School Board Meeting Minutes: April 17, 2012 - Special
Category : School Board Meeting - Minutes
Published by Michelle MacLeod [Michelle MacLeod] on 05/01/2012


Central Office
Sydney, N.S.
April 17, 2012


SPECIAL BOARD MEETING

(1) CALL TO ORDER:

A Special Board meeting of the Cape Breton-Victoria Regional School Board was called to order today beginning at 5:00 p.m.

(2) RECORD OF ATTENDANCE:


Present: Lorne Green, ChairJoan Currie, Vice Chair Jackie Organ
Steve ParsonsCathi PierrardDarrell Flynn
Kevin RuellandSandra Margettie Fred Tilley
Barb MercerDarren MacNeilDarren Googoo
Absent: Gary Fraser Darlene MorrisonCharlie Keagan
Also Present:
Beth MacIsaac, Director of Human Resources
George Boudreau, Director of Financial Services
Paul Oldford, Director of Operational Services
Susan Kelley, Director of Programs and Student Services
Sandra Burke, Coordinator of Financial Management
Michelle MacLeod, Board Recording Secretary



(3) BUDGET:

Mr. George Boudreau, Director of Financial Services reviewed the administrative reductions for last year (2011-2012). This was followed by Mrs. Beth MacIsaac, Director of Human Resources who distributed and provided information regarding the organizational chart for the Human Resources Department along with the job descriptions for these positions. Mrs. MacIsaac reviewed the increased responsibilities in the Human Resources Department.

Mrs. Susan Kelley, Director of Programs and Student Services, followed with a presentation of her department which included an organizational chart. (attached to the original agenda) Mrs. Kelley reviewed the consultant, secondments and other administrative positions within her department. Several Board members requested clarification regarding funding for several positions.

Mr. Paul Oldford, Director of Operational Services then distributed and provided information and clarification regarding his organizational chart and duties surrounding the staff in his department. (attached to the original agenda)

Commissioner Parsons expressed his concern with regards to the level of management in comparison to other Boards across the province. His concerns were reiterated by several Board members.

Commissioner Googoo reiterated that efficiencies are required but that every decrease impacts the service delivery to the classroom.

Commissioner Tilley would like to see the Board explore areas where we have inefficiencies and where we can improve upon.

Commissioner Parsons noted that based on other Boards in the province he sees our Board as being over managed in operations. In terms of the Operations Department he would like to see a decrease in positions.

Commissioner Pierrard reiterated that we are a public education system and that we should manage staffing in administration very carefully.

Commissioner Mercer noted that some positions would impact students more than others. She strongly feels that management positions would affect the classrooms at a minimum level.

Commissioner Organ question the issue of retirements and restructuring of the management positions.

Mr. Paul Oldford noted that the regulations which are in place constrict our ability to reduce positions.

Mr. Kevin Ruelland requested clarification regarding the staffing compliment for September, 2012 and the work which is required to provide a balanced budget. He further noted that reductions through the year with retirements and resignations would be the preferred method to achieve reductions in staff. He further noted that we need to do our due diligence throughout the year in terms of reducing excess capacity.

Commissioner Mercer spoke of the overtime which has been recorded within the Operational Services Department. Mr. Paul Oldford provided clarification regarding some of the highlighted areas. Mr. George Boudreau provided further clarification as well.

Commissioner Parsons reiterated earlier comments and further noted that efficiencies need to be achieved.

Moved by Commissioner Parsons
Seconded by Commissioner Mercer

That the Board advise management to eliminate the following positions in the Operations Department: a Facilities Manager, Manager in Transportation, Supervisor of Operations and two Head Bus Drivers. . . .

Motion defeated

Commissioner Mercer supported the motion
Commissioner Parsons supported the motion
Commissioner Pierrard voted against the motion

Moved by Commissioner Parsons
Seconded by Commissioner Pierrard

That the Board direct the Director of the Operations Department to eliminate two FTE’s at the management level. . . .

Motion carried
2012-04-14

Commissioner Mercer supported the motion
Commissioner Parsons supported the motion
Commissioner Pierrard supported the motion

Commissioner Ruelland left the meeting at 7:35 p.m.

