Administration and Finance Committee Meeting Memorial of St. Leonard Tuesday, November 6, 2018, 7:00 p.m. Board Room, Catholic Education Centre
The mission of the Dufferin-Peel Catholic District School Board, in partnership with the family and church, is to provide, in a responsible manner, a Catholic education which develops spiritual, intellectual, aesthetic, emotional, social, and physical capabilities of each individual to live fully today and to meet the challenges of the future, thus enriching the community.
AGENDA
A Routine Matters 1. Call to Order and Attendance 2. Acknowledgement of First Nations Sacred Territory 3. Opening Prayer 4. Approval of Agenda i) Approval of Calendar Items 5. Declaration of Interest 6. Approval of Minutes from the Administration and Finance Committee Meeting on October 2, 2018 i) Business Arising from the Minutes
B Awards and Presentations
C Pastor’s Remarks
D Delegations
E Updates/Information/Reports from Trustees for Receipt i) Regular Reports a. OCSTA Update – T. Thomas/M. Pascucci b. STOPR Update – T. Thomas ii) Good News Items
F Information/Reports from Committees for Receipt
G Information/Reports from Administration for Receipt 1. Community Planning and Partnerships – 2018/2019 – M. Thomas 2. Student Transportation Service Level Update – M. Thomas
H Trustee/Committee/Administration Reports Requiring Action 1. 2019-2020 Budget Development Process – J. Cherepacha
I Notices of Motion
J Additional Business
Agenda – Administration and Finance Committee Meeting – November 6, 2018
K Questions Asked of, and by, Board Trustees
L Declared Interest Items
M In Camera Session See In Camera Agenda
N Rise and Report
O Future Meetings December 3, 2018 January 8, 2019 February 5, 2019 March 5, 2019 April 2, 2019 May 14, 2019 June 4, 2019
P Adjournment
Agenda – Administration and Finance Committee Meeting – November 6, 2018
OPENING PRAYER
Bless us as we gather today for this meeting.
Guide our minds and hearts so that we will work for the good of our community, and help all Your people.
Teach us to be generous in our outlook, courageous in face of difficulty, and wise in our decisions.
Father, we praise You, for ever and ever.
Amen.
A 6 Pg. 1
Minutes of the Administration and Finance Committee Meeting Memorial of the Holy Guardian Angels Tuesday, October 2, 2018 - 7:00 p.m. Board Room, Catholic Education Centre
Chair: A. Abbruscato Vice Chair: S. Hobin Trustees: A. da Silva L. del Rosario F. Di Cosola B. Iannicca M. Pascucci T. Thomas S. Xaviour Student Trustees: R. Pinto Director of Education: M. Mazzorato Associate Director of Corporate Services: D. Del Bianco Associate Director of Instructional Services: D. Amaral Executive Superintendent of Finance, Chief Financial Officer and Treasurer: J. Cherepacha Superintendents: R. Eberhardt B. Hester S. Strong M. Thomas General Managers: B. Campbell T. Davis R. Moriah Recorder: L. Mackereth Regrets: Trustee E. O’Toole Student Trustee F. Rosario Absent: Trustee D. D’Souza
A Routine Matters
1. Call to Order and Attendance At 7:10 p.m., A. Abbruscato, Chair of the Administration and Finance Committee, called the meeting to order.
2. Acknowledgement of First Nations Sacred Territory Committee Chair A. Abbruscato acknowledged the sacred territory of the Mississaugas of the Credit First Nation.
