Trustee Report – December 10, 2014

Satisfaction Survey – In preparation for the division satisfaction survey, taking place after spring break, Trustees suggested some minor changes and additions to the questions. All students Grades 4 -12, staff and parents will take part. The information from this survey assists in guiding the Board and Division with its goals, policies and procedures.

Strategic Planning – April 13 and 14, 2015 has been set aside for school and community members to collaborate and create a new vision/mission and strategic plan for the division.

Calendar Development – Draft #1 of the 2015/16 school calendar will now be circulating throughout schools and will be discussed at school councils until the end of January. Calendar development always starts with counting backwards from diploma exam dates in January. Since the September long weekend falls at a later date (Sept. 7), school will start before the long weekend (August 31). Since Remembrance Day falls on a Wednesday, it cannot be attached to teacher lieu day and PD day like in November 2014. Instead, there will be a bit of a longer break over Thanksgiving.  Christmas Break needs to be in full weeks, so it will begin on December 19, with kids back on January 4. A midweek to midweek Christmas break is not effective for learning. School finishes a bit earlier for most students on June 24. High schools will be open June 27 and 28 for exams.

Dual Credit Proposal – High school students will have opportunities to explore some college level courses while still attending high school. The recent proposal involves SPERD joining the existing partnership between Lakeland College and East Central Catholic school division. Current online courses include early childhood courses, environmental science, esthetics, heavy oil and agriculture sciences.  The Board supports the proposal with the first round of classes starting in February.

FSLW Support Letters – the Board is once again sending out letters to its partnering municipalities asking for support of our Family School Liaison Program. This family-school counseling program originally began at the municipal level and has been taken over by the division and subsequently grown so that every school in the division has access to FSLW staff.

Policy Review – Trustees reviewed Policy 18 Community Engagement and Policy 19 School Councils with a minor housekeeping change in wording.

C2 Committee update – ATA Local President and C2 Committee member Connie Landsiedel reported on the collaborative PD day in November. It was greatly received by teachers who traveled/collaborated with other teachers around the division or in neighbouring divisions. Local committee and ATA members will use speaking points from the list of items of the C2 teacher workload survey last year in order to gather ongoing feedback.

Two Hills Playschool request – the playschool is requesting use of school space at Two Hills School. After consultation with the school and school council, the Board approved the request.

Transportation Survey – Buffalo Trails division initiated a meeting and survey to gather information on the common challenges that rural boards are facing. SPERD provided its survey answers to the rural transportation committee.

Superintendent Report:

Admin Procedure Reviews – School fundraising – schools are trying to follow gaming regulations but finding some cumbersome roadblocks – still investigating regulations pertaining to school activities. Also looking into further regulations and practices regarding health emergencies that may occur during field trips of sporting activities.

My Blueprint – a couple of schools and our division counselors are testing an online career planning program. It uses real-time student marks and individual goal planning to determine post secondary plans. It is still in investigative stage, but admin will explore it as a division-wide program.

What happens when busses aren’t running? After two “snow days” already this year, admin is moving forward, guaranteeing that there will be a minimum of 50% learning in classroom during snow days.

Libraries now know as Learning Commons according to a Ministerial Order. The traditional “library” has evolved into a communal place where students and staff gather to learn and discuss.

What is happening during PD Days? Starting in January, look for information in your school newsletters and/or social media for what staff is learning during professional development days.

What happens when my child isn’t going to be on the bus? Administrators discussed the possible need for a common notification method for students who may not be on their regularly-scheduled bus before or after school.

Edwin Parr nominations for first year teachers are due in March.

Financial Report – The audited financial statements for the 2013-14 school year show a deficit of $763,288 which represents 1.3% of the Division’s $58,405,177 budget. Total annual operational spending per student is $14,050 which works out to about $71 per day. The deficit is the result of a reserve distribution approved by trustees last year to address priority facility and student needs. Facility funds were used for school upgrades such as gym floors and improved wireless capabilities, while the school specific funds were primarily allocated for technology, updated equipment and furnishings as well as targeted professional development.

