Trustee Report - December 11, 2013

2014-15 Calendar Development - The Board is limited with the flexibility of creating a calendar due to government exam dates and teacher collective agreement schedules. Administration will develop draft calendars to present at January Board meeting and then send out to schools and communities for feedback. The calendar committee will then make recommendations from its findings to the Board for final approval. Because of the work of the C2 (teacher workload study) committee findings, administration is already looking at adding approximately six minutes per day to guarantee a start date after the September long weekend and allowing more time for teachers to collaborate with their colleagues during additional PD days.

HPV Vaccinations for Boys - Alberta Health made an announcement on Dec. 5 that the HPV vaccine will be available for all boys in Grades 5 and 9. The Board is awaiting further information regarding implementation.

FG Miller Jersey Sponsorship – The Board received further information on the proposed sponsor for a new set of basketball jerseys. Trustees were satisfied with the background information provided and approved the sponsorship request.

ASBA Strategic Plan - The Alberta School Boards Association develops a three-year strategic plan and is looking for information from all school boards. The local board completed their survey after the public meeting.

Policy 2 & 6 Review - Board annual work plan appendix in Policy 2 Role of the Board was amended and the addition to vice chair duties in Policy 6 to include the officer in the Whistleblower Protection legislation (Policy 21).

Superintendent’s Report:

• During the principals meeting on December 10, a local businessperson presented a workshop proposal aimed at preteen girls. GirlPower™ empowers girls from 6 to 12 years old with the skills, language, and self-confidence to be better friends and develop healthier friendships through their suite of GirlPower workshops. Girls learn what's normal in a friendship, the difference between healthy and unhealthy friends, and how to stand up for themselves. The principals agreed to the initiative, which will take place in the spring. Schools will allow for the promotion of the event through their local communication methods.
• Synrevoice - our automated calling system for emergencies, bus cancellations and other information is in place and has started to be used. The system makes automated phone calls, emails and text messages. In emergency situations, all three communications methods will be used (includes bus cancellations). In information call outs (ie. Christmas concerts, parent-teachers interviews) will only receive emails and/or texts. When Synrevoice is used, users will be asked to respond through pressing a number in instances where feedback is required (i.e. in emergencies and in cases where busses are sent home early - not in bus cancellations). If there is no response, the schools will contact the households. Our goal is to have call-out done by 6:45 a.m. during inclement weather days. However, some information may come later. Radio stations and the division website are a follow-up method of communication. Temperatures fluctuate in different communities, therefore there may be some communities that have bus cancellations and others that don’t. Parents must sign up to activate the text message alerts. Please see your school for more information.
• C2 Teacher Workload study - overall feedback has been positive and constructive. The committee is learning where teachers are putting their time and planning for future efficiencies. Teachers are providing valuable information on what’s working and what we can fix. 
• Kindergarten entry age - our division children must be age 5 by March 1. Division is investigating the possibility of moving the entry date to age 5 by Dec. 31. Would not change until Sept. 2015. See what research says, what other divisions are currently doing.

Financial Report - Trustees reviewed the 2012-2013 year-end audit letter and recommendations. Ongoing items such as vacation accruals and school-generated funds need to be monitored. The Board met with its auditor on November 27 to review the 2012-2013 report. Due to the efficient planning by our administration and other items that were outside of our control (i.e. government freeze of teacher wages, school-based budget carry-forwards), the division is looking at a $1.2 million surplus. A press release and the financial report are now on the website. Since the board is in an adequate position with its reserve levels, it is looking to stakeholders on future programming possibilities. The message to stakeholders is to look at items with sustainability and focus on improving student achievement. Superintendent Brodziak mentioned that this surplus is on top of low class sizes and daily teacher prep time which is a large cost some take for granted and is not a norm across the province.

Capital Projects - TH Mennonite – revised slab design is in for government approval. Hope to hear answer before Christmas.

ASBA Zone 2/3 - Trustee Pederson reported on highlights from the November 29 meeting which included discussion on school bus cameras and FOIP legislation.

ACSTA Report - Trustee Lafrance reported on the upcoming Catholic Education Symposium on Feb. 21-22 at the Archbishop Jordan High School in Sherwood Park. Registration for the Friday evening and Saturday conference is only $45 and is open to trustees, teachers, staff, parents and students.

New Board of Trustees

SPERD Board of Trustees 2013-2017

L-R back: Lorne Young, Christopher Cook, Deb Pederson, Rhonda Lafrance, Ruven Rajoo

Front: Heather Starosielski and Rhea Looy

Trustee Report – November 13, 2013

FSLW program needs support - the cost of administering the family school liaison worker program is $820,000 annually for the school division - $245,000 comes from a regional collaborative provincial program and about $40,000 from municipalities (the program used to be solely operated by the municipalities’ FCSS programs). The division covers the remainder of the costs to run the program. The FSLW workers provide counseling services to students in crisis (1149 cases last year) as well as preventative and proactive programs for all students, such as anti-bullying programs. Last year the division received $10,000 each from the Town and County of St. Paul; $10,000 from Town of Elk Point and $10,000 from Town and County of Two Hills. Trustees agreed to send letters to the municipalities and First Nation communities again this year and ask for presentations by trustees and school staff.