3. Opening Prayer Committee Chair A. Abbruscato led the Opening Prayer.
4. Declaration of Interest The following trustees declared an interest in agenda item: A 6 Minutes of the Administration and Finance Committee, June 5, 2018 Item L1
Trustee A. Abbruscato—family members belong to OECTA Trustee B. Iannicca—family members belong to OECTA and CUPE 2026 Trustee M. Pascucci—family member belongs to OECTA Trustee S. Hobin—family members belong to OECTA
Minutes – Administration and Finance Committee Meeting October 2, 2018 A 6 Pg. 2
Moved by T. Thomas
THAT THE DECLARED INTEREST ITEM BE MOVED TO AGENDA ITEM L. CARRIED
5. Approval of the Agenda
Moved by F. Di Cosola
THAT THE AGENDA BE APPROVED. CARRIED
i) Approval of Calendar Items a) Construction Progress Report
Moved by S. Xaviour THAT THE REPORT TO THE ADMINISTRATION AND FINANCE COMMITTEE, CONSTRUCTION PROGRESS REPORT, BE RECEIVED. CARRIED
6. Minutes of the Administration and Finance Committee Meeting, June 5, 2018, excluding Declared Interest Item L1
Moved by S. Hobin
THAT THE MINUTES OF THE ADMINISTRATION AND FINANCE COMMITTEE MEETING, JUNE 5, 2018, EXCLUDING DECLARED INTEREST ITEM L1, BE APPROVED. CARRIED
B Awards and Presentations - Nil
C Pastor’s Remarks - Nil
D Delegation - Nil
E Updates/Information/Reports from Trustees, for Receipt
i) Regular Reports
a. Ontario Catholic School Trustees’ Association (OCSTA) Update—T. Thomas/M. Pascucci
Trustee M. Pascucci advised of the recent regional meeting.
Moved by F. Di Cosola
THAT THE ONTARIO CATHOLIC SCHOOL TRUSTEES’ ASSOCIATION (OCSTA) UPDATE, BE RECEIVED. CARRIED
Minutes – Administration and Finance Committee Meeting – October 2, 2018 A 6 Pg. 3
b. Student Transportation of Peel Region (STOPR) Update—T. Thomas
Trustee T. Thomas provided the STOPR update:
At the last STOPR Governance Committee meeting on September 21, 2018, committee members reviewed the 2018-19 Start-Up Report, which represented an initial summary of activity based on the implementation of the new transportation contracts. The report noted the following: A fleet of over 1,400 vehicles in place to provide required transportation service for the Dufferin-Peel CDSB and Peel DSB. A sufficient number of drivers (including spares) was available for all routes at the beginning of the school year. Service delays at some schools caused by a combination of driver shortages (typical at the start of any school year) and challenges with backup/replacement drivers not being familiar with routing. Challenges with providing appropriate delay notifications when busses are late. Over 7,000 revisions to student information for Dufferin-Peel received during the weeks of August 27 and September 4, which required significant revisions to stop assignments, bus runs, and routes. STOPR staff is investigating potential improvements to the timing of student information change data with the ICT Department.
STOPR Administration has worked diligently with affected operators to seek immediate improvements on the issues of driver availability and delay notifications. Under the terms of the new contract, STOPR has issued written notices of specific service deficiencies and begun to apply financial penalties to the operators. All operators continue to hire, train, and deploy new drivers on an ongoing basis.
Associate Director D. Del Bianco and Superintendent M. Thomas responded to questions of clarification. Discussion ensued.
In response to Trustee F. Di Cosola, Superintendent M. Thomas advised late notification delays and penalties are assessed and deducted from the bus operator’s invoice. The penalties will be shared with trustees.
In response to Trustee A. da Silva, Associate Director D. Del Bianco advised all buses have GPS; the next step will be to use software to work with the GPS and then provide information through an APP. There is an expectation to pilot in the new year.
Associate Director D. Del Bianco advised that courtesy ridership has historically been assigned after the Thanksgiving weekend to allow the system to stabilize. Courtesy ridership is assigned based on eligibility. Trustee A. da Silva requested that Trustee T. Thomas bring forward a request to STOPR Governance Committee to expedite the courtesy ridership process.
Trustee M. Pascucci requested a review of the number of late buses and notifications. Associate Director D. Del Bianco will bring a report for receipt. Trustees S. Hobin and B. Iannicca requested an analysis of the 7,000 revisions to student data be included.
