Present:

See list attached (“Attendance”). This list will be attached to the original Minutes, as kept in the Secretary’s binder, and available to Quilchena parents on request.

 

April  2005 Quilchena PAC Meeting

 

John M., PAC Chair, called the meeting to order at approximately 9:10 a.m.

 

The Agenda was distributed at the meeting. A copy of the agenda is attached to these Minutes in Appendix 1.

 

MOTION: To adopt the Agenda and Minutes from the January and March 2005 PAC meetings.

Moved, seconded and carried.

 

Peter Burch and Kristen Baillie from the City of Vancouver Planning Department, attended the meeting for a presentation of the ARKS (Arbutus Ridge/Kerrisdale/Shaughnessy) “Choices Survey”. 

 

In 2004, the City embarked on a process of gathering public input via workshops involving volunteers in the ARKS neighbourhoods.  The outcome was a series of directions for change and statements on services and structures that the neighbourhood would like to retain.  These results have been translated into a set of questions for greater public input by the “Choices Survey”.  The Survey will be delivered to the ARKS homes in early May, asking for responses by June 10th. 

 

City Council requires the Planning Dept. to report back to Council each year on the successes and failures of implementing the changes recommended in the Survey process.   As a result, the Survey is a very concrete mechanism for change in the community.  The public’s input was encouraged.

 

PAC agreed to put notices encouraging families to respond to the survey in the Q newsletter and on the web site.

 

 

Mrs. McNicholl, who runs the school’s computer lab, happily announced that due to the Annual Quilchena Appeal she was able to purchase the following:  a computer for the library, 2 computers for the lab, 10 laser printers, 2 software programs (including one graphics organizers with 40 licences) and a digital camera.  She is working on having the programs installed on the new computers and could use some assistance from parents with technical knowledge of computer installation and trouble-shooting. 

 

Given the quick obsolescence that besets computers and programs, a discussion ensued about a continued need to upgrade the computer lab and computers around the school.

 

ACTION ITEM: To produce a ‘rolling three-year plan’ of resource needs for the computer lab and classrooms, for both hardware and software.

RESPONSIBILITY: Mrs. McNicholl.

 

In reply to concerns about bringing computer disks from home, Mrs. McNicholls said that the computers can take 3 ½ floppies from home, but that she needs to clear them first (decontaminate them with a program). 

 

John M., PAC Chair, congratulated Marisa and Cathy on their very popular lunch hour programs.  He thanked Ginny L. and Nicola S. for their hard work on the upcoming International Dinner.

 

 

1.     School Growth Plan for 2005/06

Teachers and staff will be spending the May 5^th Professional Day working on the Growth Plan for 05/06.  In anticipation of this, the teachers have formed a subcommittee to prepare for it, and to work with the SPC in this preparation.

 

2.     Earthquake Drill

Quilchena will put on a full earthquake drill on May 6^th at 2 p.m.  It will be treated the same way as the School District does, with the staff and children going through all the required steps.

 

3.     VSB Budget

A draft budget has gone to the VSB Board this week, and will be available for comment on April 12^th after revisions. .  No layoffs have been recommended for 2005/06.  Some of the highlights for the elementary schools are:  28 more FTEs (Full-TimeEquivalents) for Teacher-Librarians, Special Education support, and ESL;  16 FTE school support workers for children with special needs;  the staffing divisor from grades 4-7 be changed from 30 students per teaching FTE to 28 students; the continuation and small expansion of the Artist in Residence program and the bands and strings program.

 

There was no discussion of the French Immersion program in the Budget and no allocation of additional spaces for this program.  Teacher recruitment continues to be a challenge for the program as well. 

 

4.     Fixed School Fees

The teachers are very receptive to the idea of having a fixed fee for parents to provide at the beginning of the school year, or of each term.  Mme Lambert and Mrs. Bailey have volunteered to work on collecting information to make this happen.  This fee will be for school fees and charges for curricular and other items, including field trips, agendas, and other items that are part of classroom activity.  The idea is that this fee will replace the incremental fees charges throughout the year so that parents will only need to provide funds on one or two occasions for school type fees.

 

5.     Coaching

The school has lost one intermediate coach for track and field, and is seeking a volunteer from the parents or school community.

 

6.     Volunteer Coffee party

The teachers are working at setting a date, and arranging a tea party to celebrate the volunteers who help make the school a better place.  The party is scheduled to take place on Monday May 30^th at 1:30 in the school library.

