Boardroom Briefs
January 17, 2024 Meeting of the LDSB Board of Trustees
You can view the entire Twitter thread here.
Each meeting, a different Trustee will present the Indigenous Acknowledgement of Territory and include their own personal reflections.
Chair's Report
"Good evening everyone and welcome to 2024. I hope your holidays were restful and enjoyable, and may you have a year of joy and promise.
Well, it does seem that with the new year we are also finally welcoming winter. While I am not normally a winter person, as a farm worker I have come to appreciate the joys and advantages of frozen ground. As the temperature drops it can get harder to get outside for adults and kids alike and I remember as a young student looking for excuses to stay inside for recess on those very cold days. Clearly, I’ve changed as I was pleased to hear the Minister of Education, on yesterday’s Minister’s call, emphasizing that students should be going outside for recess, and recognizing that necessity for regular physical activity and its importance for mental health and learning. I echo the Minister’s sentiment in this and hope folks have lots of chances to get out and play in the snow and enjoy the winter.
As students and educators settle back into schools we Trustees settle back into meetings, emails and school visits. Next week, many of us will attend the Ontario Public School Boards Association Public Education Symposium where we will attend workshops, hear speakers and have opportunities to network with other Trustees from around the province. It’s one of our more exciting Trustee events. I look forward to expanding my knowledge and sharing the learning. There’s nothing better than learning on a long, cold winter night."
Director's Report
"Good evening, Trustees and the viewing public. While it is already past the middle of January, and the holiday season seems like a distant memory, Happy New Year to everyone.
The new year is always a time of reflection, both thinking about the year behind, and the year ahead. In education, there is always more work to do, and as a Board we continue to have significant work ahead. The Equity Achievement Report we released in December is a good reminder of the critical undertakings ahead of us as a Board. As we continue to work on the next Strategic Plan, it will be important for us to remember for whom this work matters and emphasize the need for all staff to make a positive difference in the lives of the students we serve. This means continuing to strive for improvement in student learning, achievement, and well-being. It also means we must continue to do what we can in making sure there is a positive culture in Limestone for the benefit of all students, families, and staff.
While it is only January, preliminary preparations are already underway for preparing for the 2024-2025 school year. In the next few weeks, we anticipate the release of provincial funding to help support our planning for next year. Choices program information has been shared with the community and students will be engaging in those processes. Also, last week, this week, and in the next couple of weeks, secondary schools are engaging with Grade 8 students and families to provide information to further support the transition to secondary school in the fall.
In addition, more senior secondary students will be considering expanded opportunities available for the fall, and the Kindergarten registration process for the youngest Limestone learners will also begin. This time of year also means secondary summative assessments and exams start in the next few days, and report cards for students K-12 are just around the corner in February.
While teaching and learning must continue to be a focus in schools to support student learning and well-being, it is important to remember the range of great activities occurring in schools. Here are just a few examples: the Robotics event and competition at Calvin Park/LCVI this past weekend; the upcoming Visual Paradise arts exhibition at the Tett Centre this upcoming weekend; and the Neuro-vibes event: A Night to Explore Neurodiversity at Queen’s next Thursday evening.
This evening, Trustees, the agenda contains several updates: a revision to Policy 11, the Multi-Year Capital and School Renewal Project Plan, the revised estimates for Quarter 1 of the 2023-2024 school year, an update on year three of the Mental Health and Substance Use Strategy, and discussion of a Trustee motion."
Student Trustee Report
The Student Trustee Report was presented by Student Trustee Ava Jean O’Keefe.
"At the first Interschool Council (ISC) meeting of our term, my fellow Trustees and school representatives chose to work on increasing student engagement by holding spirit events through the school year.
We felt that building school spirit would increase student satisfaction and the overall student experience in the Limestone District School Board. Trustee Wang began this meeting with discussion on the last board-wide spirit event of 2023 that took place December 18-22. All members reported the event was a success.
When it came to student spirit and engagement, our approach as a council was to spark competition between schools by holding board-wide spirit events and run them as competitions between schools. The competitions would be embedded within schools pre-existing spirit weeks, where each secondary school in Limestone would participate in the same themed spirit day, and the school with the highest percentage of population participating would win.
As a council we also spoke about the next Student Trustee election and brainstormed questions for applicants. In past meetings we decided on adding more behavioural types of questions to get a sense of the applicant's character and how they would react in different situations.
Committee members believe your behaviour and your leadership qualities are a critical aspect to the Student Trustee leadership role. The questions will be shared with all applicants to ensure we run a fair process as some representatives within ISC may wish to apply."
Reports for Action
Revision to Board Policy 11: Committees of the Board
The first Report for Action is: Revision to Board Policy 11: Committees of the Board – Superintendent Gillam and Director Burra (Pages 27-30 of the agenda)
The purpose of this report is to provide Trustees with a proposed revision to Board Policy 11 – Committees of the Board. This revision will provide further clarification on the purpose and mandate of the Indigenous Education Committee (IEC) and ensure alignment with other IECs in Ontario.