Minutes – Administration and Finance Committee Meeting – October 2, 2018 A 6 Pg. 4
Trustee F. Di Cosola requested staff pursue GPS navigation and technology to help bus drivers. Associate Director D. Del Bianco will forward to the STOPR Governance Committee. Moved by A. da Silva
THAT THE STUDENT TRANSPORTATION OF PEEL REGION (STOPR) UPDATE BE RECEIVED. CARRIED
ii) Good News Items - Nil
F Updates/Information/Reports from Committees, for Receipt - Nil
G Information/Reports from Administration, for Receipt
1. STOPR Governance Committee Minutes, May 18, 2018—M. Thomas
Moved by T. Thomas
THAT THE STOPR GOVERNANCE COMMITTEE MINUTES, MAY 18, 2018, BE RECEIVED. CARRIED
2. 2019 Education Development Charge By-Law Review—M. Thomas
Moved by A. da Silva
THAT THE REPORT TO THE ADMINISTRATION AND FINANCE COMMITTEE, 2019 EDUCATION DEVELOPMENT CHARGE BY-LAW REVIEW, BE RECEIVED. CARRIED
M. Thomas, Superintendent of Planning and Operations and S. Cox, Manager of Planning presented the report. The current Education Development Charge (EDC) By-Law is set to expire on June 30, 2019. Prior to the expiration of the current By-Law, DPCDSB Trustees must pass a new EDC By-Law to continue to collect EDCs. EDCs are used to purchase school sites.
DPCDSB staff and Peel District School Board staff will consult with appraisers and legal counsel to prepare a new By-Law. Over the next few months staff will work to legislated requirements and timelines to pass the By-Law. All costs associated with the EDC By-Law review are funded through EDCs.
Manager S. Cox responded to questions of clarification.
Minutes – Administration and Finance Committee Meeting – October 2, 2018 A 6 Pg. 5
3. Trustee Honoraria—J. Cherepacha
Moved by S. Xaviour
THAT THE REPORT TO THE ADMINISTRATION AND FINANCE COMMITTEE, TRUSTEE HORORARIA, BE RECEIVED. CARRIED
J. Cherepacha, Executive Superintendent of Finance, Chief Financial Officer and Treasurer, summarized the report that provided details of the calculation of trustee honoraria based on the components identified and as permitted by Regulation 357/06, for the period of December 1, 2018 to November 30, 2019, the first year of the next four year term. J. Cherepacha reminded all trustees that the DPCSDSB Policy 7.15 states trustees will be paid by-weekly by direct deposit starting December 1, 2018.
Trustee A. da Silva inquired if attendance amount pertains to attending the Brampton Traffic Safety Council Meetings. J. Cherepacha, Executive Superintendent of Finance, Chief Financial Officer and Treasurer, advised that the regulation restricts the attendance amounts paid to meetings of a committee of the Board that is required to be established by an Act or Regulation made under the Act. The Brampton Traffic Safety Council, established by the community, would not be eligible for an attendance amount.
J. Cherepacha, Executive Superintendent of Finance, Chief Financial Officer and Treasurer responded to questions regarding a memorandum outlining changes to the Federal Tax treatment of trustee honoraria.
H Trustee/Committee/Administration Reports, Requiring Action - Nil
I Notices of Motion - Nil
J Additional Business - Nil
K Questions asked of, and by Board Members
1. In response to Trustee S. Xaviour’s Overseas Excursion inquiry, Associate Director D. Amaral advised that staff are reviewing, undertaking risk assessment analysis and will provide an update.
2. Trustee L. del Rosario inquired about outreach excursion in Canada. Associate Director D. Amaral indicated that proposals for outreach in Canada and the United States are encouraged. The spring Excursion report will be presented at the November Faith and Program Committee Meeting.
3. Trustee L. del Rosario shared a parent suggestion. Quotes used by the schools should be biblical quotes. Associate Director D. Amaral will take back.
4. Trustee A. da Silva inquired about a memorandum from OCSTA identifying a decision in the 2017 federal budget regarding a change to the taxing of honorariums. J. Cherepacha, Executive Superintendent of Finance, Chief Financial Officer and Treasurer, explained the
Minutes – Administration and Finance Committee Meeting – October 2, 2018 A 6 Pg. 6
current structure noting she is unable to provide tax advice and referred trustees to their tax consultants.
5. Trustee S. Hobin shared that a community is disturbed because parents using the Kiss and Ride are blocking/parking in their driveways and leaving garbage on neighbouring lawns. The school has included Respect your Neighbour in its newsletter. Trustee Hobin asked for recommendations. Associate Director D. Del Bianco advised staff will endeavor to educate parents to be respectful. DPCDSB is responsible for policing our sites and look for assistance from the municipality and law enforcement. 6. In response to Trustee S. Hobin’s inquiry about Special Education funding, J. Cherepacha, Executive Superintendent of Finance, Chief Financial Officer and Treasurer, advised DPCDSB received additional funding related to Special Education in the GSN.