The fall budget update for the current year is projecting a similar small deficit of $683,773 mostly due to the carry-forward of allocations related to the above reserve distribution.

Capital Projects:

TH Mennonite School construction will resume once all of the revised agreements are properly signed. Alternate accommodations for the growing student population will be reviewed during a special Board capital planning meeting on. Dec. 17.

Ashmont schools were involved in value management session on Dec. 8 and 9 – Planning is leaning towards a replacement school instead of a renovation. Once this phase is finalized, the project will go back to Treasury Board for cost approval. The next planning meeting will occur in January.

Trustee Report – November 12, 2014

Satisfaction Survey – The division will be completing its own satisfaction survey after the spring break. The last survey was completed in the 2010/11 school year. This falls under the policy of having a division survey once per election term. Division students, staff and parents will be surveyed. Information will be coming forward closer to the date.

ASBA Proposed Policies for Fall General Meeting (FGM) – Trustees across Alberta will be discussing and voting on a number of policies at their FGM on Nov. 17 and 18, including weighting of provincial exams, needs-based funding for public rural schools and funding new school and modular start-up costs.

Faith Based Alternative Programs – Trustees received a letter from new Education Minister Gordon Dirks ensuring boards with alternative faith-based programs are meeting obligations under the School Act and Canadian Charter of Rights and Freedoms.

Buffalo Trail Transportation Concerns – Due to a number of challenges in providing transportation in rural areas, the Buffalo Trail board is hosting a meeting at the FGM. Board Chair Starosielski and Superintendent Brodziak are attending the meeting.

Wind Power Update – The lengthy approval process for the School Board Commodity Purchasing Consortium in constructing a wind power project is progressing. The project should be complete and up and running by January 2016 and will provide power for a number of school divisions across the province.

Policy Review – Trustees reviewed Policy 2 Role of the Board and Policy 6 Role of the Vice Chair with no changes.

Superintendent’s Report:

• Annual Report and 3-year Plan due at end of November. Admin has completed draft changes for Board review. Feedback due by Nov. 26. Will also go out to schools once complete.
• ECS Entrance Age – Will continue to keep our policy as is due to potential changes at the provincial level with the implementation of the new Education Act in 2015.
• SLA (Student Learning Assessment) – admin gathering feedback on pilot implementation at the Grade 3 level.
• Admin Procedures – non-certified staff grid discussion – safe and caring schools – parent and public inquiries.
• Post-it Note Story – building a welcoming environment using positive comments – if further interest from Success Coaches, contact Mallaig School. St. Paul Journal offered to donate Post it Notes.
• SPUR Radio donation for music programs will be given to junior and senior high music programs that have instruments.

Financial Report:

Annual audit complete and will be presented to Board on Nov. 26. The Board will also be presented with the fall budget update.

Capital Project Update:

• TH Mennonite new school build – the Board received word from the Province that construction will be commencing at the existing site shortly.
• Ashmont modernization– will be participating in an upcoming planning meeting with Provincial officials.

Trustee Report – Oct. 15, 2014

DIPs and PATs – The Board is generally pleased with the results of this past year’s diploma exams and provincial achievement tests. No Grade 3 students wrote the PATs, opting instead to complete the new Student Learning Assessments at the beginning of this year. Improvements in overall diploma acceptable standards (from 78.77% to 85.43%). Also improvements in diploma standard of excellence (from 11.90% – 18.63%). Also improvements in Citizenship from “Good” to “Excellent” and Parental Involvement from “Acceptable” to “Good.” Areas that stayed the same are School Improvement (Excellent), Safe & Caring (Good), Work Preparation (Good), Drop Out Rate (Good), High School Completion (Acceptable). Grade 6 PATs – Science, Social Students and French Language Arts showed a decline, but Language Arts was up. Grade 9 PATs showed general improvement. Rutherford Scholarship eligibility rate dropped 10% - could be due to rotation of some subjects at some schools  - requires further investigation. Results will be reviewed on a school basis and will be reported at School Councils.

