FORT VERMILION SCHOOL DIVISION NO. 52 “Our Children, Our Students, Our Future”
BOARD OF TRUSTEES
SPECIAL MEETING – JULY 5, 2019
CENTRAL OFFICE – 10:00 AM
A G E N D A
Fort Vermilion School Division No. 52 2018-2019 Board Work Plan
Divisional Goals: Divisional Priorities: 1. Every Student is Successful 1. FVSD will foster connectivity and well-being amongst 2. Quality Teaching and School Leadership community, students, parent and staff 3. Effective Governance 2. All students will improve literacy skills across the content areas 3. All students will improve numeracy skills
) Monitoring: Other Events 27 New Teacher Orientation
(COW 29-30 PD Days
8 Communications: m 31 Organizational Day
a
, 201 Board Communications / Trustee Communication
10 28 Key Messages to the Media
August Monitoring: Other Events Focus on Student Achievement 3 Labour Day Fort Vermilion Public School 4 First Day for Students Superintendent Report 12 ASBA Zone 1 Meeting (Peace River)
Human Resources Accountability Report 28 Division-wide PD Day
8 Health and Safety Accountability Report
, 201 School Council Meetings
Review Trustee Handbook 19 2018-19 Operating Budget Summary Student Literacy – Writing Accountability Report
10 am Initial Staffing and Enrolment Report (COW) Trustee Remuneration (COW) (review every 2 years - 2019) September Communications: Board Communications / Trustee Communication Key Messages to the Media
Monitoring: Other Events Organizational Meeting 4 2:00 pm dismissal Focus on Student Achievement 8 Thanksgiving Day Florence MacDougall Community School Superintendent Report School Council Meetings Transportation Accountability Report
8 Finance Report
201 New Modular Classroom Requests
,
17 Student Services Accountability Report Teacher Leaving Survey (COW)
10 am Full Review of Capital Plan (COW)
October DRAFT Three Year Education Plan (COW)
Communications: Board Communications / Trustee Communication Key Messages to the Media Discuss Communication Plan
Fort Vermilion School Division No. 52 2018-2019 Board Work Plan
Monitoring: Other Events
8
HL 2018-2019 Budget Update 1 2:00 pm dismissal
201
- , DRAFT 2017-2018 Audited Financial Statement 2 Inclusive Education PD Day
14 DRAFT Annual Education Results Report 9 Last Day of Quad 1
Results9 am Review with Principals (9:00 am) 12 School Closed (Remembrance Day stat)
ember 13 First Day of Quad 2
(COW) 9 am 14 ASBA Zone 1 Meeting (GP)
Nov 14 School Council Chairs Meeting Monitoring: 18-20 ASBA Fall General Meeting
Focus on Student Achievement
Learning Stores School Council Meetings Superintendent Report
2018
,
Audited Financial Statement November2018
8
2
am Provincial Achievement Test and Diploma Examination Accountability
10 Report
ember Three Year Education Plan Annual Education Results Report Nov 2018-2019 Revised Budget Finance Report
Communications: Board Communications / Trustee Communication
Key Messages to the Media
Monitoring: Other Events 22 First Day of Christmas Break
25 Christmas Day 26 Boxing Day
meeting) December Communications: Christmas Concerts (no scheduled School Council Meetings Monitoring: Other Events Focus on Student Achievement 1 New Year’s Day Upper Hay River School 7 Classes Resume Superintendent Report 9 ASBA Zone 1 Meeting – GPPSD Finance Report 10 2:00 pm dismissal
2019 Fiscal Quarterly Accountability Report 25 Last Day of Semester 1 & Quad 2 (K-9 & HLPS)
, (K-9 & HLPS) 16 Fundraising Report 28 First Day of Semester 2 & Quad 3 Student Advisory Team (COW) 29 Last Day of Semester 1 & Quad 2 (Grade 10-12)
10 am 30 PD Day
January Communications: 31 First day of Semester 2 & Quad 3 (Grade 10-12) Board Communications / Trustee Communication Key Messages to the Media School Council Meetings Discuss Communication Plan
Monitoring: Other Events 6 Board & Admin Supper
Communications: 11-12 Day Off In Lieu of PT Interviews Board Communications / Trustee Communication 13 School Closed Board Development 14-15 Teachers’ Convention
meeting) February Key Messages to the Media 18 Family Day (no scheduled School Council Meetings Fort Vermilion School Division No. 52 2018-2019 Board Work Plan
Monitoring: Other Events
3
- Review Board Goals and Priorities (2021) 2-3 Board Planning Session Trustee Development 7 2:00 pm dismissal DRAFT Three Year Capital Plan (COW) 15 PD Day
March 2 Board Evaluation 19 ASBA Zone 1 Meeting - GPCSD (Board Planning) (Board Monitoring: Focus on Student Achievement School Council Meetings Buffalo Head Prairie School
2019 Superintendent Report
Finance Report March Fiscal Quarterly Accountability Report
10 am Three Year Capital Plan 2019-2020 School Calendar March 13, 2019 Review Student Fee Structure Budget Assumptions (COW) Student Advisory Team (COW)
Communications: Board Communications / Trustee Communication Board Development Key Messages to the Media Monitoring: Other Events Focus on Student Achievement 8 Last day of Quad 3 Rainbow Lake School 9 First Day of Quad 4 Superintendent Report 9 School Council Chairs Meeting Student Numeracy Accountability Report 13-23 Spring Break
Finance Report 19 Good Friday
HL
Asset Management Accountability Report 22 Easter Monday
- Review Attendance Boundaries 24 Classes Resume School Jurisdiction Financial Reporting Profile (COW)
10 am April 9,April 2019 DRAFT 2019-2020 Budget (COW) School Council Meetings
Communications: Board Communications / Trustee Communication Key Messages to the Media Discuss Communication Plan
Monitoring: Other Events Focus on Student Achievement 8 ASBA Zone 1 Meeting - HFCRD Blue Hills Community School 9 2:00 pm dismissal Superintendent Report 20 Victoria Day Finance Report 30 PD Day
2019-2020 Budget Report
Inclusive Education Accountability Report School Council Meetings
, 2019
am
10
May 16
Communications: Board Communications / Trustee Communication Key Messages to the Media
Fort Vermilion School Division No. 52 2018-2019 Board Work Plan
Monitoring: Other Events Focus on Student Achievement 6 2:00 pm dismissal Northern Home Education 3-4 ASBA Spring General Meeting Superintendent Report 26 FVSD Awards Ceremony Finance Report 28 Organizational Day Internal Auditing Accountability Report 29 Summer Break Begins Fiscal Quarterly Accountability Report
am
Accountability Pillar Overall Summary School Council Meetings 9 Student Connectivity Accountability Report Graduations
June 19, 2019 Student Literacy – Reading Accountability Report Merit Awards Selection (9 am - COW)
Communications: Board Communications / Trustee Communication Key Messages to the Media
FORT VERMILION SCHOOL DIVISION NO. 52 BOARD OF TRUSTEES SPECIAL MEETING – JULY 5, 2019 CENTRAL OFFICE – 10:00 A.M. AGENDA
ATTENDANCE 2
I. CALL TO ORDER 2
II. FOCUS ON STUDENT ACHIEVEMENT
Northern Home Education Centre 3
III. APPROVAL OF AGENDA 5
IV. APPROVAL OF MINUTES 5
Minutes of Regular Board Meeting May 16, 2019 6
V. COMMUNICATIONS 9
VI. DELEGATIONS OR EXTERNAL PRESENTATIONS
VII. MONITORING REPORTS
a. Superintendent’s Report 10 b. Finance Report 12 c. 2019-2020 Budget Report 20 d. Internal Auditing Accountability Report 33 e. Fiscal Quarterly Accountability Report 38 f. Student Fee Structure g. Accountability Pillar Overall Summary h. Student Connectivity Accountability Report 46 i. Student Literacy – Reading Accountability Report 52
VIII. OTHER BUSINESS
a. Attendance Boundary – Wilson Prairie
IX. ADJOURNMENT 56
1 ATTENDANCE
Board Members Present:
Board Members Absent:
Administration:
Staff:
Guests:
CALL TO ORDER
(Chairman,) or (Vice-Chairman,) ______, called the meeting to order at ______.
2 FOCUS ON STUDENT ACHIEVEMENT
RE: NORTHERN HOME EDUCATION CENTRE
Attached is the Focus on Student Achievement report as presented by Northern Home Education Centre.
Policy References: 1.5 Goals (1.5.1, 1.5.2 and 1.5.3) 1.6 Current Priorities (1.6.1, 1.6.2 and 1.6.3)
Submitted by Chad Fyke, Assistant Principal.
RECOMMENDATION ______moved that the Board of Trustees accept the Focus on Student Achievement – Northern Home Education Centre Report.
3 FOCUS ON STUDENT ACHIEVEMENT REPORT School: Northern Home Education Centre Date of Report: June 19, 2019 Title of Report: NHEC Presentation to the Board Preamble For the presentation today we are going to have two focus areas. The first will be on home schooling in general as it relates to government requirements and what that looks like on a day to day basis here in the FVSD. The second area will focus on connectivity and how that is achieved within our home school programming. We will also talk about successful experiences we have had this year and one or two areas of improvement for the upcoming school year.
Explanation of Programming Programming will be explained as it relates to the FVSD priority of connectivity. We will look at connections made between all stakeholders within this process including: parents, teachers, and students. While the educational objectives are primarily delivered in the individual homes, we create and maintain many opportunities to establish connections for the NHEC group as a whole.
Supporting Data Data will be discussed as it relates to the events we put forth. How many people attend the connectivity programming we bring to the NHEC? We are proven to be effective by the numbers of people we have registering for our events. We will also discuss the process we use to register for events. We will discuss data as it relates to individual student participation and for NHEC families as a larger group.
Next Steps Programming will continue as normal with minor adjustments to what we already do. Events such as gym nights, field trips, and educational/social gatherings will continue with small adjustments. A dedicated focus will be made on the creation of a program plan and how this will link to funding and programming requirements for the future.
4 IN-CAMERA
______moved that the Board of Trustees go in-camera at ______.
______moved that the Board of Trustees move out of in-camera at ______.
APPROVAL OF AGENDA
______moved that the Board of Trustees approve the agenda with the following additional items:
1. 2. 3. 4. 5.
APPROVAL OF MINUTES
______moved that the Board of Trustees approve the minutes of the Regular Board Meeting held ______, as presented.
5 FORT VERMILION SCHOOL DIVISION NO. 52 PAGE 1 OF 3 MINUTES OF THE REGULAR BOARD MEETING MAY 16, 2019
ATTENDANCE Board Members Present: Mr. Clark McAskile, Chair Mr. Tim Driedger, Vice-Chair Mr. Marc Beland Mrs. Linda Kowal Mr. Henry Goertzen Mr. John Zacharias
Board Members Absent: Ms. Leah Lizotte Mr. Jesse Darling
Administration Present: Mr. Michael McMann, Superintendent Mrs. Kathryn Kirby, Assistant Superintendent Mr. Norman Buhler, Secretary-Treasurer Mrs. Darlene Bergen, Executive Assistant
ATA Representative Present: Ms. Cathy-Dee Brand
Focus on Student Achievement Present: Mr. David MacDougall, Teacher, BHCS
Guest: Carson Flett
Chairman Clark McAskile called the meeting to order at 9:58 a.m.
