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Budget & Bylaws Bulletin 2017

Please bring this bulletin with you to the business session of the ASBA Spring General Meeting on June 5, 2017 at the Sheraton Hotel, Red Deer. Please review the Rules of Procedure in advance of the meeting.

Table of Contents Rules of Procedure .............................................................................................................................. 1

Vice-President Election Process........................................................................................................ 6

FGM 2016 Draft Minutes .................................................................................................................. 9

Letter from ASBA President & Vice-President ............................................................................ 20

Foundational Statements & Strategic Plan 2017-2020 ................................................................. 21

ASBA Foundational Statements ................................................................................................ 22

ASBA Strategic Plan ................................................................................................................... 23

Motion 1/SGM17 – 2017/2018 Budget ........................................................................................ 27

Budget Discussion & Analysis ..................................................................................................... 29

Introduction ........................................................................................................................... 30

Revenue .................................................................................................................................. 32

Expenditures .......................................................................................................................... 36

Reserves .................................................................................................................................. 39

Proposed Budget 2017/2018 Summary, Schedules & Appendices ........................................ 41

Proposed Budget 2017/18 Summary ................................................................................. 42

Schedule 1 – Revenues & Expenditures ............................................................................ 43

Schedule 2 – Association Operations & Member Services ............................................. 45

Schedule 3 – Governance .................................................................................................... 46

Schedule 4 – General Meetings & Trustee Education ..................................................... 47

Schedule 5 – Lease/CAM/Property Taxes ....................................................................... 47

Schedule 6 – Reserves .......................................................................................................... 47

Appendix A – Staffing.......................................................................................................... 48

Appendix B – Membership Fees ........................................................................................ 49

Appendix C – Membership Fee Formula .......................................................................... 51

Glossary of Terms ......................................................................................................................... 53

Glossary .................................................................................................................................. 54

Proposed Bylaw Amendments ........................................................................................................ 58

Motion 2/SGM17 – Proposed Amendment to Bylaw 5.3.6 ................................................. 59

Motion 3/SGM17 – Proposed Amendment to Bylaw 7 ....................................................... 61

2015/2016 Audited Financial Statements ...................................................................................... 63

Alberta School Boards Association Budget & Bylaws Bulletin 2017 page 1

Rules of Procedure In order to expedite the resolutions process at general meetings, it is necessary to approve certain rules of procedure. Some of these may be specific parliamentary procedures, as in Robert’s Rules of Order, while others are less formal and reside with each individual in the interests of courtesy, cooperation, and respect for all concerned as well as for the business at hand. Procedural Steps

1. The proposed motion shall be read by the chair who will immediately ask for a mover and a seconder.

2. As soon as the proposed motion has been moved and seconded, the chair shall call upon the mover to speak to the motion. The mover shall have three minutes to speak.

3. The chair shall ask if any delegate wishes to speak against the proposed motion. If no delegate so wishes, the question will be immediately called.

4. If there is evidence of opposition, debate shall subsequently continue until the question is called in the usual manner. The mover will have the right to be the final speaker in the debate and shall have three minutes to close.

5. A delegate wishing to speak to a motion shall first obtain recognition by the chair and clearly announce his/her name and school jurisdiction represented.

6. A delegate wishing to speak to a motion shall limit remarks to a maximum of two minutes.

7. Any delegate speaking to a motion shall be allowed to speak as often as the chair, in his or her discretion, will permit.

8. Guests shall be permitted to speak at the discretion of the general meeting delegates, but not be permitted to move or second a motion, or vote.

Amendments

9. A delegate may, at any time during the debate on a motion, move an amendment to the motion, providing it is relevant to, and deals with, the same subject manner as the original motion. A motion to amend must be seconded. The mover shall have three minutes to introduce the amendment.

10. An amendment of a substantive nature to a motion shall be submitted in writing on a specific form requiring the number of the resolution it is proposed to amend, the amendment, the motion as it will read when amended, the mover and seconder’s names, and their respective school jurisdictions.


11. Amendments of a minor editorial nature may be handled by the process of general consent outlined in Robert’s Rules of Order.

Voting

12. Voting shall be conducted according to the Alberta School Boards Association Bylaws. For ease of reference, Bylaw 12.3 is set out as follows:

12.3.1 The Chair of each Full Member Board has the power to cast the vote to which each Full Member is entitled, unless another Trustee for that Board is designated, in writing, to the Executive Director, prior to the General Meeting, or in an emergency situation, by the Full Member Board at the General Meeting.

12.3.2 Unless otherwise required by these Bylaws or the approved rules of procedure governing disposal of resolutions, all Substantive Motions will be determined under the double majority voting method, as follows: 12.3.2.1 Sixty percent or more of Full Member Boards who are in

attendance, who cast a vote, and who vote in the affirmative, based upon one vote per Full Member Board; and

12.3.2.2 Full Member Boards who are in attendance, who cast a vote, and who vote in the affirmative, represent 60 percent or more of the Students registered for the most recently reported period with Full Member Boards who voted in the affirmative.

12.3.3 For the purposes of Section 12.3.2.2, the percentage of Students enrolled in a Full Member Board shall be determined by: 12.3.3.1 Utilizing the total student enrollment figures for the most recent

reporting period, as published by Alberta Education; and 12.3.3.2 Dividing the number of students enrolled in each Full Member

Board by the total number of students enrolled in all Full Member Boards in attendance, who cast a vote, resulting in a percentage (rounded to the nearest 0.1 percent).

12.3.4 Results of the voting on Substantive Motions shall indicate how each Board cast its ballot.

12.3.5 Parliamentary motions and amendments to motions will be determined on the basis of one vote per Full Member Board and by a majority of the votes cast, unless otherwise required by Robert’s Rules of Order or the approved rules of procedure governing disposal of resolutions.


Budget

13. With respect to the budget, the following excerpt from the Alberta School Boards Association Bylaw 13.3 shall apply:

13.3 Notwithstanding any provisions to the contrary in these Bylaws, or in the approved rules of procedure governing disposal of resolutions, the budget shall be open to amendment until adopted.

Elections

14. With respect to the election of the president and vice-president, the following excerpts from Bylaw 5.3 shall apply:

5.3.1 Election of the President and the Vice-President shall take place at a General Meeting of the Association, normally at the Fall General Meeting immediately following a General Election, and two years following (i.e. November of odd-numbered years).

5.3.2 Nominations shall be made from the floor and shall require a seconder. 5.3.3 Voting shall be by secret ballot on the basis of one vote per Full Member

Board in attendance. 5.3.4 The candidate receiving a simple majority of votes will be the successful

candidate. Announcement of results shall be limited to identifying the successful candidate.

5.3.5 The President and Vice-President shall take office at the conclusion of the General Meeting at which they are elected.

5.3.6 Notwithstanding Bylaw 5.1.1 and 5.1.2, in the year of a General Election, if the President does not run for the office of trustee or is defeated in the General Election, the President may complete his/her term of office through to the election of the new President at the General Meeting.

Bylaw Amendments

15. Amendment of the Bylaws shall be governed by the following excerpts from Bylaw 14:

14.1 Amendments to these Bylaws shall be made at a General Meeting, normally at the Spring General Meeting unless otherwise permitted by the Board of Directors.


14.2 An amendment to these Bylaws shall take effect on the day following the conclusion of the Spring General Meeting at which such amendment is made, unless an effective date other than the close of the Spring General Meeting is specified in the resolution.

14.3 At least sixty days Written Notice of any Bylaw amendment shall be provided to each Full Member.

Emergent & Extraordinary Resolutions

16. Adoption of emergent or extraordinary resolutions shall be governed by the following excerpts from Board of Directors’ Governance Policy 10 – Association Policy Development Process:

3. Emergent Policy Positions 3.1 Emergent positions submitted by the membership for consideration at a

General Meeting shall be submitted to the Policy Development Advisory Committee (PDAC) by 4:00 p.m. on the thirty-fifth (35) day prior to the first business day of a General Meeting. The Policy Development Advisory Committee (PDAC) shall assess each emergent position to determine its compliance with the principles for Association policy. PDAC shall: 3.1.1 Reject positions that address issues which have arisen prior to the

deadline for submission of regular policy positions; and 3.1.2 Cause to be announced, immediately after the emergent position

has been placed on the floor of the General Meeting, rationale for and decisions reached regarding compliance of the proposed emergent resolution with the principles for Association policy.