Enrolment update – Schools hired more teachers in addition to the ones made earlier in September. The additional hires include Two Hills Mennonite 0.5, St. Paul Elementary 1.0 and Elk Point Elementary 0.5 to accommodate the addition of 107 students at the Sept. 30 final count. A total of 4.5 FTE instructional assistants were also hired across the division.

Anti-bullying advertising campaign – The Board received further information on the proposal to join a radio advertising campaign for the year. Advertising spots would take place before and after-school hours on the local SPUR radio station. The Board supported a maximum of $3,200 expenditure.

Strategic Planning – The Board approved hiring Alberta School Boards Association to complete the vision/mission review. A maximum budget of $10,000 was set at budget time in the spring for this process. This comprehensive review will include stakeholder surveys and general information gathering.

APAC Recommendation (Aboriginal Parent Advisory Committee) – The division’s First Nation Metis and Inuit committee made a recommendation to set two APAC meetings per year to start. A trustee will be in attendance.

Modular applications – once a year, Infrastructure asks boards to submit requests for portable classrooms. There is a high demand across the province due to intense population growth in some areas. Two of the division’s schools are considered “full” according to the 85% utilization rate set by the Province. The Board agreed to set Two Hills Mennonite (141%) as a priority and Glen Avon (88%) as second.

Mallaig Gym Naming Request – a community group received approval from the school and school council to rename the Mallaig gym in honour of Mr. Ian McGillivray – a 30-year teacher at the school. The Board approved the request.

Policy Review – the Board reviewed Policy 3 Role of the Trustee and Policy 5 Role of the Chair, with no changes.

Superintendent Report:

• Administration is preparing an Anaphylactic/Severe Allergy Administrative Procedure.
• Twitter – a committee was created to review possible use at school and classroom level – admin council decided it should be optional with different levels of use.
• New this year, a principal will be bringing forth an admin procedure at each monthly meeting for review in order to keep apprised of current policies and procedures. Changes were reviewed by the Board.
• Technology improvements over the summer are appreciated at school level.
• Mental Health Capacity Grant – 0.5 hiring of Success Coach at each school – presentations and other group work.
• ECS entrance age – has been discussed for the past year and a half. Current policy is that a child must be 5 by end of February – looked at moving it to December 31. Principals decided needs more discussion and investigation since it has a large impact on families. Won’t be a sudden change within the next calendar if a final decision is made.
• Student Learning Assessments - replacing PATS - were written during a range of time Sept. 29 – Oct. 24. Currently Grade 3, but will be moving into Grade 6 and 9. Focus is on numeracy and literacy skills.

Financial Report:

• Since enrolment is up, it affects our budget – 107 students generally means about $670,000 in revenue. Staffing increases offset up to $200,000. Budget update will be reported in November.
• Auditor’s letter received by the Board to complete the annual audit for Nov. 26.
• Staff have been paid through electronic fund transfers for a while - now able to receive personal expense reimbursements as well. All appropriate approvals are in place.

Capital Projects – Ashmont Elementary and Secondary Schools have been approved for modernizations in the announcement by Premier Prentice last week. Two Hills Mennonite School – government has recommendation on the school, but due to change in leadership and cabinet, there was a delay in the announcement. Have been told will hear by October 22. Board did send a letter on Sept. 30 to Premier Prentice expressing their concerns with the delay of construction.

Trustee Report – September 10, 2014

Organizational meeting – the Board held its annual organizational meeting with Chair Heather Starosielski and Vice Chair Rhonda Lafrance being acclaimed. Trustees also chose their positions on various committees.