7. Trustee S. Hobin commented that families have a passion for the Dominican Republic Overseas Excursions. Students have had an impact on the children in the small towns, and those children have influenced our students and made changes in their lives.
8. Trustee A. da Silva requested an update on the Cannabis Law. Associate Director D. Amaral advised that communications will be going out to the community. There will be communications to address with support staff, assemblies to address with students and CCCSC parent engagement session. Staff will be revisiting the anti-smoking policy. Cannabis would not be permitted as alcohol is not permitted.
Superintendent S. Strong advised that a reminder bulletin will be sent to staff. It is not permissible to come to work under the influence of substances or to use substances on school property.
9. In response to Trustee A. da Silva, DPCDSB’s Special Education Program primarily takes place in the classroom with intensive supports, has a vast array of programs and a wide spectrum of services. The coterminous board has a Gifted Program in secondary; DPCDSB has the IB program.
10. In response to Trustee S. Hobin’s inquiry, Superintendent S. Strong provided a detailed explanation of the LTO and permanent teacher hiring practices. Associate Director D. Amaral advised staff will provide speaking notes.
11. Trustee S. Hobin advised of two calls regarding concerns that may have occurred in the hiring process. Trustee B. Iannicca asked that Trustee S. Hobin share with Superintendent S. Strong to identify the issue.
12. Trustee B. Iannicca advised that in a particular school a teacher has been ill and that parents are unhappy with the number of supply teachers. Details will be provided to Associate Director D. Amaral for review.
Minutes – Administration and Finance Committee Meeting – October 2, 2018 A 6 Pg. 7
L Declared Interest Items
The following trustees who had declared an interest left the meeting: Trustee A. Abbruscato—family members belong to OECTA Trustee B. Iannicca—family members belong to OECTA and CUPE 2026 Trustee M. Pascucci—family member belongs to OECTA Trustee S. Hobin—family members belong to OECTA
1. Minutes of the Administration and Finance Committee Meeting June 5, 2018, Item L1 The Chair was passed to Trustee A. da Silva.
Moved by S. Xaviour
THAT THE MINUTES OF THE ADMINISTRATION AND FINANCE COMMITTEE MEETING, JUNE 5, 2018, ITEM L1, BE APPROVED. CARRIED
Trustees who had declared an interest returned to the meeting. Trustee A. Abbruscato resumed the Chair.
M In Camera Session
Moved by F. Di Cosola
THAT THE BOARD OF TRUSTEES MEETING BE ADJOURNED AND THE TRUSTEES IMMEDIATELY CONVENE AND IN-CAMERA MEETING OF THE COMMITTEE OF THE WHOLE. CARRIED
N Rise and Report Approved: Minutes of the In Camera Session of the Administration and Finance Committee Meeting, June 5, 2018
Moved by B. Iannicca
THAT THE BOARD OF TRUSTEES RECEIVE THE CONFIDENTIAL REPORT OF THE COMMITTEE OF THE WHOLE IN CAMERA. CARRIED
O Future Meetings: November 6, 2018 December 3, 2018 January 8, 2019 February 5, 2019 March 5, 2019 April 2, 2019 May 14, 2019 June 4, 2019
P Adjournment
Moved by T. Thomas
THAT THE MEETING BE ADJOURNED AT 9:16 P.M. CARRIED
Minutes – Administration and Finance Committee Meeting – October 2, 2018 G 1 Pg. 1
Administration and Finance Committee Meeting November 6, 2018 COMMUNITY PLANNING AND PARTNERSHIPS – 2018/2019 Strategic Goal: Catholic Learning Environment Administration/Operational
“He went up the mountain and called to him those whom he wanted, and they came to him.” Mark 3:13
BACKGROUND
The purpose of this report is to provide an update on potential partnerships in accordance with the Dufferin-Peel Catholic District School Board’s (DPCDSB’s) Community Planning and Partnerships policy.
