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EETING

H ELD ON M ONDAY , M AY 12, 2014, AT 6:30 P .

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AT THE S CHOOL B OARD O FFICE

MINUTES

IN ATTENDANCE Bruce Johnson, Chair

Tracy St. Claire, Vice Chair

Linda Beaven, Trustee

Shelley Clarke, Trustee

Walter Huebert, Trustee

Ginny Manning, Trustee

Linda Van Alphen, Trustee

Wendy Hyer, Superintendent of Schools

Bonnie Roller Routley, Secretary-Treasurer

Dave Burgoyne, Assistant Superintendent

Pam Butters, Director of Instruction

Danny Francisco, Director of Information Technology

Doug Gorcak, Director of Facilities

Don MacIntyre, Director of Instruction

Maureen Maywood, Director of Finance

Daphne Adey, Executive Assistant

1.0 CALL TO ORDER

Chair Johnson welcomed everyone to the meeting.

2.0 ADOPTION AGENDA

MOTION: Van Alphen/Beaven that the agenda with the addition of item number 3.3 be approved as amended.

CARRIED

3.0 PRESENTATIONS BY SCHOOLS AND/OR STUDENTS

3.1 Collaborative Time – Giant’s Head Elementary School

During the 2013-14 school year, Giant’s Head Elementary School implemented schoolwide collaboration time. An overview of the structures and strategies used, as well as the successes and challenges of the process, was provided by Darcy Mullin, Principal of

Giant’s Head Elementary School. Teachers and staff were very pleased with the use of the collaboration time and overwhelming want to continue during the coming year.

Mr. Mullen was thanked for his update of the program.

“Working Together for Student Success”

School District No. 67 (Okanagan Skaha) Page 2 Regular Board of Education Meeting – May 12, 2014

3.2 Colours 4 Kids Run

Princess Margaret Secondary students Sinclaire Lovett and Nikita Pickard presented information related to the Colour 4 Kids Run being hosted by Princess Margaret. The run will be held on June 7 with all proceeds going to the Children’s Hospital. Both students have a long history with the hospital and are passionate about giving back to the doctors and nurses who have helped shape their lives. Vice Principal Sandra Richardson accompanied the students.

Following a number of questions, Chair Johnson thanked the students for their presentation and for organizing the run to benefit others.

On behalf of the British Columbia School Trustees Association, Chair Johnson presented

Certificates of Long Service to Trustee Huebert for six years and to Trustees Manning and Van Alphen for 12 years of service to the BCSTA and district.

4.0 RECEIVING OF DELEGATIONS AND GUESTS

5.0 APPROVAL OF MINUTES OF PREVIOUS MEETINGS

MOTION: Beaven/Clarke that the minutes of the regular meeting held on April 14, 2014 be adopted.

CARRIED

7.0 REPORT FROM CLOSED MEETINGS

Chair Johnson reviewed the following items which were discussed at the closed meeting held on

April 14, 2014:



Received a report from the finance and management committee meeting;



Received an update on district technology initiatives;



Received information related to the new MyEducation BC;



Reviewed information related to personnel;



Received information related to student suspensions; and



Received information related to teacher and CUPE bargaining.

8.0 CORRESPONDENCE

8.1 Letter from Ministry of Education

A letter from the Ministry of Education advising the school calendar is in compliance with the School Act and the School Calendar Regulation.

8.2 Letter from City of Penticton

A letter from Anthony Haddad, Director of Development Services, City of Penticton, providing information related to a design process for the future enhancement of the park space around the 100 Block of Main Street and 700 Block of Main Street, and requesting representatives from the school district to a planning meeting. It was noted that student representatives from Penticton Secondary School have also been invited. Trustees who are interested in participating should speak to Chair Johnson.

MOTION: Van Alphen/Huebert that Chair Johnson will participate in the one-day planning meeting on May 21, 8:30 to 4:00 p.m.