Local teacher negotiations - After several months of negotiations, a Memorandum of Agreement was reached between the Board and ATA Local. However, it was subsequently rejected by the local ATA at a recent vote. Although negotiations have been challenging, St. Paul Education has great respect for its teachers and will resume negotiations later this month.

Days in lieu for principals (AP 431) - even though the Provincial Framework Agreement between the Province, boards and teachers stipulates principals will only receive two paid days off per year in lieu of their duties, Superintendent Brodziak stated our division would be staying with current practice of 3 days off for principals and 1.5 days off for assistant principals. The admin procedure allows for superintendent discretion and the leaves will take place at mutually agreeable times.

SPERD three year plan - the board and superintendent want to review our past goals and see if they match with our current direction and also incorporate the data we are seeing from the C2 committee (teacher workload study) and direct feedback from teachers - looking at revisions to goals over the 2013/2014 school year.

Uniform sponsorship request - F.G. Miller sent in a request for a company to sponsor a sports team's uniforms. Trustees asked for further information about the sponsoring company and the company's logo.

Policy review - the policy review schedule was amended to allow for the new board to review the policies from last month. All policies have been moved back a month from the previous schedule. Two new policies (20 re: naming of school facilities and 21 re: whistleblower legislation) will be added to the schedule.

Policy 3 and 5 - Role of the Trustee and Role of the Chair reviewed - no changes.

SEVEC (Society for Educational Visits and Exchanges in Canada) exchange for Ashmont Secondary - trustees were given the full details for the school exchange trip to Quebec for their information.

SPAEC is holding an open house on Nov. 21

Superintendent Report:

• Grade 3 provincial tests - All Grade 3 teachers were consulted on the three options for moving forward on changes to Provincial Achievement Tests (PATs). Teachers agreed not to write the traditional May/June PATs, choosing instead to take part in the fall pilot exam in 2014, which is replacing provincial achievement tests. The exam is meant to act as one measure on how the students are doing. By having it in the fall, teachers can work on the teaching and learning required for each student.
• Head and Clerical secretary titles – the division currently has class 2 (head), class 4 (clerical) now adding a third category: class 3 (inbetween the two) - more sharing of duties. Administration wants to hear back from each secretarial office by Nov. 29 on what category they would prefer.
• Lockdown procedures – a question came up at the administrator’s meeting as to what happens if a class is out on a field trip returning to school that is on lockdown. There is no guarantee of communication between the school and supervisor, but administration asks supervising teachers to be alert and use common sense when returning to a lockdown situation.
• International travel – administration is exploring changes to policies regarding international travel.
• Kindergarten entry age - Kindergarten entry age varies across the province of Alberta. SPERD will be exploring data/evidence from studies to determine if the current entry age merits change in our division. Any change would not be in effect until September, 2015.
• Community coaches – some schools are having difficulty finding coaches for school sport teams. SPERD’s current policy states that each school sports team needs to have a teacher supervisor. It is becoming more difficult to find teachers even in a supervisory role. The local athletic association and provincial associations are conducting further research and discussion.
• AP on student suspension – an automatic 5-day suspension for violence or threats of violence may need some discretion. For example, a child was out cutting twine with his/her pocket knife with mother/father and forgot to take knife out of jacket pocket. The threat/risk protocol is still in place, but the automatic suspension may not be warranted in some cases.
• Grade 4-6 outcome based report card meetings - many teachers at the Grade 4-6 level like outcome based report cards, but there was mixed reaction for using this format in higher grades. Current use of "Exemplary" and "Proficient" may need more definition.
• Bus drivers sent reminders after student in another division was left on a bus all day - mandatory requirement that all bus drivers check their buses after each run.
• Rock the Diploma – the division will look at organizing these teacher prep courses for kids preparing for Grade 12 diploma exams as required.
• St. Paul and Area Anti-Bullying committee has dissolved - $840 sent to the division to empty their accounts.
• Succession planning for future administrators - admin council identifies characteristics of an exemplary leader. The next group of meetings to determine successors will occur in the near future.
• Racette - Nov. 9 appreciation concert for Pink Heart volunteers
• Dec. 6 - Glen attending meeting on Inspiring Education for superintendents
• Satisfaction survey -  the Board has decided to wait for at least a year to undertake another division satisfaction survey. This time frame will allow for more information to come forth from the C2 (teacher workload) study and for the direction of possible new division goals to be established.

Financial report - the switch in accounting/payroll systems is proving a challenge. Nov. 27 - the board will be meeting with the auditor for its annual review.

