BOARD OF EDUCATION
SCHOOL DISTRICT NO. 67 (OKANAGAN SKAHA)
MINUTES OF THE REGULAR BOARD OF EDUCATION MEETING
HELD ON MONDAY, SEPTEMBER 10, 2007, AT 7:30 P.M.
AT THE SCHOOL BOARD OFFICE
MINUTES
IN ATTENDANCE
L. Little, Chair
G. Manning, Vice Chair
K. Andrews, Trustee
C. Denesiuk, Trustee
W. Huebert, Trustee
L. Van Alphen, Trustee
G. Doi, Superintendent of Schools
F. Regehr, Secretary-Treasurer
R. Shongrunden, Assistant Secretary-Treasurer
D. Burgoyne, Director of Instruction
B. Celli, Director of Instruction
L. Hauptman, Director of Instruction
G. Schafer, Director of Instruction
J. Hickling, Director of Maintenance
D. Adey, Executive Secretary
K. Hicks, Principal, Summerland Middle School
J. Ramsay, Principal, Home Learners’ Program
1.0
CALL TO ORDER
Chairman Little welcomed district staff, guests, and representatives of the media to the meeting
and congratulated Shelley Clarke on her election during the trustee by-election held on
September 8. Ms. Clarke joined the meeting as an observer and will assume duties following a
swearing-in ceremony to be held at a future date.
2.0
ADOPTION OF AGENDA
MOTION:
Van Alphen/Andrews that the agenda be approved.
CARRIED
3.0
PRESENTATIONS BY SCHOOLS AND/OR STUDENTS
3.1
Summer School 2007
Summer School Principal Scott Edwards presented a report on the 2007 summer school
program. The focus of the program was remedial in nature with students being provided
the opportunity to work on skill sets that would be a catalyst for student success in the
upcoming year. A survey of parents indicated they were in favour of the new hours of
operation which were changed from two hours per day for three weeks to three hours per
day for two weeks. One hundred and forty-eight students participated in the summer
school. Appreciation was extended to staff for their efforts in making the program a
success.
“Working Together for Student Success”
School District No. 67 (Okanagan Skaha)
Page 2
Minutes of Regular Board of Education Meeting – September 10, 2007
Following the presentation, Chairman Little extended appreciation to Mr. Scott and
teachers for a successful program.
3.2
4.0
Summer Professional Development
Angie Seppola, Chair, District Professional Development Committee, provided an
overview of the teachers’ professional development program as well as activities and
workshops held during the summer professional days. More than four hundred teachers
participated in the pro-d activities and additional pro-d sessions will be held during the
school year. Appreciation was extended to the committee for their commitment and work
for the professional development program.
RECEIVING OF DELEGATIONS AND GUESTS
4.1
Community Recognition Award
Chairman Little recognized both Rick and Yasmin Thorpe for their continued support and
efforts to improve the education and welfare of our students. Ms. Thorpe was presented
with a plaque to acknowledge the couple’s community efforts.
5.0
APPROVAL OF PREVIOUS MINUTES
MOTION:
Manning/Denesiuk that the minutes of the regular meeting held on June 25, 2007
be approved.
CARRIED
6.0
REPORT FROM CLOSED MEETING
The secretary-treasurer reported on the closed meeting held on June 25, 2007:
1.
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7.
7.0
Confirmed teaching, excluded, and CUPE staff changes;
Received information on personnel;
Confirmed the appointment of a vice principal;
Received a request for a teacher leave of absence;
Received information related to student suspensions;
Approved participation in a research project as part of a graduate course project
assignment on character education;
Approved items related to personnel.
CORRESPONDENCE
7.1
Letter from Minister of Finance
A letter forwarded by the Minister of Finance setting out the principles and policies for the
management of public capital assets. The complete package is available in the trustee
reading file.
7.2
Letter from Citizens
A letter forwarded by Betty and Carl Harris regarding the Penticton Secondary School
auditorium and gym.
7.3
Letter from Citizen
A letter forwarded by Susan Gibbs expressing safety concerns regarding the proposed
southern truck route in the Municipality of Summerland.
7.4
Letter from Catholic Civil Rights League
A letter forwarded by the Catholic Civil Rights League concerning a previous request for
information. It was noted that the superintendent had responded to this letter.