3.2 Emergent positions arising after the deadline for submission of emergent issues will be addressed by the Policy Development Advisory Committee with a recommendation to the Executive Committee for disposition.

3.3 If the criteria defining an emergent position is not met, the matter may still be considered as an emergent position by the assembly if: 3.3.1 Consideration of the position is supported by a two-thirds majority

of voting Full Member Boards, and 3.3.2 The mover makes available the wording of the policy position to all

delegates.


4. Extraordinary Policy Positions A position shall be accepted for consideration as an Extraordinary Policy Position

if: 4.1 The position arises out of the business of the General Meeting, 4.2 Consideration of the position is supported by a two-thirds majority of voting

Full member Boards, and 4.3 The mover makes available the wording of the position to all delegates.

Disposition of Outstanding Policy Positions

17. Disposition of outstanding policy positions shall be as outlined in Board of Directors’ Governance Policy 10 – Association Policy Development Process, section 5: 5. Positions not dealt with by the scheduled time of adjournment on the last day of

the General Meeting shall be referred automatically to the Board of Directors for such action as the Board is at liberty to take in accordance with Bylaw 8.2.7. However, these outstanding issues must be included on the agenda of the next general meeting.

Other Motion Proceedings

18. Other motion proceedings will be governed by Robert’s Rules of Order and the Alberta School Boards Association Bylaws and Governance Policies.


Vice-President Election Process Various elements contained in the ASBA Bylaws are summarized here – please refer to the ASBA Governance Handbook for full provisions. Eligibility

♦ Every candidate for or occupant of the office of Vice-President shall be a Trustee of a Full Member Board.

♦ An individual in receipt of the nomination for a publicly elected provincial or federal office, or who currently occupies a publicly elected provincial or federal office shall not be eligible to concurrently hold the position of Vice-President.

♦ An individual occupying any of the following positions shall not be eligible to concurrently hold the position of Vice-President:

o Zone Chair/Vice-Chair; o Appointed representatives of the Alberta Catholic School Trustees’ Association,

the Public School Boards Association of Alberta, and the Fédération des conseils scolaires francophones de l’Alberta who attend Board of Directors meetings as observers; or

o The President or Vice-President of the Alberta Catholic School Trustees’ Association, the Public School Boards Association of Alberta, and the Fédération des conseils scolaires francophones de l’Alberta.

Nominations

♦ Executive Director makes first, second and third calls for nominations of candidates for Vice-President.

o From floor, nominators provide name of nominee and indicate seconder. o Nominee asked if they accept the nomination.

♦ Nominators move to podium and provide remarks for three minutes (order of remarks follows order of nomination made).

♦ *If, following close of nominations, only one nomination received for Vice-President, candidate will be declared acclaimed and may provide remarks for three minutes. Acclamation renders remainder of Vice-President election process unnecessary.

http://www.asba.ab.ca/wp-content/uploads/2014/07/governance_handbook.pdf


Candidates’ speeches

♦ Candidates provide remarks for three minutes from podium (order determined alphabetically by candidates’ last names).

Balloting for Vice-President

Ballot ♦ Voting for Vice-President shall be by secret ballot on the basis of one vote per Full

Member Board in attendance. ♦ If more than two candidates are running for the position of Vice-President, a single,

preferential ballot shall be utilized which allows each voter to rank the list of candidates in order of preference, marking a ‘1’ beside the most preferred candidate, a ‘2’ beside the second-most preferred, and so forth, in ascending order.

Counting

♦ In the initial count, the first preference of each voter is counted and used to order the candidates. Each first preference counts as one vote for the appropriate candidate. Once all first preferences are counted, if one candidate holds a majority, that candidate is declared the winner. Otherwise, the candidate who holds the fewest first preferences is eliminated. If there is an exact tie for last place in numbers of votes, all low-ranking candidates whose combined number of votes is fewer than the number of votes received by the lowest remaining candidates are simultaneously eliminated.

♦ Ballots assigned to eliminated candidates are recounted and assigned to one of the remaining candidates based on the next preference on each ballot. The process repeats until one candidate achieves a majority of votes cast for continuing candidates. Ballots that ‘exhaust’ all preferences (i.e., all ranked candidates are eliminated) are set aside.

Announcement of Results

♦ Following the collection and counting of ballots for Vice-President, the successful candidate for Vice-President shall be announced.

Count voters’ first choices

Eliminate last place candidate

Distribute eliminated candidate’s ballots

Winner declared

Does

a candidate have a

majority?

yes

no


Role (Governance Policy 6 – Role of the Vice-President) The election of the Vice-President shall take place as governed by Bylaw No. 5. In accordance with Bylaw No. 7, the Vice-President shall act on behalf of the President, in the latter’s inability to act or absence and shall have all the duties and responsibilities of the President. Specific Responsibilities 1. Take and uphold the Oath of Office, which states:

I (name), do solemnly swear that, as Vice-President, I will assist the President of the Alberta School Boards Association in promoting excellence in public education and that I will uphold the trust that the public, separate, and francophone school boards of Alberta have placed in me to faithfully guide the Alberta School Boards Association in the achievement of its goals.

2. Prior to each Board meeting, as a member of the executive committee the Vice-President shall confer with the President and the Executive Director on items to be included on the agenda, the order of these items and to become thoroughly familiar with them.

3. Assist the President in ensuring that the Board of Directors operates in accordance with its own policies and in providing leadership and guidance to the Board of Directors.

4. Provide a written report to each Board of Directors meeting. 5. Act as Chair of the following committees:

5.1 Policy Development Advisory Committee (PDAC) 5.2 Executive Director Evaluation Committee, when established by the Board of

Directors 5.2.1 The Vice-President shall ensure that the Executive Director evaluation

process is conducted as per Board of Directors directions and that the evaluation is completed as required by contract.

5.3 Executive Director Compensation Committee, when established by the Board of Directors

5.4 Finance and Audit Committee 6. Act as Chair of the Zone Chairs meetings. 7. Attend both the Canadian School Boards Association (CSBA) Congress and the National

School Boards Association (NSBA) Annual Conference. 8. Review and approve the Executive Director’s expenditures at least twice per year. 9. Stay current with respect to provincial, national and international educational issues and

trends. 10. The Vice-President may be assigned other duties and responsibilities by the President.


FGM 2016 Draft Minutes

ASBA FALL GENERAL MEETING

Monday, November 21, 2016 Westin Hotel, Edmonton

MINUTES

Attendance As per registration list. President’s Following the invocation, the national anthem, a moment of silence, Remarks the introduction of the Board of Directors and special guests, and

acknowledgement of being on Treaty 6 land, ASBA President Helen Clease gave her opening remarks to the assembly. Following her remarks, President Clease introduced the new ASBA Executive Director, Ms. Suzanne Polkosnik.

Call to order President Helen Clease called the meeting to order at 9:00 a.m. She then

called upon Dr. Curtis Clarke, Deputy Minister of Education, to speak to the assembly which included a question and answer period.

Following this, President Clease asked the Working Party, comprised of

Mary Martin (Chair), Lorna Misselbrook, Nan Bartlett, Cathy Peacocke, Jim Gibbons, Carman McNary, Q.C. (Parliamentarian) and Marian Johnson, to the podium.

Chair Vice-President Mary Martin assumed the Chair’s position, and introduced

the members of the Policy Development Advisory Committee (PDAC). She then called upon Lorna Misselbrook to Chair the first portion of the business meeting.

Point of Privilege T. Riley (Medicine Hat SD #76) rose to a point of privilege to welcome

the new parliamentarian, Mr. Carman McNary, Q.C., managing partner, Edmonton of Dentons Canada LLP.


PROCEDURAL MOTIONS (Note: Procedural motions require a simple majority.) Approval of Rules of Procedure MOTION #1 J. Boisvert (Zone 2/3 Director – Elk Island Catholic SRD #41) P. King (Calgary Board of Education Director)

That the Rules of Procedure be adopted. CARRIED (100%)

Appointment of Balloting Committee MOTION #2 C. Williams (Calgary Catholic Director) A-M. Boucher (Zone 5 Director – Southern Francophone ER #4) That, according to Bylaw No. 12, Section 4, the Balloting Committee be

appointed and be chaired by Heather Rogers. CARRIED (100%) Acceptance of Emergent Issues L. Misselbrook advised that those emergent issues deemed by the Policy Development

Advisory Committee (PDAC) to have met the criteria of an emergent issue (7EM/FGM16, 8EM/FGM16, and 9EM/FGM16) required a simple majority to be added to the Order Paper. Those deemed to have not met the criteria (10EX/FGM16 and 11EX/FGM16) would require a 2/3 majority vote to be added.