Capital Projects - TH Mennonite School - came up with a plan to deal with ground water - hoping remainder of the approvals move quickly.

ASBA Zone 2/3 Report - Trustee Deb Pederson presented her report as the new board rep.

Regulatory Review - Trustee Rhonda Lafrance reported on the Province's review of the regulations associated with the new Education Act. The regulations will be given to boards in summer, 2014 so that boards can make changes to their policies in time for the Education Act and regulations to come into force in fall, 2015.

IMR report - Trustees reviewed the annual report on where infrastructure money provided by the province was used for school repairs and upgrades.

School Board Elections Review - Trustee Ruven Rajoo provided feedback on lack of polling stations during the elections. Traditionally, polling stations are shared with municipalities, but if a councillor is acclaimed, it makes polling stations limited for trustee candidates.

Municipal Government Act Review - A comprehensive review of the MGA Act has begun. Of interest to school boards will be any discussion on annexation, reserve lands, levies, etc.

Trustee Report - October 9, 2013

The Board said thank you and farewell to Trustees Rudkowsky, Younghans and Miller for their years of service. The three trustees dedicated a combined 30 years of service.

Policy 20 - additional item added to board policy regarding naming of school facilities - any additional costs associated with the facility-naming shall be assumed by school and/or nominating party.

Enrolment - Official Sept. 30 count is 4128 students - up 47 students from projections. A total of 2.5 full time staff have been hired at three different schools to accommodate "hot spots".

Naming of FG Miller Gymnasium - the school council and principal have submitted a request as per Policy 20 - Mr. Danyluk is well known for the dedication to his home community of Elk Point and especially as a coach volunteering at the school. This gym renovation was one of his dreams as a former trustee, board chair and local MLA. The board passed the motion to accept the naming of F.G. Miller gym as the Ray Danyluk Gymnasium.

Whisteblower Protection legislation - As per new provincial regulation, the division has created new legislation to allow for the disclosure of an alleged wrongdoing and protection against reprisals for employees who make such disclosures. Discussion took place as to whether this new item should be a board policy or an administrative procedure. The reporting officer will be the Board Vice Chair. The motion was passed as Board Policy 21.

Policy Review - policies regarding role of trustee and board chair were tabled to the next meeting and passed to the policy committee to create a new review schedule.

PATS and DIPS 2013 - K-9 Provincial Achievement Tests (PATS) for the division are at provincial average and have improved over the past few years - still lower on the standard of excellence (above average students). Discussion over whether Grade 3 students should write the PATS in spring, 2014 or wait until the fall and write the new "pilot" exam in the fall - the decision will be left to the Grade 3 teachers in discussion with administration. Diploma (DIPS) exams are also around provincial average and standards of excellence fall just below provincial average.

School trip - the Superintendent approved the Ecole Mallaig school trip to Quebec in April for Grade 10-12 students.

Superintendent report:

• Eva Olsson was the guest speaker for our staff appreciation on Oct. 11. She is 89 years old, a holocaust survivor with a message of forgiveness and peace. 
• Job fairs -made the decision not to attend any job fairs for recruiting new staff. Our applications have been strong and many people are interested in coming into our area. New teacher mentorship program was cut back due to budget restraints, so may move these funds from job fairs to return focus to first year teachers. 
• Nov. 6 take your child to work day - Grade 9 students.
• C2 committee - stems from framework agreement with ATA, ASBA and province - regarding teacher workload. Info was shared at principals' meeting on Oct. 8.  Examining if we are asking the right questions. Committee will work throughout the length of the four-year agreement. Good process, committee has been working well together. Gov rep said we are actually ahead of other boards and that the relationships are strong.
• Academic dishonesty policy - has gone through a number of drafts at school and principal level. Included a definition of academic dishonesty, as well allowing some discretion at the school level. Will go to students, staff, school councils and distributed through newsletters. (prepare copies for school council meeting)
• School sport tournaments - junior high tournaments should take place after school (whether hosting or going away). High school students should not be permitted to attend tournaments around diploma exam time (ie. will be allowed first week of January, but not after classes resume in January)
• Flag protocol - new admin procedure on flying flags at half mast.
• Division career counseling - another position was added this year. Two division counselors for career planning. Finding proper balance between using teacher time at school and division counselor time.
• Non-teaching ads on Facebook - will be up to discretion of each school. 
• Report card meetings - Grade 4-6 outcome-based report cards. Division staff are examining how they are going and tackling any subsequent problem-solving.

Financial report - enrolment figures are positive - some staffing has been added which more than offsets the number of enrolment increase. Busy with the transition to new accounting and payroll software. Yearend audit at the end of October.

Capital Projects:

FG Miller - gym re-opening is Oct. 16 at 10:30 a.m.

TH Mennonite - temporary heat in the old school - floor slab issues have delayed project by 4-5 weeks due to underground aquifer.