As per Board Policy 9.05 Community Planning and Partnerships, which was amended in accordance with the 2015 Ministry of Education updates to the Community Planning and Partnership Guideline (CPPG), staff held its annual Community Planning and Partnership open house public meeting on Wednesday, October 10, 2018. The purpose of the open house was to share, discuss and solicit interest on potential planning and partnership opportunities with community organizations and the public. In total, six (6) individuals representing five (5) organizations attended the meeting in search of additional information regarding partnership opportunities.
Staff identified a list of schools with under-utilized spaces for potential community partnerships. Under-utilized space is space that is suitable for partnerships in an existing facility that has not been declared surplus by the school board. The main purpose of the Community Planning and Partnership policy is to encourage district school boards to work with community partners in order to share facilities to the benefit of the school board, students and the community, and to optimize the use of public assets owned by school boards. Community partnerships are intended to operate during the school day.
DISCUSSION
Notification of the Community Planning and Partnership open house was distributed to the DPCDSB list of community partners, which is a combination of agencies identified by the Ministry of Education, permit holders, and those that have expressed a previous interest in space within the DPCDSB. Notice of the meeting date was also advertised in local newspapers and on the DPCDSB website.
The following outlines the criteria in determining schools with suitable and under-utilized space for partnership opportunities based on, but not limited to, the following:
Assessment of short and long-term enrolment projections; School capacity and facility condition; Existing uses in the schools;
Administration and Finance Committee Meeting – November 6, 2018 Community Planning and Partnerships – 2018/2019 G 1 Pg. 2
Ability to create distinct contiguous space that is separate from students; Appropriate access to the space; and Limited or no site restrictions with respect to parking, uses, zoning, etc.
The list of schools identified for potential partnership opportunities is attached and has been posted on the DPCDSB website (Appendix A).
As outlined in the policy, the suitability of parties interested in the identified, under-utilized spaces, will be evaluated based on the following criteria:
Respect the values of the DPCDSB and the Catholic faith, expressions and icons throughout the building; Protect the health and safety of students and staff; Not compromise the student achievement strategy of the DPCDSB; Be appropriate for the school/DPCDSB setting; Not interfere with school/DPCDSB operations and activities; Not be a competing educational interest to the DPCDSB; and Exist on a cost-recovery basis to the DPCDSB, at a minimum.
Any potential community partners will be required to:
Provide financial statements showing financial viability of their organization; Agree to operate in accordance with Board of Trustees’ policies; Be willing to enter into a lease, license, or joint-use/partnership agreement; Agree that all staff working within the school complete a criminal background check; and In the case of a municipality, provide population projections, growth plans, community needs, land-use and green space/park requirements.
In order to minimize the impact of the partnership on an existing facility, preference will be given to partners who require less than 5000 square feet of space.
The Community Planning and Partnerships policy as well as the Ministry of Education guidelines indicate that facility partnerships are intended to operate at no additional cost to the school board and partners are expected to finance their own share of construction for co-building partnerships. DPCDSB will provide clear instructions to successful partners regarding their rights and responsibilities as tenants, including maintenance standards and other Policies and General Administrative Procedures (GAP) which are to be adhered, through a lease or license agreement. Respect for the Catholic faith and its icons remain one of the top priorities.
While the policy requires staff to host a public meeting once a year, any potential partners will have access to the surplus school information through the DPCDSB website and can inquire or submit an application form at any point throughout the year.
Administration and Finance Committee Meeting – November 6, 2018 Community Planning and Partnerships – 2018/2019 G 1 Pg. 3
THE FOLLOWING RECOMMENDATION IS PROVIDED FOR CONSIDERATION:
1. THAT THE REPORT TO THE ADMINISTRATION AND FINANCE COMMITTEE, COMMUNITY PLANNING AND PARTNERSHIPS – 2018/2019, BE RECEIVED.