19-05-16428 Report found in the May 16, 2019 Regular Board Meeting Package. FOCUS ON STUDENT ACHIEVEMENT – BLUE John Zacharias moved that the Board of Trustees accept the Focus on HILLS COMMUNITY Student Achievement – Blue Hills Community School Report. SCHOOL CARRIED
19-05-16429 Henry Goertzen moved that the Board of Trustees go in-camera at 10:30 IN-CAMERA a.m. CARRIED
19-05-16430 Marc Beland moved that the Board of Trustees move out of in camera at REVERT TO PUBLIC 1:33 p.m. MEETING CARRIED
19-05-16431 Tim Driedger moved that the Board of Trustees approve the agenda as APPROVAL OF amended: AGENDA 1. Remove and defer 2019-2020 Budget Report to June 19, 2019 CARRIED
6 FORT VERMILION SCHOOL DIVISION NO. 52 PAGE 2 OF 3 MINUTES OF THE REGULAR BOARD MEETING MAY 16, 2019
19-05-16432 Marc Beland moved that the Board of Trustees approve the minutes of APPROVAL OF the Regular Board Meeting held April 9, 2019, as presented. MINUTES CARRIED
BOARD Peace River School Division Board of Trustees extended an invitation to COMMUNICATIONS attend the re-dedication ceremony for Menno Simons Community School in Cleardale on June 7, 2019.
MONITORING REPORTS 19-05-16433 Report found in the May 16, 2019 Regular Board Meeting Package. SUPERINTENDENT’S REPORT Marc Beland moved that the Board of Trustees accept the Superintendent’s Report as information. CARRIED
19-05-16434 Report found in the May 16, 2019 Regular Board Meeting Package. FINANCE REPORT Linda Kowal moved that the Board of Trustees accept the Finance Report as of April 30, 2019. CARRIED
2019-2020 BUDGET Deferred to June 19, 2019 due to a budget delay from the provincial REPORT government.
19-05-16435 Report found in the May 16, 2019 Regular Board Meeting Package. INCLUSIVE EDUCATION ACCOUNTABILITY Marc Beland moved that the Board of Trustees accept the Inclusive REPORT Education Accountability Report. CARRIED
OTHER BUSINESS 19-05-16436 John Zacharias moved that the Board of Trustees direct Administration to REVIEW ATTENDANCE develop a Transportation Pilot Project for Wilson Prairie for the June 19, BOUNDARIES 2019 Regular Board Meeting. CARRIED
SCHOOL Two applications for the School Improvement Fund were received. An IMPROVEMENT FUND application from Hill Crest Community School for playground equipment and from the Learning Store for a natural playground. Both projects fall within the guidelines and will receive funding.
19-05-16437 Henry Goertzen moved that the Board of Trustees go in-camera at 2:46 IN-CAMERA p.m. CARRIED
19-05-16438 Henry Goertzen moved that the Board of Trustees move out of in camera REVERT TO PUBLIC at 3:57 p.m. MEETING CARRIED
7 FORT VERMILION SCHOOL DIVISION NO. 52 PAGE 3 OF 3 MINUTES OF THE REGULAR BOARD MEETING MAY 16, 2019
19-05-16439 Clark McAskile moved that the Board of Trustees adjourn the meeting at ADJOURNMENT 3:58 p.m. CARRIED
______Board Chair Secretary-Treasurer
8 COMMUNICATIONS
RE: BOARD CHAIR
Information item.
COMMUNICATIONS
RE: SUPERINTENDENT
Information item.
9 MONITORING REPORTS
RE: SUPERINTENDENT’S REPORT
A copy of the Superintendent’s Report is attached.
Policy Reference 2.9 Delegation of Authority and Responsibility
Submitted by Michael McMann, Superintendent.
RECOMMENDATION: ______moved that the Board of Trustees accept the Superintendent’s Report as information.
10 SUPERINTENDENT’S REPORT June 2019
Wildfire Update Education Act Bill 8 - what does it mean? Florence MacDougall Community School Principal Blue Hills Community School Principal Spirit of the North Community School Assistant Principal
11 MONITORING REPORTS
RE: FINANCE REPORT
A copy of the revenues and expenditures for the period of September 1, 2018 to May 31, 2019 is attached.
Policy References: 3.4 Finances (3.4.3 and 3.4.4)
Submitted by Norman Buhler, Secretary-Treasurer.
RECOMMENDATION: ______moved that the Board of Trustees accept the Finance Report as of May 31, 2019.
12 Fort Vermilion School Division No. 52
YEAR-TO-DATE REVENUE & EXPENSES
Budget 2018-2018 May, 2019 Year to Date Percentage
OPERATIONS (SUMMARY) 9 of 12 months
Revenues 75.00% Alberta Education $49,199,963 $3,991,966 $36,923,244 75.05% Other - Government of Alberta $584,479 $43,099 $392,808 67.21% Federal Government and First Nations $5,688,379 $631,810 $4,985,732 87.65% Other Alberta school authorities $165,634 $16,563 $132,507 80.00% Out of province authorities $0 $0 $0 0.00% Alberta Municipalities - special tax levies $0 $0 $0 0.00% Property taxes $0 $0 $0 0.00% Fees $325,000 $10,705 $215,577 66.33% Other sales and services $526,217 $35,966 $400,464 76.10% Investment income $95,000 $15,308 $110,549 116.37% Gifts and donation $0 $751 $39,508 0.00% Rental of facilities $295,000 $19,326 $184,450 62.53% Fundraising $850,000 $126,224 $942,996 110.94% Gain on disposal of capital assets $0 $0 $11,991 0.00% Other revenue $0 $0 $0 0.00% Total revenues $57,729,672 $4,891,718 $44,339,826 76.81% Expenses By Program Instruction - ECS $2,390,464 $193,531 $1,660,727 69.47% Instruction - Grade 1 - 12 $41,025,409 $3,555,285 $31,728,984 77.34% Plant operations and maintenance $7,558,618 $513,242 $5,491,191 72.65% Transportation $3,568,263 $286,561 $2,882,118 80.77% Board & system administration $2,228,935 $160,131 $1,698,576 76.21% External services $957,983 $89,902 $839,866 87.67% Total expenses $57,729,672 $4,798,652 $44,301,462 76.74% Annual Surplus (Deficit) $0 $93,066 $38,364
Expenses by Object Certificated salaries & wages $22,228,795 $1,838,397 $16,523,143 74.33% Certificated benefits $4,617,898 $440,316 $3,571,830 77.35% Non-certificated salaries & wages $12,488,698 $1,151,503 $10,166,730 81.41% Non-certificated benefits $2,509,957 $213,068 $1,809,646 72.10% Services, contracts and supplies $12,506,402 $874,865 $9,700,636 77.57% Amortization expense $3,377,922 $280,504 $2,529,478 74.88% Interest on capital debt $0 $0 $0 0.00% Other interest and finance charges $0 $0 $0 0.00% Losses on disposal of tangible capital assets $0 $0 $0 0.00% Other expenses $0 $0 $0 0.00% Total Expenses $57,729,672 $4,798,652 $44,301,462 76.74%
13 FORT VERMILION SCHOOL DIVISION #52 BOARD REPORT ON RECEIPTS FISCAL YEAR 2018 - 2019 May 31, 2019
School Year 9 / 10 Months = 90.00% Calendar Year 9 / 12 Months = 75.00% NOVEMBER YEAR TO DATE . Line DESCRIPTION BUDGET RECEIPTS BALANCE % RECEIVED No. 2018/19 2018/19 1 ALBERTA EDUCATION 2 School Jurisdiction Base Funding 20,704,308 15,459,160 (5,245,148) 74.67% 3 Differential Cost Funding 14,435,730 10,738,237 (3,697,493) 74.39% 4 Transportation Funding 2,400,178 1,895,701 (504,477) 78.98% 5 Operations and Maintenance Funding 3,867,721 3,372,155 (495,566) 87.19% 6 Other AB Education Funding 5,379,449 4,553,180 (826,269) 84.64% 7 TOTAL - AB EDUCATION 46,787,386 36,018,433 (10,768,953) 76.98% 8 Other Provincial Government 584,479 395,172 (189,307) 67.61% 9 Other School Boards (Hot Lunch) 165,634 132,507 (33,127) 80.00% 10 First Nations - FVSD 5,688,379 4,315,097 (1,373,282) 75.86% 11 Other Revenue 2,091,217 1,861,142 (230,075) 89.00% 12 Capital allocations 2,412,577 1,809,433 (603,144) 75.00% 13 Debenture Interest - - - 0.00% 14 TOTALS 57,729,672 44,531,784 (13,197,888) 77.14% NOTES:
5 - Operations and Maintenance Funding - 100% of IMR Funding Received 6 - Other AB Education Funding - 100% of Dual Credit, RCSD, SuperNet, IFNE and School Nutrition Funding Received 9 - Other School Boards - Funding received over a 10 month period 11 - Other Revenue - Funding received over a 10 month period
14 STATEMENTS OF FINANCIAL POSITION
As at May 31, 2019 (in dollars)
August 31
2019 2018
FINANCIAL ASSETS
Cash and cash equivalents $7,292,706 $6,139,832
Accounts receivable (net after allowances) $1,645,243 $1,932,396
Portfolio investments $0 $0
Other financial assets $0 $0
Total financial assets $8,937,949 $8,072,228
LIABILITIES
Bank indebtedness $0 $0
Accounts payable and accrued liabilities $1,800,429 $2,690,655
Deferred revenue $41,727,440 $42,473,491
Employee future benefit Ilabilities $266,568 $266,568
Other liabilities $0 $0
Debt
Supported: Debentures and other supported debt $0 $0
Unsupported: Debentures and capital loans $0 $0
Capital leases $0
Mortgages $0 $0
Total liabilities $43,794,437 $45,430,714
Net financial assets (debt) ($34,856,488) ($37.358.486)
NON-FINANCIAL ASSETS
Tangible capital assets
Land $813,629 $712,077
Construction in progress $0 $0
Buildings $98,398,318
Less: Accumulated amortization ($55,581,091) $42,817,227 $44,760,893
Equipment $3,457,829
Less: Accumulated amortization ($3,087,573) $370,256 $343,662
Vehicles $8,898,956
Less: Accumulated amortization ($6,107,176) $2,791,780 $3,167,875
Computer Equipment $1,308,018
Less: Accumulated amortization ($1,236,794) $71,224 $115,649
Total tangible capital assets $46,864,116 $49,100,156
Prepaid expenses $117,2N $344,864
Other non-financial assets $0 $0
Total non-financial assets $46,981,386 $49,445,020
Accumulated surplus $12,124,898 $12,086,534
Accumulating surplus / (deficit) is comprised of:
Accumulated operating surplus (deficit) $12,124,898 $12,086,534
Accumulated remeasurement gains (losses) $0
$12,124,898 $12,086,534
Contractual obligations Contingent liabilities
15 STATEMENTS OF OPERATIONS
For the period Ended May 31, 2019 (in dollars)
Budget Actual Actual 2019 2019 2018 Fall Update
REVENUES
$36,923,2M $47.492.241 Alberta Education $49,199,963
$392,808 $515,932 Other - Government of Albena $584,479
$4,985,732 $5,277,029 Federal Government and First Nations $5,688,379
$132,507 $165,634 Other Albeda phool author les $165,634
$0 $0 Out of province authorities $0
$0 $0 Alberta Municipalities-special tax levles $0
$0 $0 Propedy taxes $0
$215,577 $273,941 Fees $325,000
$400,464 $528,045 Other sales and sentices $526,217
$110,549 $92,855 Investment Income $95,000
$39,508 $23,241 Gifts and donations $0
$184,450 $295,807 Rental of facilltles $295,000
$942,996 $979,887 Fundraising $850,000
$11,991 $31,537 Gains (losses) on disposal of capital assets $0
$0 $0 Other revenue $0
Total revenues $57,72.9,672 $44,339,826 $55,676,149
EXPENSES
51,660,727 Instruction - ECS $2,390,464 $2,026,295
$31,728,984 Instruction - Grade 1 -12 $41,025,409 $39,810,094
$5,491,191 Plant operations and maintenance $7,558,618 $7,233,086