Zone 2/3 report - Trustee Rudkowsky gave his final report after covering zone 2/3 meetings as a trustee for the past 9 years - issues discussed included changes to portable classroom funding; PD for whistleblower legislation, curriculum redesign, health effects of wifi, funding framework changes, specific definition of reserve funds, changing instruction to teacher PD needs; Education Act rules and regulations; advocacy suggestions for MLA luncheon.

Trustee Report - September 11, 2013

Policy 20 - the Board passed a new policy regarding the naming of schools and other division owned facilities, spaces, teams, and school-sponsored groups. The policy was created to ensure a collaborative process takes place among the community, school and division.

Student enrollment - as of September 10, enrolment is up 36 students from initial projections with a total of 4124 students. Some schools have "hot spots" with high numbers of students in certain classes. Administration has approved 1.5 staff hires to address these concerns, but is awaiting the Sept. 30 final count before making any other staffing decisions.

School Board Elections take place October 21. Nomination day is Sept. 23 between 10:00 a.m. and 12:00 p.m. Nomination packages can be picked up at central office or downloaded off of the website. Those intending to run for trustee will need five signatures from electors within their subdivision and a $100 fee. The term is now four years.

Fuel contingency plan - The Board received a reply from the Education Minister after writing about its concerns with the elimination of the diesel fuel subsidy program. The letter states that school boards will have to find "innovative ways to address these issues and to look for new ways to find efficiencies in their operations in these difficult times."

School trips update - The Ashmont Secondary School's trip to Quebec is finalizing its boarding arrangements. Two Hills School trip to the Dominican Republic has been cancelled.

Request to acquire locally developed courses - The Board approved the acquisition and use of the following courses developed by other school divisions: Instrumental Jazz, Chamber Ensemble (music), Band, Class 5 Drivers Training.

Policy review - Trustees suggested no changes to Policies 8 and 9 regarding board committees and committee representation. 

ATA rep - Randy Proskiw is the new president of the ATA local and the Board has agreed to continue cost-sharing a half-day sub for the local rep to attend Board meetings.

Division Pow Wow Sept. 20 - students from across the division will participate in the division pow wow at the Saddle Lake arbour from 10:00 a.m. to 2:00 p.m.

Expense Reimbursements (AP 513) and Public Disclosure of Expenses (new admin procedure) - changes required due to new provincial requirements for full disclosure of expenses. Claims must be transparent and all senior staff and trustees must publicly post their remuneration.

Insurance for school divisions - SPERD's insurance flat rate premiums have increased from $5,000 to $25,000 due to high number of claims across the province in the past few years. 

WCB rebate - employers across the province have been receiving surplus distribution cheques. SPERD's cheque amounted to $7,833.40.

Superintendent's report:

• C2 committee - as part of the framework agreement with the province, the ATA local and the Board have created a committee to conduct internal reviews for a needs assessment within the division. The seven-member committee will determine what's working, what isn't and what can be rectified. Salaries have already been negotiated by the province, so all other issues will be on the table. Initial report needs to be done by end of October, 2013. The committee has its first meeting on Sept. 13 with a designated Alberta Education representative.
• Staff Appreciation Day - Oct. 11 - this year's guest speaker is Eva Olssen - a holocaust survivor with a powerful message about peace and forgiveness. She will also be visiting schools within the division over three days. The ATA local will hold sessions for teachers in the afternoon.
• August PD days - Ann Davis and Sandra Herbst led the two-day PD session - how we evaluate our kids learning - students are central players - they should know the final target and how to get there. Much of what our division does was reaffirmed, but staff were challenged. Follow-up at the October principals' meeting and at the C2 committee meetings.    

Financial report - enrolment looks like it will offset any staff changes - received auditor's letter re: 2013 interim audit and year end planning - going live with new payroll and accounting software at the beginning of December.

Capital Plan:

• Racette held its grand re-opening with Premier Alison Redford on October 4. A special thank you to Susan Kotowich-Dubrule and her entire staff for their dedication to the project. The school has some deficiency issues which are being addressed.
• FG Miller students are using their new gym - dealing with some deficiency items as well. Grand re-opening to be held sometime in October. 
• Two Hills Mennonite - schedule has been delayed by four weeks due to the planning issues and the underground aquifer - have hired de-water experts to create a plan - walls have started going up, but the flooring needs need to be determined. 
• Water main break in Elk Point Elementary parking lot - excavation taking place today to determine where the break occurred - temporary water set up from FG Miller.

ASBA Zone 2/3 report - Trustee Rudkowsky reported on the following items: collective bargaining process and how negotiations will look like in the future; salaries frozen for ASBA executive and committees; senior management remuneration report should include total compensation minus reimbursable expenses; fall convention will be discussing diploma exams percentages of school awarded vs. teacher awarded marks.

