finance committee agenda (feb 22...

Durham Catholic District School Board

Catholic Education: Learning & Living in Faith

FINANCE COMMITTEE MEETING

AGENDA

Monday, February 22, 2016

7:00 p.m.

Catholic Education Centre, 650 Rossland Road West, Oshawa, Ontario L1J 7C4 Main Telephone Number: (905) 576-6150; Toll Free: 1-877-482-0722 Main Fax Number: (905) 576-0953 - Board Web Site: HTUwww.dcdsb.caUTH

If you require accessibility related accommodations for attendance at this meeting, please notify the meeting

organizer in advance of the meeting date so that arrangements can be made.


FINANCE COMMITTEE MEETING

Monday, February 22, 2016 CEC Boardroom,

650 Rossland Road West, Oshawa

AGENDA A. CALL TO ORDER

a.1 Memorials and Prayers a.2 Roll Call and Apologies

B. APPROVAL OF AGENDA

b.1 Changes to Printed Agenda b.2 Approval of Agenda

C. ANNOUNCEMENTS D. NOTICE OF MOTIONS E. DECLARATIONS OF INTEREST e.1 Declaration of Conflict of Interest F. ACTIONS TO BE TAKEN f.1 Approval of Minutes – January 18, 2016 f.2 Business Arising – January 18, 2016 G. PRESENTATIONS g.1 Special Education Overview g.2 Communications Overview H. REPORTS/DISCUSSION ITEMS h.1 Budget Framework Update h.2 Stakeholder Consultation I. ADJOURNMENT J. CLOSING PRAYER


MEMORANDUM

To: Finance Committee From: R. Putnam, Superintendent of Business & CFO Date: February 22, 2016 Subject: Finance Committee Minutes – January 18, 2016 RECOMMENDATION: Moved by , seconded by

“THAT the Finance Committee approve the minutes of the January 18, 2016 Finance Committee meeting.”

RATIONALE: See attached minutes. RSP:cc Attachment

Finance Committee - February 22, 2016 1 of 13

Minutes Durham Catholic District School Board

MINUTES of the OPEN SESSION of the FINANCE COMMITTEE meeting which was held at the Catholic Education Centre on Monday, January 18, 2016. Committee Members Staff T. Chapman (Chair) R. Putnam J. Rinella (Vice-Chair) T. Corless M. Forster A. CALL TO ORDER

Superintendent Putnam called the meeting to order at 7:05 p.m. a.1 Memorials and Prayers

Superintendent Putnam offered the opening prayer. a.2 Roll Call and Apologies Noted above. B. APPROVAL OF AGENDA b.1 Changes to the Printed Agenda

Add g.5 – MP Meeting Input b.2 Approval of Agenda Motion No. FC-2016-01-18-01 Approval of Agenda Moved by J. Rinella, seconded by T. Corless

“THAT the Finance Committee approve the Janaury 18, 2016 agenda, as amended.” Carried C. ANNOUNCEMENTS None D. NOTICE OF MOTIONS None E. DECLARATIONS OF INTEREST None


________________________________________________________________________________ Minutes - Finance Committee Meeting January 18, 2016 Page 2 of 4 F. ACTIONS TO BE TAKEN

f.1 Election of Chair

J. Rinella nominated T. Chapman as Chair of the Finance Committee. T. Corless seconded the nomination. T. Chapman accepted the nomination.

Motion No. FC-2016-01-18-02 Election of Chair Moved by T. Corless, seconded by J. Rinella

“THAT the Finance Committee of the Durham Catholic District School Board appoint Trustee Chapman as Chair of the Finance Committee.” T. Chapman assumed the Chair.

Carried f.2 Election of Vice-Chair

T. Corless nominated J. Rinella as Vice-Chair of the Finance Committee. T. Chapman seconded the nomination. J. Rinella accepted the nomination. Motion No. FC-2016-01-18-03 Election of Vice-Chair

Moved by T. Chapman, seconded by T. Corless

“THAT the Finance Committee of the Durham Catholic District School Board appoint Trustee Rinella as Vice-Chair of the Finance Committee.” Carried

f.3 Approval and Signing of Minutes from the Open Session of the November 30, 2015

Finance Committee Meeting

Motion No. FC-2016-01-18-04 Approval of Minutes Moved by J. Rinella, seconded by T. Corless

“THAT the Finance Committee approve the minutes of the November 30, 2015 Finance Committee Meeting.” Carried

f.4 Business Arising from Minutes of the November 30, 2015 Finance Committee Meeting None.


________________________________________________________________________________ Minutes - Finance Committee Meeting January 18, 2016 Page 3 of 4 G. STAFF REPORTS g.1 Current Financial Position Overview

Superintendent Putnam provided an overview of the Board’s current financial position and highlighted potential cost pressures and mitigating strategies to be considered in the development of the 16/17 Budget Framework. The Finance Committee requested that Superintendent Gray attend a future meeting to provide an update on the International Student recruitment initiative.