$2,882,118 Transportation $3,568,263 $3,467,022
$1,698,576 Administration $2,228,935 $2,122,207
$839,866 External services $957,983 $1,070,004
Total expenses $57,729,672 $44,301,462 $55,728,708
Oporating surplus (deficit) $0 $38,364 ($52,559)
16 SCHEDULE OF CHANGES IN ACCUMULATED SURPLUS
for the period Ended May 31, 2019 (in dollars)
tNFERÑALLYRESTRlCTÈ.Ò ACCUMULATED ACCUMULATED ACCUMULATED INVESTMENT ENDOWMENTS UNRESTRICTED TOTAL TOTAL
SURPLUS REMEASUREMENT OPERATING IN TANGIBLE SURPLUS OPERATING CAPITAL GAINS (LOSSES) SURPLUS CAPITAL RESERVES RESERVES ASSETS
Balance at August 31, 2018 $12.086,534 $0 $12,086,534 $7,345,955 50 SO $3.549,093 $1,191,486
Prior period adjustments:
SO SO 50 SO $0 50 $0 50
Adjusted Balance, Aug. 31, 2018 512.086.534 50 512.086.534 57.345,955 50 50 53,549.093 $1,191,486
Operating surplus (deficit) 538.364 538,364 538.364
Board funded tangible capital asset additions $395.503 ($395.503) SO $0 Disposal of unsupported tangible capital assels 50 $0 $0 $0 $11,991 Disposal of supported tangible capital assets
(board funded portion) $0 50 50 50 50 Write-down of unsupported tangible capital
BSSetS 50 50 SO SO SO Write-down of supported tangible capilal assgboard funded portion) 50 SO 50 50 SO Net remeasurement gains (losses) for the year so so
Endowment expenses 50 50 50
Direct credits to accumulated surplus $0 SO 50 50
Amortization of tangible capital assets 50 _ ($2.529,477) 52,529,477
Capital revenue recognized 50 51 813,857 ($1,813,857)
Debt principal repayments (unsupported) 50 30 50
Extemally imposed endowment restrictions 80 50 50 50
Nel transfers to operating reserves 50 ($358.481) $358.481
Net transfers from operating reserves 50 50 So
Net transfers to capital reserves 50 __ SO 50
Net transfers from capital reserves 80 50 So Assumption/transfer of other operations' surplus SO 50 50 SO 80 50 SO
Balance at May 31, 2019 512,124.898 50 $12,124,898 57.025.838 50 SO $3,907.574 $1.203,477
17 SCHEDULEOFCHANGESINACCUMULATEDSURPLUS
for the period Ended May 31, 2019 (in dollars)
INTERNALLY RESTRICTED RESERVES BY PROGRAM ScrioolRdanstdruction o e Operations & Maintenance Transportation External Services
Operating Capital Operating Capila! Operating Capital Operating Capital Operating Reserves Capital Reserves Reserves Reserves Reserves Reserves Reserves Reserves Reserves Reserves
Balance at August 31, 2018 $3,549.093 5304,040 $0 $314.695 SO $188,528 SO $384.223 $0 $0
Prior period adjustments:
SO SO SO $0 50 50 $0 $0 50 $0
Adjusted Balance, Aug. 31, 2018 $3.549,093 $304.040 $0 $314,695 50 5188.528 $0 $384,223 50 $0
Operating surplus (deficit)
Board funded tangible capital asset additions 50 $0 SO $0 $0 $0 $0 $0 $0 SO Disposal of unsupported tangible capital assets 30 SO 50 511.991 50 Disposal of supporled tangible capital assets
(board funded Dodion) 30 50 SO 80 50 Write-down of unsupported tangible capital assets 50 SO 50 SO 50 Write-down of supported tangible capital assets (board funded portion) So so 50 50
Net remeasurement gains (losses) for lhe year
Endowment expenses
Direct credits to accumulaled surplus
Amortization of tangible capital assets
Capital revenue recognized
Debt principal repayments (unsupported)
Externally imposed endowment restrictions 50 50 So 50 50
Nel transfers to operating reserves $358,481 50 So 50 50
Net transfers from operating reserves so so 80 50 SO
Net transfers_to capital reserves 50 50 SO 80 $0
Net transfers from capilal reserves 50 $0 50 $0 SO Assumption/transfer of other operations' surplus $0 SO $0 $0 50 50 $0 $0 50 $0
Balance at May 31, 2019 $3,907,574 5304,040 $0 $314,695 50 5188.528 $0 5396,214 50 50
18
10 SCHEDULE OF PROGRAM OPERATIONS
for the period Ended May 31, 2019 {La dollars)
2019 2018
Plant Operations Board & REVENUES Instruction instruction and System External - ECS Grade 1 12 Maintenance Transportation Administration Services TOTAL TOTAL
(1) Alberta Education $1,774,882 526,994,056 54,586,903 51,895,702 $1,671,701 50 536,923,244 547,492,241 - (2) Other Government of Alberta SO 5392,808 $0 50 80 50 5392,808 $515,932
(3) Federal Government and First Nations S19,112 53,327,170 $443,885 5262,677 593,021 5839,866 54,985,732 $5,277,029
(4) Other Alberta school authorities 50 5132,507 50 SO 80 SO 5132,507 5165,634
(5) Out of province authorities so so so so so so 50 50
(6) Alberta Municipalities-special tax levies so so so so so so so so
(7) Property Taxes so so so 50 so so so so
(8) Fees so 5101.797 5113,780 SO $215,577 5273,941
(9) Other sales and services 50 5370,929 $0 $29,535 50 SO $400,464 5528,045
(10) Investment income SO $110,549 50 50 50 SO 5110,549 392,855
(11) Gifts and donatÍOns SO 339,508 50 $0 50 50 539,508 523,241
(12) Rental of facilitieS 50 50 5184,450 50 $0 30 5184,450 $295,807
(13) Fundraising 50 8942,996 50 50 $0 50 $942,996 5979,887
(14) Gains on disposal of tangible capital assets $0 50 $0 511,991 50 $0 $11,991 531,537
(15) Other revenue so so so so so so so so
(16) TOTAL REVENUES $1,793,994 532,412,320 $5,215,238 52,313,685 $1,764,723 3839,866 844,339,826 355,676,149
EXPENSES
(17) Certificated salaries 5Ìi74.TS7 514,893,148 5275,825 5479,410 516,523,143 521,9990TD
53,571,830 (18) Certificated benefitS 586.431 53,405,863 $34,628 $44,908 54768.594
$1,427,978 (19) Non-certificated salaries and wageS 5519,749 55,790,197 51.528.773 5696.530 5203,503 810,166,730 311,412,737
5242,916 (20) Non-certificated benefits 588,763 51,056,145 5268 875 $116.226 536,721 51,809,646 51,827,660
(21)SUB-TOTAL $1,569,700825,145,353 51,670.89451,797.648 51,123,212 5764,542 532,071,349 540,008,001
51,874,086 (22) Services, contracts and supplies 591,027 86,438,477 3676,028 $545,694 375,324 39,700,636 512 328228
(23) of $1,813,857 Amortization supported tangible capital assetS 30 SO 50 SO 50 51,813,857 52.371.586
(24) of 5132,354 Amortization unsupported tangible capital assets SO 5145,154 $408.442 $29,670 SO 5715,620 $1,020,893
50 (25) Supported interest on capital debt so so so so so so so
so (26) Unsupported interest on capital debt so so so so so so so
50 (27) Other interest and finance charges so so so so so so so
on 6 (28) Losses disposal of tangible capital assets so so so so so so so
50 (29) Other expense so so so so so so so
(30)TOTALEXPENSES 81660.727 $31,728,984 $5,491,191 52,882,118 51,698.576 $839,866 544.301.462 555728.708 (31) OPERATING SURPLUS (DEFICIT) 5133.267 8683,336 (5275,953) (5568,433) $66,147 30 538,364 ($52 559)
19 15 MONITORING REPORTS
RE: 2019-2020 BUDGET REPORT
The Budget Report for the year ending August 31, 2020 is attached for approval.
Policy References: 1.2 Vision 1.3 Mission 1.5 Goals 1.6 Current Priorities 3.2 Relationships (3.2.1 and 3.2.4) 3.4 Finances 3.5 Assets (3.5.4 and 3.5.5)
Submitted by Norman Buhler, Secretary-Treasurer.
RECOMMENDATION: ______moved that the Board of Trustees approve the financial budget for the period of September 1, 2019 to August 31, 2020, as outlined in the attached Budget Report.
20 School Jurisdiction Code: 1250
BUDGET REPORT FOR THE YEAR ENDING AUGUST 31, 2020
[School Act, Sections 147(2)(b) and 276]
1250 Fort Vermilion School Division No. 52 Legal Name of School Jurisdiction
PO Bag 1 5213 River Road Fort Vermillion AB AB TOH 1NO; 780-927-3766; [email protected]
Contact Address, Telephone & Email Address
BOARD CHAIR
Mr. Clark MaAskile
Name Signature
SUPERINTENDENT
Mr. Michael McMann
Name Signature
SECRETARY TREASURER or TREASURER
Mr. Norman Buhler
Name Signature
Certified as an accurate summary of the year's budget as approved by the Board
of Trustees at its meeting held on June 19, 2019 Date Version 170615
c c. Alberta Education
clo Jianan Wang, Financial Reporting & Accountability Branch 8th Floor Commerce Place, 10155-102 Street, Edmonton AB T5J 4L5 Phone: (780) 427-3855 E-MAIL: EDC FRA@gov ab.ca
21 G H A| B |C|D EF I
1 School Jurisdiction Code: i 1250 516 TABLE OF CONTENTS
Page
3 6 BUDGETED STATEMENT OF OPERATIONS & ALLOCATION OF EXPENSES (BY OBJECT)
BUDGETED SCHEDULE OF FEE REVENUE & SUPPLMENTARY DETAILS OF FEE REVENUE 4 & 5 7
& 6 e PROJECTED STATEMENT OF CHANGES IN ACCUMULATED OPERATING SURPLUS (2017/2018 2018/2019)
SCHEDULE OF USES FOR ACCUMULATED SURPLUSES AND RESERVES (2018/2019, 2019/2020 & 2020/2021) 7 9
10 ANTICIPATED CHANGES IN ACCUMULATED OPERATING SURPLUS (SUPPLEMENTARY INFORMATION) 8 & 9 10 11 PROJECTED STUDENT STATISTICS
12 PROJECTED STAFFING STATISTICS 11
13 BOARD AND SYSTEM ADMINISTRATION CALCULATION 12
15 Color coded cells: 16 jbtue cells: require the input of data/descriptors wherever applicable. ggggMgg grey cells: data not applicable - protected - white ¯ÏŠ17 |salmon cells; contain referenced juris. information protected cells: within text boxes REQUIRE the input of points and data. green cells: populated based on information previously submitted yellow cells: to be completed when yellow only.
20 HIGHLIGHTS, PLANS, ASSUMPTIONS AND RISKS SUMMARY- 2019/2020 BUDGET REPORT
The following were presented to the Board and approved as underlying the budget These key points and assumptions used in development of the budget take into
22 consideration the economic environment of the jurisdiction, focus on anticipated changes from current year, and are realistic and consistent with the three year
& 23_ Education Plan. At a minimum, they disclose key budget assumptions, financial business risks, and specific strategies explaining how this budget will
24 support the jurisdiction's plans. Budget Highlights, Plans & Assumptions:
The Fort Vermilion School Division is presenting a balanced budget for the 2019-2020 fiscal year. We are accessing our accumulated operating reserves for upcoming capital
projects in the amount of $44,660. 29
We project an enrolment increase of 35 FTE or 1.1% based on Divisional trends and current data available. 31
This budget is based on the following assumptions:
¯¯¯¯33 - Enrollment Growth Funding -- · Classroom Improvement Fund discontinued 35 - School Nutrition Program remaining at 2018-2019 levels
-TEBA costs covered by GoA
- All other funding remaining at the same level as 2018-2019 fiscal year
38
This budget focus on our three year education plan with the key priorities of Literacy, Numeracy and Connectivity.