Prepared by: K. Koops, Planner J. Rogers, Senior Planner S. Cox, Manager of Planning
Submitted by: S. Cox, Manager of Planning M. Thomas, Superintendent of Planning & Operations
Administration and Finance Committee Meeting – November 6, 2018 Community Planning and Partnerships – 2018/2019 G 1 Pg. 4
APPENDIX A
Potential Community Partnership Facilities and Sites* 2018-2019
School Address Municipality
Brampton Our Lady of Lourdes 25 Mount Royal Circle Brampton St. Kevin 103 Malta Avenue Brampton
Mississauga Our Lady of Mercy 5820 Glen Erin Drive Mississauga St. David of Wales 4200 Beacon Lane Mississauga St. Faustina 3420 McDowell Drive Mississauga St. Hilary 5070 Fairwind Drive Mississauga St. Raymond 5735 Whitehorn Avenue Mississauga
Potential Co-build Opportunities as per the proposed Long-Term Facilities Master Plan 2017-2026
2018 Mount Pleasant Secondary Brampton 2018 Mount Pleasant Elementary Brampton 2022 Bram East Elementary Brampton 2023 Wellingdale/Springdale Secondary Brampton 2024 North West Brampton Elementary Caledon 2025 Bram West Elementary Brampton 2026 Credit Valley Elementary Brampton 2026 Mount Pleasant Elementary Brampton 2026 Wellingdale Elementary Brampton
*Construction is subject to funding from the Ministry of Education
Administration and Finance Committee Meeting – November 6, 2018 Community Planning and Partnerships – 2018/2019 G 2 Pg. 1
Administration and Finance Committee Meeting November 6, 2018 STUDENT TRANSPORTATION SERVICE LEVEL UPDATE Strategic Goal: Parish-Home-School Relationships Administration/Operational
“You are further charged to say, Do this: take wagons from the land of Egypt for your little ones and for your wives, and bring your father, and come.” Genesis 45:19
BACKGROUND
At the October 2, 2018 Administration and Finance Committee meeting, the Board of Trustees inquired about school bus service-related issues experienced since the start of the 2018-2019 school year, such as significant route delays and lack of adequate notification of delays. The Board of Trustees requested that staff provide regular updates at the Administration and Finance Committee meetings with respect to various service delivery performance indicators and the measures that Student Transportation of Peel Region (STOPR) is taking to address service level deficiencies with its contracted operators.
The purpose of this report is to provide an update on the progress of STOPR’s school bus transportation service delivery on behalf of Dufferin-Peel Catholic District School Board (DPCDSB) students and the measures taken by STOPR to address service level deficiencies.
DISCUSSION
At the start of each school year, it generally takes several weeks for the overall student transportation system to stabilize as drivers become familiar with their routes, student ridership numbers are finalized, and bus routes are further refined by STOPR.
STOPR has indicated that while overall school bus service has stabilized, specific service-related issues have continued to arise over the first two months of the 2018-2019 school year. In particular, there have been significant concerns with service delays and inadequate reporting and updating of bus delay information by the school bus operators.
Although operators reported having a sufficient number of drivers at the start of the school year, driver retention has become a significant concern. STOPR has had to deal with an overall shortage of up to 30 drivers for its network. While several operators had a sufficient number of spare drivers at the start of the school year, they have had to re-deploy many of these drivers to other jurisdictions to cover driver shortages in those areas. This ripple effect of driver shortages has resulted in many routes having no assigned driver and significant service delays as operators have had to scramble to assign coverage to routes.
Administration and Finance Committee Meeting – November 6, 2018 Student Transportation Service Level Update G 2 Pg. 2
The most significant volume of delays experienced to date during the 2018-2019 school year have occurred in central/east Mississauga, Meadowvale, Streetsville, and north Brampton. The primary service providers in these areas are First Student Canada and Attridge Transportation. While there have been delays involving the other contracted service providers in Peel Region, Switzer-Carty Transportation and Parkview Transit, their overall level of service has been much more reliable compared to that of First Student Canada and Attridge Transportation.
Under the terms of the existing student transportation agreements, all service providers are required to submit a detailed Rolling Stock Report to STOPR on a weekly basis. The Rolling Stock Report identifies all vehicles, assigned drivers, and spare drivers in place to provide services on the assigned routes. This report also serves as the basis for determining payment reductions to bus operators for service level deficiencies.
