B
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67 (O
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M
INUTES OF THE
R
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OARD OF
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DUCATION
M
EETING
H ELD ON M ONDAY , J UNE 10, 2013, AT 6:30 P .
M .
AT THE S CHOOL B OARD O FFICE
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
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 called the meeting to order and introduced Bonnie Roller Routley as the new secretary-treasurer, effective July 1, 2013.
2.0 ADOPTION AGENDA
MOTION: St. Claire/Van Alphen that the agenda be adopted.
CARRIED
3.0 PRESENTATIONS BY SCHOOLS AND/OR STUDENTS
3.1 Secondary Field Trip to Tanzania
Vice Principal Sandra Richardson was joined by students Graham Brownlee from
Summerland Secondary and Katherine Harris from Princess Margaret Secondary, who travelled to Tanzania at spring break. They shared their experiences, showed pictures of the dormitory the students had built, and discussed the highlights of the trip.
Appreciation was extended to Ms. Richardson and all students who participated in the humanitarian field trip.
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School District No. 67 (Okanagan Skaha) Page 2 Minutes of Regular Board of Education Meeting – June 10, 2013
3.2 Schools on Board Arctic Field Program
School District No. 67 has been selected to participate in this unique program that will bring participants from across Canada together to work with Arctic scientists on board the
CCGS Amundsen as it travels through the Northwest Passage. Jennifer Wingham, Vice
Principal, KVR Middle School, provided an overview of the program. The dates are
September 28 to October 12, 2013 and the student will need to be selected by June 30,
2013.
Appreciation was extended to Ms. Wingham for both the presentation and for bringing the opportunity to students in the school district.
4.0 RECEIVING OF DELEGATIONS AND GUESTS
The Board of Education recognized and thanked the following people for their contributions to the school district, in particular:
•
Raise a Reader – Yasmin John-Thorpe started the Raise a Reader program in
2008 in schools in the South Okanagan with money raised being matched by the provincial government. Through the years, approximately $61,500 has been spent by Raise a Reader on books for students, teachers and librarians.
Fundraising is usually done in September. In particular, Wiltse Elementary is grateful for the support of Ms. John-Thorpe with her literacy initiatives from offerings of books for prizes, additions to library collections, writing workshops and spelling bee ideas, etc.
•
Penticton Indian Band – Grandma’s Program (Authentic Cultural Program) – The
Penticton Indian Band integrates an authentic cultural program at many schools.
Three Grandmas, in particular, made a huge difference bringing a calm presence and wonderful relationships with staff and students to their schools:
•
Grandma Grace Greyeyes at West Bench Elementary;
•
Grandma Vera Gabriel at Penticton Secondary and Princess Margaret
Secondary; and
•
Grandma Margaret Baptiste at Skaha Lake Middle.
5.0 APPROVAL OF PREVIOUS MINUTES
MOTION: Van Alphen/Johnson that the minutes of the regular board of education meeting held on May 13, 2013 be approved.
CARRIED
6.0 REPORT FROM CLOSED MEETING
Chair Manning reviewed the following items which were discussed at the closed meeting held on
May 13, 2013:
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Received correspondence from a parent related to an incident;
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Received information related to a contract;
•
Received information regarding a proposed business program;
•
Received information related to the budget development and staffing;
•
Confirmed teaching and support staff changes;
•
Received information regarding teacher bargaining;
•
Received information regarding CUPE bargaining;
•
Received information related to an upcoming long service recognition/retirement dinner;
•
Confirmed a principal appointment;
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School District No. 67 (Okanagan Skaha) Page 3 Minutes of Regular Board of Education Meeting – June 10, 2013
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Received information related to student suspensions; and
•
Received information related to an Okanagan Labour Relations Council meeting.
7.0 CORRESPONDENCE
7.1 Letter from South Okanagan Victim Assistance Society
A letter from SOVAS questioning how trustees are planning to provide education and support in the area of Family Life Curriculum.
7.2 Letter from a Group of Parents of Children in SD67
A letter forwarded by a group of parents regarding the Family Life Program and supporting the hiring of a Family Life Teacher for the district.
7.3 Summary of Copies of Letters to the Board
Copies of the letters to the Board listed below are available in the trustee reading file:
•
School District No. 8 (Kootenay Lake) to the Coalition of Child Care Advocates of
BC supporting the Community Plan for a Public System of Integrated Early Care and Learning;
•
School District No. 5 (Southeast Kootenay) to the Minister of Education regarding
Carbon Offsets;
•
School District No. 71 (Comox Valley) to the Minister of Education regarding the proposed International Education Strategy;
•
School District No. 69 (Qualicum) to the Premier expressing disappointment that many CUPE locals are deciding to hold a strike vote and urging the new government to consider a mandate for all school board employees that includes a wage increase; and
•
Metro Boards of Education to the president of British Columbia School Trustees
Association.