Background: At the May 3, 2023, Education, Policy and Operations Committee meeting, Trustees approved the following motions;
- Changes to Policy 11 (Appendix B from May 3, 2023 Report) incorporating the Indigenous Education Committee as a Standing Committee of the Board
- Changes to Article VI of the LDSB Procedural Bylaws that incorporate the Indigenous Education Committee as a Standing Committee of the Board.
Board Policy 11 now contains a portion of the Indigenous Education Committee’s Terms of Reference as noted in Sections 6.5.1 to 6.5.5. The entire IEC Terms of Reference can be found on the LDSB website.
Current Status: Additional information should be added to Board Policy 11 to recognize that the IEC operates as an autonomous Committee, who work in partnership with, but are not governed by, the local school Board of Trustees. This Committee is a community-based Committee, with Trustee representation, which aligns with other Indigenous Education Committees across the province.
Recommendation: That Trustees approve the addition of the information below to the end of Section 6.5.1 of Policy 11 (Appendix A):
- The Indigenous Education Committee works in partnership with the local school Board of Trustees and staff and is autonomous in providing advice and making recommendations in support of Indigenous students, families, and educators.
Motion moved by Vice-Chair Godkin and seconded by Trustee Neill. Carried.
Multi-Year Capital and School Renewal Project Plan
The second Report for Action is: Multi-Year Capital and School Renewal Project Plan – Superintendent Young with Manager Dave Fowler, and Assistant Manager Charlyn Downie (Pages 31-37).
The purpose of this report is to provide the Board with the Multi-Year Capital and School Renewal Project Plan for the current school year and to make a recommendation for approval.
Starting in 2011-2012 the Board prepared a 10-Year Capital - School Renewal Project Plan (the plan) that is updated each year. The project categories are now aligned with Ministry Asset reporting and include all assets of school buildings and sites. Each category has projects which improve or replace aging infrastructure.
The purpose of the plan is to highlight proposed school renewal project activities under the following project types: Heating/Ventilation/AC, Electrical, Structure Communications (ITS), Site Improvements, Conveyance, Lighting, Interior Renovations, Plumbing, and Building Envelope
Budget: At the June 7, 2023, Board Meeting the 2023-2024 Budget was approved including a capital budget consisting of $21.3 million in School Renewal funded projects. The 2023-2024 Budget contained a preliminary plan of proposed renewal projects by category type to highlight how the $21.3 million would be invested.
Current Status: The Facility Services Department has developed the Capital and School Renewal Project Plan based upon the VFA Building Condition reports for all schools; assessing local needs with school staff, analysis from maintenance work orders; knowledge from facilities trades and maintenance staff, and expertise from engineering and other consultants.
The Multi-Year Capital plan includes an updated 2023-2024 listing of $21,302,404 projects by school or various schools (Appendix A). Project work estimates are based upon the best available project scope and costing information at the time of evaluation.
For the 2023-2024 to 2032-2033 school years, the 10-year plan includes an estimated $4,500,000 in proposed annual school renewal project activity per year based upon prior year Ministry funding levels. This plan may/will change to reflect actual Ministry school renewal funding levels when announced. Appendix A provides an itemized breakdown of projects for funding and planning purposes only. The construction dates for these projects are being planned to be completed in the short (within 1 year) and medium term (1 to 3 years).
Recommendations: That the Board approve the Multi-Year Capital and School Renewal Project Plan, and that a revised copy of the 10-Year Capital and School Renewal Project Plan be posted on the Board’s website.
Motion moved by Vice-Chair Godkin and seconded by Trustee Neill. Carried.
Reports for Information
2023-2024 Revised Estimates and Interim Financial Report for Q1
The first Report for Information is: 2023-2024 Revised Estimates and Interim Financial Report for Q1 – Superintendent Young and Paula Carson, Manager of Financial Services (Pages 38-48).
The purpose of the report on the 2023-2024 revised estimates and interim financial operating expenditures for the period ending November 30, 2024 (Quarter 1).
2023-2024 Revised Estimates:
The Ministry requires school boards to submit revised estimates by December 15 of each year, reflecting updated enrolment, revenue, and expenditures.
This report provides an update on enrolment and staffing changes since the budget was approved by the Board on June 21, 2023. Also included are updated operating and capital sections of the budget, reflecting revenue and expenditure information at revised estimates.
Enrolment: Average daily enrolment (ADE) is the basis on which most Ministry grants are calculated and is based upon the average of enrolment at two established counts in the school year.
The revised estimates include updated enrolment projections based upon actual enrolment levels at the October 31 count date and projected enrolments for the upcoming March 31 count date. (See Appendix 1 for more information.)
Overall enrolment is expected to be 395 ADE higher in the 2023-2024 school year than originally forecast in the budget, with the elementary panel increasing by 70 students, and the secondary panel increasing by 325 students.