STOPR administration has pursued several potential options to address service deficiencies. Some of the routes that have experienced ongoing service level challenges since the beginning of the school year have been reassigned from First Student Canada and Attridge Transportation to Switzer-Carty Transportation. STOPR administration has also revised routing, where possible, to reduce service demand. In addition, First Student Canada has deployed five (5) out-of-province drivers since the third week of September and will retain these drivers (and augment if needed) to further address service issues. STOPR has held weekly meetings conducted with representatives of First Student Canada, and, separately, Attridge Transportation, since the second week of school. The meetings were expressly for the purpose of assessing current service level, actions taken, and planned actions to correct service level issues.
During the month of September, payment reductions totaling $51,640 were identified and applied. The majority of these payment reductions were related to the poor service areas, identified earlier in this report, and therefore primarily to First Student Canada and Attridge Transportation. Although not yet finalized, payment reductions for October are anticipated to be similar.
As of October 31, 2018, the number of routes with no assigned driver has been reduced from 30 to 10. During the same time period, the total number of available spare drivers has increased from 102 to 112. The volume of delays has continued to decrease since mid-September, however, there are still a few routes that continue to experience inconsistent service. Appendix A, provides a comparative graph depicting the volume and duration of service delays experienced between the weeks of September 17 to 21 through the end of October.
Inadequate reporting of delays and updating of delay times have also been experienced since the start of the school year. STOPR staff have addressed this concern repeatedly to all contracted bus operators. Given the reduced volume and duration of late bus runs, there has been notable improvement in delay reporting and updating of delay times. This will continue to improve as STOPR is now appropriately positioned to monitor bus operations and, therefore, service delay circumstances, through the use of a Global Positioning System (GPS) on all buses that are operational. STOPR noted that it was not able to use GPS as an effective monitoring tool during September and October given the volume of stop, run and route revisions in response to the number of student information changes received at the start of the school year. As the majority of revisions required are now completed, bus operators will be positioned to make the appropriate GPS/bus run alignments enabling STOPR staff to monitor all runs in real time. The monitoring of delays, timely reports and updates is in place effective November 1.
Administration and Finance Committee Meeting – November 6, 2018 Student Transportation Service Level Update G 2 Pg. 3 Table 1 provides a summary of the number and type of changes to student data that STOPR received during the last week of August and the first week of September.
Table 1: Summary of Changes to Student Data
Address School Program Students Students TOTAL Change Change Changes Added Deleted
623 2,280 220 2,370 1,386 6,879
As of October 22, 2018, almost 2,300 students have been assigned school bus transportation through courtesy seating.
All bus operators continue to recruit, hire, and train bus drivers on a continual basis and all have expanded their driver training staff to escalate the training process. STOPR administration continues to monitor service level closely and to identify opportunities to enhance existing service level.
THE FOLLOWING RECOMMENDATION IS PROVIDED FOR CONSIDERATION:
1) THAT THE REPORT TO THE ADMINISTRATION AND FINANCE COMMITTEE, STUDENT TRANSPORTATION SERVICE LEVEL UPDATE, BE RECEIVED.
Prepared by: M. Thomas, Superintendent of Planning and Operations
Submitted by: M. Thomas, Superintendent of Planning and Operations
Administration and Finance Committee Meeting – November 6, 2018 Student Transportation Service Level Update Appendix A Bussing Delays on a Weekly Basis 800 All Schools
700 Sep 17 - 21
600 Sep 24 - 28 Oct 1 - 5 500 Oct 8 - 12 Oct 15 - 19 400 Oct 22 - 26
Oct 29 - Nov 2 G
300 2 Pg. 4 200 Number of Reported Delays Numberof Reported 100
0 10 15 20 30 45 60 90 Delay in Minutes
Delay Sep 17-21 Sep 24-28 Oct 1-5 Oct 8-12 Oct 15-19 Oct 22-26 Oct 29 - Nov 2 (mins) 10 692 492 604 469 560 480 48 15 417 291 271 212 270 216 30 20 289 198 185 138 143 145 19 30 132 88 71 65 57 49 4 45 38 21 15 15 17 17 3 60 21 5 6 4 11 4 1 90 4 0 3 0 0 0 0 H 1 Pg. 1
Administration and Finance Committee Meeting November 6, 2018 2019-2020 BUDGET DEVELOPMENT PROCESS Strategic Goals: Catholic Community Engagement, Stewardship of our Physical Environment, Parish-Home-School Relations Policy / Governance
And God said, "Let there be lights in the dome of the sky to separate the day from the night; and let them be for signs and for seasons and for days and years.” Genesis 1:14
BACKGROUND
The annual budget development process is a continuous cycle that involves stages of review, analysis, stakeholder input and calculation. It is expected the Grants for Student Needs (GSN) announcement for 2019-2020 will be out by the end of March 2019 and the final budget would be expected to be approved and filed with the Ministry of Education by the end of June 2019.
