BOARD OF EDUCATION
SCHOOL DISTRICT NO. 67 (OKANAGAN SKAHA)
MINUTES OF THE REGULAR BOARD OF EDUCATION MEETING
HELD ON MONDAY, JANUARY 14, 2013, AT 6:30 P.M.
AT THE SCHOOL BOARD OFFICE
MINUTES
IN ATTENDANCE
Ginny Manning, Chair
Bruce Johnson, Vice Chair
Linda Beaven, Trustee
Shelley Clarke, Trustee
Walter Huebert, Trustee
Tracy St. Claire, Trustee
Linda Van Alphen, Trustee
Wendy Hyer, Superintendent of Schools
Ron Shongrunden, Secretary-Treasurer
Dave Burgoyne, Assistant Superintendent
Maureen Maywood, Director of Finance
Doug Gorcak, Director of Facilities
Don MacIntyre, Director of Instruction
Pam Butters, Director of Instruction
Danny Francisco, Manager of Information Technology
Daphne Adey, Executive Assistant
1.0
CALL TO ORDER
Chair Manning welcomed everyone to the meeting.
2.0
ADOPTION OF AGENDA
MOTION:
St. Claire/Beaven that the agenda and addendum be approved.
CARRIED
3.0
PRESENTATIONS BY SCHOOLS AND/OR STUDENTS
3.1
School Inquiry: Engaging Students through Authentic Tasks
Principal Jason Corday, Vice Principal Andrea DeVito, and Teacher Holly Colquhoun
presented a number of video clips which portrayed Summerland Middle School’s inquiry
journey with specific focus on the use of technology and authentic tasks to engage
students in learning. Engaging students through authentic tasks such as use of the
SMART Board, building webpages and personal e-portfolios, and learning outside the
classroom (field trips, senior buddies program) helped students to enjoy learning through
a different means.
Following a number of trustee questions, appreciation was extended to the principal and
staff for their efforts in working together for the benefit of the students.
“Working Together for Student Success”
School District No. 67 (Okanagan Skaha)
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Minutes of Regular Board of Education Meeting – January 14, 2013
4.0
RECEIVING OF DELEGATIONS AND GUESTS
5.0
APPROVAL OF PREVIOUS MINUTES
MOTION:
Clarke/St. Claire that the minutes of the inaugural meeting held on December 10,
2012, and the regular meetings held on December 10 and 27, 2012 be adopted.
CARRIED
6.0
REPORT FROM CLOSED MEETING
Chair Manning reviewed the following items which were discussed at the closed meeting held on
December 10, 2012:
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7.0
Received correspondence from the Minister of Education;
Received information on a provincial legal matter;
Discussed technology revenue and contracts;
Discussed a personnel matter;
Confirmed teaching and support staff changes;
Received information related to student suspensions; and
Received information regarding a resolution for the BCPSEA annual general meeting.
CORRESPONDENCE
7.1
Letter from School District No. 63 (Saanich)
A letter forwarded by School District No. 63 (Saanich) regarding the openStudent project
being developed by their school district.
7.2
Letter from Minister of Education
A letter from the Minister of Education advising the government recognizes international
education as a vital sector that delivers significant social, cultural and economic benefits
to the province, is reviewing K-12 international education activities, and will be moving to
the next phase of consultation which will focus on developing an action plan to improve
and better support onshore international education activities and international distributed
learning. The Ministry will convene a series of regional round tables in the spring of 2013
and welcomes input and suggestions that advance the quality and continued growth of
the sector.
7.3
Copies of Letters to the Board regarding Cooperative Gains Mandate
Since the special board meeting on December 27, 2012, the following school districts
have sent letters to the Minister of Education regarding the cooperative gains mandate:
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School District No. 5 (Southeast Kootenay;
School District No. 51 (Boundary);
School District No. 38 (Richmond);
School District No. 54 (Bulkley Valley);
School District No. 10 (Arrow Lakes);
School District No. 84 (Vancouver Island West;
School District No. 83 (North Okanagan – Shuswap);
School District No. 64 (Gulf Islands);
School District No. 44 (North Vancouver);
School District No. 68 (Nanaimo-Ladysmith);
School District No. 28 (Quesnel);
School District No. 60 (Peace River North); and
School District No. 20 (Kootenay-Columbia).
