SCHOOL DISTRICT NO. 78 (FRASER-CASCADE) BUDGET ADVISORY COMMITTEE MEETING May 3, 2004

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1 CALL TO ORDER: SCHOOL DISTRICT NO. 78 (FRASER-CASCADE) BUDGET ADVISORY COMMITTEE MEETING May 3, 2004 The meeting was called to order at 4:30 p.m. on May 3, 2004 at the District Education Office in Hope. PRESENT: Board - Committee Members: Rose Tustian Jim Sinclair Trustee Trustee Representatives: Darlene Smith Payroll UBCJA Brad Bourel Maintenance UBCJA Cathy Speth Parent AEC Randy Lee Teacher FCTA Steve Fachler Principal FCPVPA Michelle DeKok Teacher FCTA Andy Phillips Parent AEC Lori Izawa Parent Coquihalla Staff: Ken Campbell Karen Nelson Secretary-Treasurer Assistant Superintendent Regrets: Gary Lewis Vice-Principal FCPVPA Yvonne Demoskoff Parent Silver Creek Tom Hendrickson Trustee Ryan Henderson Student HSS APPROVAL OF AGENDA: That the agenda be approved as circulated.

2 APPROVAL OF THE MINUTES: Izawa/Fachler That the minutes of the meeting held March 30, 2004 be approved as circulated. Trustee Tustian advised the committee that the proposal regarding Early Retirement Incentive from the previous meeting would not be an agenda item for discussion because it is considered part of negotiating and is a Provincial matter. CORE REVIEW ITEMS The Secretary-Treasurer reported on the core review items that were implemented and those that will be implemented as part of the 2004/05 budget. He noted that not all of the savings projected had been realized and stated that some items were being implemented in another way. The Assistant Superintendent advised the committee that the present staffing formula incorporated some minor adjustments to PTR and with enrollment decline; these adjustments would indicate five less teachers next year. Question: Item 23 on the list, charge for bussing is any of that revenue being realized next year? Answer: No, this was a proposal to charge a fee to parents of students who live within the walk limits to pay for the service. Question: Will there be savings from the 4-day week in Yale? Answer: Yes there will be some in custodial and the First Nation Support Worker. The District did not realize all the cost savings it anticipated from the Boston Bar 4-day week. A committee member noted that some benefits have been realized from the 4-day week and these were: Reduced behaviour issues in the school Better attendance Positive atmosphere in the school The Assistant Superintendent reported that parents and the public supported the 4-day week in Boston Bar. They were in favour because some of the funding from the savings went towards the reduction of split classes in Boston Bar. She noted as well that it was difficult to assess the academic results based on one year s data. 2

3 A committee member reported that the 4-day week was supported in Boston Bar because it was an extension of short Fridays that were historic at that school. EMPLOYEE WELLNESS Trustee Tustian shared with the committee a report from Kamloops-North Thompson School District on their Wellness/Attendance Management committee. She noted that all Districts are faced with the problem of increased absenteeism. Our District spends some $500,000 on TOC s and Substitutes each year. She highlighted the following points: The terms of reference of the Kamloops committee The partner groups involved. The key finds of the committee The recommendations adopted by the committee. The president of the FCTA commented that he too was supportive of the joint committee and the possible cost savings. However he did have concerns about the Attendance management system and reported that this had caused problems in the Kamloops District. He was supportive of a joint committee of partners investigating this issue. The Secretary-Treasurer reported that this District does not have a committee but from a management perspective is taking some tentative steps like: Recording of sick leave by employee group Pro-D regarding injuries and ergonomics Reporting to unions through Labour Management meetings Rehab plan with BCTF Committee members made some of the following comments: We have been trying to address this for years. Needs to be a rewards system not punishment It is worth exploring a joint committee Some districts use a sick leave gratuity The Board pays for Flu shots If employees work in a happy environment absenteeism is reduced The Board already participates in group memberships to local fitness centers That the committee recommends to the Board that they establish an Ad-hoc Employee Wellness Committee composed of partner groups. 3

4 SCHOOL CALENDER Trustee Tustian suggested that the partner groups consider an alternate calendar for 2004/05 to extend Spring break for an extra three days. There would be a cost savings in the amount of $25, The policy and regulations for changes in school calendar require consultation with all partner groups. The Assistant Superintendent reported that the school instructional day would be increased by some 5 to 8 minutes to add these days to realize the savings. As another option the District could add three days to the school year however this option would not provide any cost savings. It was noted that letters had been sent to various partner groups and a response to the Superintendent was required by May 19 so the Board at its May 25 meeting could consider this item. Some comments made were as follows: We don t have a month left if we follow policy Parents reported to the education committee they were not prepared to look at alternate calendars at this time The Board will need three reading of the bylaw change The Superintendent is not supportive of adding extra time to the day. Boston Bar would have to add time to its already long day BOARD OFFICE SAVINGS Trustee Tustian stated that School Boards have been told for a number of years that they need to find efficiencies, generate revenue and create partnerships. Through her trustee Pro-D, Trustee Tustian has heard of many different concepts that can be implemented. In the past, she has presented some of these initiatives to committees and the Board. The School District has done some work in these areas, but there are still areas to discover and prefer, when possible to have the input of education partners. If the School Board Office is there to support schools and governance why is it open during break times like summer, Christmas break and spring break? Our board office is lean and mean when compared to other Districts but the money saved could be used to provide assistance to employees during the school year like taking minutes at committee meetings, photocopying and other help during crunch times. Maple Ridge is developing an accounting template for Districts and our district could share in those initiatives. What would the affects be on Education partners if we close during the summer? The Secretary-Treasurer reported that Board Office staff does voluntarily take time-off without pay during the summer. The savings is then put back into the system. Some Comments were: The staff is a tight machine now The staff are a major service provider to the District 4

5 An informal survey has been done and the number of phone calls does not decrease substantially during break times. Payroll and Accounts payable still need to be done during the summer. Could we close except for one week after school ends and one week before school starts Trustee Tustian thanked the committee members for the opportunity to discuss this topic. DRAFT BUDGET 2004/05 The Secretary-Treasurer reported that he had presented a draft budget at the last committee meeting. Some of the initiatives are still under discussion but the budget presented could be adopted as a preliminary budget for 2004/05. Changes that result from the decisions made later could be incorporated in the final budget for the year. That the committee recommends to the Board that the draft Budget presented be adopted as the Preliminary Budget for 2004/05 in the amount of $17,807,382. FINANCIAL REPORTING The April 30, 2004 program by object report was circulated for information. OTHER Trustee Tustian asked that a letter be sent from the committee to Kamloops-North Thompson District for the information received on their Wellness program.. NEXT MEETING: At the call of the Chair ADJOURNMENT Izawa/Smith That the meeting be adjourned. The meeting adjourned at 5:55 pm Respectfully Submitted Ken Campbell Secretary-Treasurer 5