BUDGET PROCESS

Transcription

1 PUBLIC REPORT TO REGULAR BOARD BUDGET PROCESS By faith in the name of Jesus, this man whom you see and know was made strong. It is Jesus' name and the faith that comes through him that has given this complete healing to him, as you can all see. Acts 3:16 Created, Draft First Tabling Review March 18, 2014 March 27, 2014 S. Chitapain, Coordinator of Budget Services D. De Souza, Coordinator of Revenue, Grants and Ministry Reporting J. Yan, Sr. Coordinator, Communications, Public/Media Relations P. De Cock, Comptroller for Business Services & Finance RECOMMENDATION REPORT Vision: At Toronto Catholic we transform the world through witness, faith, innovation and action. Mission: The Toronto Catholic District School Board is an inclusive learning community rooted in the love of Christ. We educate students to grow in grace and knowledge and to lead lives of faith, hope and charity. G. Poole Associate Director of Academic Affairs A. Sangiorgio Associate Director of Planning and Facilities S. Pessione Associate Director of Business Services, Chief Financial Officer and Treasurer Angela Gauthier Director of Education Page 43 of 107

2 A. EXECUTIVE SUMMARY The report provides the proposed approach of the Budget Process which includes the Budget process timelines and a survey to engage all stakeholders for discussion, feedback and approval. The stakeholders selected for this year s cyclical Budget consultation includes CSAC Chairs, Principals, Parents and Guardians. B. PURPOSE This report was originally scheduled to be on the agenda for the Budget Committee meeting scheduled for February 25 th 2014 but was not dealt with, and so, in the interest in ensuring the budget process proceeds on a timely basis, the report is now presented to the Regular Board. The Budget process is an important planning tool for the development of an effective and balance budget in order to provide a range of necessary resources, supports and programs to our students. Under the Education Act (Section 232), the Board is required before the beginning of each fiscal year to prepare and adopt estimates of its revenues and expenses for the fiscal year and need to be submitted to the Ministry by end of June The Board will begin to engage all stakeholders in a budget consultation session to receive input into the development of the Budget Estimates. The development of the Board s annual budget is one of the most strategic, but also the most time consuming and labour intensive functions undertaken by administration. Students are always our primary focus and TCDSB is committed to offering programs and services which challenge all students to achieve their personal best. TCDSB also makes efficient, effective, and innovative use of resources, based on sound planning, and the best available information. The budget allocates available resources to address student needs. The voice of TCDSB stakeholders is a critical component of the Board s annual budgeting process to help identify budget priorities and initiatives for consideration in the budget development process. The Budget Survey reflects the direction contained in a motion approved by Trustees at the Budget Committee meeting held on November 4, The motions approved by the Budget Committee held on November 4, 2013 are as follows: 1. That Staff make available to all Trustees details of the survey submissions either through or SharePoint. Page 44 of 107 Page 2 of 5

3 2. That a letter co-signed by the Director of Education and the Chair of the Board be sent to CPIC inviting their input on how to increase parental involvement on the Budget consultation. 3. The Budget Committee recommends to the Corporate Affairs, Strategic Planning and Property Committee that we have a cyclical approach to Budget Consultation with a limited focus approach one year and a comprehensive community wide consultation approach the following year. This modified and shorter version of the traditional comprehensive stakeholder survey will be used as part of the budgeting consultation process. It is comprised of six questions (see Appendix B) and intended to be completed by each CSAC and submitted back to the Board. The draft budget process timeline (Appendix A) is also submitted for comment, feedback and consideration, as to ensure the timeliness of collecting meaningful input from the stakeholder group to be considered in the budget process. C. BACKGROUND Motion 1: A full detailed response to the open-ended questions was distributed to all Trustees of the Budget Committee on November 27, 2013 through an sent by the Comptroller for Business Services & Finance. Motion 2: A letter will be drafted and co-signed by the Director of Education and the Chair of the Board be sent to CPIC inviting their input on how to increase parental involvement on the Budget consultation. Motion 3: TCDSB has historically engaged its stakeholders and partners in education as part of the budget consultation process. It considers this to be a best practice to maximize participation and meaningful input by all stakeholders. In the past, the overall survey yielded evidence and confirmation of the importance and priority of continuing TCDSB s investment in classroom computer technology, specialty programs and school facilities as an integral strategy towards retaining and increasing student enrolment. The Report of the Budget Survey Consultation Results was first presented to the Budget Committee on June 4, It was subsequently presented and discussed at the Corporate Affairs on September 12, This report was tabled and discussed again at the November 4, 2013 meeting of the Budget Committee. The action arising from that meeting included direction by Trustees to prepare a modified and shorter version of the stakeholder survey for use during the budgeting consultation process. A motion from the Budget Committee recommended to the Corporate Affairs, Strategic Planning and Property Committee, a cyclical approach to budget consultation with a limited focus approach one year and a comprehensive community wide consultation approach the following year. Page 45 of 107 Page 3 of 5