The emergent resolutions that met the criteria were: 7EM/FGM16 Mental Health and Emotional Wellbeing Education Curriculum

(sponsored by Edmonton Catholic) 8EM/FGM16 Child Sexual Abuse Prevention Strategy and Curriculum

(sponsored by Edmonton Catholic) 9EM/FGM16 Alberta Mental Health Review Committee Report (sponsored

by Grasslands RD #6) The emergent/extraordinary resolutions that did not meet the criteria were: 10EX/FGM16 Kindergarten Program Alignment with Provincial Funding

Framework (sponsored by Northern Gateway RD #10) 11EX/FGM16 Harmful Effects of Pornography Curriculum (sponsored by St.

Thomas Aquinas RCSRD #38)


MOTION #3 C. Peacocke (Zone 4 Director – Red Deer Public) N. Bartlett (Zone 1 Director – Peace River S. Div. #10) That proposed policy 7EM/FGM16 be accepted as an emergent

resolution and added to the Order Paper. CARRIED (94%) MOTION #4 N. Bartlett (Zone 1 Director – Peace River S. Div. #10) C. Peacocke (Zone 4 Director – Red Deer Public) That proposed policy 8EM/FGM16 be accepted as an emergent

resolution and added to the Order Paper. CARRIED (92%) MOTION #5 C. Peacocke (Zone 4 Director – Red Deer Public) N. Bartlett (Zone 1 Director – Peace River S. Div. #10) That proposed policy 9EM/FGM16 be accepted as an emergent

resolution and added to the Order Paper. CARRIED (94%) MOTION #6 G. Steinke (Northern Gateway RD #10) Pembina Hills RD #7 That proposed policy 10EX/FGM16 be accepted as an extraordinary

resolution and added to the Order Paper. CARRIED (83%) MOTION #7 St. Thomas Aquinas RCSRD #38 Pembina Hills RD #7 That proposed policy 11EX/FGM16 be accepted as an extraordinary

resolution and added to the Order Paper. CARRIED (83%)


Adoption of Order Paper MOTION #8 P. Grad (Zone 6 Director – Medicine Hat Catholic) M. Bergstra (Edmonton Catholic Director) That the Order Paper, as amended, be adopted. CARRIED (100%) Approval of 2016 Spring General Meeting Minutes MOTION #9 A-M. Boucher (Zone 5 Director – Southern Francophone ER #4) P. Grad (Zone 6 Director – Medicine Hat Catholic) That the minutes of the 2016 ASBA Spring General Meeting be approved

as circulated. CARRIED (98%) Business Arising (from 2016 Spring General Meeting) There was no business arising from the 2016 Spring General Meeting. Cathy Peacocke assumed the Chair’s position. PROPOSED POLICIES (Note: These require a double majority of 60% - i.e., at least 60% of school boards that vote that represent at least 60% of students represented by the voting boards. Any amendments to the proposed policies require a simple majority.) 1P/FGM16 Truth and Reconciliation Commission of Canada MOTION #10 P. Grad (Zone 6 Director – Medicine Hat Catholic) A-M. Boucher (Zone 5 Director – Southern Francophone ER #4) That the federal government and relevant provincial and territorial

governments should provide the necessary supports, including funding, to enable school boards to integrate recommendations specific to education contained in the Truth and Reconciliation Commission of Canada: Call to Action report.

CARRIED (% of School Boards: 98% % of Students: 99.62%)


2P/FGM16 Funding for Arts Programs MOTION #11 P. Grell (Edmonton Catholic) Calgary Board of Education

That adequate funding should be provided to support Arts programming in schools.

AMENDMENT B. Stuebing (Red Deer Public) J. Thompson (Ft. McMurray Public) That the motion read: That the Artists in Education grant be provided to

school boards to ensure adequate funding of Arts programming in schools. DEFEATED (24%) VOTE ON MAIN MOTION #11 CARRIED (% of School Boards: 86% % of Students: 86.23%) 3A/FGM16 School Board Access to ASEBP MOTION #12 Bridget Stirling (Edmonton Public) Aspen View Public S. Div. #78 That current ASBA policy on ASEBP be amended to remove the

requirement that membership in ASBA be required for school boards to be eligible for continued participation in group benefits through ASEBP.

DEFEATED (% of School Boards: 22% % of Students: 43.95%) Nan Bartlett assumed the Chair’s position.


4P/FGM16 Learning and Technology Policy Framework MOTION #13 J. Tuininga (Pembina Hills RD #7 Elk Island Public That the published resolution 4P/FGM16 be substituted with: That the current internet funding provided to school boards be increased

to allow access to more bandwidth and the infrastructure needed to fulfil the goals of the Learning and Technology Policy Framework.

CARRIED (84%) AMENDMENT Peter Grad (Zone 6 Director – Medicine Hat Catholic) Calgary Board of Education That the word “increased” be replaced by “adequate”. AMENDMENT TO THE AMENDMENT Vic Budz (Grasslands RD #6) Livingstone Range S. Div. #68 That the word “adequate” be replaced by “increased” and that the word

“adequate” be inserted between the words “allow” and “access”. DEFEATED (44%) VOTE ON AMENDMENT DEFEATED (23%) VOTE ON ORIGINAL SUBSTITUTE MOTION #13 CARRIED (% of School Boards: 84% % of Students: 77.65%) 5P/FGM16 Computer Coding in K-12 Curriculum MOTION #14 Cheryl Dumont (St. Albert Public) Edmonton Catholic That computer coding should be integrated into the Alberta K-12

curriculum.


AMENDMENT Amber Stewart (Calgary Board of Education) Foothills S. Div. #38

That “and computational thinking skills” be added after the word “coding”.

CARRIED (81%) The amended main motion would now read: That computer coding and computational thinking skills should be

integrated into the Alberta K-12 curriculum. VOTE ON AMENDED MAIN MOTION #14 CARRIED (% of School Boards: 87% % of Students: 85.43%) The meeting recessed for lunch at 11:52 a.m. and reconvened at 2:00 p.m. 6P/FGM16 Sustainable Development MOTION #15 Julie Hrdlicka (Calgary Board of Education) Medicine Hat Catholic That the Alberta School Boards Association supports sustainable

development and believes subsidies and supports for renewable energy options should be provided. Additionally, all Alberta students should be provided access to an environmental education.

AMENDMENT Cheryl Low (Calgary Catholic) St. Thomas Aquinas RCSRD #38 That the phrase “renewable energy options” be replaced with “sustainable

development”. DEFEATED (29%)


FRIENDLY AMENDMENT Jim Watters (Red Deer Public) That, in both instances, the word “should” be replaced by “must”. There being no objection from the mover or the assembly, the amendment

was deemed as friendly. The amended main motion would now read: That the Alberta School Boards Association supports sustainable

development and believes subsidies and supports for renewable energy options must be provided. Additionally, all Alberta students must be provided access to an environmental education.

VOTE ON AMENDED MAIN MOTION #15 CARRIED (% of School Boards: 81% % of Students: 87.47%) Mary Martin assumed the Chair’s position. EMERGENT ISSUES 7EM/FGM16 Mental Health and Emotional Wellbeing Education Curriculum MOTION #16 Marilyn Bergstra (Edmonton Catholic) St. Albert Public SD #5565 That a progressive curriculum on Mental Health and Emotional Wellbeing

for Kindergarten to Grade 12 students that builds capacity over the course of a student’s education should be introduced.

CARRIED (% of School Boards: 90% % of Students: 89.91%)


8EM/FGM16 Child Sexual Abuse Prevention Strategy and Curriculum MOTION #17 Marilyn Bergstra (Edmonton Catholic) Calgary Catholic That a Pre-Kindergarten to Grade 12 age-appropriate sexual abuse

prevention curriculum should be designed and implemented with the goal of empowering children/youth and educators to identify and report sexual abuse. This should include the development of teacher resources.

CARRIED (% of School Boards: 98% % of Students: 98.99%) 9EM/FGM16 Alberta Mental Health Review Committee Report Recommendations MOTION #18 Vic Budz (Grasslands RD #6) Livingstone Range That the provincial government should implement the recommendations

in the “Report of the Alberta Mental Health Committee 2015”. Specifically, resources for teachers, timely screening for students, and, more importantly, comprehensive interventions with trained professionals should be available to all school aged children in Alberta who may require such services.