Motion No. FC-2016-01-18-05 Current Financial Position Overview Moved by T. Corless, seconded by M. Forster

“THAT the Finance Committee receive as information the Current Financial Position Overview as presented by staff on January 18, 2016.”

Carried

g.2 Current Budget Overview

Superintendent Putnam provided an overview of the current year budget and responded to questions. The Finance Committee requested that Superintendent Bowyer attend a future meeting to provide information on Special Education. Additional information was also requested with respect to the budget allocation for Communications, utilization of the Secondary Transportation supplement and organizational charts following the Corporate restructuring undertaken in spring 2015.

Motion No. FC-2016-01-18-06 Current Budget Overview Moved by M. Forster, seconded by T. Corless

“THAT the Finance Committee receive as information the Current Budget Overview as presented by staff on January 18, 2016.” Carried

g.3 Strategic Directions and Priorities

Superintendent Putnam reviewed the Board’s strategic directions and priorities as outlined in the Strategic Plan and Board Improvement Plan.

Motion No. FC-2016-01-18-07 Strategic Directions and Priorities Moved by J. Rinella, seconded by M. Forster

“THAT the Finance Committee receive as information the Strategic Directions and Priorities overview as presented by staff on January 18, 2016.” Carried


________________________________________________________________________________ Minutes - Finance Committee Meeting January 18, 2016 Page 4 of 4 g.4 Stakeholder Consultation

Superintendent Putnam reviewed the consultation process undertaken in previous years. The Finance Committee discussed timelines surrounding communication to the system. A final draft of the invitation to the broader Catholic community will be reviewed at February meeting at which time an April public consultation date will be selected.

Motion No. FC-2016-01-18-08 Stakeholder Consultation Moved by T. Corless, seconded by M. Forster

“THAT the Finance Committee receive as information the Stakeholder Consultation overview as provided by staff on January 18, 2016.”

Carried g.5 MP Meeting Input

The Finance Committee provided input on items for discussion with various local elected officials with respect to budget pressures and priorities.

H. ADJOURNMENT (8:56 p.m.) Motion No. FC-2016-01-18-09 Adjournment Moved by T. Corless, seconded by M. Forster “THAT the January 18, 2016 meeting of the Finance Committee be adjourned.” Carried

I. CLOSING PRAYER Closing prayer was offered by M. Forster. . . ________________________________ __________________________________ T. Chapman, Chair, Finance Committee R. Putnam, Resource, Finance Committee Recording Secretary: C. Cavalier



MEMORANDUM

To: Finance Committee From: R. Putnam, Superintendent of Business & CFO Date: February 22, 2016 Subject: Special Education Overview RECOMMENDATION: Moved by , seconded by

“THAT the Finance Committee receive as information the Special Education Overview as presented by staff on February 22, 2016.”

RATIONALE: Staff will be in attendance at the February 22, 2016 meeting to provide an overview of the Special Education envelope and, in particular, to review the allocation of resources in support of the Board’s Special Education Plan. RSP:cc



MEMORANDUM

To: Finance Committee From: R. Putnam, Superintendent of Business & CFO Date: February 22, 2016 Subject: Communications Overview RECOMMENDATION: Moved by , seconded by

“THAT the Finance Committee receive as information the Communications Overview as presented by staff on February 22, 2016.”

RATIONALE: Staff will be in attendance at the February 22, 2016 meeting to provide an overview of current and planned Communications strategies. RSP:cc



MEMORANDUM

To: Finance Committee From: R. Putnam, Superintendent of Business & CFO Date: February 22, 2016 Subject: Budget Framework Update RECOMMENDATIONS:

1. Moved by , seconded by “THAT the Finance Committee receive as information the Budget Framework Update as provided by staff on February 22, 2016.”

RATIONALE: As presented to the Finance Committee in January there are a number of global factors to be considered in the formation of the 2016/2017 budget as follows: Challenges – declining enrolment (250 students); labour framework (transition to a Provincial benefits model); contract renewal with school bus operators; and relocation of the current Oshawa Continuing Education program into a leased facility arrangement. Funding – 2016/2017 will be the second of a three year Ministry funding framework with the announcement of the Grants for Student Needs (GSN) anticipated at the end of March. Based on the information provided to date staff is anticipating funding to be relatively stable from this year to next with known increases in some areas (ie – High Needs Amount) being offset by reductions in other areas (ie – Facility Top-Up). Staff has identified two potential means of mitigating some of the financial pressures stemming from the above noted challenges. The first being potential additional revenue from the establishment of a more formalized and intensified International Student Program. The second being potential operating savings that may be realized through the Scugog Pupil Accommodation Review process. Overall staff is anticipating a net operating pressure of approximately $500,000 after accounting for the above noted challenges and after applying any potential additional revenue (International Students) or operating savings (Accommodation Review). Staff has initiated budget discussions at Administrative Council and will provide further information to the Finance Committee and Board of Trustees for review and consideration throughout the budget development and deliberation process. RSP:cc



MEMORANDUM

To: Finance Committee From: R. Putnam, Superintendent of Business & CFO Date: February 22, 2016 Subject: Stakeholder Consultation RECOMMENDATION: Moved by , seconded by

“THAT the Finance Committee receive as information the stakeholder consultation invitation and budget input form to be disseminated to the broader Catholic community.”