41
44
46 Significant Business and Financial Risks:
While First Nation receivables are in a good position when compared to the past ten plus years, it still continues to be a potential area of risk for the Fort Vermilion School 41. Division. 50
We continue to have concerns in regards to the leveling of teacher salaries throughout the Province and what impact this has on our ability to recruit and retain our teaching
staff. In the current school year we had 54 new school based teaching staff turnover, which represents 24% of our staff. We again are anticipating increased staffing
turnover with a greater challenge to recruit new staff to the most northern region of the province.
56
22
Page 2 of 12 School Jurisdiction Code: 1250 BUDGETED STATEMENT OF OPERATIONS for the Year Ending August 31
Approved Fall Budget Actual Budget Update Audited 2019/2020 2018/2019 2017/2018 REVENUES
Alberta Education $49,404,138 549,199,963 $47,492.241
Alberta Infrastructure $0 $0 $0
Other - Government of Alberta $819,485 $584,479 $515,932
Federal Government and First Nations $5,381,875 $5,688,379 $5,277,029 Other Alberta school authorities $165,634 $165,634 $165,634
Out of province authorities $0 $0 $0
Alberta Municipalities-special tax levies $0 $0 $0
Property taxes $0 $0 $0
Fees $340,000 $325,000 $273,941
Other sales and services $505,000 $526,217 $528,045 Investment income $110,000 $95,000 $92,855
Gifts and donations SO $0 $23,241
Rental of facilities $280,000 $295,000 $295,807 Fundraising $850,000 $850,000 $979,887
Gains on disposal of capital assets $0 $0 $31,537
Other revenue $0 $0 $0 TOTAL REVENUES $57,856,132 $57,729,672 $55,676,149 EXPENSES Instruction - Early Childhood Services $2,423,807 $2,390,464 $2,026,295
Instruction - Grades 1-12 $41,067,256 $41,025,409 $39,810,094
Plant operations & maintenance $7,502,128 $7,558,618 $7,233,086 Transportation $3,676,023 $3,568,263 $3,467,022 Administration $2,228,935 $2,228,935 $2,122,207
External Services $957,983 $957,983 $1,070,004 TOTAL EXPENSES 557,856,132 $57,729,672 $65,728.708
ANNUAL SURPLUS (DEFICIT) $0 50 ($52.559)
BUDGETED ALLOCATION OF EXPENSES (BY OBJECT)
for the Year Ending August 31
Approved Fall Budget Actual Budget Update Audited 2019/2020 2018/2019 2017/2018 EXPENSES
Certificated salaries $22.A42.812 522.228,795 $21,999,010
Certificated benefits $4,830,941 $4,617,898 $4,768,594
Non-certificated salaries and wages $12,946,938 $12,488,698 $11,412,737
Non-certificated benefits $2,704,187 $2,509,957 $1.827,660
Services, contract nd supplies $11,517,987 $12,506,402 $12,328,228
Capital and debt services
Amortization of capital assets supported $2,447,927 $2,412,577 $2,371,586
Unsupported $965,340 $965,345 $1,020,893
Interest on capital debt
Supported 50 $0 $0
Unsupported $0 $0 $0
Other interest and finance charges $0 $0 $0
Losses on disposal of capital assets $0 $0 $0
Other expenses $0 $0 $0
TOTAL EXPENSES $57.856 132 $57 729.372 $55.728,708 23
Page 3 of 12 School Jurisdiction Code: 1250 BUDGETED SCHEDULE OF FEE REVENUE for the Year Ending August 31
Approved Fall Budget Budget Update Actual 2019/2020 2018/2019 2017/2018 FEES
TRANSPORTATION 5115,000 $100,000 5103,817
BASIC INSTRUCTION SUPPLIES (Instructional supplies, & materials) $0 50 50
LUNCHROOM SUPERVISION & NOON HOUR ACTIVITY FEES $0 $0 $0
FEES TO ENHANCE BASIC INSTRUCTION
Technology user fees $0 $0 $0
Alternative program fees $0 $0 $0
Fees for optional courses $40,000 541,500 $16,431
ECS enhanced program fees $0 $0 $0
ACTIVITY FEES $15,000 $15,250 50
Other fees to enhance education (Describe here) $0 $0 $0 NON-CURRICULAR FEES
Extra-curricular fees $150,000 $149,125 $153,693
Non-curricular goods and services $20,000 519,125 $0
NON-CURRICULAR TRAVEL $0 $0 $0
OTHER FEES (Describe here) $0 $0 $0 TOTAL FEES $340,000 $325,000 $273,941
*PLEASE DO NOT USE "SCHOOL GENERATED FUNDS" AS A CATEGORY
Approved Fall Budget Please disclose amounts paid by parents of students that are recorded as "Other sales and services" (rather than fee revenue). Note that this schedule should include only amounts Budget Update Actual from parents it may not agree with the Statement of Operations. collected and so 2019/2020 2018/2019 2017/2018
Cafeteria sales, hot lunch, milk programs $250,000 $250,000 5175,894
Special events $0 $0 50
Sales or rentals of other supplies/services $0 $0 50
Out of district unfunded student revenue $0 $0 50
International and out of province student revenue $0 $0 $0
Adulteducationrevenue $0 $0 $0
Preschool $0 $0 $0
Child care & before and after school care $0 $0 $0
Lost item replacement fees $0 $0 $0
Bulk supply sales $0 $0 $0
Other (describe) Olher (Describe) $0 50 $0
Other (describe) Olher (Describe) $0 $0 $0
Other (describe) Other (Describe) $0 $0 $0
Other (describe) Other sales (describe here) 50 $0
Other (describe) Other sales (describe here) 50 $0 TOTAL $250,000 $250.000 $175,894
24
Page 4 of 12 School Jurisdiction Code: 1250 BUDGETED SCHEDULE OF SUPPLEMENTARY DETAILS OF FEE REVENUE
for the Year Ending August 31 (A) (B) (C) (D} (E) {F) (G)
Explanation Other Costs Entry Fees and Transportation Supplies & of Other Costs (Column "(C)") (Explain under (B))* Admissions Component Materials** Total 2019/2020 2019/2020 2019/2020 2019/2020 2019/2020 FEES TRANSPORTATION 50 SO 3115,000 SO 5115,000
BASIC & INSTRUCTION SUPPLIES (Instructional supplies, materials) $0 $0 SO $0 SO
LUNCHROOM SUPERVISION & NOON HOUR ACTIVITY FEES SO 50 $0 50 50
FEES TO ENHANCE BASIC INSTRUCTION
Technology user fees SO 50 50 50 50
fees Alternative program 50 SO SO 50 SO
Out of the Country Travel Related to Optional course Fees for optional courses $25,000 50 $0 515,000 $40,000
ECS enhanced program fees 50 SO SO SO SO
Out of Division Field Trip Costs ACTIVITY FEES $15,000 50 So 50 815,000
Otherfeestoenhanceeducation 80 SO $0 SO SO
NON-CURRICULAR FEES
Tournament and Travel Costs Extra-curricular fees $150,000 50 $0 50 5150,000
Non-curricular goods and services $0 $0 50 520,000 $20,000
NON-CURRICULAR TRAVEL $0 50 SO SO SO FEES*** OTHER
50 50 SO $0 50
SO SO 50 SO 50
SO $0 50 50 50
$0 50 SO 80 50
TOTAL FEES 5190,000 SO 5115.000 535,000 5340.000
''Supplies and Materials represent consumables (one-time use such as paper), reuseable supplies, equipment rental, workbooks). ***Describe purpose of other fees. DO NOT use blanket names such as "Kindergarten", "Instructional Fees", "School Division Fees", "Registration Fees", etc. ***Use Other Fees only for fees which do not meet predefined categories as described on Pages 14 & 15 of the Budget Guidelines 2019/2020
25
Page 5 of 12 School Jurisdiction Code: 1250
PROJECTED SCHEDULE OF CHANGES IN ACCUMULATED OPERATING SURPLUS (SUMMARY)
for the Year Ending August 31
0) (2) (3) (4) (51 (61 (7)
ACCUMULATED INVESTMENT IN ACCUMULATED INTERNALLY RESTRICTED OPERATING TANGIBLE ENDOWMENTS SURPLUS FROM UNRESTRICTED SURPLUS CAPITAL OPERATIONS SURPLUS OPERATING CAPITAL (2+3+4+7) ASSETS (5+6) RESERVES RESERVES
Actual balances per AFS at August 31, 2018 $12,086,534 $7,345,955 $0 $3,549,093 $0 $3,549,093 51,191,486
2018/2019 Estimated impactto AOS for:
Prior period adjustment $0 $0 $0 $0 SO SO SO Estimated surplus(deficit) 5350,000 $350,000 $350,000
Estimated board funded capital asset additions $1,666,140 ($1,666,140) ($1,666,140) 50 SO
Estimated disposal of unsupported tangible capital assets 50 ($118,911) $106,920 $106,920 $11.991
Estimated amortization of capital assets (expense) ($3,369.004) $3,369,004 53,369,004 Estimated capital revenue recognized - AIberta Education 52,417,002 (52,417,002) ($2,417,002)
Estimated capital revenue recognized - Alberta Infrastructure $0 $0 SO
Estimated capital revenue recognized - Other GOA $0 SO SO
Estimated capital revenue recognized - Other sources SO 50 SO
Estimated changes in Endowments $0 $0 $0 $0
Estimated unsupported debt principal repayment 50 SO So
Estimated reserve transfers (net) $0 $257,218 ($257,218) SO
Estimated assumptions/transfers of operations (explain) $0 50 $0 $0 $0 50 $0
Estimated Balances for August 31, 2019 $12,436,534 $7,941,182 $0 $3,291,875 $0 $3,291,875 $1,203,477 2019/2020 Budget projections for:
Budgeted surplus(deficit) $0 $0 $0
Projected board funded capital asset additions $1,010,000 ($1,010,000) ($1,010,000) SO $0
Budgeted disposal of unsupported tangible capital assets 50 $0 50 SO So
Budgeted amortization of capital assets (expense) ($3,413,267) 33,413,267 53,413,267 Budgeted capital revenue recognized - Alberta Education $2,447,927 ($2,447,927) ($2,447,927)
Budgeted capital revenue recognized - Alberta Infrastructure 50 SO
Budgeted capital revenue recognized - Other GOA 50 SO $0
Budgeted capital revenue recognized - Other sources SO SO $0
Budgeted changes in Endowments 50 $0 50 SO
Budgeted unsupported debt principal repayment $0 $0 $0
Projected reserve transfers (net) $0 $44,660 ($44,660) SO
Projected assumptions/transfers of operations (explain) SO $0 $0 SO $0 $0 $0
Projected Balances for August 31, 2020 $12,436,534 $7,985,842 $0 $3,247,215 SO $3,247,215 $1,203,477
26 Page 6 of 12 School Jurisdiction Code: 1250 SCHEDULE OF USES FOR ACCUMULATED SURPLUSES AND RESERVES
for the Year Ending August 31
Unrestricted Surplus Usage Operating Reserves Usage Capital Reserves Usage YearEnded YearEndad YearEnded 31-Aug-2020 3140q-2021 31,Auq-2022 314uq·2021 | 314ug-2020 214ug-2021 31-Aut-2022 3tauq·2020 214cq-2022 | | |
Projected opening balance 50 $0 50 $3,291,875 53,247,215 $3,202,283 $1,203,477 31,203,477 51,203,477 - Projected excess of revenues over expenses (surplus only) Explanation addl space on AOS3/ AOS4 SO 80 SO - Budgeted disposal of unsupported tangible capital assets Explanahon addl space on AOS3 / AOS4 50 50 50 50 50 50 50 SO - Explanation on Budgeted amortization of capital assets (expense) addl space AOS3 / AOs4 $3,413.267 $3,307,995 $2,770,197 $0 $0
Budgetedcapitairevenuerecognized Explanaton-addispaceonAOS3/Aos4 (52,447,927) ($2,467,927) (51,991,434) 50 50
BudgetedchangesinEndowments Explanaton-addispaceanAOS3/AOS4 50 $0 $0 $0 50 Explanaton-addispaceanAOS3/AOSA Budgeledunsupporteddebtprincipairepayment 50 $0 SO 50 50 Explanaton-addispaceonAOS3/AOSA Projectedreseivestransfers(net) 544,660 544,932 5106,237 (544,660) ($44,932) (5106,237) 50 SO 50 - Explanation addi on Projected assumptions/transfers of operations space AOS3 / AOSA 50 $0 50 50 50 50 50 50 50 - Increase in (use of) school generated Explanaton addi space on AOS3 / AOSA funds $O $0 $0 $0 $0 50 SO Explanation-addispaceenAOS3/AosA Newschoolstait-upcosts 30 50 50 50 50 SO 50 Explanaton-addispaceanAOS3/Aos4 Decentralizedschoolreseives 50 50 50 50 SO 50 50