Enrolment update – 4,020 students – up 76 from projected (+24 from last Sept. 30) – final count is Sept. 30. Ads for 0.5 FTE positions in Elk Point and Two Hills Mennonite and one full-time teacher in Heinsburg. Mallaig also hired 0.5 teaching position, but used TA time to fill the position. Quite often student enrolment declines until Sept. 30 and levels off. Schools did a good job at projecting for this year.

NewCap donation – the division received another donation of $8,000 from NewCap  (who operates SPUR radio station). The money will go towards music/band programs across the division. The board also discussed a request from SPUR for an anti-bullying partnership with radio advertising. The Board referred the matter back to administration for further review.

Two Hills Mennonite School update – the artesian well capping process was successful over the summer. Design and schedule changes required additional negotiations with the contractor, which has been causing further delay. The Two Hills Mennonite community held a Town Hall meeting in late August to discuss concerns over the site conditions with the Board and reps from Alberta Infrastructure. AB Infrastructure and Education were meeting today to discuss future plans for the school. The Board eagerly awaits the next steps. Since the government provides the funding for new schools and is the project manager for this project, the Board will continue to act as an advocate for the community, as it does, equally, for all students, staff and parents across the division.

Locally Developed Course – Global Discovery Jr. High Option for Mallaig. A new semester option for Grade 7and 8 students. Principal Whitfield designed this course – based on using field work and geographical systems. Heavily based on inquiry. Board approved the course.

Ashmont intersection update – County of St. Paul has been involved in lobbying for reduced speed zone being moved further west. The school and its parent council are in the process of writing letters to the government as well. The Board will follow up with these partners on further lobbying efforts

Policy Review – Policy 8 Board Committees the changed Calendar Committee to Board as a whole. Policy 9 – NE Cross Ministry Governance has been disbanded, so this Board Representative commitment will be removed from policy.

Regional High School sponsorship request – Regional is requesting approval for sponsorship of girls’ volleyball team jerseys. Board approved the request. The Board also requested administration investigate a method of approval when an official school council is not in place and/or a quick turnaround decision is required.

ATA Board Meeting participation – New Local president Connie Landsiedel and VP Ron Wiebe will be taking turns attending board meetings and the Board and ATA Local will be sharing sub costs. A Teacher Board Advisory meeting has been set for October 15.

School Tours  - the Board is tentatively planning its next school tour on October 28   to Two Hills School and Two Hills Mennonite School with a tentative meeting with the Mennonite School Council.

Board Strategic Planning – the Board is dedicating resources to reviewing its strategic plan this year, including the division’s vision and mission statements.

Post Secondary Night – to be held Sept. 17, 7:00-8:30 p.m. at Regional High School gymnasium with reps from universities and colleges across the province.

Glen Avon parking lot sale – Board approved the highest bid for public tenders on the former parking lot across from old GA.

Staff Recognition (AP 415) – a new admin procedure is in place to replace the pins that used to be handed out for 10 and 20+ years of service. Much of the groundwork and research for this initiative took place in the C2 teacher workload study and principal meetings. Service awards will now be handed out as $100 for 10 years and $200 for 20 years of service. Those who work 25+ years will receive $10 per year of service.

Superintendent’s report:

A positive start to the year - The administration team has already completed quick visits to half of the schools in the division. Been hearing positive things. Settling into routine. Want to continue the positive trend.

The Ashmont SEVEC trip that was previously approved has been formally documented and the students are going to Quebec this year.

Division Satisfaction Survey – Consistent with policy of having a survey once per election term, the Board has decided to complete a division satisfaction survey in the 2014/15 school year.

Success Coach program – a grant-based government initiative that started in 2007 – was in GA, Racette and two Ashmont Schools. New project has transformed into all schools with a focus on proactive interventions. Half-time success coaches will be in place in all schools. Ads are currently in place to recruit the appropriate personnel.

Dr. David Townsend, an educational leadership expert, is scheduled to facilitate eight meetings with local administrators and central office admin. Good opportunity for growth with our younger admin teams.

