Halfmoon Bay Parent Advisory Council
Meeting Minutes
May 13, 2010 Meeting Minutes
Halfmoon Bay PAC Meeting Minutes
May 13, 2010 – 6:30 pm
Present: Erin, Andrea, Wendy, Ray, Sue, Alene, Rob, Ann, Sharon, and Bart
Meeting commencedat 6:35 pm
1) Minutesof April 8th, 2010: Amend Item 9.0Motion to say: “…thatPAC support the recommendations agreed upon between the School Field committee&Administrator and the District #46 Facility Manager; as long as it fits within the agreedplan”.
Motion by Ann; seconded by Robto approve the amended minutes of the April 8th meeting. Motion Carried.
2) Agenda accepted, Motion by Andrea seconded by Rob to acceptthe agenda. Motion Carried.
3) Executive Reports
· Treasurer’sReport – Rob (report presented)
a) General Account $15, 957.92
b) Gaming Account $522.88
c) Petty Cash $140.49
d) Claytons’ Market: $10.73credit
e) IGA #191: $120.00 credit
-$9685.50 allocated to thefield, $6274 left over (spending 1K on 9 divisions; $800 for speakers ; $500for Family Life) – leaving approx.$4200 left to spend.
- $500 bursary committed tofrom Gaming Account (leaving $22 in the gaming account).
Agreed to give a $250bursary to both Chat and Pender applicants. Ceremonies: May28th Pender; 29th Chat. Erin will attend the Chat and Sharon will attend the Pender(unless the ceremony in the afternoon).
Motion by Rob seconded by Andrea to award a bursary to one student at ChatelechSecondary (Nathaniel Lussier) and one student at Pender Harbour Secondary(Katie Wood) in the amount of $250 each; subject to no more bursaryapplications being received. Motion Carried.
Motion by Rob; seconded bySharon to receive the monthly Treasurer’s Report. Motion Carried.
· Principal’sReport – Ray (report presented)
Highlights: Awards Ceremonies still in thediscussion phase but will take place on June 25th; certificates willbe given if on the honour roll 3X (or may go in report cards); grades 6/7 willbe presented with citizenship and academic awards – will likely do these bydivision vs. by class. SPCpresentation to the school board today went well. Wednesday May 19thhaving a special event – honouring the teachers; kids will get cake. NWEA assessments taking place over thenext few weeks to all classes in grades 3-7; this is the last year theseassessments will take place. 2010/11preliminary classroom configurations document was distributed anddiscussed. Some staff changes;reducing number of divisions from 9 to 8; dollars very tight next year.
· Community School Report – Sue (report presented)
Highlights: Sueprovided a 2 page written report. It was noted that Jacqui has again agreed to coordinate the Children’s’games at the Country Fair at Coopers’ Green on July 18th. Sue also mentioned that a district BikeRace has been booked with Martin Prestige for June 20th. Moved by Rob seconded by Alene toprovide up to $50 to support the upcoming district bike race. 2 not infavour. Motion Carried.
Erin will check but in theevent need money is needed, Motion by Rob; seconded by Ann to approve up to$200 for Mrs. Magnussen forMarathon Club t-shirts. 2 not in favour. Motion Carried.
Sue also noted that the November18th (Internet Safety) evening is for parents not kids. The Girl Guides group had an RCMP (Tracy) come and talkabout internet safety. Extremelywell received. Andrea interestedin having a similar talk offered to kids. Sue and Ray will follow up.
· Reportfrom the Chair – Erin
Nothing to report
· DPACReport – Sharon
Nothing to report
· FundraisingReport - Andrea
Highlights: No morefundraisers for this year. Firstfundraiser in September will be the coupon books. The Mother’sDay baskets fundraiser had someglitches. Thereofre if someone is really concerned about theirorder PAC is supportive of giving them a partial or full refund.
New Business:
1. Sports Day – ok to have a concession (sellhotdogs) – one for primary; one for intermediate. PAC will donate freezies to every child (from the IGAmonies).