CARRIED



8.3 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. 70 (Alberni) to Mike McKay, Strategic Advisor, Ministry of

Education, congratulating him on his appointment and acknowledging their board’s commitment to work together on recommendations arising from the

Service Delivery Project;



School District No. 39 (Vancouver) to the Premier, Minister of Education, and

Minister of Finance regarding cuts to programs and staff which will significantly impact schools, students and learning communities within Vancouver;



School District No. 52 (Prince Rupert) to the Minister of Education expressing concerns around the current state of the education system in BC and increasing financial pressure that has been put on local boards;



School District No. 52 (Prince Rupert) to the Minister of Education regarding literacy coordination work of North Coast Literacy Now that is funded through

Decoda Literacy Solutions;



School District No. 27 (Cariboo-Chilcotin) to the Minister of Education supporting the BC School Trustees Association’s Stability for Students Action Plan;



School District No. 53 (Okanagan Similkameen) to the Minister of Education supporting the Stability for Students Action Plan;



School District No. 61 (Greater Victoria) to the Minister of Education advising the costs of providing high quality education exceeds the level of funding that the provincial government is providing and requesting that the province increase its investment in education to ensure that students receive the best education possible in the 21 st

century; and



School District No. 61 (Greater Victoria) to the Minister of Education regarding the capital/seismic project capital cost sharing;



School District No. 46 (Sunshine Coast) to the Minister of Education regarding cost sharing of capital projects;



School District No. 78 (Fraser-Cascade) to the Minister of Education regarding the policy change regarding capital project funding;



School District No. 63 (Saanich) press release regarding the delay in seismic upgrade projects at two schools caused by the change in Ministry of Education funding policy and requesting that the BCSTA and other boards of education demand that a Task Force representing co-governance members be appointed to construct a provincial policy outlying seismic project funding for the next eight to ten years.

MOTION: Huebert/Manning that the correspondence be received.

CARRIED

8.4 Summary of Letters on Behalf of the Board

Letters from the Board are listed below:



Letter to Ecora Engineering Ltd. and City of Penticton regarding the rezoning of property on Kinney Avenue;



Letter to the Minister of Education expressing concern with the recently announced expectation that boards will provide funding to capital projects from operating fund surpluses.

9.0 REPORTS OF COMMITTEES

9.1 Buildings, Grounds, Safety and Transportation Committee

Trustee Huebert reported on the buildings, grounds, safety and transportation committee meeting held on April 28, 2014:


School District No. 67 (Okanagan Skaha) Page 4 a. 2014-15 Annual Facilities Grant

Regular Board of Education Meeting – May 12, 2014

Director of Facilities Gorcak reviewed the 2014-15 annual facilities grant expenditure plan, totalling $1,239,700, and which will be sent to the Ministry of

Education. The list included replacement of data wiring at four schools, an electrical service upgrade at the board office, an HVAC upgrade at Wiltse

Elementary, classroom and hallway upgrades at Summerland Secondary School, roofing replacements, and fire alarm and flooring upgrades at various schools. The list also included an effluent irrigation tie in at Parkway Elementary, Princess

Margaret Secondary, and Skaha Lake Middle Schools. It was noted that the savings from the use of effluent irrigation is estimated at $40,000 per year. b. Rezoning Application for Property near Parkway Elementary

Secretary-Treasurer Roller Routley advised that a request had been received from

Ecora Engineering & Resource Group Ltd., on behalf of the estate for the property on the eastern side and adjacent to Parkway Elementary. The land is currently zoned as parkland, and the company, in attempt to try to have the property rezoned to medium density residential, is asking for a letter from the school district which would become part of the public hearing. Ms. Roller Routley reminded the committee that this topic had previously been discussed and a letter had been written to the City of Penticton saying the district would look at catchment areas once brought forward by the City. The committee directed that the district respond to the developer, thanking them for requesting input from the school district, and advising that should the rezoning occur, the district would work with the City of

Penticton regarding any issues that may come forward and, secondly, that the letter be copied to the school principal. c. Skaha Hills Development

Director of Facilities Gorcak advised that an e-mail has been received from the developer for the Skaha Hills housing development asking if student bussing will be available for this area. The development is proceeding with approximately 18 homes being built at this time. The district has committed to placing a bus stop at the bottom of the hill should there be any students moving to that development. It was noted that the entire subdivision is within school limits for Parkway Elementary and that Parkway is currently full. It was agreed that the Board will need to look at enrolment and possibly all catchment areas should this development go beyond the current 18 homes.

