OttawaCarleton District School Board

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• Ottawa-Carleton District School Board
• Community Use of Schools User Fee Review
• January 2008

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Todays Meeting

• Introduction Background
• Cost of Community-based Use of School Facilities
• Findings
• Discussion
• Next Steps

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Introduction

• OCDSB is committed to community-based use (CU) of
  its schools
• Province is subsidizing the cost of CU for
  community-based users (770k)
• Current CU user fees plus provincial grant are
  not sufficient to cover cost of CU
• As a result OCDSB is making a significant, and
  potentially unsustainable, contribution to cover
  this revenue shortfall
• OCDSB is seeking community input on how to
  address the revenue shortfall

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Consultation Process
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Terminology and Background

• Community Use of Schools is the use of indoor
  school facilities for non-day program purposes.
• Users classified as
• Community-based
• Schools, School Councils District
• Continuing Education

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Community Use Hours

• In 2006/7 there were almost 271,000 hours of
  community use of individual indoor facilities,
  such as classrooms, cafeterias, gyms and
  auditoriums.
• There is also use of outdoor sports fields and
  baseball diamonds, which are not part of this
  discussion.

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• Costing the Community Use of Schools

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Incremental Cost of Community Use

• Facility-related CUS costs are the additional
  expenses, over and above OCDSBs cost of
  operating schools to educate day-time students.
• Comprised of custodial, utility and maintenance
  costs.
• Non-facility related CUS costs, e.g. permit
  administration office, are in addition to the
  facility costs.

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How Usage Impacts Facility-Related Costs

• Community use increases OCDSBs facility
  operating costs in two stages.
• Stage I
• At Stage I the school is made ready for
  community use.
• ( warm, common spaces lit, custodial staff
  present)
• Stage I costs are incurred on behalf of all of
  the community users in the school.
• Stage II 
• In Stage II users come into the school and use
  specific facilities, e.g. gym, classroom
• Stage II costs are incurred solely to provide
  service to the user of the specific facility.

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• In 2005 OCDSB initiated a study to identify the
  incremental cost of community use.
• Study examined how OCDSB facility operation costs
  are affected by community use. For example
• custodial costs, electricity, water, heating,
  lighting, cleaning supplies, equipment
  maintenance
• Study looked at cost impact by type of facility
  and by time of use.
• 2005 study has been updated to reflect expected
  costs for 2008/9.

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• Cost of Community-based Users in Schools
• The following information displays impact to the
  OCDSB from in-school use by community-based
  users. It excludes District use outside of
  regular day programming.

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Example of Stage I Costs

• (Elementary School, School Year)

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Example of Stage II Costs

• (Single Gymnasium, School Year)

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Determining the Overall Cost
Overall Cost is a share of Stage I costs plus the
Stage II costs for the specific facility
District-wide ratio of Stage I hours to Stage II
hours is 90 for M-F evening and 75 and 65
respectively for Saturday and Sunday.
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Overall Cost Example
Single Gym, Saturday, School Year
9,733/12,795 0.7607 Rounded to 0.76
.
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Projected Overall Incremental Cost
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• Projected 2008/9 Revenue Shortfall
• Inside Facilities

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2008/9 Revenue Gap Community-based Users
(Inside Facilities)
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Hourly Usage Costs and Rental Fees Single
Gymnasium
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Revenue Shortfall by User Category (Before
Provincial Grant)
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• Knowledge of current relative cost and revenue
  contributions is helpful when thinking about
  alternatives to the status quo.

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• Findings

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What did the CUS User Fee Review Find?

• Annually there are some 135,000 hours of
  community-based use of District inside school
  facilities.
• For 2008/09 this use is expected to cost over
  3.1 million in additional custodial and
  facility operating costs.
• User fees contribute 1.3 million of cost
  recovery.
• Provincial grant contributes 0.77 million of
  cost recovery.
• Leaving the remaining 1 million to be diverted
  from District facility management funds.
• The provincial grant is benefiting individuals
  belonging to youth, community-based and municipal
  user groups.
• Gap between revenue and cost is much higher on
  weekends than M-F weeknights.
• The more community use the more OCDSB has to
  contribute.

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• Discussion and Next Steps

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Managing the Recovery of the Costs of Community
Use

• What questions or issues has the presentation
  raised for you?
• Are there steps OCDSB should take to manage the
  1 million cost under-recovery other the user fee
  increases?
• What factors should OCDSB consider when assessing
  options for managing the 1 million cost
  under-recovery?
• Other?

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Next Steps

• User Fee Focus Group
• Communicate current situation to your
  communities/members
• Request their feedback on how the 1 million
  revenue shortfall might be managed.
• Provide OCDSB staff with feedback by February
  1st preferably in writing.
• OCDSB
• Hold public meetings on January 23 and 24
• All
• Next User Fee Focus Group Meeting February
  13th, 400 to 600pm

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Additional Information

• Costing Methodology
• Martin Kane, RMI Group Ph 905-848-0925
• martin_at_rmi-consultants.com
• Other Questions
• Jane Gorman, OCDSB Ph 613-596-8781
• jane_gorman_at_ocdsb.edu.on.ca

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Thank you!