FRIENDLY AMENDMENT Jim Watters (Red Deer Public) That, in both instances, the word “should” be replaced by “must”. There being no objection from the mover or the assembly, the amendment

was deemed as friendly.


FRIENDLY AMENDMENT Sherry Cooper (Chinook’s Edge S. Div. #73 Buffalo Trail PSRD #28 That the following be added at the end of the policy: “and be funded by

Alberta Health Services.” There being no objection from the mover or the assembly, the amendment

was deemed as friendly. AMENDMENT TO THE AMENDMENT Terry Riley (Medicine Hat SD #76) That “Alberta Health Services” be replaced with “the Ministry of Health

and/or other ministries providing services to children.” CARRIED (94%) The amended motion would now read: That the provincial government must implement the recommendations in

the “Report of the Alberta Mental Health Committee 2015”. Specifically, resources for teachers, timely screening for students, and, more importantly, comprehensive interventions with trained professionals must be available to all school aged children in Alberta who may require such services and be funded by the Ministry of Health and/or other ministries providing services to children.

VOTE ON AMENDED MAIN MOTION #18 CARRIED (% of School Boards: 100% % of Students: 100%) Nan Bartlett assumed the Chair’s position.


10EX/FGM16 Kindergarten Program Alignment with Provincial Funding Framework

MOTION #19 Gerry Steinke (Northern Gateway RD #10) Pembina Hills RD #7 The ASBA believes that tuition-free kindergarten programming should be

aligned proportionately in hours of delivery as granted in the provincial funding framework.

DEFEATED (% of School Boards: 26% % of Students: 17.7 11EX/FGM16 Harmful Effects of Pornography Curriculum MOTION #20 John Tomkinson (St. Thomas Aquinas RCSRD #38) Pembina Hills That education on the harmful effects of pornography be integrated

appropriately throughout the Alberta curriculum. CARRIED (% of School Boards: 85% % of Students: 87.0%) ADJOURNMENT There being no further business, the Chair adjourned the business meeting at 4:00 p.m.


Letter from ASBA President & Vice-President


Foundational Statements & Strategic Plan 2017-2020


ASBA Foundational Statements

Vision

Excellence in education through exceptional school board governance. Mission

Leading the betterment of education by serving locally-elected school boards in their role of establishing the conditions for student success. Values

The Alberta School Boards Association (ASBA) values public education governed by locally-elected public, separate and francophone school boards. ASBA’s work is informed by this core value as well as the following:

• ASBA values building understanding by: o Respecting and reflecting diverse interests in the common goal of

governing for excellence o Creating opportunities for unique perspectives to be shared and common

interests to be explored o Advocating in the best interest of K-12 education

• ASBA values collaboration by: o Engaging school boards, stakeholders and partners o Inviting input and feedback o Encouraging teamwork and cooperation

• ASBA values innovation by: o Finding new approaches to problem-solving and service delivery o Identifying opportunities that allow for enhanced effectiveness and

efficiency through continuous improvement o Providing opportunities for generative discussion

• ASBA values responsiveness and proactivity by: o Reacting in a timely and effective fashion to issues and developments

impacting education o Staying abreast of trends within education, as well as other sectors, to

better position boards to address challenges and seize opportunities o Recognizing and anticipating the needs of school boards in relation to

systemic issues impacting education


ASBA Strategic Plan In order for the Association to realize its Mission and work toward achieving its Vision, the following Strategic Plan has been developed. This plan charts the course for the organization for the next three years and informs its business and budget planning processes. There are objectives and opportunities associated with each of the four strategic goals that have been identified as priorities. The strategic goals are as follows:

• Deliver relevant, effective, and timely communication, information and education to empower school boards;

• Bolster the viability, credibility and sustainability of the Association and school boards;

• Develop opportunities which result in efficiencies and cost savings for school boards; and

• Provide services that are delivered in a fiscally sound manner and deploy resources in alignment with Association priorities.

The objectives describe the elements of each goal. The opportunities are the things that need to be addressed, either because there is a gap or a barrier in place, which would impede progress to attaining our goals. Specific operational actions to fulfil the opportunities noted will be established for each of the three years of the plan. The strategic plan, and progress on advancing the plan, will be reviewed by the Board of Directors annually.


Strategic Goal Deliver relevant, effective, and timely communication, information and education to empower school boards Objectives • Provide development/education offerings that enhance the professionalism of trustees

and their ability to fulfill their governance role as proficiently as possible

• Develop school board policy positions and templates for use by school boards

• Provide political, legal and environmental scans, research and updates

• Facilitate the sharing of best practices amongst school boards

• Provide ready access to written resources and archived Association submissions, papers and other work

Opportunities • Information on trends and developments impacting the work of school boards is more

routinely produced and made more readily available for members

• A superior platform for communicating with members only is created

• A proactive approach to the development of template school board policies on arising issues for use and particularization by school boards is adopted

• Governance training and materials are delivered in a more focused, comprehensive and coordinated fashion


Strategic Goal Bolster the viability, credibility and sustainability of the Association and school boards Objectives • Create increased awareness and profile of the Association and locally-elected school

boards with key stakeholders, funders and the public

• Ensure for appropriate resources and tools in advancing the advocacy interests of the Association

• Ensure that committee/task force involvement and representation is evaluated, prioritized and rationalized

• Recruit and retain appropriate staff compliment to allow the Association to achieve its goals and objectives by examining the organizational structure

Opportunities • The ASBA brand is strengthened

• The website is improved

• The Association’s government relations and stakeholder engagement strategy is refined and enhanced

• Committee and task force involvement is more clearly defined and prioritized

• The Association is more appropriately resourced to meet its strategic goals


Strategic Goal Develop opportunities which result in efficiencies and cost savings for school boards Objectives • Offer coordinated and centralized procurement options for goods and services for

school boards

• Facilitate cooperative use of resources by school boards Opportunity • Greater opportunities for school boards to engage in coordinated purchasing and

resource sharing are made available and accessible

Strategic Goal Provide services that are delivered in a fiscally sound manner and deploy resources in alignment with Association priorities Objectives • Implement a fee and cost structure for fee for service offerings to establish a fiscally

viable approach

• Ensure quality service that is meaningful and accessible

• Utilize alternate service delivery modes that take advantage of technology Opportunity • Fee for service offerings are structured to be more sustainable


Motion 1/SGM17 – 2017/2018 Budget Submitted by the ASBA Board of Directors

BE IT RESOLVED that the Alberta School Boards Association adopt the budget appended hereto for the period September 1, 2017 to August 31, 2018.


ASBA Proposed Budget 2017-2018 For presentation to the membership

at SGM 2017


Budget Discussion & Analysis


Introduction In support of the Association’s newly approved foundational statements, including its Vision, Mission and Values, as well as the new Strategic Plan, this budget proposal has been designed to deliver value to the membership. With the vision of achieving excellence in education through exceptional school board governance and the mission of serving school boards in their role of establishing the conditions for student success as the focus, the proposed 2017/18 budget allows the following strategic goals to be pursued and advanced:

• Delivering relevant, effective and timely communication, information and education to empower school boards.

• Bolster the viability, credibility and sustainability of the Association and school boards.

• Develop opportunities which result in efficiencies and cost savings for school boards.

• Provide services that are delivered in a fiscally sound manner and deploy resources in alignment with Association priorities.