Non-recurringcertificatedremuneration Explanation-addispaceenAos3/AOSA SO SO 50 50 50 - Non-recurring non-certificated remuneration Explanation add I space on AOS3 / Aos4 SO 50 50 50 50 - Explanation on AOSA Non-recurring contracts, supplies & services add I space AO53 / $0 $0 $0 $0 $0 E×planation-addispaceonAos3/Aos4 Professionaldevelopment,training&support SC $0 50 50 50 Explanation-addispaceanAO53/AOsA TransportationExpenses 50 50 $0 50 SO
Full-daykindergarten Explanabon-addispaceanAOS3/AosA 50 50 $0 $0 50 Explanaton-addispaceonAOS3/AosA Englishlanguagelearners 50 50 SO 50 50
Firstnations,Metis,Inuit Expianation-addispaceonAOS3/AOSA 50 50 50 SO 50
OH&Siwemessprograms Expanadon-addispaceonAOS3/Aos4 50 50 50 50 SO - B&S administration organization I reorganization Explanation addi space on AOS3; Aosd 50 50 50 50 50
Debtrepayment Explanation-addispaceonAOS3/AOSA $0 50 $0 50 $0 - Explanation on POM expenses add I space AOS3 / AOSA $0 SO $0 50 $0 $0 50
Non-salaryrelatedprogrammingcosts(explain) E×planation-addispaceonAOS3/AOS4 SO $0 $0 50 $0
Repairs&maintenance-Schoolbuilding&tand Explanation-addlspaceonAOS3/AOS4 30 SO SO 50 50
Repairs&maintenance-Technology Explanation-addispaceonAOS3/AOSA 50 50 50 50 $0
& - Explanation - add I space on Aos4 Repairs maintenance Vehicle & transportation AOS3 / 50 50 50 50 50
Repairs&maintenance-Administrationbuilding Explanation-addlspaceonAOS3/AOSA $0 50 50 $0 $0 - - & Explanation add I on Repairs maintenance POM building & equipment space AOS3 /Aos4 50 50 50 50 50
- Explanation - add I on Repairs & maintenance Other (explain) space AOS3 / AOSA $0 50 50 SO $0 - & Explanabon - add i spaceen Capital costs School land building Aos3 /AOSA 50 $0 50 50 50 50 50 30 So Explanation-addispaceanAOS3/AOSA Capitalcosts-Schoolmodernization 50 $0 50 SO 50 50 50 SO 50 Capitalcosts-Schoolmodular&additions Explanation-addispaceenAOS3/AOSA 50 $0 $0 $0 50 50 50 50 50 Explanation-addispaceonAos3/AOSA Capitalcosts-Schoolbuildingpartnershipprojects 50 $0 50 $0 50 50 30 $0 SO
Capital costs - Technology Evergreening Technology ($225,000) ($225,000) (5225,000) 50 50 50 So 50 So - Capital costs Vehicle & Bus and Vehicle Evergreening transpoltation (5485,000) (5535,000) (5535,000) 30 50 SO SO 50 50
Capitalcosts-Admin¡strationbuilding Explanadon-addispaceonAOS3/AOsd 50 50 50 50 30 50 50 30 50 Explanaton-addispaceonAOS3/Aosd Capitalcosts-POMbuilding&equipment 50 50 50 50 SC 50 50 50 SO - - Capital Costs Furniture & Explana6on on Equipment addi space AOS3 / Aos4 SO 50 50 50 50 50 50 50 50 - Capital costs Other Investrnent into Teacher Housing (5300,000) ($125,000) (5125,000) 30 50 50 50 50 50
Buildingleases Explanalon-addispaceonAOS3/AOS4 SO 50 50 50 50 50 50 - Other 1 please use this only if no - row other row is appropriate Explanabon add I space on AOS31 AOS4 $0 $0 $0 50 $0 SO $0 - Other 2 please use this row only if no other is - row appropriate Explanaton add I space on AOS3 / Aos4 SO 50 $0 50 50 50 50 - use this only if no - Other 3 please row other row is appropriate Explanauon add I on space AOS3 / AOSA 50 SO 50 SO 50 $0 50 - Other 4 please use this row only if no other - row is appropriate Explanation add I space on AOS3] AOSA $0 $0 $0 50 $0 $0 $0 Estimated closing balance for operating contingency SC $0 50 53,247,215 $3,202,283 53.096,046 51,203,477 $1,203,477 51,203.477
Total surplus as a percentage of 2020 Expenses 7 69% 7 62% 7 43%
ASO as a percentage of 2020 Expenses 5 61% 5 53% 5 35%
27 Page70f12 School Jurisdiction Code: 1250
ANTICIPATEDCHANGES IN ACCUMULATED OPERATING SURPLUS (SUPPLEMENTARYDETAIL) for the Year Ending August 31 I
The following provides further explanation of the anticipated changes to each component of AOS for the 2018/2019, 2019/2020, 2020/2021 and 2021/2022 years
as outlined on pages 6 and 7 Please provide information on the acquisition of significant unsupported capital, non-recurring project expenditures, and intended use of funds to August 31, 2021. Note that unrestricted surplus, operating reserves, and/or capital reserves should include the jurisdiction's contingency for unexpected or emergent issues
Additional detail on uses of Accumulated Operating Surplus: 2018/2019 Provide an explanation of material changes from the fall budget update originally submitted in November, 2018 for annual operating surplus (deficit), capital acquisitions, endowments, and/or other changes affecting unrestricted surplus, operating reserves, and capital reserves.
The Fort Vermilion School Division is projecting to be close to target and having a balanced budget for the 2018-2019 fiscal year. We have
budgeted for a decrease of our operating reserves in the amount of $404,155. We are projecting a decrease of our operating reserves in the
amount of $257,218. The variance of $146,937 from budget is due to unforeseen circumstances of the wildfire in our division which caused
our schools to be closed six weeks prematurely. The full financial effect of our situation is still not known as planned expenditures may not be completed due to our current situation.
2019/2020
Please provide additional detail regarding uses of unrestricted surplus, operating reserves, and capital reserves not described on pages 6 and
7.
We are budgeting $1,010,000 in capital expenditures for 2019-2020. FVSD once again will be purchasing busses and vehicles in order to
replace existing units as they reach the end of their life cycle. As well, we are continuing our IT capital allocation to maintain our technology
evergreening plan. FVSD is developing a three year plan to invest into our infrastructure for teacher housing in an effort to retain and attract staff.
The Fort Vermilion School Division is projecting to have $3,247,215 in operating reserves and $1,203,477 in capital reserves as of August 31,
2020. Afterthe projected Student Generated Funds ($600,000) is removed from our operating reserves we are projecting an adjusted A.S.O. days of operation to be at 11.44 or 4.6%.
28
Page 8 of 12 School Jurisdiction Code: 1250
ANTICIPATEDCHANGES IN ACCUMULATEDOPERATING SURPLUS (SUPPLEMENTARYDETAIL) for the Year Ending August 31
The following provides further explanation of the anticipated changes to each component of AOS for the 2018/2019, 2019/2020, 2020/2021 and 2021/2022 years
as outlined on pages 6 and 7. Please provide information on the acquisition of significant unsupported capital, non-recurring project expenditures, and intended use of funds to August 31, 2021. Note that unrestricted surplus, operating reserves, and/or capital reserves should include the jurisdiction's contingency for unexpected or emergent issues.
Additional detail on uses of Accumulated Operating Surplus: 2020/2021
Please provide additional detail regarding uses of unrestricted surplus, operating reserves, and capital reserves not described on pages 6 and
7.
We are budgeting $885,000 in capital expenditures for 2020-2021. FVSD once again will be purchasing busses and vehicles in order to
replace existing units as they reach the end of their life cycle. As well, we are continuing our IT capital allocation to maintain our technology evergreening plan. FVSD will continue to invest into our infrastructure for teacher housing to retain and attract staff.
The Fort Vermilion School Division is projecting to have $3,202,283in operating reserves and $1,203,477 in capital reserves at August 31, 2021.
2021/2022
Please provide additional detail regarding uses of unrestricted surplus, operating reserves, and capital reserves not described on pages 6 and
7.
We are budgeting $885,000 in capital expenditures for 2021-2022. FVSD once again will be purchasing busses and vehicles in order to
replace existing units as they reach the end of their life cycle. As well, we are continuing our IT capital allocation to maintain our technology evergreening plan. FVSD will continue to invest into our infrastructure for teacher housing to retain and attract staff.
The Fort Vermilion School Division is projecting to have $3,096,046 in operating reserves and $1,203,477 in capital reserves at August 31, 2022.
August 31, 2022 Describe the jurisdiction's intended use of unrestricted surplus, operating reserves, and capital reserves balances expected as at August 31. 2022.
Atthe end of August 31, 2022 we are anticipating a balance of $3,096,046 in operating reserves.
-4.0% or $2,314,245 is set aside for contingency to be prepared for financial uncertainty and these reserves give us the ability to buffer these times and maintain our priorities.
-Student Generated Fund balance is projected to be $600,000.
- The Board of Trustees continues to target a 4% reserve plus SGF which leaves $181,801in excess of this goal. This goal would have
potentially been reached if the wild fires would not have occurred and created an anticipated surplus in 2018-2019 fiscal year.
At the end of August 31, 2022 we are anticipating a balance of $1,203,477 in capital reserves. The Fort Vermilion School Division is in a
position to use our capital reserves when and if emergent needs occur such as roofing and mechanical issues with our divisional buildings.
In addition, we have the ability to leverage these funds in capital projects as they are approved by Alberta Education.
29
Page 9 of 12 School Jurisdiction Code: 1250
PROJECTED STUDENT STATISTICS FULL TIME EQUlVALENT (FTE) ENROLLED STUDENTS
Budgeted Actual Actual 2019/2020 2018/2019 2017/2018 Notes (Note 2)
GRADES 1 TO 12
Eligible Funded Students:
2,179 2,090 2,000 Head counl Grades 1 to 9
Grades 10 to 12 581 620 623 Note 3
Total 2,760 2,710 2,623 Grades 1-12 sludenls eligible for base instruclion funding from Alberta Education
Percentage Change 1 8% 3 3%
Other Students:
Total 360 394 372 Note 4
Total Net Enrolled Students 3,120 3,104 2,995
Home Ed and Blended Program Students 52 22 29 Note 5
Total Enrolled Students, Grades 1-12 3,172 3,126 3.024
Percentage Change 1 5% 3 A%
Of the Eligible Funded Students:
Students with Severe Disabilities 100 105 100 FTE of students with severe disabilities as reported by the board via PASI.
Students with Mild/Moderate Disabilities 400 410 386 FTE of students identified with mild/moderate disabilities as reported by the board via PASI.
EARLY CHILDHOODSERVICES (ECS)
Eligible Funded Children 324 337 302 ECS children eligible for ECS base instruction funding from Alberta Education.
Other Children 15 24 30 ECS children not eligible for ECS base instruction funding from Alberta Education.