MOTION: Huebert/St. Claire that the report of the buildings, grounds, safety, and transportation committee be received.

CARRIED

Trustee Beaven reported regarding the education committee meeting held on April 28,

2014: a. Beyond Inclusion Series

The committee was advised that Facilitator Randy Cranston and Penny Ketola have presented three professional development sessions on Beyond Inclusion, with school teams from every school in the district, focusing on co-planning, collaboration and co-teaching. Three morning sessions took place with approximately 75 people (administrators and learning support teachers) while the afternoon sessions were approximately 25 people (teachers and learning support teachers). These team sessions were designed to put a framework in place for students before they are at risk of failing or not graduating from school. It was decided sessions would be beneficial in looking at student inclusion, using the three stages of intervention – response to intervention, SMARTLearning and

Through a Different Lens philosophies. Staff worked together in a collaborative way and in three sessions; lots of plans were implemented in schools. School teams spent time looking at the class review process, providing support with


School District No. 67 (Okanagan Skaha) Page 5 Regular Board of Education Meeting – May 12, 2014 classroom teachers and learning support teachers working together. Rather than separating students with behavioural or special needs, the focus is on integrating students to allow a more cohesive environment while changing their outlook and maximizing their individual learning experience.

Mr. Cranston commented on how very powerful the sessions have been.

Administrators and teachers are identifying models that work in their schools, with their students, allowing everyone to be more reflective.

Vice Principal Jennifer Wingham, KVR Middle School, presented a video on how the Beyond Inclusion series has influenced practice in their school. This video shared ideas from teachers and learning support teachers about their journey in using this particular model at KVR. Teachers met to co-plan for the future with their focus on allowing students to work with special needs students and having a more meaningful experience for all students regardless of their academic or social level. This experience has been very successful as it has allowed students to learn at their own independent levels while respecting each other and interacting more enthusiastically. Teachers have the willingness to try different ideas in a positive way – students are self-starting and more confident.

MOTION: Beaven/Clarke that the report of the education committee meeting be received.

CARRIED

Trustee Clarke reported regarding the policy committee meeting held on April 28, 2014:

The secretary-treasurer advised that due to the budget development process no follow-up work had been done on the Trustee Code of Conduct policy. This draft policy was tabled to the next committee meeting.

With reference to the draft whistleblower policy, the secretary-treasurer circulated a newly created policy (February 2014) used in SD27 which could be suitable for this district. Committee members were requested to review this document and provide feedback. This topic was also tabled to the next committee meeting. b. Draft Policy No. 700 – Rentals

Director of Finance Maywood reviewed draft Policy No. 700 – Rentals, previously discussed by the committee several months ago, and introduced Kait Dean who looks after rentals for the district and who had also worked on this rental review and policy. Ms. Maywood advised the policy is intended to find a consistent manner for renting the facilities as well as consistent rates for facilities in both

Penticton and Summerland. With respect to fees, rates were compared between the district, the City of Penticton, and most other districts in our cohort. The intention is not to subsidize the cost of renting the facilities nor to make a profit. It was noted that some of the rates have been changed, both increased and decreased. The policy also included a schedule of rental fees and guidelines for employee use of school facilities. Committee members suggested changes to the draft policy to include a 45-day written request and approval by the Board of

Education for consumption of alcohol at adult functions in school facilities. It is hoped that the changes will be in place for July 1 of this year. The committee recommended that a motion be brought to the Board of Education meeting.

MOTION: St. Claire/Beaven that the Board of Education approve in principle

Policy No. 700 – Rentals and that it be circulated to partner groups until May 22 for any suggestions for changes.



AMENDMENT: St. Claire/Clarke that “May 22” be changed to “June 5”.

