Executive Meeting


Parent Advisory Council Meeting Minutes		May 27, 2004 7:00 pm Quilchena Elementary School

Attending: Marisa T, Co-chair John M, Co-chair Val Coopersmith, Principal Jean , Treasurer Ann-Marie M, Secretary Ingrid B Debra F Barbara G Sandra H Sheila J Zane K Heather K Ginny L Maria Tsagaris, Teacher Representative Veronique Hamilton, Teacher Representative Theresa McNicholl, Teacher Representative Farrell S
Agenda		Marisa Tuzi
	The agenda was approved as written. Zane moved; Jean seconded.
Minutes		Marisa Tuzi
	Acceptance of minutes of the April meeting was deferred to the next meeting.
Welcome		Marisa Tuzi
	Marisa introduced teacher representative Theresa McNicholl, Quilchena’s IT teacher. Ms McNicholl thanked PAC for supporting the computer lab’s move to a classroom on the third floor, where students now each have their own work station and no longer need to share computers, as was necessary in the previous setting. She now requested PAC funding to replace the computer lab projector, which allows images on the teacher’s computer screen to be projected to a classroom display that all students can see. The refurbished projector, which PAC funded at $1,800 four years ago and which has served adequately to date, recently required repairs at more than $900, including parts and labour. The age of the machine and the quality of its projected image did not justify the cost of those repairs and it has been left with the shop to be scavenged for used parts, consequently waiving the $95 assessment fee. We need a new projector, as it is used not only in the computer lab but in the gym as well, showing videos and special presentations, such as the Grade 7 retrospective slide show. The Vancouver School Board has two projectors available, a Sharp at $1469 (offering 3,000 hours of use for each projector bulb) and a Sony at $2200 (offering 2,000 hours of bulb use). ACTION ARISING FROM DISCUSSION: Ms McNicholl send Zane by email the bulb specifications so that he can determine the relative replacements costs. Val Coopersmith will check how much money is still left in the technology fund to contribute to the projector cost. MOTION: Zane moved; Deb Frass seconded: based on Ms McNicholl’s addition research, PAC will purchase a new computer projector, with final approval of the purchase a decision of the PAC executive. Passed.
Principal’s Report		Val Coopersmith
	Track and field: Today’s district track meet was cancelled due to rain. Perhaps we need a tent under which children can shelter at such events. Discussion postponed to this meeting’s Treasurer’s report. The primary students sincerely enjoyed the T-shirts PAC provided. More than 130 Quilchena students from the primary and intermediate levels combined participated in track and field this year. Grad dinner: A farewell dinner is scheduled for Monday, June 21. Information will be distributed to the parents of Grade 7 students on Tuesday, with a response required by Friday, June 4. Awards ceremony: The annual awards ceremony for intermediate students is scheduled for 1 p.m., Friday, June 25. School planning council: Staff is currently reviewing the growth plan, reassessed by a subcommittee of teachers who have re-evaluated school goals in light of student performance data. The draft plan will be presented to SPC on June 4. Staffing for next year: The hiring process is underway with interviews happening next week, with the task shared by a team of interviewers from among staff and administration. Student placement: The next newsletter to parents will invite requests in writing for preferred class placements. Requests must be in by June 25, as classes are selected on Tuesday, June 29. ACTION ARISING FROM DISCUSSION: Paul, our school custodian, is prepared to put up tables in the gym at lunchtime for intermediate students. Val will ask Deb to check whether tables are available through the “used furniture” line at the Vancouver School Board, possibly from the annexes that are closing this June. MOTION: Zane moved; Ann-Marie seconded: Based on Val’s research, PAC will spend up to $10,000 on lunch tables to be in place by September, with final approval of the purchase a decision of the PAC executive. Passed. Improved lighting for the boys’ and girls’ basements will be an agenda item for the September meeting.
Teacher Representative Report		Maria Tsagaris
	As a teacher of more than 100 ESL students who receives only minimal funding for reading materials from the school board, Maria thanked PAC for the $2000 fund for reading materials. She showed us the kinds of readers, early chapter books, and first novels that she has been able to purchase. Primary teachers also use these reading materials. ACTION ARISING FROM DISCUSSION: The birthday book club will expand to include ESL readers and novels. ESL reading materials will be one of the fundraising projects targeted in next year’s direct appeal.