Total Enrolled Children - ECS 339 361 332
Program Hours 475 475 475 Minlmam 475 Hours
0 by FTE Ratio 0.500 0 500 500 Actual hours divided 950
FTE's Enrolled, ECS 170 181
Percentage Change -6.1% 8 7%
Of the Eligible Funded Children:
Students with Severe Disabilities 65 65 72 FTE of students with severe disabilities as reported by the board via PASI.
Students with Mild/Moderate Disabilities 55 55 41 FTE of students identified with mild/moderate disabilities as reported by the board via PASI.
NOTES: for 1) Enrolment is to be completed WHEREVER APPLICABLE and are 'as at September 30th' each year
is on best available at time of the 2019/2020 budget report preparation. 2) Budgeted enrolment to be based information
= / 35; 35 1 FTE. 3) The #of FTE grade 10-12 students is determined by taking the total #of studenls' credits where CEU's
that are not eligible for instruction funding from Alberta Education include First Nations students living on reserves for which tuition fee payments are made 4) Other Grade 1-12 students base
from Band or AANDC (Code 330), students younger than 5 1/2 or older than 20, and oul-of-province and foreign students.
with net in the per is pro-rated on the percentage 5) Because they are funded separately, Home Education students are not included total enrolled students blended program, funding student
a of 0 25 for of the student's program which is taken at school and at home, home education students are assigned weighting FTE base funding
30
Page 10 of 12 School Jurisdiction Code: 1250
PROJECTED STAFFING STATISTICS FULL TIME EQUIVALENT (FTE) PERSONNEL
Budgeted Actual Fall Budget Actual 2019/2020 2018/2019 2018/2019 2017/2018 Notes
CERT1FICATED STAFF
224 5 220 7 220 7 216 3 Isacher certiñcation required for performing functions atthe school level syy. g
eo Non-Seneal Basse 7 o a el a 6 Teacher celtification required for performing functions at the system/central office level
Total Certificated Staff FTE 231 5 229 3 229 3 225 3 FTE for personnel possessing a valid Alberta teaching certincate or equivalency
Percentage change from prior period 1 D% 1 8% 1 0% 1 8¾
If an average standard cost is used, please disclose rale: S 102,382 5 99,918 $ 100,742
Student FTE per certificaled Staff 14 4 14 4 14 2
Please Certificated Staffing Change due to: Allocate
2 2
Enrolment Change 3 8 · 4 0 If negative change impact, the small class mze initiative isto include anylall teachers retained.
- - Small Class Size Initiative n/a If enrolment change impact on teacher FTEs is negative, include any/all teachers retained
Other Factors I1.B| - n/a w wi Programing change · Total Change 2 2 nla Year-.wer-year change in Certificated FTE
Breakdown, where total change is Negative:
Continuous contracls lerminaled - - n/a FTEs
Non-permanent contracls nol being renewed - - nia FTEs
Olher(retirement,aitrition.etc) - · n/a tamerneous
· · Total Negative Change in Certificated FTEs nia Breakdown required where year-over-year Lotal change in Cerblicated FTE is 'negative' only
NON Instructional 191 3 190 9 187 7 168 8 Persaline.] providing instruction support for schools under 'Instruction' program areas. 31 8 32 7 32 7 30 5 PeEstainal providing support to maintain school facilities Planl Operations & Maintenance 55 5 55 5 Tran riaison 56 5 56 5 PeEnonnel providing directsuppoltto the transportion of students to and kom school 16 6 17 0 16 0 15 2 Personnel in Board & System Admin and Extemal service areas Total Non-Certificaled Slaff FTE 295 2 296 1 292.9 271.0 FTE for personnel not possessing a valid Alberta teaching certificate or equivalency Percentage Change -tr J½ e.2% o 8% B 1% Explanation of Changes: Overall we are budgeting for a decrease of 0 9 FTE for non-certificated staff Titere are minrrria10tianges ihtuughoul ihe symiem. there are some reductions and increases between schnois and depariments. Additional Information Are non-certificated staff subject lo a collective agreement? Please provide terms of contract for2019/20 and future years for non No collective agreement 31 Page11of12 BOARD AND SYSTEM ADMIN1STRATlON 2019/2020 EXPENSES UNDER (OVER) MAXIMUM LIMIT 1250 TOTAL EXPENSES (From "Total" column of Line 28 of Schedule of Program Operations) $57.856,132 Enter Number of Net Enrolled Students: 3,120 Enter Number of Funded (ECS) Children: 324 Enter "C" if Charter School STEP 1 Calculation of maximum expense limit percentage for Board and System Administration expenses = If "Total Net Enrolled Students" are 6,000 and over 3.6% | 4.90% 3.85% If "Total Net Enrolled Students" are 2,000 and less = 5.4% The Maximum Expense Limit for Board and System Administration is based on an arithmetical proration for the TOTAL FTE count for grades 1 -12, net of Home Education AND Adult students, between 2,000 to 6,000 at .00045 per FTE (Example: 4,500 FTE count grades 1-12 = 6,000 - 4,500 = 1,500 X .00045 = 0.675% plus 3.6% = maximum expense limit of 4.28%). STEP 2 A. Calculate maximum expense limit amounts for Board and System Administration expenses Maximum Expense Limit percentage (Step 1) x TOTAL EXPENSES $2,832,636 B. Considerations for Charter Schools and Small School Boards: If charter schools and small school boards, The amount of small Board Administration tunding (I-unding Manual section 1.13) $0 2019/2020 MAXIMUM EXPENSE LIMIT (the greater of A or B above) | $2,832,636 Actual Board & System Administration from G31 of "Budgeted Statement of Operations" $2,228,935 Amount Overspent | $0 Page 3212 of 12 MONITORING REPORTS RE: INTERNAL AUDITING ACCOUNTABILITY REPORT A copy of the Internal Auditing Accountability Report is attached for your information. Policy References: 3.4 Finances (3.4.3 and 3.4.4) Submitted by Norman Buhler, Secretary-Treasurer. RECOMMENDATION: ______moved that the Board of Trustees accept the Internal Auditing Accountability Report. 33 Internal Auditing Accountability Report As at May 31, 2019 Source Documents: The Board’s fiscal governance responsibility as outlined in Policy 2.2.8 (c) states that the Board “Approve Audit Report and ensure quality indicators are met.” The Superintendent’s fiscal management responsibility as outlined in Policy 2.9.9 (b) and as required in the “Superintendent’s evaluation process and criteria document” indicates that the Superintendent shall “Ensure the Division operates in a fiscally responsible manner, including adherence to recognized accounting procedures.” An internal Auditing process is one mechanism employed by the Superintendent to facilitate the Board monitoring the fiscal management of the Division. This process aids the Board in Policy 2.2.8 (c). It also provides the Board with evidence relative to the requirement that the Superintendent ensures the Division operates in a fiscally responsible manner. Two other processes employed to facilitate the Board’s monitoring of the fiscal management of the Division are the external audit report provided by an independent auditor and the monthly reports provided by the Superintendent relative to matters such as current revenues and expenditures, variations, external factors, and yearend projections. The processes employed by the Superintendent to ensure the Division operates in a fiscally responsible manner, including adherence to recognized accounting procedures, are articulated in the Administrative Handbook. “The school administration is responsible for ensuring the appropriate collection and disbursement of all funds in its care as well as appropriate security of funds. Accounting of all funds shall be in accordance with generally accepted principles of accounting.” In addition to responsibility given to the administration of each school, “The Assistant Secretary-Treasurer at his discretion will arrange for the internal audit of individual school financial records and processes and will submit a report on such audits.” The Superintendent makes these reports available to the external auditor for review and feedback 34 from the external auditor regarding any suggested actions deemed to be appropriate to ensure the Division operates in a fiscally responsible manner, including adherence to recognized accounting procedures. During this year, eight internal school audits have been conducted. Audits to date have not revealed any significant concerns. These audits employed the following procedures: Procedures for Internal Audits: The internal audits determine: a) if administrative policies and directives are being followed; b) if internal controls system is adequate and effective; c) if assets are being properly safeguarded from the possibility of loss; d) the accuracy and completeness of accounting and financial records; e) the degree of compliance with legal requirements Audited Schools: Blue Hills Community School March 19, 2019 Buffalo Head Prairie School March 19, 2019 Fort Vermilion Public School March 20, 2019 St. Mary’s Elementary School March 20, 2019 High Level Public School March 22, 2019 Outreach Learning Store- High Level March 22, 2019 Hill Crest Community School March 25, 2019 Ridgeview Central School March 26, 2019 Audit Reports: There were eight internal audits completed in 2018/2019 fiscal year. During these audits the following deficiencies were discovered: 35 a) Proper authorization of payments of invoices and cash disbursements lacking in a couple of schools, however not material b) A few schools lack proper financial controls for their school stores/canteen in that they do not use a cash register. We do acknowledge and understand why a cash register is not being used at a few of the schools since they do not have stores in operation thus using a cashbox is acceptable. But all of our locations have a safe and use it for storage of any cash which mitigates risks. Lunch or snack cards are available for online purchase at a few of our locations along with school spirit wear clothing and instructional fees. School Cash Online has helped reduced in- person payments at a few of the schools and thus reducing the chances of manual errors. All schools receive a report on their internal audit with a rating system. All schools required only minor adjustments and/or suggestions as they were in good standing. The report reviewed journal entries, school store, school assessed fees, bank reconciliation, cash disbursements and receipts. Schedule of Internal Audits: There will be a minimum of seven audits completed on an annual basis. The audits planned for 2019/2020 are as follows: Schools: Tentative Dates: Sand Hills Elementary School March 3, 2020 Spirit of the North Community School March 4, 2020 Outreach Learning Store- High Level March 4, 2020 Rocky Lane School March 10, 2020 Florence MacDougall Community School March 17, 2020 La Crete Public School March 24, 2020 Rainbow Lake School March 31, 2020 36 Governance Implications (if any): Based on the eight internal audits completed, we are pleased to report that generally accepted accounting principles are being followed. We are satisfied with the accounting software that is being used throughout the division at the school level. School Cash Accounting is a system that is easy for schools to use, assures proper accounting and helps provide consistency throughout the division. School Cash Accounting allows us to better track and collect our instructional fees as well improve our internal controls for fundraising activities. FVSD implemented School Cash Online payments for parent convenience in the 2014-15 school year which has helped reduce traffic and handing of cash at some of the schools in our division. In 2012, there were some new requirements for School Generated Funds as mandated by Alberta Education. These funds were reported on an unaudited schedule in previous years but have been incorporated into the Audited Financial Statement. 37 MONITORING REPORTS RE: FISCAL QUARTERLY ACCOUNTABILITY REPORT A copy of the Fiscal Quarterly Accountability Report is attached for your information. Policy References: 3.4 Finances (3.4.3 and 3.4.4) Submitted by Norman Buhler, Secretary-Treasurer. RECOMMENDATION: ______moved that the Board of Trustees accept the Fiscal Quarterly Accountability Report. 38 FISCAL QUARTERLY ACCOUNTABILITY REPORT May 31, 2019 Monitoring Process One of the means the Board can utilize to monitor the fiscal management of the jurisdiction is to receive quarterly monitoring reports. This monitoring report addresses the current status of approved budget assumptions the Board made when they approved the current operating budget, the state of reserve funds and a summary of expenditure patterns, together with governance implications associated with each of the above. 1. Current status of approved budget assumptions: When the Board commenced the 2018-2019 budget process, the Board approved the following highlights and assumptions: 1. The Division is presenting a balanced budget. This balanced budget represents the division accessing $404,155 of Accumulated Operating Surplus “reserves” to support the evergreening of buses, technology, vehicles and teacher residences and grounds upgrades. 2. FVSD Enrolment at September 30, 2018 (2017/18): o Grades 1 to 12 = 2,876 (2,791) o ECS = 354 (323) o Outreach = 162 (124) o Homeschool = 95 (140) o UHRS = 59 (58) 3. Enrolment increase for FVSD schools in grades ECS to 12 as an FTE (Full Time Equivalent) is 112.25 students or approximately 3.6% increase. This is primarily due to an increase in enrolment in High Level and the La Crete sector. As well we Dene Tha First Nation is sending their Grade 7- 12 students to Rainbow Lake from Chateh. 1 39 4. Grant Increases to Alberta Education funding: o Infrastructure Maintenance and Renewal (IMR) funding decreased by $115,478 as compared to prior year. o Plant and Operations funding increased by $149,325. o Regional Collaborative Service Delivery funding increased by $111,111. o School Nutrition funding increased by $136,401. o All other grant allocations are maintained at the 2017-18 funding rates 5. Allocation rates to schools: a. 0% increase to student rates, b. Schools continue to receive $918 per ESL student and FNMI self-declared student. c. Continuation of $2,461 received for Mild Moderate ECS. d. Allocations directly linked to student enrolment were adjusted accordingly. Governance implications: The funding increases are not keeping up with the increasing costs in the area of Transportation and Operations and Maintenance. 