Trustee Report - June 12, 2013

County of St. Paul FCSS Wellness Funding - the Board of Trustees is grateful for the funding received by the County of St. Paul FCSS and Council in supporting Wellness Days at schools throughout the division this year.

SPUR Radio – graciously donated $6,000 to be used towards division music programs.

Columbus House of Hope School Program - the division received a grant to start an education program at the St. Paul women's shelter. The grant covers the cost of hiring a 0.4 certificated teacher. The Board approved the application of a school code for the program.

Community Spirit Grant - SPERD received $9,124.52 for the 2011/12 school year application. All funds will be dispersed according to how donations were made to each school. The Province discontinued this grant in its 2013 budget.

Provincial Competition Support - Principals were asked about activities that students might reach at a provincial competition level, other than just sports. The Board accepted a recommendation that the division support travel costs for any students who reach the provincial competition level through a school-based program. (Example: Skills Canada)

Returning Officer – the Board approved Don Zarowny as returning officers for the October, 2013 Trustee elections.

Modified Voting Procedure - the Board passed Bylaw No. 2-13 which allows for more than one voting station in a voting subdivision.

School Trips - the Board approved recommendations to allow four different school trips in the 2013/14 school year pending further required information and the requirement to follow division policies and procedures - Dominican Experience St. Paul Trip, Ashmont Secondary Canadian exchange trip, Two Hills School to Dominican Republic and Ashmont Secondary to China.

ASBA Spring General Meeting - Five trustees attended the conference in Red Deer, June 3-4. The conference focused on the arts in education and included a day of regular business meetings with school boards across the province.

Zone 2/3 - Kayla Fluker, a teacher from Mallaig, was one of the nominees honoured at a banquet last month for the Edwin Parr Awards.

Windpower Project - after two years of planning and evaluation of options, the Board took another step forward by passing a motion to join the Alberta Schools Wind Power Project subject to the provision of becoming an equity partner.

Policy Review - the Board deferred changes to the Division Foundational Statements to the 2013/14 school year. Policy 2 Appendix A (Board was altered during the Board Evaluation and approved for changes.

Admin Procedures - Trustees received information on two admin procedures regarding exempting students from awards if they have been academically dishonest. The admin procedure on school fundraising was also reviewed to coincide with a new procedure on advertising, canvassing and commercial solicitation.

SPAN Cafeteria Lease – Central Office admin met with the leaseholders to discuss a number of issues – the Board accepted recommendation to renew the contract for two years with a 2% increase in the first year to adjust for inflation.

Superintendent Report:

• PARTY program – the full day program gives students the opportunity to experience a mock accident and the subsequent results. The program coordinators have requested all Grade 9 students from the division participate at the same time during one full day of activities at the Recreation Centre. 
• Risk Threat Protocol - reviewed and updated – a folder will be placed in every classroom this fall.
• "Hold and Secure" - a new terminology for schools which involves an altered lockdown procedure. It includes keeping all school doors locked and all students inside. It could be used during a lightening storm or where there is a potentially threatening person in the community. 
• Field Trip Bus - administration is investigation the possibility of having a division-owned bus available for field trips. Results so far are inconclusive.
• Synrevoice - plans for the Board-approved automated call-out system moving forward.

Financial Report - the Board approved the 2013/14 Budget at a May 28 special meeting. Because of the prudent actions of our admin and financial teams, our division was able to maintain the same level of staffing with a 1% deficit, which will be offset with reserves.

Capital Report:

• FG Miller - scheduled for completion July 31, 2013 - gymnasium finishing taking place as well as completion of change rooms, classrooms and common hallway; paving of west parking.
• Racette - scheduled for completion mid July, 2013 - interior work to be completed by end of June with outside paving to start June 24.
• Two Hills Mennonite – work is ongoing in solving how the ground water under the building slab will be diverted. Geotechnical is confident it can find a solution.

Trustee Report - May 8, 2013

Naming of Facilities Policy – the proposed policy was presented to school councils last month. The Board passed a motion to approve the new policy that deals with naming of division-owned facilities/spaces.

Synervoice – the automated call-out system will be available to all schools in the division. The Board approved the annual fee for the 2013/2014 school year. The service will be evaluated for its effectiveness.

Government of Alberta/Alberta Teachers Association Framework Agreement - SPERD trustees formally passed a motion to accept the GOA/ATA agreement. The board agreed to the framework in principle back in March.

Locally developed courses – The Board approved two more courses developed by other school divisions: Forensics 35 and Abnormal Psychology 35

Policy review – Trustees reviewed and made recommendations to the Policy Committee on two policies regarding trustee code of ethics and board operations.

Council of School Councils (COSC) – school councils/parent advisory councils are invited to meet June 12; 6:30 - 8:30 p.m. at Central Office Board Room - budget presentation and other possible topics, such as an update on Facebook, outcomes-based reporting, etc.