AMENDMENT CARRIED

MOTION CARRIED AS AMENDED c. Policy No. 110 – Policy Development and Maintenance, Policy No. 120 –

Board of Education Committees and Liaisons, and Policy No. 130 – Board

Standing Committees

With respect to Policies 110, 120, and 130, the secretary-treasurer suggested that these three policies could be combined to create a new three committee structure –

Operations Committee, Education Committee, and Ab Ed Committee. The

Operations Committee would include the current finance and management committee, buildings, grounds, safety, and transportation committee and any policies related to operations and the education committee would include education topics and any policies related to education. The Ab Ed committee would be left as current due to its structure which includes representative from other groups as well as its own budget and targeted funding. It was suggested that these two committees could become committees of the whole and would be open to the public, one afternoon for operations and one afternoon for education. All in-camera topics would go directly to a regular closed board meeting or a special closed board meeting if it is a timely matter. This will be discussed further at the next policy committee meeting.

Further to the committee report, it was suggested that on the education committee days, the visit would begin at 11:00 a.m. at a school and come back to the board office for the remainder of the agenda.

MOTION: Clarke/St. Claire that the report of the policy committee meeting be received.

CARRIED

10.0 REPORT OF SUPERINTENDENT OF SCHOOLS

Director of Instruction Don MacIntyre reviewed the listing of field trip requests, two of which had been approved by the superintendent pursuant to board policy.

MOTION: Manning/Van Alphen that the field trip request for June 29 to July 22, 2014, for 29 grades 10 to 12 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: Huebert/Beaven that the field trip request for September 22 to October 5,

2014, for one Penticton Secondary student to participate in real-time science exploration in the Arctic (Kugluktuk and Iqualuit, Nunavut) with the

Schools on Board Field Program be given final approval.

CARRIED

10.2 Enrolment

The superintendent of schools reported that enrolment as of April 30, 2014, showed

5,967 FTE student, a decrease of two since March.


School District No. 67 (Okanagan Skaha) Page 7

11.0 REPORT OF SECRETARY-TREASURER

Regular Board of Education Meeting – May 12, 2014

The secretary-treasurer explained the financial report to March 31, 2014 provided with the agenda package, noting that the total expenditure to date is $38,527,756, within approximately 1% of the budget. It is anticipated there may be a small surplus at the end of the year.

MOTION: St. Claire/Huebert that the financial report to March 31, 2014 be received.

CARRIED

11.2 2014-15 Annual Budget Bylaw

Prior to the reading of the 2014-15 annual budget and bylaw, the secretary-treasurer reviewed the budget development process. The original presentation to the Board and public showed a shortfall of $946,486 and three recommendations were presented to achieve this deficit. Presentations were made to all stakeholder groups and their responses plus the responses provided directly on the district website were compiled and presented to the Board. Three main themes were received from the feedback – concerns regarding the significant loss of clerical time in elementary schools; concerns regarding the loss of teaching time in the secondary schools affecting behaviour blocks; and loss/reduction to the gifted program. During the same timeframe, the Board received a new actuarial report which indicated that the Board had over budgeted this amount by

$30,000. This amount with the elimination of $5,000 for the wellness program allowed for a reorganization of the clerical hours and allowed the behaviour teaching time to be added back in the budget. The gifted program will remain at 0.5 FTE as originally indicated. It was also noted that the capital budget of $3,443,736 is now added into the budget and that the final budget amounts to $61,907,531. Appreciation was extended to all stakeholder groups, district staff and the public for their input into the budget.

MOTION: St. Claire/Manning that, in accordance with Section 68(4) of the School

Act , the Board of Education of School District No. 67 (Okanagan Skaha) unanimously agrees to give all three readings of the annual budget bylaw for the fiscal year 2014-15 at this meeting.

CARRIED UNANIMOUSLY

MOTION: Clarke/Beaven that the School District No. 67 (Okanagan Skaha) annual budget bylaw for the fiscal year 2014-15 in the total amount of $61,907,531 be read a first time this 12 th

day of May, 2014.