2. State of current reserves: Accumulated Operating Surplus (AOS) is the total of Unrestricted Net Assets and Operating Reserves. Unrestricted Net Assets is that portion of AOS that is without restrictions as to its use (i.e. has not been restricted by board motion to be used for a specific purpose). Operating Reserves are funds set aside by Board motion to be used for specific purposes at some point in the future. 2 40 In addition to AOS, jurisdictions often have Capital Reserves. AOS plus Capital Reserves constitute ALL of the total surpluses and reserves held by a jurisdiction. Alberta Education considers “Days of Operation in Accumulated Operating Surplus” – calculated as AOS/ (Total Jurisdiction Expenses/250 Operating Days) – to be a very meaningful indicator of jurisdictions financial health. Alberta Education AOS days of operation target is 2.5 to 12.5 days of operation. If a jurisdiction falls outside of this target a plan must be submitted to demonstrate correction. This has been adjusted to reflect 250 operating days as per Alberta Education formula. For the year 2017/18 the “provincial average” of all jurisdictions was 12.39 days of operation in AOS. The average of the boards in Alberta that have a similar enrolment to us was 17.15 days of operation in AOS. These reserves are in place in order to have sufficient cash flow to deal with external factors out of the control of the division that cause unforeseen costs and put at risk the continued delivery of appropriate educational programs and activities. As such our discussion around the board table has been to stay between the 10 to 12 days of operations in AOS. The Fort Vermilion School Division, according to the above comments, should maintain an operating reserve of no less than $2,309,187 (10 days over 250 days times $57,729,672 - 2018/19 budgeted expenses). At the end of the 2017/18 school year there was an accumulated operating reserve of $3,014,136 (not including SGF) or 13.52 days of operations. For the period ending May 31, 2019 the Fort Vermilion School Division AOS is 13.25 days. See governance impact section for an explanation of this result. 3 41 Governance Implications: It is common to see an increase to Net Assets and the AOS days ratio due to planned capital purchases having not been incurred. Planned Capital Purchases $1,369,500 Purchases to Date $395,503 Remaining Purchases $973,997 There are a total of three reserve funds maintained within Fort Vermilion School Division. These are Unrestricted Net Assets, Restricted Operating Reserves and Restricted Capital Reserves. 2.1 Unrestricted Net Assets: The Board at the end of the 2017/18 school year had $0 of unrestricted net assets. Unrestricted net assets as of May 31, 2019 are $0. 2.2 Restricted Operating Reserves: The Division allows sites to accumulate surpluses or incur deficits, when circumstances dictate. These reserves belong to the individual sites. The following indicates the restricted operating reserves per site as at August 31, 2018 and May 31, 2019. The end of May 31, 2019 represents 75% of the calendar year and 90% of the school year. 4 42 Surplus/Deficit and % of Current Budget Spent at this point in time: Sites 2017 2018 2019 Budget BHCS 13,023 4,639 81% 339,781 BHPS 10,966 6,428 81% 315,699 FMCS 901 23,591 83% 706,188 FVPS 10,945 1,046 81% 308,406 HLPS 4,193 (4,504) 80% 796,917 HCCS 6,378 1,993 84% 401,839 LCPS 15,950 15,495 81% 585,673 RLKS 15,295 1,572 84% 336,539 RVCS 24,371 14,435 83% 395,983 RLNS 2,618 12,595 82% 329,440 SHES 2,966 6,694 81% 566,913 SNCS (4,782) 75 82% 436,877 SMES 2,688 12,557 76% 329,061 ZAMA (98) 7,711 0% 0 Outreach (10) 4,344 85% 412,081 Home Ed 2,356 11,860 77% 254,919 Governance Implications Third Quarter: Prior year school deficits o HLPS – deficit was $4,504, which is within acceptable range however they also had $21,885 available in operating reserves to help absorb into current year budget. Based on current expenditures to date budget is considered inline. High percentage spent in current year: o We would expect that school budgets would be between the ranges of 73% to 85% at this point in time given that 5 43 90% of the school year has transpired. All schools are within the acceptable range. o We have discussed at (LTM) Leadership Team Meetings and re-emphasized the need to use the resources provided in the given year to meet the needs of the students in this given year. o A standard for school surplus/reserve was introduced in 2009-10. Schools are now able to hold a maximum of 5% of their school operational budget or $15,000 whichever is higher. If they have a need to save more than this for a particular reason, then they will need to submit a plan to my office which will go through an approval process. Any dollars above the threshold at the end of the year will be redistributed back into the system for divisional priorities. The intent of this new standard is to encourage the use of the current dollars for current programming and to not continue to grow reserves. Restricted Capital Reserves: The Board annually approves capital reserves to provide the necessary funds for replacement of capital assets. As at May 31, 2019 the balances are as follows: Sites Funds Allocated Operations & Maintenance 314,482 Transportation 396,214 School Based 304,040 Board & System Admin 188,528 Total 1,203,477 6 44 Quarterly Expenditure Report See May 31, 2019 Financial Report for the Public Board Meeting. Additional Governance Implications (if any) At this point we have spent 76.74% overall (9/12 months of school year or 50%) of all current divisional budgets to date. May 31, 2019 was the end of the 3rd quarter for our fiscal year (September to May). School Administrators and Department Managers are responsible to review their budgets and results to this date. I require a detailed report from each school that falls outside of the acceptable range. I also require from them an explanation as to how this affects their use of a surplus that was carried over from the prior year or how it affects their recovery plan if they carried over a deficit from the prior year. As a result, I can see where we need to provide support and/or apply restrictions. With the school year ending six weeks early due to the wild fire will not be holding schools accountable to the maximum carry forward. Due to limited operations at the school level it is difficult to determine what level of resources will not be spent in the 2018-19 school year and how that will impact our operating reserves. The Provincial Budget has not been announced making budgeting more challenging. 7 45 MONITORING REPORTS RE: STUDENT CONNECTIVITY ACCOUNTABILITY REPORT A copy of the Student Connectivity Accountability Report is attached. Submitted by Karen Smith, Supervisor of Learning Services. RECOMMENDATION: ______moved that the Board of Trustees accept the Student Connectivity Accountability Report. 46 MONITORING REPORTS CONNECTIVITY ACCOUNTABILITY REPORT JUNE 2019 A. Source Documents ▪ Policy 1.6.3 of the Fort Vermilion School Divison’s Board Policy Manual states that a current priority of the Board is that “Fort Vermilion School Division will foster connectivity and well-being amongst the community, students, parents and staff.” ▪ Board Policy 2.2 states that the Board, “ is responsible to ensure that students … receive an education consistent with provincial requirements and the expectations of the communities in the Division.” Further to this, Policy 2.2.3 e) indicates that the Board shall “Evaluate progress toward the achievement of student outcomes and other desired results B. Accountability Practices This year a number of our schools implemented a school based survey to gather information on student connectivity within their buildings. The connectivity committee is currently in the process of developing some core questions we want all students to be asked so that we have a baseline set of data. A staff survey will also be created. C. Results As this is the first year of the Connectivity priority, there are currently no data sets to show growth in this priority area. Data will be shared in future years. D. Strategies ● Connectivity Committee An administrators’ committee has been formed to discuss the meaning of connectivity, what does it look like in our buildings, the areas or pillars it encompasses, and how we can measure it. Any discussions or decisions made at these meetings have been shared at the Leadership Team Meetings. ● Summer work experience/JFR program Last summer we contracted John Thurston to oversee our summer work experience program which included students outside of our school division who were on Junior Forest Ranger crews in northern Alberta. All students were registered through our Learning Store summer school which resulted in us being funded for the CEU’s generated. Twenty-seven students earned between 5 and 10 credits each. The goal of this program is to support the great opportunity work experience provides for students and to generate enough income to offset the cost of dual credit programs. We are running this program again this summer. ● Dual credit programs Fort Vermilion School Division supports Dual Credit programs which have the potential of providing our students with meaningful employment in the local 47 area and filling employee shortages in various sectors. Programs, through a partnership with Northern Lakes College, we currently have students enrolled in are as follows: Health Care Aide (10) Educational Assistant (8) Power Engineer (2) Industrial Mechanic (Millwright) (1) Next year we will be adding Heavy Duty Mechanics to our list of courses being offered. ● Innovation in First Nation Education (IFNE) Project - Growing Possibilities This project has two main areas of focus: 1. The engagement of parents/caregivers of early childhood children through literacy and numeracy focused groups. Amber Paul, the community/parental engagement coordinator, facilitated sessions in First Nation communities. She taught and modeled interactive activities that will help develop the literacy and numeracy skills of the children. Amber also partnered with a number of other agencies (High Level Friendship Center, Beaver First Nation Headstart, Brighter Futures, Town of High Level, etc) to provide programming for preschool children. The goal of this initiative is to build positive relationships with the parents before the children enter kindergarten and to build the pre-literacy and numeracy skills of the children to increase their success rate in schools. 2. Providing students and parents with supports/strategies that will enhance the success of the students and build leadership capacity. Through positive relationship building the success coach worked with students and parents to overcome barriers to success. Support was given to students and families to help address attendance issues, appreciate cultural teachings and understandings, make connections with teachers and other staff, plus access appropriate agency/organization supports. ● First Nation Metis Inuit teacher cohort Each school has a representative on this cohort. This past year we did not have many opportunities to meet face to face but members still passed on a number of resources and information to the rest of their staff. ● First Nation Metis Inuit August 30th PD Day The cohort organized and facilitated a PD day for all teachers centered around FNMI foundational knowledge and understanding. This day helped to prepare teachers for the upcoming changes in the TQS and gave many of them an understanding and appreciation for indigenous culture and teachings. ● Professional Development with Dr. Jody Carrington- The Power of Relationships On September 28th all FVSD employees attended a PD presentation on the power of the relationship with our students and how connection is the most powerful tool we have to impact students and the trajectory of their lives. Dr. Carrington also stresses the importance of caring for our staff so that they have the capacity to care for and teach the students. ● Building a Village After the Connection Team (formerly Student Support Services) received training and support from the Carrington Connections Network, Fort Vermilion School 48 Division made the decision to build villages of support around kids in schools who need it the most. These students may present with various high risk behaviors or indicators. Creating a sense of empathy for the child and bringing adults onboard to support him/her are very important components of the village meeting. Members of the student’s “village” will take on various roles to help in supporting the student. ● FVSD supported counseling available for all employees The Division has contracted two psychologists to provide individual, private counseling for any interested employees. ● FVSD sponsored Educational Assistant Certificate Program in partnership with Northern Lakes College (5) In order to participate in this program candidates must: A. Meet Northern Lakes College admission requirements. B. Have worked for FVSD for a minimum of one year. C. Have an email or letter of support from current principal. D. Sign a return service agreement ● FVSD Community-Based BEd Bursary Program The Fort Vermilion School Division has created a Bursary Program to help individuals living within the FVSD boundaries attain their Bachelor of Education. A. Maximum number of participants funded at any one time - 20 individuals B. FVSD pays tuition only - the student is responsible for any other fees, textbook costs and summer costs (2 weeks in Calgary), etc. C. BEd Community-Based Program - completed as a full-time student over 4 years D. After Degree BEd Community-Based Program - completed as a full-time student over 2 years E. Successful applicants must sign a Return Service Agreement with FVSD ● Superintendent’s Community Consultations - school based Mr. McMann scheduled an evening meeting for every school. This venue allowed parents, community members, and staff to hear about the three Division priorities and gave them an opportunity to ask any questions. ● Collaborative Response Model (CRM) at the School Level School staff meet regularly in teams to collaborate around student programming. Using available data sets, staff collaborate in teams, identifying possible strategies to ensure that all students have the support they require to be successful. The focus of CRM is on the three divisional priorities. ● Collaborative Response Model (CRM) at the District Level Just as schools design and implement processes through the Collaborative Response Model to support students, the FVSD executive set up a similar process to design and implement support for schools around the three priorities. E. Conclusion ▪ Many connectivity strategies are being implemented within FVSD to build stronger relationships within our schools- students to staff, students to students, staff to FVSD and community to school which will have a significant impact on the well being of our students and staff. 