“Working Together for Student Success”
School District No. 67 (Okanagan Skaha)
7.5
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Minutes of Regular Board of Education Meeting – September 10, 2007
Summary of Copies of Letters to the Board
Copies of the letters to the Board listed below are available in the trustee reading file:
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School District No. 38 (Richmond) to the Minister of Education regarding the
StrongStart program;
School District No. 59 (Peace River South) to the Minister of Education
supporting the BCSTA’s motion demanding the withdrawal of Bill 20;
School District No. 38 (Richmond) to the Premier and Minister of Education
requesting the province exclude school districts from the provisions of the Trade
Investment and Labour Mobility Agreement;
School District No. 33 (Chilliwack) to the Minister of Education concerning
changes to education legislation and Bills 20 and 22.
MOTION:
Andrews/Van Alphen that the correspondence be received.
CARRIED
8.0
REPORT OF COMMITTEES
8.1
Finance and Management Committee
Trustee Manning reported on the finance and management committee meeting held on
September 5, 2007:
a.
2006-07 Financial Statements
Mr. Jonathan McGraw, a partner with the school district’s auditors, BDO
Dunwoody, reviewed the procedures to conduct the audit of the district’s 2006-07
financial statements. He noted the audit was expanded this year to include a
greater review of financial control systems in the district. Mr. McGraw informed the
committee the audit of the district’s financial controls and the financial statements
concluded the district’s finances are well managed. Material changes from the
district’s previous year’s statements included expenditures for construction of
Penticton Secondary School and expenditures for the new labour contracts.
Following discussion,
MOTION:
b.
Manning/Huebert that the financial statements for the year ending June 30,
2007 be received.
CARRIED
Computer Recycling/CAP Program
Assistant Secretary-Treasurer Ron Shongrunden reviewed new provincial
requirements for the recycling of computers and the school district’s program to
reduce the number of computers for disposal. Effective August 1, 2007, computers
for disposal are to be taken to a recycling depot. Our district has 2,500 computers
and approximately 10% are replaced each year. Through funding from the
Community Access Program grant, Mr. Shongrunden described how some of the
replaced computers are able to be donated for students to use at home. Following
discussion, the committee expressed support for this program for its benefit to
students and the reduction of our disposal requirements.
Further to the committee report, Mr. Shongrunden added that to date 51 computers had
been given away and we have to date received 71 additional requests. The district has
the potential of giving away three hundred old computers through this program.
c.
Trustee Stipend
The secretary-treasurer reviewed that a resolution approved at the September 6,
2006 board meeting approved an annual increase to the trustee stipend equal to
the B.C. cost of living increase. The B.C. cost of living for July 2006 to June 2007
increased by 1.5% which results in the following changes effective July 1, 2007:
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School District No. 67 (Okanagan Skaha)
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From
To
MOTION:
8.2
Board Chair
12,500
12,690
Vice Chair
11,500
11,670
Trustee
10,000
10,150
Manning/Van Alphen that the report of the finance and management
committee be received.
CARRIED
Buildings, Grounds, Safety and Transportation Committee
Trustee Manning reported on the buildings, grounds, safety and transportation committee
meeting held on September 5, 2007:
a.
Annual Facility Grants
Director of Maintenance John Hickling reviewed the process to develop the plan for
building and site improvements using the annual facility grant funding. Examples
of work for which the funds are provided include projects that extend the life of our
facilities, correct unsafe conditions, or lower the operating costs. Mr. Hickling
reviewed a summary of proposed projects for the 2007-08 funding which focused
on roofing, painting, site work, facility improvements, and technology infrastructure.
Following discussion,
MOTION:
Manning/Denesiuk that the proposed 2007-08 annual facility grant budget
of $1,310,690 be approved.
CARRIED
b.
September Bussing Start-up
Assistant Secretary-Treasurer Ron Shongrunden reviewed the start-up of the
district’s bussing system. A limited number of areas are under review for bus
capacity and requests for route changes. Further information will be provided at
the next meeting.
c.
Carmi Elementary School
The Interior Health Authority has requested approval for the use of Carmi
Elementary School in the case of an influenza pandemic. Mr. Hickling reviewed
that previous approvals have been provided for use of schools as emergency
centers. The committee discussed that expectations for the use of Carmi
Elementary School would include that the medical emergency would result in the
closure of the school prior to its use by the health authority and that prior to
returning the building to school use, it would be returned to its original condition
and cleaned/sterilized to the satisfaction of the school district.
d.
Sports Field Update
Mr. Hickling reviewed the progress with Nkwala and Carmi sports fields. Almost all
construction is complete and grass areas are either turfed or seeded. The schools
have been provided access to the turfed areas and it is expected the projects will
be completed by the end of September.