Mr. George Boudreau, Director of Financial Services provided the organizational chart for his department. After reviewing the organizational chart, Mrs. Sandra Burke, Coordinator of Financial Services provided an overview of the job descriptions. (attached to the original agenda)

Commissioner Tilley spoke to the issue that this department may be under resourced due to the internal control issues relative to school based funds. This statement was reiterated by Mr. Boudreau. He further advised of the increased work load on purchasing and Accounts Payable due to TCA vapital and the increase need for improved internal control in the payroll department. Ms. Burke provided a comparison of staffing to other Boards across the province.

Commissioner Parsons questioned the possibility of contracting out of services.

On the question clarification was provided with regards to schools fundraising.



(4) STAFFING:

Mr. Boudreau then proceeded to firm up other budget reduction options for the Board.

a. He noted that the Human Resources Department is now ready to bring forward NSTU staffing recommendations for the 2012 – 2013 school year.

b. Senior staff is recommending that the Adult Day program be reduced from four sites to two sites; one in New Waterford (BEC) and the 2nd in Sydney at the Ashby School. This move would save three teacher FTE’s and eliminate the need for space rental in Glace Bay and in Sydney.

c. Centralize the two Learning Centers to Sydney. This would save three teacher FTE’s.

d. The elimination of the sport animator position due to funding loss.

e. The savings of one secretarial position (due to closures of Ashby, Cornwallis and Northside Learning Centre) to be reallocated to small schools who are presently underserved with secretarial support.

Other budget lines were highlighted noting change from the original presentation.

Commissioner Tilley requested clarification regarding enrollment figures for both the Adult Day Schools and the Learning Centres. Mr. Boudreau noted that those students that are of the age of twenty-one and under would be provided transportation. The directors provided insight into the composition of the schools and the visions which the Board would consider supporting.

Commissioner Tilley noted he would be reluctant in supporting any reduction in Teacher Assistant support. He expressed concern over the timing of the audit. He would like to ensure that everyone is aware of the criteria and the efficiencies which the Board wishes to see addressed. Mrs. MacIsaac advised that the results of the Teacher Assistant Audit would be available in a week.

Commissioner Mercer questioned the status of Frank J. Angot students and the students in the St. Agnes building being combined into one building. Mr. Oldford advised that he will be reviewing this issue and bring forth a recommendation.

Commissioner Parsons noted that we need to address the additional secretarial position for Programs.

Mrs. Susan Kelley was directed to bring forth at the next scheduled budget meeting a recommendation for reductions in consultants.



(5) CLASSROOM STAFFING:

Mrs. Beth MacIsaac advised of amendments to the classroom staffing plan which was originally presented. She advised of concerns which were expressed by several principals however all schools were treated fairly.

Mrs. MacIsaac further advised that under the proposed staffing formula, classes would not increase in size as compared to prior years for the school year 2012 – 2013.

Mrs. Beth MacIsaac highlighted itinerant reductions in Fine Arts, Physical Education, French and Resource.

Moved by Commissioner Tilley
Seconded by Commissioner Mercer

That the Board approve the amended classroom staffing plan as presented (44 classroom staffing and 4 itinerant). . .

Motion carried
2012-04-15



(6) NEW BUSINESS:

a. Mr. Oldford – New Waterford TCA Project – Mr. Oldford provided other options for the Board with regards to the New Waterford area. He advised that he spoke to the Department of Education this morning to obtain clarification with regards to the Boards request.

Concern was expressed over the estimated costing of the project and the Board’s direction to move forward without a second option.

Commissioner Organ left the meeting at 8:45 p.m.

On the question several Board members requested clarification on the options which were presented(attached to the original agenda)

Moved by Commissioner Margettie
Seconded by Commissioner Flynn

That the Board add the second option to Motion#2012-04-05

Motion carried
2012-04-16



Commissioner Parsons voted against the motion
Commissioner Mercer voted against the motion





(7) Adjournment of the meeting. . .

the meeting adjourned at 8:58 p.m.





__________________________________________________
LORNE GREEN GEORGE BOUDREAU
BOARD CHAIR BOARD SECRETARY