“Working Together for Student Success”
School District No. 67 (Okanagan Skaha)
7.4
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Minutes of Regular Board of Education Meeting – January 14, 2013
Copies of Letters to the Board
Copies of letters to the Board listed below are available in the trustee reading file:
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School District No. 83 (North Okanagan – Shuswap) to the Minister of Education
regarding the recent 2012-13 recalculated funding allocation announcement;
School District No. 68 (Nanaimo-Ladysmith) to the presidents of BC School
Superintendents’ Association and BC Association of School Business Officials
regarding the cooperative gains mandate.
MOTION:
Van Alphen/Huebert that the correspondence be received.
CARRIED
8.0
REPORT OF COMMITTEES
8.1
Education Committee
Trustee Beaven reported on the education committee meeting held on January 8, 2013:
a.
Through a Different Lens Project
The Board received a presentation on the “Through a Different Lens Project” by
District Helping Teacher Judith King, Penticton Secondary Teacher Russ Reid, and
Columbia Elementary Teacher Judy Schneider. Ms. King provided the background
behind this project with data her team has looked at in the past few years. This
data provided the base from which the project was launched to work with students
identified in the data as being at-risk of graduation. A grant from the Vancouver
Foundation was acquired to fund the work of the project for the second year. The
grant will continue through to the next school year. Ms. King also highlighted her
team’s June 2012 report that provided further data compiled from a survey which
was completed involving 516 students. Another post survey will be conducted this
year.
Penticton Secondary School Teacher Russ Reid talked about the different learning
activities being used by teachers who are involved in this project. Mr. Reid gave
examples in a wide variety of courses such as English 9, Science 9, Math 8, Lit 12,
SS 10, Geography 12 and Math 9. Mr. Reid also discussed how teachers were
altering their assessment strategies so they can effectively and fairly assess
students work when it was presented in a different format.
Judy Schneider, a teacher from Columbia Elementary, talked about what she has
been doing in her classroom since joining the project team last year. Engagement
of the students in the learning activity is a key according to Ms. Schneider – her
comments: “Without student engagement it doesn’t matter what the activity is;
learning just doesn’t happen. So how do we ensure we maximize student
engagement?” Meeting with other teachers in the planning sessions for teachers
involved in the project has been significant for Ms. Schneider to learn and
implement new activities that are highly engaging for students. Ms. Schneider
discussed how this work has led to improved relationships and engagement with all
of students, the high achievers, the middle students, but mostly the impact on the
students who have not always been successful at school – these students have
been engaged in their learning as never before.
b.
School Calendar Regulation
The new School Calendar Regulation was reviewed by Assistant Superintendent
Burgoyne. The previous calendar regulation specified the number of days in
session, the start and end dates of the year, and holiday periods as well as the
minimum number of minutes of instruction per week. The new calendar regulation
only specifies the minimum number of hours per year of “instruction.” However,
any proposed calendar a board wishes to implement must not only go through a
consultation process with unions and parents but it must comply with any
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School District No. 67 (Okanagan Skaha)
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Minutes of Regular Board of Education Meeting – January 14, 2013
provisions of local collective agreements unless the union agrees to the change.
Mr. Burgoyne has begun the consultation process with OSTU and CUPE for the
2013-14 school year and will be attending the DPAC meeting on January 23, 2013
to begin that process. The school district is required to submit to the Ministry the
2013-14 school calendar by March 31, 2013 and this will come before the Board of
Education at the March 11, 2013 public meeting. At this time, it is anticipated that
the 2013-14 school year will fall along the traditional start and end dates and well
as holiday periods as in past years. This is due to the fact that various activities
have already been planned for the next school year and these activities need to be
set well in advance. Current consultations are laying the ground work to decide if
there is any interest from parents, teachers or support staff for an alternate school
calendar in future years.