MOTION:
9.0
Minutes of Regular Board of Education Meeting – September 10, 2007
Manning/Van Alphen that the minutes of the buildings, grounds, safety and
transportation committee be received.
CARRIED
REPORT OF SECRETARY-TREASURER
9.1
Trustee By-Election
The secretary-treasurer reported that a school trustee by-election was held on
September 8, 2007 and as previously announced, Shelley Clarke was elected. Because
the by-election was to replace a trustee within the city of Penticton, the election was
“Working Together for Student Success”
School District No. 67 (Okanagan Skaha)
Page 5
Minutes of Regular Board of Education Meeting – September 10, 2007
conducted by City of Penticton staff with the date of September 8 being the latest
possible date to hold the election as required by election proceedings in the Municipal
Act. A total of 483 ballots were cast for the three candidates. A swearing-in ceremony
cannot occur until nine days following the declaration of official election results. Mr.
Regehr and Chairman Little acknowledged and thanked Chief Election Officer Cathy
Ingram and her staff for conducting the election on behalf of the school district. Chairman
Little also acknowledged William Waddell and Daryl Meyers for their interest in public
education and for putting their names forward. Trustees will be invited to the swearing-in
ceremony expected to take place prior to the next board meeting.
9.2
Penticton Secondary School Reconstruction
Director of Maintenance Hickling reported that Minister of Education Shirley Bond toured
the Penticton Secondary School reconstruction site in mid August and was very keen and
supportive of the “green” qualities included in the construction. Almost all brick work is
completed on the south wing and the contractor is starting to install brick on the courtyard
area before moving to the north side. Drywall has been installed in the south wing and
some painting has begun. Roofing is complete over the south wing, shops, multipurpose
and library areas and most of the heavy mechanical, ventilation, and electrical equipment
has been moved to the site and onto the roof. The contractors will soon install windows
on the south wing and is already planning for temporary winter heating. The contractor
advises that construction should be completed in late June 2008 and although this is
slightly later than their original mid May completion date, it will still leave the summer of
2008 for moving equipment from the existing school to the new classrooms. A meeting
will be held tomorrow with the architects related to the next phases including renovations
at the Ellis building.
9.3
Summer Maintenance Projects
The director of maintenance reviewed an extensive listing of summer maintenance and
renovation projects which were completed at the district’s facilities during the summer.
Some of these included set up and take down for Okanagan Hockey School at Queen’s
Park Elementary; carpet installation at a number of schools; roof repairs at Summerland
Secondary, Naramata Elementary, and the board office; and installation of new
playground equipment and pea gravel base at Kaleden Elementary. Additionally, the
custodial staff members were busy with a number of rentals and extra cleaning during the
summer. Appreciation was extended to all maintenance and custodial crews for the
impressive list of improvements to our facilities and their preparations for school opening.
9.4
No Smoking Policy
Secretary-Treasurer Regehr reviewed that at the June 25 board meeting trustees
approved circulation of draft Policy No. 740 – Smoke- and Tobacco-Free Environment to
partner groups for any suggestions for changes. Mr. Regehr added that no comments
regarding the draft policy have been received by the requested date of September 10.
As an addition to the consultation process, invitations will be sent to CUPE and OSTU
inviting further consultation and the no smoking impact on employees. A presentation will
also be held at the next DPAC meeting so that parents hear about the policy and its
impact on schools. This policy will be brought to the October meeting for further
consideration.
9.5
Policy Revisions
The secretary-treasurer advised that effective July 1, 2007, the Ministry of Education
changed the term “Board of School Trustees” to “Board of Education”. There are
numerous references to “Board of School Trustees” in the district policies which require
changes as noted on a listing circulated with the agenda package. As this does not affect
any intent or meaning of the policy, the normal consultation practice for changes to
policies should not be required. It is therefore recommended that these references be
amended to “Board of Education” and that the policies be updated on the district website.