SPAN cafeteria lease - tabled to June meeting for further information gathering

Financial support for students reaching provincial competitions - Board sponsors local sports teams who reach provincials, but what about students excelling in other areas? Administration will poll principals on participation level of all students across the division and bring back recommendations to the Board.

Highway 36/45 improvement committee –  Trustee Rudkowsky has been attending meetings regarding wide, heavy loads traveling through the Two Hills area. Pedestrian crossing will be limited, but student crossings were given attention. An open house will take place in June for the proposal by the committee.

Superintendent's Report:

Field trips – school administrators are developing more information for pre-trip checklists. All relevant information will be available to parents - everything from crossing the street to the park to traveling outside of the province.

Science Olympics – took place April 18 at Racette School with a number of activities challenging students' science knowledge.

School fundraising policy – administration is examining existing Admin Procedure 520 in order to ensure equity, consistency and balance for all fundraising activities at the school level. Community and school fundraising groups will be consulted during the process.

Risk/Threat Protocol and Emergency Preparedness procedures will be standardized for every classroom across the division by the beginning of the next school year.

Outcomes-based report cards - K-6 teachers will review and make changes if necessary - no plan to move outcomes-based report cards beyond Grade 6 - Junior and Senior High courses still need to align to Diploma exams and post-secondary requirements.

Grade 4/5 students across the division are attending Ag Safety Day on May 10 - 200 students -  St. Paul Ag Corral.

Financial Report - for 2012/2013 - outstanding ATA agreement still leaves some questions for this year - for 2013/2014 - looking at relying on some reserves to carry us through a slight shortfall, but it will not impact the classroom - Operations and Maintenance, AISI programs, etc. cut – staffing will remain status quo

Capital Projects:

THMS - driving piles for concrete – contacting government again re: postponed sod turning

FG Miller still on schedule

Racette - final detailing - trustees toured progress last month

ASBA Zone 2/3:

GOA/ATA agreement - some boards having difficulty reaching settlements

Edwin Parr Awards - nominee from Mallaig, Kayla Fluker, has completed interview process – the award recognizes successful first-year teachers

ASCA conference - Trustee Lafrance attended conference on April 26-28 with two parents from St. Paul Elementary and Myrnam schools – many of the sessions focused on operations of local school councils as well as Alberta Education’s emphasis on moving forward with the Inspiring Education initiatives.

Northern Tier - five years ago St. Paul Education was at the bottom of the list of this ranking of schools - found out this year we are rated the highest division in the Northern Tier.

Parent letter - a parent from Saddle Lake expressed concern that aboriginal students were not being represented at the board level. The Board is writing a letter in return explaining that our division has a First Nations Metis and Inuit coordinator, school council meetings and local trustees as options to have a voice in our division.

St. Paul Friends of Playschool - currently leases a classroom in St. Paul Elementary School – the Board approved motion to extend lease at current rate.

Trustee Report - April 10, 2013

Two Hills Mennonite School sod turning – all government events were postponed after the recent passing of Ralph Klein, including the school sod turning for April 3. The school sod turning will be rescheduled for a future date.

Transportation Committee – met with school bus contractors to discuss local bussing issues and rates – the Board approved modest rate increases and agreed to cover the cost of the fuel subsidy grant, that the Province eliminated April 1, until June 2013. The Board also increased the inclement weather payout from two to three days and agreed to cover the costs incurred during driver evaluations. The Board is also writing a letter to the Education Minister asking for the fuel subsidy grant to be reinstated with the trigger rate being moved up to 85 cents/litre from the previous 65 cents.

Children’s Fair – the Board agreed to cover the cost of lunch for the local service providers and one newspaper ad for the upcoming annual Children’s Fair which provides information and referrals for parents of preschool children.

Registration fees – the Board approved a number of increases to school registrations fees. Many of the fees go to cover the cost of extra school activities such as swimming lessons and skating.

Policy review – Trustees reviewed and discussed policies regarding the recruitment of staff and student transportation.

Capital Plan – the Board approved its annual plan which lists its future school construction/renovation projects in order of priority: 1. Ashmont schools (modernization or new schools) 2. Two Hills Mennonite School (space constraints in new building) 3. New Myrnam (modernization) 4. Heinsburg (modernization).

Locally Developed Courses – the Board approved a number of courses for Regional H.S. and SPAEC that were developed by other school boards. They include a number of English as Second Language (ESL) courses as well as Forensics, Rock and Pop music, Yoga and Outdoor Education.

Superintendent’s Report:

Racette – the Board approved the Grade 6-8 students to be finished school a day earlier in June in order for staff to prepare for the move and for Portage to begin their construction plans. Grade 6-8 students will be done on Wednesday, June 26. Grade 9 students will still write their exams on June 27.

Heinsburg – the Board approved a request for staff to switch PD days in order to attend a school day at the Amiskwaciy Academy (an Edmonton school with a First Nations focus). Monday, April 29 will be a regular school day for students and Friday, April 19 will be the new PD day for Heinsburg students only.