MOTION:
Beaven/Van Alphen that the report of the education committee be
received.
CARRIED
Further to the report, Superintendent Hyer advised that SET-BC has contacted SD67 for
permission to interview and video tape teachers involved with Through a Different Lens
and will develop a multimedia resource of their project.
8.2
Buildings, Grounds, Safety and Transportation Committee
Trustee Huebert reported on the buildings, grounds, safety and transportation committee
meeting held on January 9, 2013:
a.
Video Surveillance Report
Director of Facilities Gorcak advised that Policy No. 725 requires an annual review
of video surveillance procedures in the district and reviewed a report outlining the
number and locations of cameras in the school district. The intent of the cameras
is to protect students, property, and staff and help with lowering incidents of
vandalism. In response to a trustee question whether any plans exist for
installation of roll shutters at other schools, Mr. Gorcak explained that each school
is considered individually as to the best way to reduce vandalism at that school.
Roll shutters have been placed along the back side of McNicoll Park Middle near
the creek.
b.
Vandalism Report
For trustee information, Mr. Gorcak reviewed a listing of vandalism work orders for
the past year noting a total of 181 work orders compared to 252, 350, and 375 in
the previous three years. Mr. Gorcak explained that the cost of $28,048.69 for
2012 includes labour only and the district is working towards changing the work
order system to include the cost of materials providing a true cost of vandalism
damage. It was noted that the cost of damage has decreased in 2012 compared to
$47,000 in 2011, $64,296 in 2010, and $75,352 in 2009.
c.
Fire at Queen’s Park Elementary
For trustee information, the director of facilities provided an update to a small fire
on December 13 at Queen’s Park Elementary School. Someone had placed a
cafeteria tray in the oven to store it and another person turned on the oven
resulting in the tray being melted and catching on fire. It was noted that the school
was evacuated, the Penticton Fire Department attended, and there were no
damages other than to the stove.
d.
Automated External Defibrillators (AED) in Schools
Mr. Gorcak advised that one of our schools has been contacted regarding the
possibility of receiving a donation of an Automated External Defibrillator device.
Mr. Gorcak reviewed a Schools Protection Plan (SPP) bulletin regarding AED use
in BC schools, which listed a number of concerns expressed by SPP related to cost
of training, certification/re-certification, maintenance repair and replacement, and
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Minutes of Regular Board of Education Meeting – January 14, 2013
consistency of program in place. Principals have been requested to direct any
requests for an AED to Mr. Gorcak who will bring the request to a future committee
meeting.
e.
Carbon Neutral Capital Program (CNCP) Funding Application
The director of facilities reviewed information related to the CNCP funding program
which will put an equivalent amount of carbon offsets towards school district carbon
neutral projects. Districts are requested to submit applications for funding by
January 11, 2013. SD67 has submitted three applications: boiler upgrades to
higher efficiency models at West Bench Elementary and Carmi Elementary, and
extending the geothermal project at Princess Margaret Secondary to Skaha Lake
Middle School. Mr. Gorcak added the Ministry is looking for projects which will
show measurable emission reductions and a total of $5 million is available
throughout the province. The Ministry is hoping to award projects by the end of
February and provide the funds soon thereafter so that projects can be completed
over the summer.
MOTION:
8.3
Huebert/Van Alphen that the report of the buildings, grounds, safety, and
transportation committee be received.
CARRIED
Finance and Management Committee
Trustee Van Alphen provided a report on the finance and management committee
meeting held on January 9, 2013:
a.
Ministry Funding Recalculation
Director of Finance Maywood reviewed two documents, the first which showed the
interim operating grants following the September 2012-13 enrolment count and the
second, a revenue variance analysis of the funding recalculation compared to the
preliminary budget. Ms. Maywood noted the district will receive $144,472 less in
Ministry funding; however, other sources of income are higher with the overall net
operating revenue being approximately $15,000 less than budgeted.