These four goals cannot move forward with the current level of resources that are available and budget increases are required to enable positive change to occur. Over the last several budget cycles, ASBA has suffered an erosion in its capacity to meet the needs of its members which cannot continue to remain unaddressed without jeopardizing the continued viability of the Association. An increased level of investment by the membership is required if the Association is going to be able to deliver on its value proposition and become sustainable. The need for increased revenue in alignment with the established strategic direction has been balanced in this budget with a recognition of the fiscal pressures Boards are facing and the fact that the Association has some reserve funds at its disposal. While there are proposed increases to expenditures reflected in some key areas, there are also decreases to expenditures in others. Overall, the proposed budget represents an increase over last year of $611,120. A modest increase to membership fees, as well as an increase to fee for service rates have been incorporated. These revenue increases alone do not cover the total budgeted expenditures. This necessitates a transfer of funds from reserves in the amount of $49,393 in order to balance this deficit budget. It should be noted that these increases are not being used to fund


the development of the new program offerings related to cooperative procurement. Once a project plan is approved by the Board of Directors, funds from the Association’s sustainability reserve will be utilized for this purpose in support of the strategic goal of “Develop(ing) opportunities which result in efficiencies and cost savings for school boards”. Membership fees have not increased in four years and, in fact, were decreased by 2% in 2015/2016. The total proposed increase to membership fees of $88,003 is shared between ASBA’s 61 member boards, and still results in lower membership revenue than 2013/2014 levels adjusted for inflation. With respect to the fee for service rates, because travel time and expenses are not charged back to school boards, and the cost of providing these services has continued to increase, an adjustment to hourly rates is necessary. Even with the proposed adjustments, the total cost of providing these services will not be fully covered. By making these changes, however, the degree to which membership fees are used to subsidize these services will be decreased. Without this realignment, these services are not sustainable. The information that follows focuses on key elements of the budget which have the most significant impact on revenue and expenditures and provides additional context and information. Financial statements which provide figures of the 2017/2018 proposed budget, the 2016/2017 budget, and 2015/2016 actuals are supplied as schedules to this discussion. Appendices provide breakdowns on staff allocation changes, the membership fee currently paid by each school board and how those fees are calculated. Finally, a Glossary of Terms has been attached to provide definitions for the terms used throughout this document. The discussion and analysis which follows is ordered to match the financials included in the Proposed Budget 2017/18 Summary and Schedules 1-6.


Revenue Operating revenue in the proposed 2017/18 budget totals $6.33 million, and comes in the form of:

• Membership revenue; • Service revenue; • Registration revenue; and • Grant/other revenue.

Schedule 1 notes the figures associated with operating revenue.

Membership Revenue

Membership revenue in the proposed 2017/18 budget totals $3.02 million. The Association’s membership fees have not kept pace in recent years with increasing costs nor the increases in funding provided to members from government. Since 2006, the following increases have occurred:

• 27.8% increase in per student base instruction rates provided to school boards1 • 20.09% rise in inflation2 • 11% increase to membership fees

1 Does not include all in-year funding announcements and directed funding 2 Calculated using the Consumer Price Index


Membership fees have not increased in four years and, in fact, were decreased by 2% in 2015/2016. The proposed budget allocates $88,003 in additional membership revenue over 2016/2017, shared between ASBA’s 61 member boards. The Association’s membership fee represents between 0.02% – 0.14% of any school board’s budget. Additional information on membership revenue may be found in Appendix B – Membership Fees and Appendix C – Membership Fee Formula.

Service Revenue

Service revenue in the proposed 2017/18 budget totals $2.29 million and is generated through fee for service work. Fee For Service Revenue

The Association offers direct services to school boards in education, legal and communications on a fee-for-service basis. School boards utilizing these services are not charged for travel (neither time nor direct costs), nor for other expenses such as photocopying, materials and other disbursements. Current rates reflect a subsidy by the Association as they do not fully offset the costs (staff/ contractor costs, travel, meals, accommodation, overhead, and other expenses) of providing the services to school boards. As a result, these services are delivered at a loss overall. Consistent with the strategic goal to “Provide services that are delivered in a fiscally sound manner and deploy resources in alignment with Association priorities”, this budget proposes consulting services move towards self-sufficiency while maintaining good value and performance for school boards who access these services. To move the Association’s service offerings closer to being self-sustaining, the proposed budget includes an increase to fee for service rates to generate an additional $340,490 in revenue. Services Proposed hourly rate Communication $210 Education $250 Legal $350

The proposed rates remain below market, particularly when the specialized expertise and experience of ASBA staff and consultants are taken into account and the fact that no other costs are charged is considered.


Registration Revenue

Registration revenue in the proposed 2017/18 budget totals $716,275. The Association’s vision of “Excellence in education through exceptional school board governance”, and mission “Leading the betterment of education by serving locally-elected school boards in their role of establishing the conditions for student success” guide the establishment of enhanced trustee education offerings for trustees. This is further reflected in the strategic goal of “Deliver(ing) relevant, effective and timely communication and information to empower school boards”. Trustee elections in October 2017 also necessitate enhanced trustee education offerings for new trustees and new Board Chairs in 2017/2018. The proposed budget anticipates continued trustee education offerings provided at the Fall and Spring General Meetings; as well as offerings of a new trustee workshop held as an add-on to the Fall General Meeting 2018; and two trustee leadership conferences, with streams designed for new trustees, returning trustees, and Board Chairs to be held in Winter and Summer 2018. Trustee education offerings planned for 2017/2018 Proposed fees

Fall General Meeting (full) $750 Fall General Meeting (business session only) $350

Spring General Meeting (full) $675 Spring General Meeting (business session only) $325

New Trustee Workshop TBD based on projected costs Trustee Leadership Conferences (Winter & Summer)

Grant/Other Revenue

Grants and other revenue in the proposed 2017/18 budget total $305,642, and represents the current year portion of grants; interest income; revenue provided by ASEBP and miscellaneous revenue. Grants

Grant revenue included in the proposed budget totals $212,500, which represents the 2017-2018 portion of the Governance as Leadership: Closing the Gap in First Nations, Métis and Inuit Student Success grant (the grant work will be spread over two years).


Interest Income

Interest income in the proposed budget totals $52,047 and has been calculated at the expected rates of return for the period. ASEBP Revenue

An additional component of revenue included in the proposed budget is $38,095 provided by the Alberta School Employee Benefits Plan (ASEBP) to ASBA, as a party to the Deed of Trust, to support administration and other activities. Miscellaneous Income

Miscellaneous income in the proposed budget totals $3,000 and is generated by paid postings of job advertisements on the ASBA website.


Expenditures Operating expenditures in the proposed 2017/18 budget total $6.38 million, and come in the form of:

• Association Operations & Member Services; • Governance; • General Meetings/Trustee Education; • Lease/CAM/Property Taxes; and • Depreciation.

Schedules 1-5 note various figures associated with operating expenditures.

Associations Operations & Member Services

Association operations & member services (AO&MS) expenditures in the proposed budget total $4.83 million, distributed into categories of staffing & contracted services; and other AO&MS expenditures. Schedule 2 provides the figures associated with Association operations and member services expenditures. Staffing & Contracted Services

Staffing & contracted services costs included in the proposed budget total $4.42 million. A new organizational structure has been created to enable successful implementation of the new strategic plan. New positions have been created in critical areas, some positions have been eliminated and others have been consolidated to maximize efficiency, effectiveness and the return on staff investment. Collectively, the changes represent a staff increase of three Full-Time Equivalents (FTEs). Appendix A provides details regarding staffing. Organizational structure changes, a 2016 market compensation review and a 1% cost of living adjustment are reflected in the proposed budget increase to staff costs. Included in staff costs are salaries and benefits, staff training and development, and professional association fees. The proposed budget allocation will allow administration to reach its full complement of 25 FTEs and move forward with the 2017-2020 strategic goals and objectives for the Association. It should be noted that while the 2016/2017 budget included


22 FTEs, as at April 1, 2017, the Association is operating at a 39% staff vacancy rate which is in the process of being addressed. Complementing staff resources, the Association accesses a variety of contracted services to fulfil core business functions including information technology, website, and bookkeeping as well as to provide direct services to school boards. Additionally, contracted services will support fulfillment of the deliverables associated with the Governance as Leadership: Closing the Gap in First Nations, Metis and Inuit Student Success project. This particular expense is covered by the 2017/2018 portion of grant dollars received from the provincial government. Other AO&MS Expenditures

Additional expense categories which fall under Association operations & member services include travel; administration – services & supplies; memberships & subscriptions; insurance; meeting supplies & catering; election materials; and miscellaneous expenditures, which total $404,977 in the proposed budget. Schedule 2 provides figures associated with other Association operations and member services expenditures.

Governance

Governance expenditures included in the proposed budget total $389,590, and include Board of Director and Trustee remuneration, training and conferences; contracted services; travel; the Association’s membership in the Canadian School Boards Association; insurance; meeting supplies & catering; and miscellaneous. In the proposed budget:

• The per diem rate remains at $168/day; • The annual honorarium for the President and Vice-President remain unchanged:

o President: $20,907 o Vice-President: $10,454

Schedule 3 provides figures associated with governance expenditures.


General Meetings & Trustee Education

Direct expenses associated with general meetings & trustee education offerings total $502,689 in the proposed budget. These expenditures are covered by registration revenue, however the total cost, which includes allocation of staff time and overhead costs, is not fully offset. The proposed budget anticipates continued trustee education offerings provided at the Fall and Spring General Meetings; as well as offerings of a new trustee workshop held as an add-on to the Fall General Meeting 2018; and two trustee leadership conferences, with streams designed for new trustees, returning trustees, and Board Chairs to be held in Winter and Summer 2018. Schedule 4 provides figures associated with general meetings & trustee education offerings expenditures.