Financial Report – biggest unknowns this time of year is enrolment and since it is on track, the budget should be on track. Continued implementation of new SRB software for school and central office reporting.

Infrastructure Maintenance Renewal (IMR) Report – the majority of projects earmarked for this year were completed over the summer, including the extra $500,000 from reserves in a one-time allocation towards infrastructure projects. A few parking lot upgrades were not completed during the summer, but are still to be completed.

Trustee Report – June 11, 2014

Ashmont Intersection – the Board received a reply from Alberta Transportation stating that changes to the intersection on Highway 28 are not on the current three-year plan. The Board initiated the request for further review after hearing concerns regarding no left-hand turning lane on the highway while heading east.  Ashmont School Council mentioned they would be writing a letter of concern to Alberta Transportation as well. The Board will also be following up with the County of St. Paul.

COSC Meeting – School Council members, principals, local ATA members, trustees and administration met in the evening of June 11 for the annual Council of School Council meeting.  Alberta Education Director Gilbert Guimont provided further information on the Province’s current Curriculum Redesign process and led the group into a valuable discussion. Secretary Jean Champagne also provided information on the division budget and Superintendent Glen Brodziak presented a report on the teacher workload (C2) study with input from ATA committee member Connie Landsiedel.

Cross Area Transportation Appeal – the Board heard an appeal from a family regarding a cross area transportation request.

Ashmont Secondary SEVEC Request – the Board approved a request from Ashmont Secondary School to begin the application process for an exchange trip to another region in Canada.

ASBA Membership Fee Task Force – Trustees received a call for interest involving a new task force created by the Alberta School Boards Association regarding a review of the ASBA membership fee formula.

Policy Review – Policy 4 Trustee Code of Ethics and Policy 7 Board Operations was reviewed with suggestions referred to the policy committee. With the change to regulations in conjunction with the new Education Act, the Board is expected to see many changes to policy in the coming year.

County FCSS bussing - the Board granted permission to the County FCSS to use a division bus for their summer program in Ashmont.

Locally developed courses – the Board approved the acquisition of a locally developed course entitled, Perspectives on the Human Condition, for the high school level.

Heinsburg School Travel Club – Trustees approved the school’s travel club’s request to travel to Costa Rica next spring break provided all division policies and procedures are followed.

Superintendent’s Report:

• Staff continues to keep students focused on completing their academic studies until the end of June.
• Staffing for next year is 75-80% complete.
• Staff and students were encouraged to wear red on June 10 to show support of the RCMP across the country and in our local community.
• The division was approved for an Alberta Wellness Grant, which will go towards items such water bottle fillers, smoothie machines, etc.
• Bus Driver Appreciation – June 13 – schools will be showing appreciation to our bus drivers.
• At this month’s principal’s meeting, Debbie Thorne and Chris Ostapiw were celebrated for their dedication to education with a collected 70 years of teaching and administrative experience. The two principals are retiring at the end of June. 

Financial Report:

• The board-approved division budget was submitted to the Province at the end of May.
• The division received a WCB redistribution cheque of $47,000.
• School allocation of reserves is being well spent. Schools have until the end of next school year to complete their expenditures.
• Auditors completed their interim audit.

Capital Projects – TH Mennonite School – Trustees Starosielski and Rajoo as well as administration attended a meeting with Alberta Infrastructure and Education regarding concerns over the existing building site. Several experts provided sufficient answers, however, the board remains cautious until the artesian well conditions are fully capped and a written guarantee of safety is provided.

ASBA SGM – Trustees reported on the business meeting and PD sessions from the Spring General Meeting in Red Deer, June 1-3. 

Trustee Report – May 14, 2014

The Board of Trustees were led in prayer by Chair Heather Starosielski in recognition of the tragedies that took place within the community of St. Paul on May 9.