MOTION:
Denesiuk/Manning that the following policies be amended to change the
term “Board of School Trustees” to “Board of Education”:
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School District No. 67 (Okanagan Skaha)
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Minutes of Regular Board of Education Meeting – September 10, 2007
Policy #110 – Policy Development and Maintenance
Policy #130 – Board Standing Committees
Policy #140 – Board Spokesperson(s)
Policy #201 – School Fundraising and School Financial Records
Policy #203 – Student Fees
Policy #210 – Political/Religious Activities and Materials in Schools
Policy #211 – Distribution of Materials to Students
Policy #212 – Trespassers on School Property
Policy #250 – School Planning Councils
Policy #280 – Recycling and Waste Reduction
Policy #300 – Student Registration
Policy #305 – Choice and Flexibility
Policy #311 – Substance Abuse
Policy #312 – District Discipline Committee
Policy #315 – Physical Restraint
Policy #317 – Harassment/Threats/Intimidation/Racial
Prejudice/Violence
Policy #320 – Student Accident/Illness/Suicide Threat
Policy #323 – Police Questioning of Students in Schools
Policy #330 – Co-Curricular and Extra-Curricular Activities/Field
Trips
Policy #340 – Graduation Functions – Secondary Schools
Policy #403 – Student Health and Well Being
Policy #404 – Special Education
Policy #460 – Course Challenge for Credit
Policy #462 – Course Equivalency (Documented Prior Learning)
Policy #470 – Challenged Materials
Policy #507 – Criminal Record Checks
Policy #510 – Executive Officers
Policy #525 – Professional Development and Staff Development
Policy #527 – Sexual Harassment Policy
Policy #528 – Protection of Employees from Violence in the
Workplace
Policy #530 – Employee Wellness, Health and Safety
Policy #533 – Teacher Evaluation
Policy #610 – Records Retention
Policy #725 – Video Surveillance
Policy #740 – Smoke Free Environment
Policy #750 – School Closure
Policy #760 – Disposal of Property
CARRIED
Continuing with the report, Mr. Regehr advised a more formal step is required to
incorporate the name changes in our school district by-laws and it is therefore
recommended that references to “Board of School Trustees” in By-laws 1, 2, and 3 be
amended to “Board of Education” by using three readings.
MOTION:
Andrews/Manning that following first reading of School District No. 67
(Okanagan Skaha) Procedural By-law No. 1 – Meeting Procedures,
Procedural By-law No. 2 – Trustee Elections, and Procedural By-law No. 3
– Appeals, the Board of Education passes the by-laws.
CARRIED
MOTION:
Andrews/Manning that following second reading of School District No. 67
(Okanagan Skaha) Procedural By-law No. 1 – Meeting Procedures,
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School District No. 67 (Okanagan Skaha)
Page 7
Minutes of Regular Board of Education Meeting – September 10, 2007
Procedural By-law No. 2 – Trustee Elections, and Procedural By-law No. 3
– Appeals, the Board of Education passes the by-laws.
CARRIED
MOTION:
9.6
10.0
Andrews/Manning that following third reading of School District No. 67
(Okanagan Skaha) Procedural By-law No. 1 – Meeting Procedures,
Procedural By-law No. 2 – Trustee Elections, and Procedural By-law No. 3
– Appeals, the Board of Education reconsiders, passes, and adopts the bylaws.
CARRIED
Summer School Fees
Secretary-Treasurer Regehr reported that during the registration process and collection
of summer school fees, the Ministry of Education advised that fees could not be charged
for courses leading to graduation. The district was able at that time to return most of the
money collected for secondary remedial courses before the funds or cheques had been
deposited. The district did not return fees for the lower grades but on a closer review, we
now believe some of these fees should also be refunded and staff are now in the process
of refunding these fees. It is expected that summer school fees for 121 of the 148
registered students, or approximately $15,000, will be recovered from the Ministry of
Education. It was noted that the Ministry has established a committee to examine
summer school fees, night school fees, and fees for other courses.
SUPERINTENDENT OF SCHOOLS
10.1
Student Achievement
a.
District Goals
The superintendent reported that the district goals have been refined to:
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Improve student success in reading;
Improve student success in school completion and transitions; and
Improve student success in numeracy.
Director of Instruction Hauptman reported on highlights and plans to improve
student success in reading which included continuing to develop stronger teaching
of reading strategies through such things as SMART Reading, Reading Power, and
Literacy in Action; continuing to work with at-risk readers through early and late
interventions; supporting schools planning in the “Now What” after the
assessments are analyzed; and continuing to help support developing reading
across the curricular areas. Director of Instruction Celli reviewed draft plans for the
second goal related to school completion and beyond which will provide focused
support for students; enhancing the relevancy of programs and learning options for
students; developing and implementing approaches to instruction that are
supportive of learning; and increasing students’ understanding, practice, and
recognition of socially responsible behaviour. Mr. Celli added it is expected two
hundred educators will attend a fall forum entitled “School Completion and Beyond”
sponsored by the BC School Superintendents Association, Okanagan Mainline
Chapter, on November 1.