RATIONALE: An integral component of the budget process is stakeholder consultation. Over the past number of years the following stakeholders have been engaged on an annual basis: SEAC, DCPIC, Student Senators, Employee Affiliates and Members of the Broader Catholic Community. In keeping with past practice, staff will attend the April/May meetings for SEAC, DCPIC and the Student Senators to provide an overview of the budget parameters and to receive feedback for consideration. In addition, the attached correspondence will be issued to the system and Parishes inviting public input with respect to the Board’s budget. An additional Finance Committee meeting to receive public input is proposed for Monday, April 11, 2016. RSP:cc Attachments


Durham Catholic District School Board Catholic Education: Learning & Living in Faith

Catholic School Board Budget Consultation Process

The Durham Catholic District School Board provides quality Catholic Education with a focus on student faith formation, well-being and achievement in alignment with the Board’s Strategic Plan, Discovery 2020. As part of the budget process for the upcoming 2016/2017 school year, the Finance Committee of the Durham Catholic District School Board is seeking input from all members of the Catholic community to assist in formulating and affirming Board priorities. In particular, the Board is seeking feedback surrounding the following: essential supports and services to be sustained; areas in need of additional supports; areas to consider for budget savings; as well as any other comments or suggestions you may have.

How Can You Provide Input?

If you are comfortable sharing your ideas in a public forum you can provide your comments in person to the Finance Committee at its next meeting which will be held on April 11, 2016 at the Catholic Education Centre, 650 Rossland Road West, Oshawa beginning at 7:00 p.m. Delegates are requested to indicate their intention to present to the Finance Committee by April 1, 2016 via email to [email protected]. For those who may not be as comfortable presenting in person, there are other ways to provide your input. Please note that your comments and suggestions are welcome at any time during the year using any of the methods indicated below. You can complete a Stakeholder Input Form (found on the Board’s website at www.dcdsb.ca under Our Board, Community, Consultation, Budget and mail or hand deliver it to:

Catholic Education Centre 650 Rossland Road West Oshawa, ON L1J 7C4 Attention: Business Services

You can email your comments to [email protected] or leave a message at 905-576-6707, ext. 2300, or 1-877-482-0722, ext. 2300.

Where Can You Find Budget Related Information?

All financial information relating to the Board’s budget can be found on the Board’s website (www.dcdsb.ca) under Our Board, Departments, Business Services, Finance. If you have any questions or require assistance accessing this information, please email [email protected] or call 905-576-6707, ext. 2300 or 1-877-482-0722, ext. 2300. Thanking you in advance for your comments. Your input is truly valued. Yours in Catholic Education, Tricia Chapman, Chair, Finance Committee John Rinella, Vice-Chair, Finance Committee Monique Forster, Trustee, Finance Committee Theresa Corless, Trustee, Finance Committee _________________________________________________________________________________________________

As part of a public process all input received will be provided to the Board for review and consideration.


mailto:[email protected]

http://www.dcdsb.ca/


http://www.dcdsb.ca/


________________________________________________________________________ As part of a public process all input received will be provided to the Board for review and consideration.


2016/2017 Budget Process System Stakeholder Input Form

2015/2016 Expenditure and Operating Structure

1. Salaries & Benefits $202.9M

2. Student Transportation $7.9M

3. Facilities Services $7.5M

4. Program & Student Services $6.3M

5. Information Technology Services $3.6M

6. School Budgets $2.3M

7. General Operations $2.6M

Total Operating Budget $233.1M

1. Salaries & Benefits includes all costs related to staffing. The majority of the Board’s employees and related staffing levels are based on commitments made under the various collective agreements.

2. Student Transportation is provided to all eligible riders based on the Board’s Transportation Policy and Administrative Procedure.

3. Facilities Services costs include such things as utilities, snow clearing,

grass cutting, and custodial and maintenance supplies.

4. Program & Student Services includes resources and supports for such programs as French Immersion, Early Learning, Faith Formation, Numeracy, Literacy, the Arts and Special Education as well as release time for teacher training and professional development.

5. Information Technology Services includes such things as computers, software, internet services, communications, financial and operating systems, and educational technology for student use.

6. School Budgets are provided to each school on a per pupil basis to provide for the basic operating needs of the school.

7. General Operations includes such things as insurance, mileage,

copyright costs, legal and audit services, and health & safety.


________________________________________________________________________ As part of a public process all input received will be provided to the Board for review and consideration.

With respect to the upcoming 2016/2017 budget what would you suggest the Board consider as: A. Essential Supports and Services to be Sustained: 1. Click here to enter text.

2. Click here to enter text.


B. Areas in Need of Additional Supports: 1. Click here to enter text.



C. Areas to Consider for Budget Savings/Cost Avoidance: 1. Click here to enter text.



D. Other Comments or Suggestions: 1. Click here to enter text.



Name: Click here to enter text.

School/Parish: Click here to enter text.


finance committee agenda (feb 22...

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