School Administrators met for their monthly meeting on April 9. Discussed budget and staffing in preparation for 2013/2014. Also discussed bullying across the division to coincide with the new Education Act – taking an inventory of school-related policies and resources to adapt a division-wide approach on treating one another with respect and kindness (bullying prevention).

The Instructional Assistants PD day will take on Staff Appreciation Day next year instead of during Teachers Convention.

The Division is looking into purchasing an automated call-out system as another tool in contacting parents/guardians during snow days, etc. It can be adapted for individual buses or schools. Can also include multiple phone numbers, texts and email addresses. There is a message received feature, but schools would also ensure that contact is made if no contact made through the system. The annual contract cost is $11,000.

Admin Procedure 422 – Staff PD Opportunities – as already required by the Superintendent and Trustees, all division staff will require approval for professional development travel outside the province.

New Board Policy – Trustees will be circulating copies of a new division policy for the naming of schools and other division-owned facilities/spaces for feedback by School Councils and division staff.

Financial Report – Trustees have set May 28 for a special Budget meeting – early indicators show that the division will need to do some trimming for the 2013/2014 school year.

Capital Report:

• FG Miller – construction of gym to be completed by the fall
• Racette – Trustees will tour the renovation progress on April 24
• Two Hills Mennonite – the province has an ambitious completion date of fall, 2015. Students in the modulars are scheduled to be moved into the new school by next spring in order to accommodate the attachment of the modulars.

Bylaw 1-13 – Trustees passed three readings of a new bylaw pertaining to the disclosure of election contributions and expenses. A candidate will have to disclose any campaign contributions from outside sources exceeding $100. Candidates will not have to disclose costs if their personal contributions are under $5,000.

Trustee Report - March 13, 2013

Two Hills Mennonite School sod turning - April 3 at 1:30 p.m. - trustees discussed the agenda, list of invitees, protocols for the event.

Grad tokens - Board has been purchasing USB drives for the past couple of years - motion approved to continue with the USB drives as a gift for each SPERD graduate.

2013 School Board Elections - trustees considered a number of bylaws required leading up to October elections - elections will take place at the same time as municipal elections on October 21 and the term has been changed from three years to four years. For more information on becoming a trustee, visit the Alberta School Boards Association website at www.asba.ab.ca

Policy review and amendments – trustees reviewed policies 14 and 15 regarding hearings on teacher transfers and school closures – the policy committee also brought forward a number of amendments from previous policy reviews.

Superintendent's report:

Edwin Parr awards for first year teachers - nominations due April 5. Information will be brought forward to next admin council on March 20.

Mallaig School tour in February - great evidence of how a school is striving towards division goals. Next school tour tentatively planned for April.

Principals will be setting their priorities during budget discussions at the next admin council meeting.

Racette update - school construction completion date has been pushed back into April. Recommendation from school admin and superintendent that staff and students will move back to Racette home in August, 2013. Board approved recommendation.

Transportation committee – a number of challenges for administering in-town bussing  - extra admin fee of $15 for bus pass change - winter service bussing no longer applies (passes will be for the entire year) - if a child requires a seat on another bus, an extra fee will apply – information on changes will be handed to out to those who use the service. Board approved committee recommendations.

Fuel Price Contingency funding - as of April 1, the provincial funding will be eliminated - grant was used to offset the rising cost of fuel - means a loss of approximately $30,000 per month for our bus contractors.

Financial report:

March student count - second count assists with grant funding – 4085 students at Sept. 30 - March 1 count at 3984 - loss of 101 students. Affects English as Second Language grants and class size ECS (Kindergarten) grant.

March 7 provincial budget - province's fiscal year ends March 31. Some changes affect our current school year such as Alberta Initiative for School Improvement (AISI) grant and the fuel price contingency funding being eliminated April 1. Province made budget projections for each school division, but our numbers differ. (ie. Province suggested increase in enrolment, but our enrolment numbers have remained quite consistent over the past few years). – As a result of the provincial budget, our division will be down approx. $1 million in revenue vs. the province's projection of $249,000. We will need to reduce on the expense side, but it is too soon to determine exactly how it will impact the division. Other items, such as the elimination of the Community Spirit Grant and changes to Alberta Distance Learning will also have an impact on the division’s bottom line.

Capital projects:

THMS - contractor has started moving snow - April 2 pile driving - April 3 sod turning

Racette – construction completion moved back to April

FG Miller - gym likely won't be available to students until the fall

Workloads for teachers discussion at ASBA zone 2/3 meeting - total work time includes instructional time, assignable time as well as the marking, report cards, extracurricular activities, etc. - quite a bit of difference among teachers - even with assigned time - some boards have more teacher prep time than others.

Advocacy meeting with MLAs for zone 2/3 on March 21 - discussing capital needs, inclusive education, small schools, socio-economic issues, transportation and wrap-around services.