 

7.  Science in Motion Fair

The teachers are working on putting together a science in fair that aims to be non-competitive.  It is scheduled for the evening of May 12^th and the morning of May 13^th.  The school public is welcome.

 

8.   Assembly

Divisions 3 and 15F are hosting the Assembly on Friday, April 22^nd.  The theme will be Earth Day.

 

Jean A., PAC Treasurer, announced that the PAC has $10,000 remaining in unallocated funds from the 2004/05 AQA.  A further $7,500 has been set aside for the 2005-2006 PAC ’basic budget’.  Last week, PAC was informed that we have also received a one-time unexpected grant from the Ministry of Education of $6,790 ($20 per student). 

 

The AQA funds that have been spent went to the purchase of the risers, resources for the library and classrooms, and computer hardware and software for the computer lab, library and classrooms.  

The practice adopted by the PAC Executive is to allocate the funds to the areas specified in the results of the parents and teachers surveys, and to have the teachers recommend in more particular detail how funds can serve the stated purposes.  The PAC Executive suggests that the next priorities indicated on the surveys serve as the guide for further funding allocations.  Based on feedback from the Principal and staff, the PAC Executive proposes the $10,000 be provided as follows:

 

a)               up to a maximum of $4,000 for the fine and performing arts program, including the Artists in Residence program;

b)               up to a maximum of $4,000 for sports uniforms, equipment and other help with athletics and sports programs; and,

c)               up to a maximum of $2,000 for  science materials.

 

MOTION: For approval to spend the $10,000 AQA funds as set out in the PAC Executive proposal.

Moved, seconded, and carried.

 

ACTION ITEM: To implement the Motion to provide funds to the school as set out in the PAC Executive proposal at the April PAC Meeting. 

 

A.    Advocacy

a.)   Submissions to VSB budget

The budget will be reviewed at least two more times before it is scheduled to be adopted on April 25.  There are 2 more opportunities for the public to contribute their thoughts to the budget, by April 12^th and again by April 21^st.  Please consult the VSB website for further details, at http://www.vsb.bc.ca/districtinfo/meetings/budget0506/Budget_Process-Timeline.htm 

 

The PAC Executive does not plan on attending the further budget meetings at this time, having already made a submission on February 22^nd, a copy of which can be found at http://www.geocities.com/qpac1999/PAC-Committee-Info-VSB-Budget-Feb-22-2005.html.  Of the three items raised as priorities in these submissions, two items were addressed in the VSB draft budget:  more resources for children with special needs, and increased librarian resources.  We have yet to see a response to the need for a comprehensive approach and/or more spaces for the French Immersion program.

 

 

 

b.)   DPAC Meeting

John M. attended the latest meeting which discussed the approach to the VSB budget.  He advocated selecting a few issues and pushing these items, which from a strategic point of view was seen a better choice so the VSB couldn’t cherry pick which issues it wishes to address.  The DPAC decided to pursue several issues instead.

 

c.)   All  Candidates Meeting

John M. asked if there was interest in having the PAC organize an All Candidates Meeting with the neighbourhood PACs for the upcoming election. Parents in attendance supported this idea.

 

ACTION ITEM: To organize an All Candidates Meeting with the neighbourhood PACs.

            RESPONSIBILITY: PAC Chair.

 

B.     Recruitment 2005/06

The various domains where help is still needed are:

 

a.)   Book Fair – which comes ‘pre-packaged’ with contacts and lists of things to be done. 

b.)   Computer technical assistance for Mrs. McNicholl and for individual classrooms. 

 

C.    Safe Arrival Program

Given the systematic problems plaguing this program, such as difficulty finding volunteers and lack of compliance in calling in absent children, the ongoing viability of this program or changes to the program will be discussed at the next meeting.  Marianne W. will attend to discuss.

 

ACTION ITEM: To discuss and consider the viability of, or propose changes to, the Safe Arrival Program at the next PAC Meeting.

RESPONSIBILITY: PAC, and Marianne W.

 

D.    Volunteer Recognition

The PAC Executive proposes a special newsletter to thank the many volunteers for their time and effort. 

 

ACTION ITEM: To prepare a special newsletter to thank the volunteers.

RESPONSIBILITY: PAC Executive (and relevant staff and volunteers)

 

E.     Miscellaneous

Marisa T. proposed a banner or scroll to display the school motto, perhaps something that is mobile so that it can be brought to Assemblies or other important events. 