Lease/CAM/Property Taxes

Lease/common area maintenance (CAM)/property tax expenditures included in the proposed budget total $588,754, which includes $94,033 in rental recovery from partners (ASCA, CASS and ASBOA) who share the Association’s office space. The Association is contractually obligated by a leasing arrangement for the current office space at current lease rates until 2020. The Board of Directors will ensure all options are considered as this contractual arrangement concludes. Schedule 5 provides figures associated with lease/common area maintenance (CAM)/ property tax expenditures.

Depreciation

Depreciation included in the proposed budget totals $75,000, and reflects the expensing over a period of years of the cost of capital assets based on the estimated useful life of the assets.


Reserves As a not-for-profit corporation incorporated under the Alberta School Boards Association Act, the Association maintains a number of reserves as required by policy and as recommended by the Association’s external auditors. Governance Policy 7 notes the following with respect to reserves:

14. Budget Development – Association Reserve Funds Early each year, the Board of Directors approves budget assumptions upon which budget options are prepared. The Board then determines which budget option will be presented to the membership. Regarding the Association’s reserve funds, the Board of Directors has approved the following:

14.1 Operating Reserve – the Association will keep a reasonable and adequate operating reserve to fund the monthly business operations of the Association. The operating reserve will be made up of three months operating expenditures.

14.2 Sustainability Fund – any balance over the three months operating expenditures will be moved to a sustainability fund, which may be used for special initiatives, for research and development of new business opportunities that will help and support school board work, and in the event necessary, to help cover some of the potential wind up costs of the Association. The sustainability fund can be funded up to a maximum of $1.5 million.

14.3 Any funds over the maximum approved funding of the operating and sustainability fund will be transferred to the building fund to subsidize costs to members in the annual budget.

14.4 Building Reserve – as part of the budgeting process, may be used to subsidize the cost of annual rental payments until the fund is depleted to $300,000, at which level it will then be maintained to provide part of a down payment in the event the Board of Directors decides to purchase or build at the expiry of the current lease.

14.5 Capital Asset Reserve – the reserve will be used to replace existing capital assets like computer equipment, photocopiers, phone systems, furniture and fixtures, and leasehold improvements. Each year an amount will be transferred to the


capital asset reserve equal to the annual amortization of existing capital assets which will ensure the dollars are available to replace those assets at the end of their useful life.

One aspect of the approved 2017-2020 Strategic Plan is to “Develop opportunities which result in efficiencies and cost savings for school boards”. Subject to approval of the project plan by the Board of Directors, it is anticipated that dollars from the sustainability reserve will support development of coordinated procurement opportunities, and the supporting technology platform that may be accessed by school boards. The intent is that this business line, once developed, will become self-sustaining in future years. As revenue is insufficient to match expenditures in the proposed budget, a transfer from the building reserve of $49,393 balances this deficit budget, in accordance with policy. Additional detail regarding the Association’s reserves is provided in Schedule 6.


Proposed Budget 2017/2018 Summary, Schedules & Appendices


Proposed Budget 2017/18 Summary

2017/2018 2016/2017 2015/2016Budget Budget Actual

Revenue

Membership Revenue 3,021,439$ 2,933,436$ 2,933,436$ Fee For Service Revenue 2,290,235 1,949,745 1,757,875 Registration Revenue (General Mtgs/Trustee Education) 716,275 521,000 534,427 Grant/Other Revenue 305,642 165,056 144,145

Total Operating Revenue (Schedule 1) 6,333,591$ 5,569,237$ 5,369,883$

Expenditures

Association Operations & Member Services (Schedule 2) 4,826,950$ 4,337,018$ 3,487,913$ Governance (Schedule 3) 389,590 423,590 440,829 General Meetings/Trustee Education (Schedule 4) 502,689 331,540 359,150 Lease/CAM/Property Taxes (Schedule 5) 588,754 604,717 591,781 Depreciation 75,000 75,000 61,871

Total Operating Expenditures (Schedule 1) 6,382,984$ 5,771,864$ 4,941,544$

Total Budget Surplus (Deficit) (49,393)$ (202,627)$ 428,339$

Transfer from Reserves 49,393 202,627 -

Total Budget Surplus (Deficit) after Transfer -$ -$ 428,339$


Schedule 1 – Revenues & Expenditures


Revenue

Membership Revenue 3,021,439$ 2,933,436$ 2,933,436$ Fee For Service Revenue 2,290,235 1,949,745 1,757,875 Registration Revenue (General Mtgs/Trustee Education) 716,275 521,000 534,427 Grant/Other Revenue Grants 212,500 70,000 49,902 Interest Income 52,047 53,961 53,956 ASEBP 38,095 38,095 38,095 Miscellaneous 3,000 3,000 2,192

Total Revenue 6,333,591$ 5,569,237$ 5,369,883$

Expenditures

Staffing Costs 3,636,542$ 3,225,677$ 2,375,420$ Contracted Services 845,355 746,243 883,094 B of D's and Trustees - Remuneration, Training, Conferences 157,602 181,473 154,510 Travel (FFS, Contractor, Staff, BofD's, Trustees) 303,097 325,175 270,665 Memberships and Subscriptions 92,955 88,625 81,939 Administration-Services and Supplies 110,710 117,551 102,236 Insurance 37,316 40,375 36,872 Meeting Supplies and Catering 22,413 24,939 20,748 General Meeting and Trustee Education 502,689 331,540 359,150 Lease/CAM/Prop Taxes 588,754 604,717 591,781 Miscellaneous 10,550 10,550 3,258 Depreciation 75,000 75,000 61,871

Total Expenditures 6,382,984$ 5,771,864$ 4,941,544$

Total Budget Surplus (Deficit) (49,393)$ (202,627)$ 428,339$

Transfer from Reserves 49,393$ 202,627$ -$

Total Budget Surplus (Deficit) after Transfer -$ -$ 428,339$


Revenue Distribution by Category

Expenditure Distribution by Category


Schedule 2 – Association Operations & Member Services


Expenditures

Staffing Costs Salaries and Benefits 3,561,085$ 3,158,958$ 2,335,290$ Staff Training and Development 48,675 39,050 13,188 Professional Association Memberships 26,782 27,669 26,942 Contracted Services 785,431 706,279 790,293 Travel (FFS, Contractor, Staff) 172,642 175,680 136,124 Administration - Services and Supplies 110,710 117,551 100,126 Memberships and Subscriptions 61,455 58,602 52,505 Insurance 30,420 33,479 30,588 Meeting Supplies and Catering 10,250 10,250 164 Election Materials 10,000 - - Miscellaneous 9,500 9,500 2,693

Total Expenditures 4,826,950$ 4,337,018$ 3,487,913$


Schedule 3 – Governance


Expenditures

BofD and Trustees - Remuneration, Training, Conferences Per Diems 103,446 126,668 107,031 Honoraria - President 20,907 20,907 20,700 Honoraria - Vice President 10,454 10,454 10,350 Board Development/Conferences 22,795 23,445 16,429 Contracted Services 49,924 39,964 92,801 Travel (BofD/Trustees/Contractors) 130,455 149,495 134,541 CSBA Membership 31,500 30,023 29,434 Insurance 6,897 6,897 6,284 Meeting Supplies and Catering 12,163 14,689 20,584 Supplies and Materials - - 2,110 Miscellaneous 1,050 1,050 565

Total Expenditures 389,590$ 423,590$ 440,829$


Schedule 4 – General Meetings & Trustee Education

Schedule 5 – Lease/CAM/Property Taxes

Schedule 6 – Reserves


Expenditures

Fall General Meeting 197,076$ 176,450$ 175,788$ Spring General Meeting 124,425 118,690 119,990 Trustee Education Sessions 181,188 36,400 63,372



Expenditures

Lease/CAM/Property Taxes 682,787$ 700,578$ 664,202$ Rental Recovery (94,033) (95,862) (72,421)


Operating Sustainability Capital Asset Replacement

Building & Rental Offset

Reserves as at August 31, 2016 $1,500,000 $1,500,000 $585,337 $783,558


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Appendix B – Membership Fees