Teacher Representative Report		Veronique Hamilton
	Thank you to PAC for their ongoing financial support. It makes the lives of teachers at Quilchena much easier. The French reading program needs more parent volunteers, who may take part next September in training with parents at Lord Tennyson Elementary. ACTION ARISING FROM DISCUSSION: A parent coordinator for the French reading program will be added to the list of volunteer positions that are assigned by the end of June. That parent would organize parents to participate in the program, which takes place at nine o’clock each morning.
Chair’s Report		Marisa Tuzi
	Marisa reviewed projects completed while in the position of Chair and co-Chair over the past two years: The science fair in the spring of 2002, which might be repeated every two years Voices of Nature concert, which could happen every year with a musician in residence to inspire the children Earth Month, which encouraged mindfulness in children about taking care of this place and each other. Ms Hampel’s daily PA announcements of environmental facts inspired the children and could be continued during next year’s Earth Month Recycling program was re-initiated this year by the French Field Trip Parent Committee, and will hopefully be ongoing as such Tea and Talk program with parents new to the country brought together people with diverse backgrounds and varying levels of language proficiency. A positive outcome is that some of these parents gained confidence in their English to volunteer in the English reading program. Others have volunteered to translate correspondence into translate into Mandarin and Korean Library Renovation Committee was recommended, and has been subsequently struck. The work of this committee will continue in the new school year. A parent has volunteered to sew with the children a quilt that can be used in the library. ACTION ARISING FROM DISCUSSION: Voices of Nature tapes are available for $20, with $5 of that cost going to the school. They will be sold at the barbeque and played over the PA system during the event to encourage sales. The library renovation will be a fundraising projects targeted in next year’s direct appeal. The chair will send thank-you letters to the many groups PAC liaised with this year: Artist Response Team for the Voices of Nature concert, and SPEC, Douglas College, and the David Suzuki Foundation for Earth Month.
Chair’s Report		John McLean
	John seeks to engage more parents who are open to the excellent benefits of the volunteer experience. She thanked Marisa for all she’d done during her tenure to help the school. John’s objective as PAC chair next year is to continue to enrich the experience of children at the school by involving as many parents as possible. Not all projects need to be accomplished in a single year; some will be ongoing. Issues of concern at internal matters such as how we make the school better. Others are external matters, such as how we can be more proactive with the Vancouver School Board to anticipate changes and work to meet the needs of our school and its population of students and parents. ACTION ARISING FROM DISCUSSION: We will ask for parents’ email addresses on the registration form or the hot lunch order form. We will set up a table at the barbeque so that parents can provide their email addresses. PAC recommends that the school secretary collect the emails of all Q parents to allow for maximum email potential.
Elections		Marisa Tuzi
	Chair: John McLean Vice Chair: Barbara Grantham Treasurer: Jean Allan Secretaries: To be named Other appointments: Lesley Wright: CPF representative, along with another parent who will train for succession to this position when Lesley’s son graduates in two years. Lesley will also continue with the email address database but is looking for someone to help her, with a view to that person taking on the work in the next two years. ACTION ARISING FROM DISCUSSION: Val will run a request for a PAC secretary in the next newsletter.
Treasurer’s Report		Jean Allen
	Annual appeal: Jean is looking to form a fundraising committee to take over the annual appeal. Heather Krahn volunteered to join. Gaming application: Approximately $7,000 is anticipated from the Gaming Application Grant. It should be deposited in our account by September. Unallocated cash: Until tonight we had $7,000 available. This evening we have moved to spend most of that money on a new computer projector and lunch tables. Library renovation: Michelle Rupp and Lisa Turner will be presenting their budget for the renovation in September. ACTION ARISING FROM DISCUSSION: Val will look into replacing grip strips on stairs in the playground. They have been removed and need replacing to ensure children’s safety. Val will ask the executive for funding for keepsakes to accompany this year’s awards for intermediate students. Zane recommended that the PAC Executive use its discretionary ability to allocate $250 without PAC approval toward the purchase of the ribbons for the intermediate track and field students, the rest of the sum to be paid by the school.
Meeting adjourned 9:00 pm. Next meeting Wednesday, September 29, 7:00 pm. Minutes prepared by Ann-Marie Metten, Secretary.