 

ACTION ITEM: To prepare a mock-up of the proposed school banner or scroll. 

RESPONSIBILITY: Marisa T.

 

 

a.)   International Dinner

The teachers discussed and decided to pool the funds gleaned from the basket raffle at the International Dinner, which is to be held Friday, April 22^nd in the gym. 

 

b.)   PAC Annual General Meeting (May 26)

The meeting date for the AGM is set for May 26^th at 7 p.m. Parents were invited to bring forth suggestions for the meeting. John M. circulated a draft notice to parents including a suggested resolution to amend the PAC Constitution to add the Fundraising chair formally to the PAC Executive.  A copy of that notice is attached as Appendix 2 to these Minutes.

 

Thursday, May 26^th, at 7:00 p.m. in the Quilchena library.  Babysitting will be provided.

 

There was a motion to adjourn the meeting at 10:25 a.m.

 

Motion: That the meeting be adjourned.

Moved, seconded, and carried.

 

The meeting adjourned at 10:26 p.m.

 

 

ACTION ITEMS

1. To produce a ‘rolling three-year plan’ of resource needs for the computer lab and classrooms, for both hardware and software. Mrs. McNicholl)

 

2. To implement the Motion to provide funds to the school as set out in the PAC Executive proposal at the April PAC Meeting.  (PAC Treasurer)

 

3. To organize an All Candidates Meeting with the neighbourhood PACs.

(PAC Chair.)

 

4. To discuss and consider the viability of, or propose changes to, the Safe Arrival Program at the next PAC Meeting. (PAC and Marianne W.)

 

5. To prepare a special newsletter to thank the volunteers.

(PAC Executive, and Gillian K.?)

 

6. To prepare a mock-up of the proposed school banner or scroll. 

(Marisa T.)

 

 

Attachments

 

Appendix 1 – April 2005 PAC Agenda.

Appendix 2 – PAC Executive Proposal for allocation of AQA surplus funds

Appendix 3 – Proposed resolution to amend constitution to add Fundraising  Chair to the PAC Executive

 

 

 

Appendix 1

 

ESTIMATED TIME (Min.)

 

1.               Introduction

Approval of Agenda and Minutes of January 26^th and

March 3rd PAC meetings    5

 

2.               Guest Speaker (Angela Ko, City of Vancouver)                           15

3.               Chair’s Report (John McLean)                                                            5

 

4.               Principal’s Report (Val Coopersmith)                                                 5

 

5.               Financial Update (Jean Allan)                                                          10

a.     Use of funds - resolutions

 

6.               Other Business                                                                                     20           

a.     Advocacy (John McLean)

b.     Recruitment 05/06 (Barbara Grantham)

c.     Safe Arrival (Barbara Grantham)

d.     Volunteer recognition (John McLean)

 

7.               Spring Events                                                                                         5

·        International Dinner (April 22)

·        PAC Annual General Meeting (May 26)

 

8.               Next meeting – May 26 at 7 p.m. AGM.

 

9.               Adjournment – 10:30 a.m.

 

Appendix 2

 

April 22, 2005

 

The Quilchena PAC wishes to amend the Constitution of the Quilchena Elementary School Parent Advisory Committee in order to include a Fundraising Chair as a member of the Executive Committee.

 

The following is an excerpt from the Constitution:

 

“9. Amendments to Constitution

 

9.1            This constitution may only be amended by a two-thirds majority vote at an Annual General Meeting, provided that notice of intention to amend the constitution is included in the notice of the Annual General Meeting.”

 

The proposal will be put forward to the members of the PAC at the Annual General Meeting to be held on May 26, 2005 at 7:00 p.m.

 

The proposal is to amend Sections 4.6 and add Section 5.5 of the Constitution so that they read:

 

“4.6 Officers of the PAC shall include the following positions:

            Chairperson

            Vice-Chairperson

            Treasurer

            Secretary

            Immediate Past Chairperson

            Fundraising Chair.”

 

“5.5     Fundraising Chair

5.5.1       To develop and execute a fundraising program in conjunction with other members of the Executive Committee

5.5.2       To maintain records of contributions

5.5.3       To work with the Treasurer to ensure that tax receipts for contributions are issued and reported.”

 

The newly created “Fundraising Chair” position would be a member of the Executive Committee.

 

Quilchena Elementary School PAC