Curriculum Redesign Meeting in St. Paul – Alberta Education is hosting a series of community consultations across Alberta on specific components of their Curriculum Redesign process. The session in St. Paul takes place on May 21, 6:30-9:00 p.m. at Portage College. Use the following link to register: http://www.learning-network.org/programs/register/1110

COSC – June 11, 6:30-8:30 p.m. – School council members, administrators, trustees and the local ATA are invited to the annual Council of School Council meeting at the Central Office board room. The focus on this year’s meeting is on the Curriculum Redesign currently underway by Alberta Education. An Alberta Education rep will lead the information and discussion session. There will also be time for networking and information on other division initiatives. RSVP to Trustee Lafrance or Trustee Cook by June 4.

Wellness accounts – The health insurance provider for Alberta school employees asked school boards their opinion on a wellness account for employees. The account would cover items such as gym memberships, child/elder care, professional development, etc. The Board voiced their opinion against wellness accounts as it leads to further total compensation expenses.

Teacher Excellence Task Force – on May 5, the task force members released the details of a report, which includes 25 recommendations for improving teacher excellence in the classroom. The common theme is “For every child, in every class, there is an excellent teacher.” Input is sought from all education stakeholders, including parents, students, teachers, trustees, etc. The 200+ page report can be found at the following link: https://inspiring.education.alberta.ca/initiative/task-force-for-teaching-excellence/. Feedback on the report can be given on this site.

Ashmont intersection safety concerns – The Highway 28 turnoff into Ashmont is causing concerns for the transportation of students and staff. There are approximately 20 busses and 80 staff members using this route every school day. The speed limit was reduced to 80 km/h, but it is not always followed and the amount of traffic since the last review has increased. The Board will write a letter to the appropriate provincial traffic safety department with their concerns.

Policy Review – Policy 16 Recruitment and Selection of Personnel and Policy 17 Student Transportation Services were reviewed with no changes. Policies up for review next month include: Policy 4 – Trustee Code of Ethics and Policy 7 – Board Operations.

Admin Procedure 168 – Fragrance/Scent–Safe Workplace – the new procedure is currently being introduced across the division for those students and staff who may suffer a medical reaction when exposed to a fragrance or scented product.

International Travel – the Board approved the Ashmont Secondary School trip to Italy and Greece over spring break 2015, providing those who attend follow all Board polices and procedures.

Superintendent’s Report:

• Staffing – numbers for 2014/15 are relatively stable in comparison to the current school year. However, this is based on enrolment projections, and matters may change once the Sept. 30 enrolment count is complete.
• ADLC Service Agreement– contract has been renewed in order to provide distance-learning services for students. There is no bundle cost this year; instead, reverting back to the original model of a school-by-school basis.
• August 22, 2014 – first Admin Council meeting of the new school year for all admin and trustees.
• Aug. 25,26,27 – Student registration dates
• June 21 – National Aboriginal Day is on a Saturday this year. Schools will hold celebrations either before or after that day. On June 11, the Board will be treated to a traditional aboriginal meal just before their board meeting.
• ECS Calendar approved with all schools either following odd or even days for attendance. Start dates are: September 8 – odd number; September 9 – even number.
• Health and Wellness Grant - $50,000 available over five years. Schools are to submit proposals for a division-wide grant proposal.
• Ag Safety Day – May 15 – Grade 4 and 5 students from across the division took part in the St. Paul event.
• Administrators took a moment of silence to honour the Armed Forces who served in Afghanistan as part of the national recognition of their service.

Financial Report – Budget preparation for 2014/15 underway. Transportation dept. usually purchases two new busses per year, but an opportunity came up to purchase two used busses in the current budget year. Electrical panel replacement at Regional School may take place this budget year instead of next year.

 

Capital Projects Update - Two Hills Mennonite School – capping of the artesian well currently in progress. The Board is still requesting further clarification from Alberta Education and Infrastructure on the viability of current build site.