CARRIED
Trustees requested a listing of how each school is currently providing the family life curriculum to students in that school.
8.0 REPORT OF COMMITTEES
8.1 Buildings, Grounds, Safety and Transportation Committee
Trustee Huebert reported on the buildings, grounds, safety and transportation committee meeting held on May 29, 2013: a. Annual Facility Grant
The secretary-treasurer reviewed the purpose and amount of the AFG program and reminded trustees that the AFG will be funded from the holdback funds this year. Director of Facilities Gorcak reviewed the AFG projects for the 2013-14 year.
Projects are subject to change as circumstances vary during the year.
MOTION: Huebert/Van Alphen that the annual facility grant projects for the 2013-14 school year be approved as presented.
CARRIED
The director of facilities reviewed the process and research completed to date regarding the effluent irrigation program requested by the City of Penticton. School and city staff have met with partner groups as well as potential schools involved
(Skaha Lake Middle School, Parkway Elementary, and Princess Margaret
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School District No. 67 (Okanagan Skaha) Page 4 Minutes of Regular Board of Education Meeting – June 10, 2013
Secondary) to receive feedback on the proposal and the response was favourable.
Further work will need to be completed regarding soil analysis, costing, drainage, and the effect on irrigation systems.
MOTION: Huebert/Clarke that the report of the buildings, grounds, safety, and transportation committee be received.
CARRIED
Trustee Clarke reported on the policy committee meeting held on May 29, 2013: a. Policy No. 150 – Trustee Financial Matters
The draft change to Policy No. 150 was brought forward for housekeeping purposes as it was approved by the Board in 2006 and was reviewed with no changes in 2010. The committee recommended the addition of a sentence in
Section 2 to include: “Trustee indemnities shall be increased each September by the Consumer Price Index for British Columbia for the previous 12-month period unless the Board declines the increase.”
MOTION: Clarke/Van Alphen that the recommended change to Policy No. 150 –
Trustee Financial Matters be approved.
CARRIED b. Policy No. 330 – Field Trips
The draft change to Policy No. 330 was brought forward for housekeeping purposes as it reflects current practice. The committee recommended the addition of the following sentence to 6.3 b) of the regulations: “A copy of the driver’s license, the driver’s abstract, and proof of valid insurance must be provided to the principal prior to transporting students in private vehicles during school activities.”
MOTION: Clarke/Hubert that the recommended change to Policy No. 330 – Field
Trips be approved.
CARRIED c. Policy No. 450 – Student Records
This housekeeping change was brought forward to add to the regulations a relevant section of the School Act . The committee recommended that “Section 79” of the School Act be added to the policy.
MOTION: Clarke/Beaven that the recommended change to Policy No. 450 – Student
Records be approved.
CARRIED d. Policy No. 520 – Excluded Staff Personnel Policy
The draft changes to the regulations of Policy No. 520 – Excluded Staff Personnel
Policy were brought forward to update current titles of excluded employees as circulated with the agenda package. The committee recommended the changes to this policy.
MOTION: Clarke/Van Alphen that the recommended changes to Policy No. 520 –
Excluded Staff Personnel be updated to reflect current excluded staff titles.
CARRIED e. Policy No. 600 – Fiscal Control
The committee reviewed suggested changes to Policy No. 600 – Fiscal Control and agreed to table the discussion to allow for further research.
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Policy No. 305 – Choice and Flexibility
Minutes of Regular Board of Education Meeting – June 10, 2013
Draft regulations to add definitions of “resident”, “ordinarily resident”, and “place of residence” to Policy No. 305 – Choice and Flexibility were reviewed and supported by the committee. Additionally, committee members reviewed the sibling clause and one catchment area as it relates to the French Immersion Program and requested that this be further explored and brought back to the committee in
September. g. Policy No. 300 – Student Registration
A draft change to define eligibility of students who live within the geographical boundaries of the school district was reviewed. It was suggested that the sentence
“This eligibility is defined in Policy No. 305 – Choice and Flexibility.” be added to the rationale statement of the policy.
MOTION: Clarke/Van Alphen that the sentence “This eligibility is defined in Policy No.
305 – Choice and Flexibility.” be added to the rationale statement of Policy
No. 300 – Student Registration.
CARRIED h. Policy No. 310 – District Code of Conduct
In response to a request from a parent to review the definition of “weapons” contained in Policy No. 310 – District Code of Conduct, committee members reviewed and recommended to not have a list defined in the policy. Committee members requested that this discussion be tabled until further work can be completed on the definition.