49 F. Governance Implications ▪ The Board priority and focus on connectivity is positively impacting the lives of students and staff in the Fort Vermilion School Division. If students are healthy emotionally, mentally, and socially, it will impact their learning positively. Submitted by: Karen Smith, Supervisor of Learning Services - Connectivity 50 Draft – April 2019 “I define connection as the energy that exists between people when they feel seen, heard, and valued; when they can give and receive without judgment; and when they derive sustenance and strength from the relationship.”― Brené Brown Personal Well Being (mental, social /emotional) Valued Cared For (culture, contributions, (safe and caring) individualality) Sense of Belonging Relationships (school, school division, (peer, student/staff, community) employee/employer) 51 MONITORING REPORTS RE: STUDENT LITERACY – READING ACCOUNTABILITY REPORT A copy of the Student Literacy - Reading Accountability Report is attached. Submitted by Sharon McLean, Supervisor of Learning Services. RECOMMENDATION: ______moved that the Board of Trustees accept the Student Literacy – Reading Accountability Report. 52 MONITORING REPORTS LITERACY ACCOUNTABILITY REPORT A. Source Documents ▪ Policy 1.6.2 of the Fort Vermilion School Division’s Board Policy Manual states that a current priority of the Board is that “All students will improve literacy skills across the content areas.” ▪ Policy 2.2 states that the Board, “ is responsible to ensure that students … receive an education consistent with provincial requirements and the expectations of the communities in the Division.” Further to this, Policy 2.2.3 e) indicates that the Board shall “Evaluate progress toward the achievement of student outcomes and other desired results.” B. Key Performance Indicators Checks and balances are important to ensure growth in a priority area. One of the important first steps in year one was communicating the vision of the Literacy plan to all stakeholders. 1. Student reading scores as measured by Test of Word Reading Efficiency Test of Silent Reading Efficiency and Comprehension Test of Silent Word Reading Fluency 2. Writing prompts as developed by FVSD 3. Common Assessments as created by FVSD 4. Provincial Achievement Tests Grade 6 and 9 5. Diploma Exams C. Results ● Power BI Presentation-Mike and Sharon D. Strategies ● George Georgiou did a full day of Professional Development for both elementary and secondary teachers in August. George introduced the 5 Pillars of Reading and strategies for teachers to be effective in the teaching of reading. ● A Reading Screener was introduced to teachers that would be used three times during the year. The TOSWRF-Test of Silent Word Reading Fluency, the TOSREC-Test of Silent Reading Efficiency and Comprehension and the TOWRE-Test of Word Reading Efficiency-real and non-real words. The Reading Screeners gave teachers a Standard Score for each test. A standard score is a way to compare a student’s performance to that of the standardization sample. The standard score is calculated by taking the raw score and transforming it into a common scale. A standard score allows us to measure growth of individual students, a specific class, a grade level or an entire school. The TOSREC, TOWRE-2 and TOSWRF-2 provide reliable and valid checkpoint data about 53 student learning and growth in literacy. Gathered data will be available throughout the school year and will help determine upon which student’s learning we should focus and further investigate. Gathered data will contribute to school and divisional analysis of the effectiveness of our instructional practices and programs. a. Students in grade 1 will be screened two times per year: January and May. b. Students in grades 2-9 will be screened three times per school year: September, January and May. c. Parents will be made aware that the screening will occur and will be made aware of results, upon request. ● An online excel spreadsheet was created that calculates Raw Score into Standard Score, eliminating the time it would take teachers to do the conversion; therefore, the scoring makes the task less complicated for teachers. ● Teachers enter Raw Scores into a spreadsheet and once it is converted to Standard Score, the data is moved into Power BI and Office 365 App, and the data is presented visually in a way that it makes it easy to understand and easy to use for teachers to inform practice and make decisions about the necessary interventions. ● The online Reading Assessment excel spreadsheet will give you a list of all the assessments a student has taken during the 2018/2019 school year. ● Data is available to school and district administrators and will be used to make decisions about individual student programming. Visible data informs instructional leadership, instructional practice, resource allocation, resources, interventions and is useful in collaborative planning. ● A Literacy Committee was formed to discuss programming and strategies to use in our schools. Any discussions or decisions made at these meetings have been shared at the Leadership Team Meetings. ● Kitty Moulton did an overview of Balanced Literacy for Principals. ● Kristin Wright and Kelly Bourgeois completed Balanced Literacy Training with first and second year teachers. 43 teachers were trained this year, with a year end celebration of completion being held June 17th, 2019. ● We trained 7 teachers in Empower this year. Empower is a series of remedial reading programs designed to address the core learning problems of children and adolescents who struggle with reading. The programs offer remediation in decoding and word reading, spelling, vocabulary developmet and text comprehension. reading includes decoding, spelling, comprehension and vocabulary programs that transform is a Reading Program that teachers have found to be highly effective. On August 27-30, we will be training 20 more teachers. ● Schools were trained in three Reading Interventions: REWARDS, Empower and Companion Reading. ● Librarian PD was held April 5th with a focus on Literacy, supporting classroom libraries and Library Learning Commons. ● Kindergarten teachers indicated they did not follow a consistent method, program or sequence for teaching letters and sounds. All Kindergarten teachers will be trained in the Lucy Calkins Units of Study in Phonics and Writing, and all 54 ECS teachers will use the program in September 2019. ● Several schools indicated that they wanted a writing program that covered the curriculum. Sandhills Elementary, Florence MacDougall, Buffalo Head, La Crete Public, Upper Hay River and St. Mary’s will be using the Units of Study in Writing for the 2019-2020 school year, with support from Literacy Coaches. Teachers are very excited as are Principals. ● Sharon McLean completed the Lucy Calkins Phonic training in April, Kelly Bourgeois completed the writing training in January, and Kristin Wright will complete her training in August. This training will enable them to train Literacy Coaches and teachers. ● George Georgiou will train the Grade 1 teachers on specific strategies to teach reading on August 27th, 2019. ● A secondary cohort for Junior and Senior High English teachers was formed. Janice Sundar worked with teachers on April 5th and June 17th. ● Literacy coaching will be implemented in September 2019 in order to support the district priority of literacy. Literacy coaches have been identified in each school and will provide support to teachers in grades K-9 in the implementation of best practices in literacy instruction. Literacy coaching positions were introduced as part of the division plan to change the model of Balanced Literacy Training that has been used for 12 years. Kelly Bourgeois will be assigned to Florence MacDougall and Spirit of the North, and Kristin Wright will be working to support all Literacy Coaches with resources, training in workshop structure, Balanced Literacy and Writing. ● Principals identified that Literacy became a focus in schools and indicated that they grew as instructional leaders. Principals and staff used data to make changes to timetables, introduced Literacy or Intervention Blocks, and there was a real focus in schools to use data to inform practice and learn more about teaching reading at both the elementary and secondary levels. ● Common Assessments for Language Arts courses in junior high and elementary grades (4-6) were developed last August. ● Common Assessments for junior high and senior high school science (Biology 20) were developed last August. Math 30-2 might be developed in August 2019. ● Kelly Bourgeois and Kristin Wright have been working with elementary and secondary teachers to introduce the Units of Study in Writing. E. Conclusion ▪ The first year of the literacy priority has lead to positive changes across the division which will lead to improved student achievement overall. F. Governance Implications ▪ The Board priority of “All students will improve literacy skills” is positively impacting the quality of instruction in the Fort Vermilion School Division. Submitted by: Sharon McLean, Supervisor of Learning Services - Literacy 55 ADDITIONAL ITEMS (as indicated on page 1 – Approval of Agenda) 1. 2. 3. 4. ADJOURNMENT ______moved that the Board of Trustees adjourn the meeting at ______pm. 56 Target Messages Action/Tools Timing Persons Involved Audience Media This school division is a source a. Summer newsletter and welcome to staff, a. August a. Superintendent of important and interesting students and parents community news. We’d like to b. Welcome back ad in local newspapers b. September b. Superintendent work with you to ensure the c. Ad listing all trustees and wards c. October c. Superintendent region has valuable d. Summary of the Annual Education Results Report d. December d. Superintendent information about learning. & Summary of the Three Year Education Plan e. Occasional ads and stories e. Ongoing e. Superintendent f. Periodical interviews with media f. Ongoing f. Executive/Board Chair g. FVSD Awards Program article in newspaper g. June g. Superintendent Staff Your teaching of students has a. Welcoming email to all staff a. September a. Board Chair a crucial impact on their future b. PD Day Address b. September b. Board Chair /Superintendent success. c. Results/Planning Review with Principals c. November c. All Trustees d. Merry Christmas email to all staff d. December d. Board Chair e. Deliver chocolates to all staff to show appreciation e. December e. All Trustees f. Best wishes for a productive Teachers Convention f. February f. Board Chair g. Board social with school Administrators g. February g. Trustees h. Awards Ceremony Address h. May h. Board Chair i. Email to all staff to express commendation and i. June i. All Trustees best wishes j. Emergent messages j. Ongoing j. Board Chair or Delegate Elected A strong, public education a. Meeting with the Minister of Education a. When a. All Trustees and Superintendent Officials system is the cornerstone of necessary an economic development b. Meeting with the Minister of Infrastructure b. When b. All Trustees and Superintendent attraction strategy and strong necessary prosperous communities. c. Meeting with Member of Legislative Assembly c. When c. All Trustees and Superintendent necessary We are fulfilling our mandate as a school division. Your awareness of our success and challenges is important. School We are committed to your a. Council of School Council Meetings a. October and a. All Trustees and Executive Councils / success as a Council. May Parents b. Attendance at School Council Meetings b. Monthly b. All Trustees You are our partner in c. Attendance at Zone 1 Alberta School Boards c. Bi-monthly c. Board Chair and Trustee education. Association Meetings Representative / Superintendent / Secretary Treasurer We are all working together to d. Attendance at Provincial Alberta School Board d. November and d. All Trustees / Superintendent / build strong communities. Association Annual General Meetings June Secretary Treasurer First Nations We have the interest of your a. The Board will endeavor to meet with the three a. When a. Board Chair and Superintendent children in mind. We want First Nations Chief and Councils who are affiliated necessary success for all people in this with FVSD. region. We want to work with b. Send Public Board meeting agenda and minutes b. Monthly b. Superintendent you. to each First Nation Chief and Council c. First Nations Trustee to communicate with First c. Once yearly c. First Nations Trustee Nations groups at Chief and Council meetings Economic A strong, public education a. Attendance at Annual General Meetings for Board a. Annually a. Local Trustees Development system is the cornerstone of of Trades and Chamber of Commerce (Monthly Leaders an economic development meetings if (Employers) attraction strategy. possible) b. Yearly thank you to businesses and employers for b. June b. Executive Your workforce comes from partnerships (newspaper and/or letter) our schools. Let’s work together on building prosperous communities with highly skilled workers. BOARD COMMUNICATION PLAN 2018-2021