Staffing: There was an increase of 20.7 FTE staffing overall. An additional 11.7 (FTE) teaching staff, 1.0 additional (FTE) Early Childhood Educators, 2.0 additional (FTE) para-professionals, 1.0 additional (FTE) school office, 1.0 additional (FTE) Coordinators and Consultants, 1.0 additional (FTE) Board Administration and 3.0 additional (FTE) seconded positions included under other non-operating expenses. No other staffing changes were made.
14.5 (FTE) of the net increase was a result of increased enrolment, 3.2 (FTE) of the net increase was a result of PPF funding announcements and 3.0 (FTE) net increase was a result of secondment funding.
Operating Budget Revenue: Grant for Student Needs (GSN) - operating allocation increased overall by $4.1M. An increase of $5.1M in various grants such as pupil foundation, school foundation, special education, transportation, school operations, and Indigenous education. This is offset by a decrease of $1.0M in various grants such as teacher and ECE qualification and experience, and the language grant.
Other Government Grants – increased by $1.1M primarily due to new PPF grant announcements and other supplemental grants. (See Appendix 2 and Appendix 2A for more information). It is important to note that PPF grants are for specific government initiatives and are supported by detailed agreements, accountability, and reporting criteria. These agreements normally indicate that any underspending is to be returned.
Tuition Fees – increased by $170,000 primarily due to an increase in Outreach fees.
Other Revenues – increased by $235,000 primarily due to additional seconded positions.
Over-all operating revenues at the 2023-2024 revised estimates has increased from $278.2M to $283.8M or a net increase of $5.6M.
Operating Budget Expenditures: Operating expenditures have increased from $280.8M to $286.4M or a net increase of $5.6M. This is $2.5M greater than the total operating revenues.
The additional $5.6M in expenditures is a result of increased salary and benefits expenditures due to staffing changes, additional short term educational assistant support, additional computer expenditures, and additional expenditures for utilities. (See Appendix 3 and Appendix 3A for more information.)
Capital Budget Revenue and Capital Budget Expenditures: For the 2023-2024 revised estimates there was no change to the School Condition Improvement funding allocation. School Renewal funding allocation decreased by $227,000. Total capital revenue and expenditures reflect a decrease of $192,000, for a total of $24.5M. (See Appendix 4 and Appendix 5 for more information.) #LDSBMtg
Interim Financial - Operating Expenditures for the period November 30, 2023 (Quarter 1):
Interim financial operating expenditures for the period ending November 30, 2023 (Quarter 1) are being presented in a similar format as the 2023-2024 operating budget, indicating the amount spent by expenditure category and the associated percentage.
As at Quarter 1, $73.8M of the $286.4M operating budget or 26% has been spent. This is comparable to the 26% results from the same quarter last year.
It is important to note that expenditures are based upon items paid within the stated period. Certain expenditures may be non-cyclical in nature, which may lead to higher or lower expenditures within a given period. (See Appendix 6 for more information.)
Recommendations: That this report be received for information purposes.
Update on the 2021-2024 Mental Health and Substance Use Strategy
The second Report for Information is: Year 3 Update on the 2021-2024 Mental Health and Substance Use Strategy – Superintendent Gillam and Laura Conboy, Mental Health Lead. (Pages 49-63).
The purpose of this report is to provide Trustees with highlights from the completion of Year 2 of the 2021-2024 Mental Health and Substance Use Strategy, as well as some key goals and objectives for Year 3.
As per School Mental Health Ontario (SMHO), a Board Mental Health Strategy is a “written expression of school board priorities and goals in the area of mental health, and the related initiatives designed to enhance student well-being in the short and longer term." Each Ontario school board is required to have a three-year mental health and addictions strategy, along with a one-year action plan that defines priorities and actions related to school mental health.
At the October 2021 Education, Policy and Operations Committee Meeting, Limestone’s Mental Health Lead, Laura Conboy, shared the 2021-2024 Mental Health and Substance Use Strategy.
Current Status: Limestone committed to monitoring this strategy through the development of annual action plans. These annual action plans will set out goals within each area of focus of the Mental Health and Substance Use Strategy:
- Relationship-based approach to student well-being and achievement;
- Mental Health and Substance Use knowledge;
- Student Mental Health and Substance Use support;
- Culturally Responsive Health Promotion, Prevention, and Intervention;
- Pathways To/Through/From Care; and
- Equip and Support Staff
Recommendations: That the Trustees of the Limestone District School Board receive this report for information.
Unfinished Business
Motion withdrawn. Language to be amended and presented at future Board of Trustees meeting.
Next Board Meeting
February 28, 2024
Limestone District School Board
Email: communications@limestone.on.ca
Website: www.limestone.on.ca
Location: 220 Portsmouth Avenue, Kingston, ON, Canada
Phone: 6135446920
Facebook: https://www.facebook.com/Limestone-District-School-Board-308623265872996/
Twitter: @LimestoneDSB