MOTION: Clarke/Beaven that the report of the policy committee be received.
CARRIED
Trustee Beaven reported regarding the education committee meeting held on June 4,
2013: a. Doctorate Research Project
Ms. Glenda Mason, a speech language pathologist with the district, is completing her PhD in the School of Audiology and Speech Sciences through the University of
British Columbia. She is requesting permission to conduct another phase of the research project she began in the spring of 2008, concerning the production of multisyllabic words in elementary school children.
The purpose of the first two phases of the study was to acquire longitudinal data that will enable the establishment of a growth trajectory, forming the basis of quantified developmental information for use in assessment and therapy decisionmaking. This data is currently being analyzed. The third phase is intended to collect the same data on a sample of children with histories of/ongoing speech disorders to compare their performance to the typically developing children.
MOTION: Beaven/Huebert that Glenda Mason be approved to continue her research work in the district as part of her PhD requirements.
CARRIED b. Comprehensive School Health
Jenny Mitchell, Health Promoting Schools Coordinator, provided an overview of the
Comprehensive School Health and the initiatives within the district that promote student health. Ms. Mitchell reviewed the current goals and also the goals for the
2013-14 school year.
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School District No. 67 (Okanagan Skaha) Page 6 Minutes of Regular Board of Education Meeting – June 10, 2013
Joan Chambers, Coordinator, Literacy Now South Okanagan-Similkameen, presented the District Literacy Plan. This plan covers the geographical region of both School District No. 53 and School District No. 67. District Literacy Plans are multi-year, annually updated plans that are developed by community-wide processes. School districts are one of the many partners and boards of education are required, by legislation, to prepare and submit to the Minister of Education a
District Literacy Plan with respect to improving the literacy of all citizens within the
District. The plans for the 2012-13 year were presented as well as the goals for
2013-14.
MOTION: Beaven/Clarke that the District Literacy Plan be accepted and submitted to the Minister as required by the School Act.
CARRIED d. Collaborative Planning Initiative
Chris Van Bergeyk, Principal, Summerland Secondary School, presented information on a school-wide collaborative planning model the staff is considering for next year. The proposed model of weekly collaborative time keeps students in school and involved in their learning, but releases half of the staff each Wednesday for an hour to be involved in collaborative activities with their colleagues. The remaining staff will be working with all the students in the school enhancing learning opportunities. Benefits of this model include weekly collaborative time for staff and enhanced learning opportunities for students.
e. School Improvement Plans
Wendy Hyer, Superintendent of Schools, and Don MacIntyre, Director of
Instruction, presented an overview of the district process used to develop School
Improvement Plans. As well, the School Improvement Plan for Summerland
Secondary was reviewed with the Board, outlining the key components of the plan.
All reports have been reviewed by district staff and meet the necessary requirements. They will be posted on our district website upon Board approval.
MOTION: Beaven/Clarke that the Board of Education approve the school improvement plan for every school in the school district.
CARRIED
CARRIED
8.4 Finance and Management Committee
Trustee Van Alphen reported on the finance and management committee meeting held on June 5, 2013:
Director of Finance Maywood reviewed a chart which provided a comparison of the current trustee remuneration for School District No. 67 compared to the cohort districts and the provincial average. The review indicates SD67 trustees receive less than the provincial average and less than the cohort average when adjusted to exclude the Lower Mainland school districts, which are typically higher. It was noted that revisions to Policy No. 150 – Trustee Financial Matters would increase the rates by the Consumer Price Index each September; however, committee members would like to have the ability to decline the increase each year.
MOTION: Van Alphen/Huebert that the trustee indemnity will be increased each
September by the Consumer Price Index for British Columbia for the previous 12-month period; however, the adjustment will be declined for this year.
CARRIED
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School District No. 67 (Okanagan Skaha) Page 7 Minutes of Regular Board of Education Meeting – June 10, 2013
MOTION: Van Alphen/Beaven that the report of the finance and management committee be received.
CARRIED
9.0 REPORT OF SECRETARY-TREASURER
Pursuant to district policy, Director of Finance Maywood reviewed the financial report to
May 31, 2013 provided in the agenda package, noting the finances are in line with this time of the year.
9.2 Request for Proposals for Banking Services
The director of finance reviewed the process used to evaluate the proposals for banking services advising the request for proposals was issued on March 1. Five financial institutions responded by the deadline of April 26. The evaluation was based on experience and resources, customer support, product and service offering, implementation strategy, pricing, statement reporting and review, and innovation and value added. The evaluation committee shortlisted the proposals and presentations were provided to district and school clerical staff. A request for purchasing card services was also requested as part of the banking services and was evaluated on its own merit. The staff recommendation will result in cost savings for banking services for the term of the contract and enrolment in a more flexible cash rebate program for the purchasing card program.
