stakeholders are being consulted. CCDAC members were informed about the ongoing public consultation process in the event they would like to add their voices. It was also noted that the budget has been approved and will be coming to Council on Monday night. Members were informed that 2 new people have been hired to work out of the library on community engagement. Discussion ensued on engagement in sport. Discussion ensued on having early childhood educators help develop team, competition, healthy habits in their practice. There will be an event on Wednesday December 13, 2017 to provide the public an opportunity to make recommendations for sport policy. Discussion ensued on physical activity in school and early childhood centres, different factors and limitations. Councillor Loo shared some information on the redevelopment plans for the Lansdowne Mall site. It was noted that the type of community amenity contribution to be provided on as part of this redevelopment will be determined in the future. It was noted that the Brighouse Village and Lansdowne may both offer child care opportunities in the future, but it will likely be 7-10 years before they are realized. Staff Reports In response to concerns raised at the November meeting about unsafe situations in businesses that offer children s activities, Ms. Cuthbert reported back that the Vancouver Coastal Health Child Care Licensing Officers do respond to these types of complaints. If a business is only providing one activity such as martial arts or gymnastics and is not promoting itself as offering child care then they do not take additional action. However, if a business is delivering several types of activities, providing snacks and promoting their service as providing full or part day care for children then VCH CCFL investigates and may require the business to obtain a child care license. Staff noted that if members become aware of a program promoting themselves as providing care for children under age of 12, for more than 4 hours then licensing can be called to look into it. Ms. Cuthbert also noted that Atira had their open house last Thursday and shared the Powerpoint on the Cadence Housing for Women and Children and Willow Early Care & Learning Centre. Discussion ensued on the subsidy, affordable housing units, and the process surrounding this development. It was noted that this project was approved through the Child Care Grants from last year for furnishing and equipment. Staff and Committee members acknowledged and thanked Mr. Cromie and Ms. Fedorenko for their contributions to the Committee and wished them luck in their future endeavours. Page 11

13 7. SCHOOL DISTRICT REPORTS Trustee Ho gave advised that the School District 38 now has a full complement of teachers. They are finally on target, but the District is still short on Educational Assistants. Discussion ensued around temporary teachers on call (TTOC) challenges, seismic upgrading plans for Richmond schools (5 more schools are in the final stage of approval for upgrades and 25 more high risk schools awaiting notice), the School Districts opposition to the legalization of non-medical use of marijuana, and Cook Elementary School s upcoming replacement. Discussion ensued about the displacement of community programs during the Cook School replacement process. It was further noted that there may not be capacity for community agencies to continue with their community programs in the new school once it is built. The Provincial capital funding for school does not provide for building space that is not directly related to educational purposes so community programs, child care programs and other School District programs such as Strong Start will be challenged in securing space in the schools being replaced or upgraded. It was noted that Richmond Children First will be sending a letter to the School Trustees about this issue. Discussion ensued on how to relocate students on a temporary basis while the Cook Elementary School is being rebuilt. 8. COMMUNITY UPDATE Richmond Children First Mrs. MacKenzie provided an update that a few of the community agencies that are members of the RCF Steering Committee are working together on a proposal for Success by Six funding from the United Way. It was further noted that they are putting together a budget for a program in the City Centre area. Work is also being done with the UBC Human Early Learning Partnership (HELP) on creating a Toddler Early Development Instrument. 9. CCRR UPDATE Staff noted that there are workshops coming up at the CCRR including Appetite to Play which looks at starting children in physical activities, consulting with dieticians and experts, and discussing physical literacy. More information can be found at Mrs. MacKenzie also distributed information on the Kids have stress too workshop happening in February. The Circles of Caring conference will be on March 3 rd at Trinity Western and City Centre community centre. Page 12

14 10. NEXT MEETING A meeting schedule for 2018 was distributed. The next meeting will take place on Wednesday, January 3, 2017 at 7:00 pm in Room M 1.002, Richmond City Hall. 11. ADJOURNMENT It was moved and seconded That the meeting be adjourned at 8:22 pm. CARRIED Certified a true and correct copy of the Minutes of the meeting of the Richmond Child Care Development Advisory Committee of the Council of the City of Richmond held on Wednesday, December 6, Shyrose Nurmohamed Acting Chair Jodi Allesia Recording Secretary Page 13