Rural Alberta education conference - three trustees attended in Canmore - attended sessions regarding Alberta student mentorship program, distance learning, entrepreneurship programs on iPads, driving simulation programs for logging industry, digitalization of student records and forms, rural school closures, communications consultants, partnering with U of Athabasca to develop android apps catered to the school division, green certificate program.

Utilization Report – trustees received their annual report on how space is being utilized in each of the division schools. The report is based on a provincial formula and a school is considered “full” at 85% capacity. Glen Avon is at 85%, but Two Hills Mennonite Schools sits at 140%. The division average is 63%. 

Trustee Report - February 13, 2013

Two Hills Mennonite sod turning – Sod turning event date set for April 3 1:30 pm on site.  Local and provincial dignitaries will present.

School Calendar – After a review process by school councils and administrators the 2013/14 calendar was approved and passed by the Board of Trustees.  Spring break will be left as presented in calendar draft 1 – it is following policy.  May 12 PD will move to May 16.

Promotion of 2013 School Board Elections – Information regarding upcoming trustee elections to be held on October 21, 2013 will be posted on division website, social media and advertised in local newspapers. There are two free sessions sponsored by the ASBA for individuals interested in school trusteeship. More information can be found at www.asba.ab.ca

Saddle Lake Arbor Funding Request – The division is very much in favour of the Saddle Lake Arbor project however we are unable to support financially.

Locally Developed Courses – The Board of Trustees approved the acquisition and use of Workplace Essentials skills 25-35 and Reading 15-25 as locally developed courses to be implemented in the 2013-2014 school year subject to any required approvals by Alberta Education.

Policy Review 10 & 13- trustees discussed policies 10 (Policy Making) and 13 (Appeals and Hearings Regarding Student Matters). Both policies are currently under review by the policy committee.

Incident Communications – the Board discussed communication protocols during an incident.  All communications are based on two priorities: protection of students and staff. All communication must have consideration given to criminal justice and the School Act as well as respecting and protecting the privacy and well-being of individual(s). This protocol is also reflected in the Fair Notice letter that is sent home every fall.

Alberta School Council Association Annual Conference & AGM – the Board approved and passed a motion to once again sponsor 2 parents from different school councils to attend the annual ASCA conference and AGM to be held in Edmonton on April 26-28.  Sponsorship is limited to conference fee and accommodation costs. Contact your local trustee for more information.

After School Care – An inquiry was made regarding the availability of the division providing after school care for students.  The Board is open to the concept if there were interested community partners but we are currently not in a financial position to operate a program solo at this time.

Bishop Meeting – The Board of Trustees will be meeting with newly installed Bishop Terrio on April 24 2013 for an informal meet and greet.

Superintendent Report :

• Alberta Education visited with Racette staff over lunch and debriefed over the Racette incident. Positive overall.
• School Websites have had some minor issues over the past few weeks and are being worked through. We apologize for any inconveniences.
• A fire occurred at the division’s maintenance shop.  Fire was limited to a small area but there was extensive smoke damage.  Insurance estimates could be 1-2 million dollars.  Thank you to fire responders for their quick and diligent response.
• There was some discussion at the recent administrators meeting regarding timing of Elementary report cards. Decision was made to leave them as is.
• Division Pow Wow to be tentatively held on September 20 2013 (June can be a conflict with exams and weather).
• Communications – all schools will be equipped with phones that plug into fax lines to ensure working phones during power outages.
• March admin meeting changed to March 20^th due to more information being available after the March 7 provincial budget announcement.
• Mallaig school to host the Board of Trustees for a tour and presentation on February 27.
• Threat assessment training to be late Fall.
• March 7 will be the announcement of the Provincial budget. Area school councils may be discussing 2013-14 school fees.  Some scholarships are having issues with regards to returns on investments due to low rates.  The Community Spirit grants have been extremely helpful in keeping them fluid.
• As of February 13^th 9 Racette students are attending school at the Regional High School site and 5 students have relocated to Portage site.

Capital Projects Update- FG Miller progress is going well but slightly behind due to steel orders. The Racette modernization is on schedule with possible completion by end of March with some exterior to be done when weather permits.  THMS received 8 bids with Jen-col Construction being awarded the successful tender.  Shop fire – most of the damage occurred in the warehouse but there is smoke damage to other areas.  Operations are still underway at current site but a construction trailer may be needed during reclamation process.

Trustee Attendance Schedule - 3 trustees will be attending the Rural Education Symposium in Canmore on March 3-5.  On February 27 the Board of Trustees will be attending Mallaig school for a tour/presentation. That same day the Board will meet with MLA Shayne Saskiw by videoconference.

Subdivision Application – The division received notice of an application for subdivision adjacent to the SPECS playground. We are aware that this is part of the East Central Francophone board’s process for selling their land.