On Monday, November 17, 2014 the Waterloo Region District School Board held its Committee of the Whole Meeting, starting at 7:00pm. The agenda and reports for the meeting are available online.

No delegations appeared at this meeting.

Policy & Governance

Review of Board Policy 3006 – Student Trustees
Trustees approved the draft policy

Review of Policy 4000 – Pupil Accommodation Review
Trustees approved the draft policy with the following statement added:  “That the WRDSB hold at least one Special Delegation Meeting during every Accommodation Review to ensure the opportunity for members of the public to contribute to the Accommodation Review being undertaken.”

Review of Board Policy 6001 – Code of Conduct
Trustees approved the draft policy

Review of Board Policy 6009 – Bullying
Trustees deferred this policy to a later meeting.

Reports

2013-2014 Audited Financial Statements  (For Approval)
Annually, the draft audited Financial Statements are reviewed by the Board Audit Committee before being presented to the board. The Board Audit Committee consists of three trustees and two external volunteers with financial expertise.

The draft 2013-2014 audited Financial Statements were presented at the Board Audit Committee meeting on November 12, 2014. After reviewing the statements, a motion was passed by the Audit Committee recommending Board approval of the audited Financial Statements.

Trustees approved the following recommendation:

That the Waterloo Region District School Board approve the Audited Financial Statements for the year ended August 31, 2014 as recommended by the Audit Committee.

2013-2014 Year End Financial Statements (For Information)
Annually, the Board’s external auditors provide an audited report on the Financial Statements prepared by the Board. This is required under Section 252 and 253 of the Education Act. Administration provides an explanation of significant variations from budget which provides more detailed information to the board.

Surplus funds not otherwise designated by the board are added to the Accumulated Operating Surplus. This Accumulated Operating Surplus is a portion of the board’s overall Accumulated Surplus reported on the Financial Statements and provides the board with a contingency amount that may be used to cushion any unexpected or unforeseen circumstances or changes in government funding which may pose fiscal difficulties
for the board in the future.

A budget estimates the financial outcome of an approved plan at a future point in time. The Board approved the 2013-14 operating budget on June 24, 2013 and at that the time due to the inability to balance expenditures with available revenue the Board approved an operating deficit of $3,184,205. This was to be addressed with one time funding from accumulated surplus for one year only. The Board directed staff to continue the system fiscal review and set a minimum target of $4.6M in long term ongoing savings.

The May 26, 2014 Interim Financial Report and Forecast projected a year end deficit of $4.0M. This projection was based on April actual results with worst case estimates for the remaining fiscal year. In order to mitigate the predicted shortfall a number of measures were implemented earlier in the year. These included closely monitoring supply teachers and educational assistants’ coverage, reducing discretionary spending, deferring major purchases if possible, discontinuing professional development not previously scheduled, and requiring Executive Council approval for replacement of all vacant non-teaching positions for the balance of the school year.

The 2013-14 actual year-end financial position is an in-year surplus of $2,182,210. This represents less than 0.5% of the board’s operating allocation.

The Accumulated Operating Surplus represents funds that are available on a one-time basis. It is prudent fiscal management to ensure that an organization has resources available to address potential financial issues. Without a balance in the Accumulated Operating Surplus, in the event of unforeseen or other extenuating circumstances the board may not have sufficient funds to meet its fiscal obligations.

The “Annual Unappropriated Operating Surplus” for the year is $2,182,210. This amount has been addedto the Accumulated Operating Surplus resulting in a balance of $21,575,864 at August 31, 2014. Given the current economic climate and the enrolment volatility the accumulated operating surplus should be adequate to meet any unknown challenges in the future.

Motion – Trustee C. Watson – re Amendment to BP2011 – Sun Safety and Shading (For Approval)
At the Committee of the Whole Meeting of April 15, 2013, Trustee C. Watson presented a motion recommending amendments to the Board Policy 2011 – Sun Safety and Shading. Trustee C. Watson is recommending that a communication policy be developed that would inform and allow input from school communities and surrounding neighbours prior to the removal of trees from school properties.

Trustees approved the following recommendation:

That the Waterloo Region District School Board Policy 2011 – Sun Safety and Shading, be amended to include a communication strategy as part of the overall process which would inform and allow input from school communities as well as surrounding neighbours, prior to the removal of healthy trees from school property.

Motion – Trustees J. Hendry, K. Smith and C. Watson re Reporting of Trustee Expenses (For Approval)
At the October 20, 2014 Board Meeting, trustees Hendry, Smith, and Watson each served motions relating to transparency and accountability.

As all three motions deal with the reporting of trustee expenses, members of the Agenda Development Committee recommended that Trustees J. Hendry, K. Smith and C. Watson meet to develop and provide an amalgamated motion which would be scheduled for consideration at the November 17, 2014, Committee of the Whole Meeting.

Trustees J. Hendry, K. Smith and C. Watson met on November 10, 2014, and provided an amalgamated motion around the reporting of trustee expenses.

Trustees approved the following recommendation:

Therefore be it resolved that the WRDSB amend the current expense policy to include a detailed breakdown of trustee expenses such as meals, mileage, parking, hotel accommodations, conference location, transportation and other; and

That the expenses and any required explanation be posted quarterly on the WRDSB website;and

That trustees who attend conferences must complete a written report as attached to the expense report for chair approval. And that the conference report be posted on the WRDSB website quarterly providing information about their conference experience and how it has contributed to their job as Trustee as well as to education in the WRDSB while supporting the strategic plan; and

That trustee attendance at WRDSB seminars and workshops be recorded on a quarterly basis and posted on the WRDSB website.

Trustee Expenses – September 1, 2013 – August 31, 2014  (For Information)
The Board’s policies regarding trustee expenses for travel allowance, conferences/conventions and other expenses, include a statement which directs that the total amount of these expenses are to be presented in a public report to be published in November of each year.

The Schedule of Trustee Expenses for the period September 1, 2013 to August 31, 2014, is being presented to trustees for information (Appendix A). Expenses have been reviewed by our auditors PricewaterhouseCoopers LLP.

The meeting adjourned at approximately 8:30

 

 

Categories: Board