The
committee was advised that during the Ministry funding allocation conference call
the Ministry indicated they are planning to keep approximately $15 million of the
holdback funds, which were previously shared with school districts, until after the
provincial budget is presented and that these funds could be used to fund the
2013-14 annual facility grant program. The committee was also advised that
BCPSEA funding, normally given to districts, was also taken from the holdback
funds. Following discussion, the committee recommended that a draft letter to the
Minister of Education be available for the board meeting.
MOTION:
b.
Van Alphen/Beaven that a letter be forwarded to the Minister of Education
expressing displeasure in the Ministry changing the process for the
allocation of holdback funds and not allocating the entire amount of
holdback funds to school districts.
CARRIED
Animals on School Grounds
Secretary-Treasurer Shongrunden advised a letter has been received from a
parent requesting consideration of a school district-wide policy regarding animals
on and within school property. Following consideration of the request, the
committee agreed a district-wide policy would not be necessary and that the
decision of animals at a school should be a school-based decision which,
depending on the clientele, may change year by year. A letter of response will be
sent to the parent.
MOTION:
Van Alphen/Clarke that the report of the finance and management
committee be received.
CARRIED
“Working Together for Student Success”
School District No. 67 (Okanagan Skaha)
9.0
Minutes of Regular Board of Education Meeting – January 14, 2013
REPORT OF SECRETARY-TREASURER
9.1
Community Connections
Secretary-Treasurer Shongrunden explained the School Community Connections
program and advised that letters have been received announcing approval of all four of
SD67’s applications for projects under the Final School Community Connections
program:
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10.0
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Kitchen renovation at Giant’s Head Elementary School in the amount of $8,000;
Community kitchen upgrades at Naramata Elementary School in the amount of
$1,500;
Installation of sanitizing dishwasher at West Bench Elementary in the amount of
$5,000;
Purchase of refrigerators for community breakfast and lunch programs at five
schools in Penticton, in the amount of $3,000.
9.2
Transition from HST to PST/GST
Director of Finance Maywood provided an overview of the transition from HST to
PST/GST noting the district had not budgeted the transition to HST so any gains made
through HST rebates were added to surplus. It is anticipated that the school district will
receive approximately $150,000 less in rebates as the HST is phased out on April 1,
2013.
9.3
Office of the Auditor General of British Columbia
Secretary-Treasurer Shongrunden reviewed information recently received regarding the
appointment of auditors for government organizations and trust funds. The Auditor
General’s office looks at 152 entities and determines the three levels of involvement of
the Auditor General in the financial statement audits of government organizations which
include high (direct) involvement; moderate (oversight) involvement; and low (limited)
involvement. The level of involvement is based on an assessment of risks for that entity.
The coverage plan for the three years ending March 31, 2016 confirms that the financial
statements of SD67 will be audited by an auditor appointed by the Board of Education.
9.4
Office of the Auditor General of British Columbia
SD67 has been advised that the Auditor General will conduct a project on the Information
Technology (IT) General Controls across the BC government reporting entities and this
audit will include SD67. The audit will take place between December 2012 and February
2013 with a final report published by June 2013. Mr. Shongrunden added all school
districts will complete a self-assessment audit and the Auditor General’s Office will visit
some districts following review of the self-assessments.
SUPERINTENDENT OF SCHOOLS
10.1
Research Proposal
Superintendent Hyer advised that Dr. Lorraine Baron, Research Associate Innovative
Learning Centre, Faculty of Education at UBC Okanagan, is seeking permission to invite
teachers and students in SD67 to participate in a study to investigate how teachers and
students use Thinkable, a free-web-based interactive and flexible platform where highquality learning merges with optimal use of technology. Information outlining the project
was provided with the agenda package.
MOTION:
Beaven/Huebert that permission in principle be granted for SD67 teachers
and students to participate in this project.
CARRIED
“Working Together for Student Success”
School District No. 67 (Okanagan Skaha)
10.2
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Field Trips
Director of Instruction MacIntyre reviewed two field trip requests pursuant to district
policy.