JurisdictionTotal

Students

2016/2017 Current

Membership Fee

2017/2018 Proposed

Membership Fee

Aspen View Public School Division #78 2,844 $24,332 $24,953Battle River Regional Division #31 6,324 $41,629 $42,860Black Gold Regional Division #18 11,093 $62,868 $64,847Buffalo Trail PS Regional Division #28 4,134 $31,875 $32,761Calgary RCSSD #1 54,827 $149,521 $154,555Calgary Board of Education 118,841 $235,057 $243,107Canadian Rockies RD #12 2,226 $20,611 $21,100Chinook's Edge School Division #73 11,092 $62,868 $64,847Christ the Redeemer Catholic SRD #3 10,585 $60,610 $62,509Clearview School Division #71 2,376 $21,513 $22,034East Central Alberta CSSRD #16 2,385 $21,573 $22,096East Central Francophone Ed. Region #3 985 $13,155 $13,381Edmonton Catholic Separate School District #7 41,205 $125,442 $129,628Edmonton School District #7 96,009 $204,552 $211,526Elk Island Catholic Separate RD #41 6,238 $41,248 $42,465Elk Island Public Schools RD #14 17,110 $77,152 $79,635Evergreen CSRD #2 4,105 $31,748 $32,630Foothills School Division #38 7,913 $48,704 $50,184Fort McMurray RCSSD #32 5,756 $39,104 $40,245Fort McMurray Public School District #2833 5,192 $36,592 $37,644Fort Vermilion School Division #52 3,408 $27,719 $28,459Golden Hills School Division #75 6,859 $44,014 $45,329Grande Prairie RCSSD #28 5,046 $35,937 $36,967Grande Prairie Public School District #2357 7,834 $48,357 $49,824Grande Yellowhead Public School Division #77 4,528 $33,632 $34,580Grasslands Regional Division #6 3,753 $29,797 $30,610Greater N. Central Francophone Ed. Region #2 3,333 $27,272 $27,996Greater St. Albert RCSSD 5,820 $39,384 $40,536High Prairie School Division #48 3,177 $26,330 $27,021Holy Family Catholic Regional Division #37 2,129 $20,029 $20,498Holy Spirit RCSRD #4 5,019 $35,817 $36,842Horizon School Division #67 3,461 $28,040 $28,791


JurisdictionTotal

Students

2016/2017 Current

Membership Fee

2017/2018 Proposed

Membership Fee

Lakeland RCSSD #150 2,425 $21,813 $22,345Lethbridge School District #51 10,726 $61,238 $63,160Living Waters CRD #42 2,145 $20,130 $20,602Livingstone Range School Div. #68 3,578 $28,741 $29,518Lloydminster Public SD #99 2,791 $24,011 $24,621Lloydminster RCSSD #89 2,444 $21,927 $22,463Medicine Hat CSRD #20 2,555 $22,595 $23,154Medicine Hat School District #76 7,367 $46,272 $47,667Northern Gateway Regional Division #10 4,897 $35,275 $36,282Northern Lights School Division #69 6,015 $40,253 $41,435Northland School Division #61 2,666 $23,256 $23,839Northwest Francophone Ed. Region #1 457 $9,781 $9,888Palliser Regional Division #26 8,158 $49,800 $51,318Parkland School Division #70 10,813 $61,625 $63,561Peace River School Division #10 2,987 $25,187 $25,838Peace Wapiti School Division #76 5,953 $39,979 $41,151Pembina Hills Regional Division #7 7,939 $48,824 $50,309Prairie Land Regional Division #25 1,406 $15,680 $15,996Prairie Rose School Division #8 3,540 $28,514 $29,282Red Deer Catholic Regional Division #39 9,532 $55,920 $57,654Red Deer Public Schools 10,617 $60,750 $62,655Rocky View School Division #41 22,568 $88,089 $90,957Southern Francophone Education Region #4 3,380 $27,552 $28,286St. Albert Public School District 8,129 $49,666 $51,180St. Paul Education Regional Division #1 4,003 $31,294 $32,160St. Thomas Aquinas RCSRD #38 3,993 $31,240 $32,104Sturgeon School Division #24 5,261 $36,899 $37,963Westwind School Division #74 4,506 $33,532 $34,477Wetaskiwin Regional Division #11 3,943 $30,939 $31,793Wild Rose School Division #66 4,876 $35,182 $36,185Wolf Creek School Division #72 7,540 $47,047 $48,469Yellowknife Education District #1 1,911 $18,720 $19,143Yellowknife Catholic Schools 1,330 $15,226 $15,525

Totals 646,058 $2,933,436 $3,021,439*Note: Student totals were compiled from a report on Student Population for the 2016-2017 school year provided by Alberta Education. Student registration information is as of September 2016 (as reported at March 20, 2017). These are updated with the most current available information as per ASBA Bylaw 13.


Appendix C – Membership Fee Formula Each member board shall pay a basic fee (BF) in the amount of $6,727.50 plus a fee on a per student basis (PSF) to the Association. The fee shall be calculated as follows:

Member Board Fee = Fee on a Per Student Basis + Basic Fee The fee on a per student basis (PSF) is calculated by using the aggregate total of weighted enrollments (WE) of all member boards as the denominator in the formula. Once the PSF has been calculated, it is applied to the weighted enrollment figures on a board by board basis to arrive at the per student component of the annual membership fee. The basic fee is added in to arrive at the total Member Board Fee (MBF).

Membership Fee Calculations

1. Calculate weighted enrollment (WE) for each member board.

WE = [(ClxSl) + (C2xS2) + (C3xS3) + (C4xS4) + (C5xS5)] 2. Add together the WEs of each member board to arrive at the aggregate weighted

enrollment (AGWE).

AGWE= WE1 + WE2 + WE3 ... WEn 3. Use the AGWE as the denominator in the following formula to arrive at the Per Student

Fee (PSF).

PSF = MAF – (MB x BF) AGWE

4. The PSF is then applied to the following formula to determine the Member Board Fee

on an individual basis.

MBF = (PSF x WE) + BF


Membership Fee Formula Abbreviations

BF Basic Fee ($6,727.50)

PSF Per Student Fee

MB Number of Member Boards

MAF Total Membership Annual Fees (Budget line item)

MBF Individual Member Board Fee

WE Weighted Enrolment

AGWE Aggregate Total of Weighted Enrolments (all member boards)

C1 Per student weight (1.0000) for the first 750 students

C2 Per student weight (.9000) for 751 to 4,000 students

C3 Per student weight (.6666) for 4,001 to 12,000 students

C4 Per student weight (.3000) for 12,001 to 50,000 students

C5 Per student weight (.2000) for any students in excess of 50,000

S1 Number of students in first category (to 750)

S2 Number of students in second category (751 – 4,000)

S3 Number of students in third category (4,001 – 12,000)

S4 Number of students in fourth category (12,001 – 50,000)

S5 Number of students in fifth category (in excess of 50,000)


Glossary of Terms


Glossary Administration – Services & Supplies – Includes the following expense categories: bank

and interest, courier and delivery, equipment costs, office supplies, postage, printing, promotional materials, and telecommunications.

ASEBP Revenue – Revenue provided by the Alberta School Employee Benefits Plan

(ASEBP) to ASBA, as a party to the Deed of Trust, to support administration and other activities.

BofD & Trustee – Remuneration, Training, Conferences

Remuneration

Per Diem – A per diem may be claimed by the Board of Directors or individual trustees for activities in fulfillment of Association business and includes travel time and attendance at meetings, conferences or events while serving as a representative of the ASBA.

Honoraria – An annual honoraria is paid to the President and Vice President

for additional governance duties required of these positions. Board Training – In house board development/education, attendance at Canadian

School Boards Association or other applicable training. Conferences – President or Vice President’s attendance at various partner

conferences including Canadian School Boards Association, Rural Education Symposium and AUMA.

Contracted Services – Contractor fees for providing legal and educational services to

boards, fulfilling grant deliverables, committee work, research, website design and maintenance, communications support, audit, accounting, technical support, staff planning, recruitment, professional advice, governance, strategic planning, facilitation for Executive Director evaluation and Board of Directors self-evaluation and advocacy.

CSBA Membership – Annual membership to the Canadian School Boards Association

(CSBA).