MOTION: St. Claire/Van Alphen that the Bank of Montreal be appointed as Banker for
School District No. 67 (Okanagan Skaha) for a term of three (3) years with the possibility of a two (2) year extension to provide banking products and services, effective July 1, 2013; and
That the Bank of Montreal be appointed as supplier of a commercial card program for which School District No. 67 (Okanagan Skaha) will be a participant organization, the term of which is specified as part of the commercial cards program agreement between the province and Bank of
Montreal.
CARRIED
10.0 SUPERINTENDENT OF SCHOOLS
10.1 District Achievement Contract
The School Act requires each board of education in British Columbia to prepare and submit to the Ministry of Education an Achievement Contract with respect to standards for student performance and plans for improving achievement in the district. An overview of the district’s Achievement Contract was provided by Director of Instruction MacInytre who noted the report outlines the district’s commitment to an inquiry-based model for improving student achievement, focusing on two goal areas – To improve student success in Reading Comprehension, and 2. To increase the likelihood that ALL students will successfully complete their educational programs with a positive sense of optimism, purpose, and control. The report reviews the process used to develop school plans, explains the inquiry-based model and school-based inquiry questions, and describes the process used to approve school improvement plans. This report must be submitted by
July 15 th
of each school year and when final data additions are made, the district achievement contract will be available on the district’s website.
MOTION: Clarke/Van Alphen that the Board of Education will submit its achievement contract for the school year to the Minister and make its achievement
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School District No. 67 (Okanagan Skaha) Page 8 Minutes of Regular Board of Education Meeting – June 10, 2013 contract available to residents of the school district and to parents of students attending schools in the district.
CARRIED
Director of Instruction MacIntyre reviewed the listing of field trip requests included with the agenda package, four of which were approved by the superintendent pursuant to district policy.
MOTION: Beaven/Clarke that the field trip request for approximately 12 secondary students from Penticton Secondary School to travel to Cuba from July 2 to
19, 2014 to participate in ecological research with scientists working with
Operation Wallacea on the Isle of Youth in Cuba be approved in principle.
CARRIED
MOTION: Van Alphen/Huebert that the field trip request for 40 to 53 French
Immersion students from KVR Middle and Summerland Middle to travel to
Quebec City from February 6 to 12, 2014, for the annual winter carnival be approved in principle.
CARRIED
MOTION: Johnson/Van Alphen that the field trip request for July 8 to 29, 2013 for 25 to 30 senior students from Princess Margaret Secondary, Penticton
Secondary, and Summerland Secondary to travel to and participate in a humanitarian trip to Arusha, Tanzania be given final approval.
CARRIED
MOTION: Clarke/St. Claire that the field trip request for September 28 to October 12,
2013, for one SD67 student to participate in a field trip to Kugluktuk and
Iqualuit, Nanavut, and aboard the CCGS Amundsen as it travels through the Northwest Passage to work with international scientists investigating
Arctic climate change be approved in principle.
CARRIED
10.3 Enrolment
The superintendent of schools reported that enrolment as of May 31, 2013 showed 6,073 students, an increase of 18 from the previous month.
12.0 NEW AND UNFINISHED BUSINESS
13.1 Date of Next Meeting
•
September 9, 2013, 6:30 p.m., Regular Meeting, School Board Office, or at the call of the chair
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 listing circulated with the agenda package.
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School District No. 67 (Okanagan Skaha) Page 9
14.2 Recognition of Student Artwork
Minutes of Regular Board of Education Meeting – June 10, 2013
Congratulations were extended to the students from Penticton Secondary School for their artwork currently on display at the school board office.
Trustees provided general comments related to district activities including Penticton
Secondary School students participating with the Rotary Club in beautifying the KVR trail between Jermyn Avenue and Main Street, the summer reading program at Queen’s Park
Elementary School, and the Association of Community Colleges conference hosted in
Penticton.
Comments/questions from the audience were related to:
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The family life program;
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The date the new secretary-treasurer will begin work with the district;
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Clarification of annual facility grant funding;
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Clarification of the banking services contract; and
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Clarification if trustee indemnities come up each year.
16.0 ADJOURNMENT
MOTION: Beaven/Van Alphen that the meeting be adjourned at 8:21 p.m.
CARRIED
____________________________________
Ginny Manning, Chairperson
____________________________________
Ron Shongrunden, Secretary-Treasurer
June 25, 2013
Ref: U:\SBO-ST-Data\DA\2012-2013\00100 - 00999 Admin\00300-05 Minutes Open\2013-06-10 OP Minutes.docx
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