MOTION:
Clarke/Johnson that the field trip request for March 16 to 26, 2013 for 45
students from Penticton Secondary, Princess Margaret Secondary, and
Summerland Secondary to travel to Italy, Austria, Germany, and the Czech
Republic to experience and learn about those countries and cultures be
given final approval.
CARRIED
MOTION:
Van Alphen/Clarke that the field trip request for March 15 to 26, 2014 for
46 students from Penticton Secondary, Princess Margaret Secondary and
Summerland Secondary to travel to Ireland, Wales, England, and France to
experience and learn about those countries and cultures be approved in
principle.
CARRIED
10.3
Enrolment
The superintendent of schools reported that enrolment as of December 31, 2012 was
6,094 students, a decrease of 61 students since November. Most of these students were
with ConnectEd with the remaining 12 students having moved from the area.
10.4
International Program
Superintendent Hyer provided an update on the international program. Eleven students
from Korea are presently in the Summerland schools and another 16 Korean students
are in Penticton schools. The students are attending school and enjoying their visits to
the Okanagan. Ms. Hyer added she had been in contact with Okanagan College and
Okanagan University College regarding a joint project for transition of international
students from secondary to post-secondary education. There are currently 27 short-term
students from Korea and as of February the program will have 21 long-term students
(nine from Japan and six from Germany). Ms. Hyer acknowledged the work of Bev
Skinner and Brenda Kotzian, homestay coordinators, for finding and matching host
families.
11.0
REPORT OF REPRESENTATIVES
12.0
NEW AND UNFINISHED BUSINESS
12.1
13.0
Minutes of Regular Board of Education Meeting – January 14, 2013
Committee and Representative Appointments
Chair Manning presented committee and representative appointments as well as trustee
school liaisons for the period January 2013 to November 2013.
INFORMATION ITEMS
13.1
BCSTA Provincial Council Meeting
The deadline for the BCSTA to receive provincial council meeting motions is January 23,
2013. The provincial council meeting will be held on February 22 and 23, 2013 in
Vancouver. Trustee Clarke will attend.
13.2
BCSTA Annual General Meeting
The deadline for submission of motions for the BCSTA annual general meeting to be held
April 25 to 28, 2013 in Kelowna is as follows:
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Extraordinary motions – February 14, 2013
Substantive motions – February 22, 2013
“Working Together for Student Success”
School District No. 67 (Okanagan Skaha)
14.0
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Minutes of Regular Board of Education Meeting – January 14, 2013
13.3
Date of Next Meeting
• February 4, 2013, 6:30 p.m., Regular Meeting, School Board Office
13.4
BCSTA Thompson Okanagan Branch Meeting
School District No. 23 (Central Okanagan) will host the branch meeting on March 2 and
3, 2013. Trustees agreed to participating with host baskets and were encouraged to put
names forward to the nominating committee for upcoming vacancies on the branch
executive.
13.5
Aboriginal Enhancement Agreement
Director of Instruction Don MacIntyre reported the Aboriginal Education Planning Council
is currently in the process of renewing the enhancement agreement and is working with
Colleen Hannah from the Ministry of Education. A planning meeting will be held on
January 17, 2013.
TRUSTEE COMMENTS
14.1
Trustee Comments
Trustees commented on a number of district events including Summerland Middle
School’s “Me to We Penny Drive”, West Bench Elementary School’s food bank drive, and
the DARE graduation. Appreciation was extended to staff for the extra work with school
concerts during the holiday season.
14.2
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 listing circulated with the
agenda package.
15.0
QUESTION PERIOD
Comments/questions from the media included clarification on the Auditor General’s audit, an
explanation of the cooperative gains mandate and holdback funds, and the transition from HST to
PST/GST.
16.0
ADJOURNMENT
MOTION:
St. Claire/Clarke that the meeting be adjourned at 8:06 p.m.
CARRIED
____________________
Chairperson
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Secretary-Treasurer
January 18, 2013
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“Working Together for Student Success”