CARRIED

MOTION: Van Alphen/Huebert that the School District No. 67 (Okanagan Skaha) annual budget bylaw for the fiscal year 2014-15 in the total amount of th

$61,907,531 be read a second time this 12 day of May, 2014.

CARRIED

MOTION: St. Claire/Beaven that the School District No. 67 (Okanagan Skaha) annual budget bylaw for the fiscal year 2014-15 in the total amount of $61,907,531 be read a third time, passed and adopted this 12 th

day of May, 2014.

CARRIED

The School Act requires that student fees be reviewed and reported to the Board on an annual basis. The fee structure as below, which included an increase of $10.00 to the maximum amount charged for a student activity charge, was recommended to the Board for the 2014-15 school year.

MOTION: That the following schedule of fees and deposits for the 2014-15 school year be approved:





A student activity charge of $50.00 per secondary student and

$35.00 per middle school student, per year, for the provision of goods and services beyond the basic instructional program including, but not restricted to, the supply of a student planner and partial funding for a range of student activity costs;



A student activity charge (for the provision of goods and services provided through the school for personal use and beyond the basic instructional program including, but not restricted to the supply of a student planner, and partial funding for a range of student activity costs), established in consultation with school

PACs and not to exceed $20.00 per elementary student per year. Schools will provide central office with a record of the fee to be charged and the uses to which it will be put;



A textbook/resources refundable deposit of $50.00 per secondary student and $15.00 per middle school student;



Schools are authorized to establish a schedule of user-pay team fees and/or uniform charges to support extracurricular activities in the school;



Schools enrolling grade 12, as part of the graduation policy, to establish a graduation charge to cover costs of graduation events at the school;



A per student fee of $400 ($80 per month) for the Hockey Skills

Academy at Summerland Secondary School;



A per student fee of $500 for the Soccer Academy at Princess

Margaret Secondary School.

MOTION: Manning/Van Alphen that the fee charges be approved as presented.

DEFEATED

MOTION: Huebert/Beaven that the student fees remain at the existing rates.

CARRIED

13.1 BCSTA Annual General Meeting

Trustees were reminded to bring to the meeting reports of their attendance at the BCSTA

AGM held in Vancouver, April 24 to 27, 2014.

13.2 BCSTA Thompson Okanagan Branch Meeting

Chair Johnson advised that at the BCSTA Thompson Okanagan Branch meeting held on

April 25, 2014 in Vancouver, Carmen Ranta was re-elected as president and Trustee

Manning was elected as a member at large. SD67 was thanked and complimented on hosting the March 7/8 meeting.

Trustees provided comments on several district events, including aboriginal cultural events, Earth Day in Summerland, 47 quilts being send to Tanzania, “WE Day” at

Queen’s Park Elementary, the Good Will Shakespeare Festival, and the provincials being hosted by Princess Margaret Secondary School. Superintendent Hyer was also congratulated for being elected as a director for the British Columbia School

Superintendents Association for the coming year.



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.

14.2 Recognition of Student Artwork

Congratulations were extended to the students from Kaleden Elementary School for their artwork currently on display at the school board office.

14.3 Date of Next Meeting



June 9, 2014, 6:30 p.m., Regular Meeting, School Board Office



June 12, 2014, 6:00 to 9:00 p.m., Long Service and Retirement Dinner, Penticton

Lakeside Resort, by invitation. It was noted that 20 retirees will be recognized as well as 77 employees who will receive long service recognition.

Questions/comments from the public included clarification related to school collaborative planning schedules, the rental policy, and the wellness budget. Appreciation was also extended by CUPE to the Board for hearing and reacting to some of the comments by CUPE related to the budget.

16.0 ADJOURNMENT

MOTION: Van Alphen/St. Claire that the meeting be adjourned at 8:45 p.m.

CARRIED

____________________________________

Bruce Johnson, Chair

____________________________________

Bonnie Roller Routley, Secretary-Treasurer

May 26, 2014

Ref: U:\SBO-ST-Data\DA\2013-2014\00100 - 00999 - Admin\00300-05 Minutes Open\2014-05-12 OP Minutes.docx


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