Highlights of plans related to numeracy were reviewed by Director of Instruction
Hauptman and included implementing the new Vancouver Island Assessments
model; continuing to work with teachers in implementing the new curriculum and
utilizing “Math Makes Sense”; increasing the use of “First Steps in Math”; and
“Breakthrough Math” at the secondary level. The district will continue to have
district workgroups for literacy and numeracy and a workgroup for “School
Completion and Beyond” will be established.
“Working Together for Student Success”
School District No. 67 (Okanagan Skaha)
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Minutes of Regular Board of Education Meeting – September 10, 2007
Continuing with her report, Ms. Hauptman advised that Bill 20 introduced
amendments that replace the accountability contracts with achievement contracts.
This district will continue to refer to this contract as a district progress report and
will work towards its submission by the required October 31st deadline.
10.2
b.
PALS
The PALS Training session will be held on September 18 at the Riverside
Conference Centre.
c.
District Literacy Plan
Director of Instruction Hauptman advised the district will be working with lead
districts throughout the province to develop a Transitional Literacy Plan which
needs to be submitted to the Ministry by October 31. Ms. Hauptman added the
district is part of a community group working on establishing a Community Literacy
Plan. Funds from the Literacy Now grant have been used to hire a community
coordinator, Danielle Robinson. The mandate of this group is listening to the
community, leading community development processes, and setting priorities.
d.
Upcoming Events
Trustees are encouraged to drop into the StrongStart expanded space at Queen’s
Park Elementary School. The FRIENDS Training will be held on October 16 at the
Penticton Trade and Convention Centre. Teams will be sent to the Leadership 4
Learning to be held on November 5 and February 19, and the Literacy in Action
Implementation session will be held on October 2 and 3 at the Penticton Lakeside
Resort.
Communication and Access
a.
10.3
11.0
Field Trips
For information only, the superintendent of schools reviewed details of a field trip to
tour the Legislature in Victoria which was approved by the superintendent pursuant
to district policy.
Other Items
a.
Enrolment
Director of Instruction Dave Burgoyne reported that enrolment as of September 7,
2007 totalled 6,982 or 6,733.834 FTE, down approximately two hundred students
from this time last year. It is anticipated there will be adjustments to enrolment
before the end of September snapshot date.
b.
Class Size and Composition Report
The superintendent reviewed the processes and timelines required at the school,
district, and provincial levels for class size and composition consultation meetings.
A report will be provided at the October 1 board meeting.
c.
2007 Summer Leadership Conference
Mr. Doi expressed appreciation to everyone for their continued involvement and
support in the 2007 summer leadership conference. There were approximately
100 more attendees than last year and many favourable comments related to the
conference, preconference event, and the DPAC session with Barbara Coloroso.
Next year’s conference is entitled “Lessons Learned”.
REPORT OF REPRESENTATIVES
“Working Together for Student Success”
School District No. 67 (Okanagan Skaha)
12.0
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Minutes of Regular Board of Education Meeting – September 10, 2007
NEW AND UNFINISHED BUSINESS
12.1
District Parent Advisory Council (DPAC) Meetings
Chairman Little noted that DPAC meetings for the 2007-08 school year will be held as
follows:
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September 25
October 23
November 27
January 22
February 26
April 22
May 27
June 17 (AGM)
No meetings are scheduled for December and March. All meetings will begin at 7:00
p.m., the first being held at Carmi Elementary School. Chairman Little will assign
trustees to each meeting.
13.0
14.0
15.0
INFORMATION ITEMS
13.1
BCSTA Provincial Council Meeting
Trustee Manning will attend the BCSTA Provincial Council meeting on October 12 and
13, 2007, in Vancouver.
13.2
Board Chair/Superintendent Meeting
Chairman Little and Superintendent Doi will attend a Ministry of Education meeting for all
board chairs and superintendents to be held on November 2 in Richmond.
13.3
Date of Next Meeting
• October 1, 2007, 7:30 p.m., Regular Meeting, School Board Office
TRUSTEE COMMENTS
14.1
Recognition of Student Success
School District No. 67 (Okanagan Skaha) extended congratulations to the students and
groups for outstanding examples of success as shown on the recognition sheet included
with the agenda package.
14.2
Trustee Comments
Trustees provided general comments related to district activities.
ADJOURNMENT
MOTION:
Andrews/Manning that the meeting be adjourned at 8:50 p.m.
CARRIED
16.0
QUESTION PERIOD
____________________
Chairperson
____________________
Secretary-Treasurer
September 14, 2007
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“Working Together for Student Success”