Board Policy 8.50 – Annual Budget Development Process, guides our development process and required inputs. The attached budget calendar includes opportunities for engaging the community and other stakeholders in the development of the budget to ensure public input is considered by the Board of Trustees during budget deliberations.
DISCUSSION
The chart attached illustrates the proposed 2019-2020 budget calendar and proposed opportunities for public consultation and input.
A budget information session will be scheduled for the Board of Trustees following the GSN announcement. The session provides an opportunity for trustees to share their budget priorities and strategies for 2019-2020 as well as hear information regarding budget challenges and funding issues.
Building on the success of the public consultation process from prior years, a similar process would be followed, including:
Updates posted to the Dufferin-Peel Catholic District School Board (DPCDSB) website to inform the community of consultation opportunities and to publish ways in which input can be received. Opportunities to delegate at regular board meetings and committee meetings. Information through school newsletters will be distributed to parents/guardians and at Catholic School Council (CSC) meetings to direct the community to the DPCDSB website.
Administration and Finance Committee Meeting – November 6, 2018 2019-2020 Budget Development Process H 1 Pg. 2
News releases and social media postings. Public budget webcast.
The proposed public budget webcast would be held on Wednesday, April 24, 2019. It is recommended that one session be held this year and that would be in the evening at 7:00 pm. All schools will be asked to align CSC meetings with this date.
Prior to the completion and approval of the proposed operating and capital budget reports, staff will bring forward a report to the Board of Trustees outlining the input received and staff responses.
THE FOLLOWING RECOMMENDATIONS ARE PROVIDED FOR CONSIDERATION:
1. THAT THE REPORT TO THE ADMINISTRATION AND FINANCE COMMITTEE, 2019-2020 BUDGET DEVELOPMENT PROCESS, BE RECEIVED.
2. THAT THE ADMINISTRATION AND FINANCE COMMITTEE RECOMMEND THE BOARD OF TRUSTEES APPROVE THE PROPOSED 2019-2020 BUDGET CALENDAR AND THE PROCESS FOR PUBLIC BUDGET CONSULTATION.
Prepared by: J. Cherepacha, Executive Superintendent of Finance, Chief Financial Officer and Treasurer
Submitted by: J. Cherepacha, Executive Superintendent of Finance, Chief Financial Officer and Treasurer
Administration and Finance Committee Meeting – November 6, 2018 2019-2020 Budget Development Process
H 1 Pg. 3
2019-2020 BUDGET CALENDAR
Time Frame Schedule Responsibility
December . Develop budget calendar and critical path Executive Council . Plan meeting schedule Financial Services . Form Staff Budget Review Committee Staff Budget Review Committee
January – April . Information session with Board of Trustees Board of Trustees to discuss budget issues and challenges and Executive Council to establish budget priorities and strategies. Staff Budget Review Date to be determined. Committee . Review yearend results, identify budget Financial Services challenges and pressures and determine possible budget strategies and alternatives
January – May . Obtain and incorporate feedback from Board of Trustees stakeholders into preliminary budget Executive Council . Analyze impact of Grants for Student Needs Financial Services (GSN) Announcement on revenues. Release Staff Budget Review expected by end of March 2019. Committee . Prepare preliminary estimates . Develop budget options and refine strategies . Provide update reports to Board of Trustees
April – May . Public budget consultation webcast – April Board of Trustees 24, 2019 at 7:00 pm Executive Council . Finalize proposed budget reports Staff Budget Review Committee
June . Receive and approve proposed operating Board of Trustees and capital budget reports
End of June 2019 File Estimates with Ministry of Education Financial Services
Administration and Finance Committee Meeting – November 6, 2018 2019-2020 Budget Development Process