RPPS Home and School Association Budget Meeting

October 11, 2011 - Library 6:00 pm

Attendance: Julie Nightingale, Elise Zarkadas, Mark Macdonald, Abby DeWolfe, Sonja Latifpour, Jeffrey Matt, Julie Vanderschot, Joy Gent, Shazia Syed, Lucie Bohac, Deb Woods, Marianne Harvey, Seanna Kreager, Diana Carney, Michele Hayman, Paula Thompson

Minutes

Elise welcomed everyone and thanked all parents and staff for attending the budget meeting this year. The purpose of this meeting was to draft a RPPS Home & School Association budget for the 20011/2012 schoolyear. This draft budget will be brought to the council meeting that will take place directly following this meeting where it can be formally passed by the executive. A reminder that this budget is based on anticipated revenues from this year’s Book Fair and Pizza Program. Elise handed over the meeting to Mark who will chair the remainder of the budget meeting.

Several council executive members met with principal Marianne a few weeks ago to discuss the history of council budgets as well as some preliminary proposals on allocation of funds. Michelle reported that council can anticipate $25,000 directly from Book Fair profits this year. An additional $10,000 of Book Fair profits will go towards a Literary Grant for RPPS ($5,000) and the Author’s Workshops ($5,000) for all students.

Council will take over the school Pizza Program this year. For the past 2 years the Pizza Program was a school run fundraiser with profits going towards various programs including the grade 6 trip, support for Drama/Visual Arts/Music, Math, Science, Social Science, Yard Improvement, and the Play Structure. This year it was proposed that the $21,000 anticipated profits from the Pizza Program be divided between the Grade 6 end of year trip and some additional schoolyard improvement with the focus on a new small playstructure for the kindergarten yard.

The council budget can be broken up into two major headings: Council Expenditures and School Expenditures. Council expenditures anticipated for 2011/2012 include Special Events ($700 – to cover refreshments for council meetings, 2 staff luncheons, gifts, flowers), Grade 6 Leaving Ceremony ($500 – to cover engraving, framing, in-school graduation reception), Admin/Bank Charges ($500 – NSF fees went up significantly) and Field Maintenance ($2,000). The School Assistance Fund will remain at $0 as previous principals have never needed to use these funds from council as they have their own resources to draw upon for such cases. Council Expenditures are normally covered from revenue generated from council-run programs. However, Mark realizes that this year’s total of $3,700 for council expenditures may exceed anticipated revenues from council-run programs but he ensures that council will indeed cover the difference. One major difference this year is the Homework Club is now run by Bettye Hyde Nursery so council will see no revenue from that program. Mark also reported that council has retained earnings of approximately $4,000.

For School Expenditures, council allocates general amounts of money into pre-determined line-items and sets some parameters on how the money can be spent, however the school executes the detailed funding within each line-item. Adjustments to the allocations may be made in February during an interim budget discussion and the school will provide a list of expenditures to date.

For Sports, $4,000 was allocated to cover such things as replenishing gym equipment, busing to and from school tournaments, OCDSB sports fees, and a Cricket Workshop for grades 3-6 similar to the curling workshops last year. Marianne reported that $500 remains unused from the Healthy Active School board/public health initiative that can be used for Sports. Marianne also reported that $1,500 remains unused from the Sports allocation from the 2010/2011 council budget.

For Math, Science and Social Science, $3,000 was allocated. Marianne will discuss with teachers to see how this money can best be used, however there is a need for primary books in the Social Studies program. Character Development, which was a line-item in the 2010/2011 council budget, will be rolled into the Social Science allocation.

For Drama, Visual Arts and Music, $3,000 was allocated.

For the Staff Supply Fund $150 was allocated to each of 32 staff which includes EAs for a total of $4,800.

For Class Field Trips a total of $6,000 was allocated. Last year the expenditures for field trips far exceeded what was allocated, with the shortfall being covered by monies allocated to other line-items. Costs of the buses can vary greatly depending on the bus company and trip distance from school ($190-$230 per bus seating approx. 70 passengers). Parents suggested that the school indicate on trip forms that the bus has been paid for/subsidized by school council and in essence Book Fair funds. The Ministry recommends that field trips be supported by council funds as opposed to textbooks.

For School Enrichment (previously known as Curriculum Support), $8,375 was allocated. There was great discussion as to how best this money could be used in the school. Some parents reported that some classrooms were missing dictionaries, French fiction books etc.

For Technology Development $500 was allocated. Marianne reported that $3,100 remains unused from the Technology Development allocations from previous years.

For Yard Improvement $10,000 was allocated. The focus of this year’s project will be a new small play structure for the kindergarten yard as well as repainting of playground lines. A council sub-committee will work with the school to explore these ideas further. The Garden line-item from previous council budgets will also be rolled into Yard Improvement, however a parent is looking at alternative grant options to support the school garden.

ROCKCLIFFE PARK HOME AND SCHOOL ASSOCIATION
PROPOSED BUDGET FOR 2011-2012

ITEMS	ANTICIPATED REVENUE 2011/2012	PROPOSED EXPENDITURES 2011/2012
REVENUE
Book Fair Funds	25,000
Pizza Fundraiser	21,000
Retained Funds (School)	4,675
TOTAL	50,675
EXPENDITURES: COUNCIL
Special Events		700
Grade 6 Leaving Ceremony		500
Admin/Bank Charges		500
Field/Rink Maintenance		2,000
Student Assistant Fund		0
TOTAL COUNCIL EXPENDITURES		3,700
EXPENDITURES: SCHOOL
Sports		4,000
Math, Science, Social Sci.		3,000
Drama/Visual Arts/Music		3,000
Staff Supply Fund		4,800 (32 x $150)
Class Field Trips		6,000
School Enrichment		8,375
Technology Development		500
Yard Improvement		10,000
Grade 6 Year End Trip		11,000
TOTAL SCHOOL EXPENDITURES		50,675