Depreciation – The expensing over a period of years of the cost of capital assets based on

the estimated useful life of the capital asset. Election Materials – The cost of pre and post-election activities. Fee For Service – Member Services include legal and educational type services such as:

superintendent, board and administrator evaluations; executive searches; ward boundary reviews; administrator workshops; strategic planning workshops; policy redevelopments; compensation reviews; grievance interpretation and arbitration services; employment agreements; contracts; general advice regarding human resources; advice and interpretation of School Act; board hearings/appeals; school closures; policy development and reviews; human rights matters; FOIP issues and various presentations.

General Meeting & Trustee Education – Costs incurred for catering, equipment rental,

meeting room rental, program costs, website, registrations, speakers, facilitators, parliamentarian and travel for general meetings and trustee education. There are a number of internal costs which are not allocated to general meeting and trustee education directly because these costs are contained elsewhere in the budget including staffing costs. Association staff are responsible for event planning including arranging the venue, meals, speakers, facilitators, entertainment, special events, travel arrangements, materials, conference packages, brochures, nametags, awards, registrations, surveys, invoicing and payment processing. Regularly the professional skills and talents of ASBA staff are relied upon to prepare and present sessions at conferences and workshops. Photocopying and supplies costs are included in Administration–Services & Supplies.

Grants – The 2017-2018 portion of the Governance as Leadership: Closing the Gap in First

Nations, Métis and Inuit Student Success grant. Insurance – The Association manages various risks through the purchase of insurance

contracts. Policies include property, general liability, errors and omissions, Directors and officers, and accidental death and dismemberment.

Interest Income – Calculated at 2017 expected rates of return.


Lease/CAM/Property Taxes – The Association has a contractual lease obligation until

April 2020. The Association pays $22 per square foot (15,759 square feet) plus $16.42 per square foot for common area maintenance (CAM) and property taxes. Common area maintenance costs include utilities, building maintenance, and operating costs.

Meeting Supplies & Catering – Food and supplies purchased for meetings including

Board of Directors, Finance and Audit, strategic planning, staff planning, grant, and other Association meetings.

Membership Revenue – Each member board pays a basic fee plus a fee on a weighted per

student basis. The membership fee calculation is noted in Appendix C – Membership Fee Formula.

Memberships & Subscriptions – Memberships include Canadian Education Association,

AAMD&C, and the Education Society of Edmonton. Subscriptions are required legal resources including Quicklaw, Worldox, Amicus Attorney, Carswell, LexisNexis, Specialty Technical Adviser and Lancaster House.

Miscellaneous Expenses – includes sponsorships (e.g. CASS-RAP Scholarship

Celebration, Excellence in Teaching Awards Program, ASCA), donations, flowers, thank you gifts, miscellaneous office type costs, etc.

Miscellaneous Income – Revenue from posting job advertisements on the ASBA website. Registration Revenue (General Meetings & Trustee Education) – Revenue is collected

through registration fees to offset the costs incurred from holding these events. Proposed events in 2017-2018 include the Fall General Meeting, New Trustee Orientation, Winter and Summer Trustee Leadership Conferences (for new trustees, returning trustees and board chairs), and the Spring General Meeting.

Rental Recovery – Lease/CAM/Property taxes collected from Education Partners (CASS,

ASBOA, and ASCA) who share the office space. Service Revenue – Includes revenue from fee for service work and ASEBP.


Staffing Costs – Salaries, benefits (ASEBP, LAPP, SiPP, CPP and EI at prescribed rates), staff training and development, and required professional association annual membership dues including the Law Society of Alberta, the Canadian Bar Association and the Certified Public Accountants of Alberta.

Transfer from Reserves – With approval of the Board of Directors, the Building and

Rental Offset Reserve can be used to subsidize the cost of annual lease payments until the fund is depleted to $300,000. The Board of Directors has authorized use of these reserves in the past to balance deficit budgets. Due to very high staff vacancy rates (39% as at April 1, 2017), the budgeted transfers have not been necessary, and in fact, the association has generated additional surpluses.

Travel – The cost of travel (mileage, air, taxi and parking), meals and accommodation for

Association work including: Association Operations and Member Services: fee for service work; completion of

grant deliverables; SGM, FGM, Trustee Education Sessions; and conferences

Governance: Board of Directors’ meetings; Finance and Audit Committee; Policy Development Advisory Committee; strategic planning; Executive attendance at Zones; various external representation board and committee attendance; SGM, FGM, and trustee education sessions; CSBA; Rural Education Symposium; and advocacy work.


Proposed Bylaw Amendments


Motion 2/SGM17 – Proposed Amendment to Bylaw 5.3.6 Submitted by the ASBA Board of Directors

BE IT RESOLVED that ASBA Bylaw 5.3 – President and Vice President Elections – be amended to ensure the Vice-President’s term concludes at the next regularly scheduled executive election, as follows: 5.3.6 Notwithstanding Bylaw 5.1.1 and 5.1.2, in the year of a General Election, if the

President and /or Vice-President does not run for the office of trustee or is defeated in the General Election, the President and /or Vice-President may complete his/her term of office through to the election of the new President and /or Vice-President at the General Meeting.

Background provided by the Association Currently, Bylaw 5.3.6 extends the term of the President only beyond a General Election if that individual is longer a trustee, as required in Bylaw 5.1.1. Currently, if the Vice-President was no longer a trustee following the General Election, the office would be immediately vacant, and the Board of Directors would be required to fill the vacancy from among its members until the next regularly scheduled election (in 2017, these will occur at the FGM approximately five weeks following the General Election). Relevant ASBA bylaw provisions regarding eligibility, term and election of the Vice-President in the year of a General (i.e. Local Authorities) Election include: 5.1 Eligibility

5.1.1 Every candidate for or occupant of the office of President, Vice-President, Director or Alternate Director shall be a Trustee of a Full Member Board.

5.1.2 Any member of the Board of Directors ceasing to be a Trustee shall vacate his/her office, which shall be filled in accordance with provisions in these Bylaws.

…


5.3 President and Vice President Elections 5.3.1 Election of the President and the Vice-President shall take place at a General

Meeting of the Association, normally at the Fall General Meeting immediately following a General Election, and two years following (i.e. November of odd-numbered years).

… 5.3.6 Notwithstanding Bylaw 5.1.1 and 5.1.2, in the year of a General Election, if the

President does not run for the office of trustee or is defeated in the General Election, the President may complete his/her term of office through to the election of the new President at the General Meeting.

5.6 Vacancy …

5.6.2 If a vacancy occurs in the office of Vice-President, notwithstanding any provisions in these Bylaws governing the election of a Vice-President, the Board of Directors shall:

5.6.2.1 fill the vacancy from among its members until 5.6.2.2 a by-election can be held at a General Meeting.


Motion 3/SGM17 – Proposed Amendment to Bylaw 7 Submitted by Northern Lights School Division

BE IT RESOLVED that ASBA Bylaw 7 – Executive Duties – be amended to add to the duties of the President, as follows: 7.1.7 Appoint a Professional Registered Parliamentarian (PRP) for Annual General

Meetings that has not previously or currently served the private interests of any member board or composition of member boards.

Background provided by the Association Currently, the Association’s Parliamentarian is appointed annually by the Board of Directors, subject to confirmation by the President. Robert’s Rules of Order (newly revised) indicate the following regarding a Parliamentarian:

PARLIAMENTARIAN The Parliamentarian is a consultant, commonly a professional, who advises the President, other officers, committees and members on matters of parliamentary procedure. The parliamentarian’s role during a meeting is purely an advisory and consultative one – since parliamentary law gives to the chair alone the power to rule on questions of order or to answer parliamentary inquiries. p 465, line 10 Appointment of the Parliamentarian If a parliamentarian is needed by an organization, the President should be free to appoint one in whom s/he has confidence. … a parliamentarian should be appointed as far as possible in advance of the meeting at which (s/he) is to serve….p 462, line 30 Services of a Parliamentarian (at a convention) A key consultant in the preparation for a convention should be the parliamentarian, who should be engaged well in advance. It is desirable that this person be a professional – the more seasoned in actual operating experience within organization, the better. Although he has the duty of giving parliamentary advice and opinions at convention


meetings… the parliamentarian’s most important work may well be performed before the convention opens. …he should serve as the principal advisor to the President, the officers, and the committee chair(s) regarding…the actual transaction of business. … p. 608, line 30

The designation of Professional Registered Parliamentarian (PRP) is established and conferred by the National Association of Parliamentarians, an American organization headquartered in Missouri, which references chapters (both chartered and non-chartered) in some Canadian jurisdictions. A search of Professional Registered Parliamentarians in Alberta on the National Association of Parliamentarians website returns two individuals in the province.


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