4 D. EVIDENCE/RESEARCH/ANALYSIS 1. For the Budget year, TCDSB commenced its budget development process in February 2014 with the development of the Budget process and timelines. A summary of the Budget process and timelines is provided in the attached Appendix A. 2. The budget is the Board s fiscal plan that supports the delivery of educational programs and services and is the Trustee s strategic plan for the upcoming academic year. It also provides the authority for administration to spend funds on a variety of programs and services. It is important that the budget be developed in a thoughtful manner and that the decisions respecting the expenditure of funds carefully weigh the impacts and benefit to stakeholders across the near and long-term horizons. 3. The Board continues to monitor its programs and staffing allocations to ensure that it is providing services to its students while complying with Ministry requirements and pursuing the system priority of student achievement. Staffing projection report align with enrolment projection will be submitted in the next committee. TCDSB programs and services will continue to be reviewed for equitable, effective and efficient measures to improve delivery of services to all students. 4. The survey provides opportunities for involvement in the development of the budget by key stakeholders represented by CSACs in our TCDSB community, as a means of strengthening public confidence and growing spiritually within our faith-based system. 5. In evaluating the findings in the Report of the Budget Survey Consultation Results presented to the Budget Committee of November 04, 2013, it was determined that survey fatigue may be the primary reason behind the decline in responses from stakeholders over previous years. A cyclical approach to the Board s budget consultation will yield a more focused engagement and input to key budget questions because of the mandatory requirement for each CSAC in the TCDSB to complete and submit a budget survey. 6. Members of the Communications, Research and Finance departments have reviewed both the survey results and questions in detail. The shorter version survey reflects the team s goal to preserve the overall survey methodology, with the added dimension of ensuring each school has the opportunity to rate in order of importance the priority areas in programs, resources, and building maintenance and is provided in the attached Appendix B. Page 46 of 107 Page 4 of 5

5 E. STAFF RECOMMENDATION That the Board: 1. Review and approve the Budget Process Timelines as outlined in Appendix A. 2. Consider, provide feedback and approve the proposed Budget Consultation Survey as provided in Appendix B. Page 47 of 107 Page 5 of 5

6 BUDGET BUDGET PROCESS TIMELINES APPENDIX A Feb 2014 Review Draft Budget Process and Consultation Survey at Education & Director's Council Discuss Budget priorities and scenarios Review Consensus Enrolment projections with Planning and Business Services Staff Mar 2014 Develop staffing models by school and grade based on Consensus Enrolment projections Seek approval at Regular Board of March 27,2014 for Proposed Budget Process and Consultation Survey Distribute Consultation Survey to CSAC Chairs, Prinicipals, Parents and Guardians on March 28, 2014 with a closing date of April 24, 2014 Apr 2014 Analyse Grants for Student Needs (GSN) announcement Review Budget Pressures and Opportunities,Preliminary Revenue and Expenditure Forecasts, and Staffing Projections (Budget Ctee Apr.8,2014 and Corporate Affairs, Strategic Planning and Property Ctee. Apr.10,2014) Analyse results from Budget Consultation Survey and consider for Budget Planning purposes Develop Draft Budget Estimates in line with Grants for Student Needs (GSN) announcement May 2014 Preliminary Budget Presentation/Survey Results/Budget Discussion (Budget Ctee May 13,2014) Budget Presentation at Special Education Advisory Ctee (May 14, 2014) Budget Presentation to Catholic Student Leadership Impact Team (CSLIT) (May 27, 2014) Jun 2014 Final Budget Review (Corporate Affairs, Strategic Planning and Property Committee June 5, 2014) Board approval for Budget Estimates (Regular Board June 12, 2014) Submit Budget Estimates to Ministry of Education (June 30, 2014) Page 48 of 107

7 Appendix B Dear CSAC Chairs and Principals, Budget Consultation Draft Version 2 (February 6, 2014) The Toronto Catholic District School Board is in the process of a budget consultation with its major stakeholders. We kindly ask for your input in identifying budget priorities for our students. In consultation with members of your CSAC, please complete the survey below which addresses the following areas: Resources, Programs and Services, Materials, Facilities and Communication. For each area, you are asked to rank the top options with 1 being highest priority. The TCDSB will review your input and determine what priorities the budget can address within its limited resources. We would appreciate receiving your response by April 17 th to help inform budget decisions for the coming school year. Thank you in advance for your time and input. TCDSB Budget Committee I. RESOURCES What resources do you value most in supporting student achievement and well-being? (Please rank in order from 1-5, the top 5 most important to your school community) Chaplaincy resources Corporate Partnership resources Full Day Kindergarten resources Literacy resources Music resources Numeracy resources Physical Fitness resources Special Education resources Technology-Enabled Learning resources Youth Mental Health resources Other Page 49 of 107

8 Appendix B II. PROGRAMS AND SERVICES What programs and services do you think are the most helpful to supporting student achievement and well-being? (Please rank in order from 1-5, the top 5 most important to your school community) Bullying Awareness programs e-learning Extended French Extracurricular programs French Immersion International Languages Program Program related transportation (Gifted and French Immersion programs) Secondary School Alternative Education programs Specialty Focus programs for the Elementary panel (e.g., Arts, Drama, Music, Sports, Technology) Student Leadership events and retreats Tutoring programs for Literacy and Numeracy (after school) Other III. MATERIALS If one time funding became available, how would you rank each of the following material resources? (Please rank in order from 1-3, the top 3 most important to your school community) Art supplies Classroom supplies Electronic Learning resources (e.g., e-books) Musical Instruments Play or Gym Equipment (e.g., basketball nets, playground equipment, etc.) Technology (e.g., computers, interactive white boards, tablets, etc.) Textbooks Other Page 50 of 107

9 Appendix B IV. FACILITIES Which school building components do think require more service, maintenance or replacement? (Please rank in order from 1-3, the top 3 most important to your school community) Classroom Furniture Flooring, Painting, Lighting Front Door Entrance Control Grounds Maintenance, Exterior Work Heating, Ventilation, Air Conditioning Playground Other V. COMMUNICATION Please identify your preference for communication from TCDSB about the budget. (Please rank in order from 1-3, the top 3 most important to your school community) Facebook Internet Parish Bulletins Print (e.g., newsletter/newspaper) School Bulletins Television Trustee Ward meeting Special Board meeting School Council (CSAC) meeting Town Halls Twitter Web cast Other Page 51 of 107

10 Appendix B SUGGESTIONS The TCDSB is always looking for ways to be more fiscally efficient. Please share your top two suggestions Thank you for completing this survey! Page 52 of 107