2. End of the Year TeacherAppreciation– Have a potluck luncheon on a Wednesday June 23rd. Erin will organize a menu and bring itto the June PAC meeting.
3. June PAC Elections - Will be advertising theupcoming elections : Wendy will not be seeking reelection; Rob will stand asTreasurer; Andrea willing to step aside if someone else interested in taking overthis function. Regardless, currentelected members will ensure a smooth transition for any new elected officials.
4. Smart Boards: Previous Motion to PAC will provide 2K to support thepurchase of a new smart board for Patsy Anthony’s class. Ray needs to put in the requisitionover the next couple of days. Cynthia will be purchasing a document camera.
Suggested Items for June PAC Agenda: Date for September Open House Barbeque ; PAC Elections
MeetingAdjourned at 8:15 pm
Final PAC Meeting of theYear –Thursday, June 10,2010 at 6:30 pm
Jan. 25, 2010 Meeting Minutes
HALFMOON BAY PAC Special Meeting Minutes
January 25, 2010
Present: Erin, Ray Clayton, Rob, Sharon, Andrea, Wendy, Alene, Julie, Dawne,Tim Ivana, Paul, Nancy, Jill, andMeredith
Meeting commenced at 6:39 pm
1. Honour Roll Discussion:
Erinreminded the group that this issue was originally raised at the November PACmeeting wherein it was agreed it would be discussed in more detail inJanuary.
Someissues for discussion:
-twoteachers at HMB chose not to participate in the honour roll during the first term;
-report cards with letter grades aregiven to students in grades 4, 5, 6, and 7, however currently the honour rollis for students in grades 5, 6 and 7.
-somekids who make the honour roll don’t have the best work habits or don’t work totheir potential whereas other children who are working their hardest stilldon’t make the honour roll.
-Eringave everyone in attendance an opportunity to give their opinion about thehonour roll.
-Raymentioned that it is not the principal at the HMB who administers the honourroll; it is the teachers who determine whether they wish to participate in theprogram or not.
-atChatalech high school they have made recent changes to their honour rollprogram as they don’t have an honour roll during the term. Instead they have an “academic roll”based purely on GPA and are trying to address those who make the rollacademically but aren’t actually working to their potential.
-Rayprovided a listing of how other Elementary Schools on the Coast handle thehonour roll.
-Howdo we honour kids who have shown tremendous growth in a year but don’t make theB average?
-AtHMB ¾ of kids are on the honour roll while ¼ don’t make it - so in essence theprogram highlights kids who are excluded.
Passportto Education: is a program whichoffers the top 1/3 of students in the province academically and the Ministrysends out a number of passport stamps: $250 given to students in grades 10 and 11 and $500 in grade 12 – whichis redeemable at any postsecondary educational institution. Is based on GPA: the top 1/3 GPA in the provincevs. giving it to students who have a B average. So the cutoff will vary from year to year.
Aftersome discussion it was agreed that PAC should recommend the following to Mr.Clayton who will in turn take this recommendation to the teachers at HMB:
-thatgrades 4 through 7 participate in the honour roll
-that all teachers in grades 4 through 7 agree to participate in the honour rollprocess.
-thatthe Principal/Administrator be responsible for overseeing the honour rollprocess to ensure consistency.
-thatthe current B average honour roll criteria be maintained.
-thatthe names of those students who make the honour roll receive a sticker on theirreport card, but that the names not be posted in the Moonbeams newsletter.
Therewas some discussion concerning the Year End Awards. Currently year end awards are given at the discretion of eachteacher (including the number and types of awards). It was agreed that at the March meeting PAC will discussthis issue, along with whether Grade 4’s should be included in the year endawards; should there be consistency amongst the teachers as to the number and typesof awards given? Academic andothers??
Playfield Subcommittee
Accordingto our Constitution: Any subcommitteesformed through PAC are accountable to the Executive committee: Chair, Vice Chair, Treasurer, DPAC Rep, andSecretary form the Executive Committee. It was also noted that there will no longer be Executive CommitteePAC meetings. Regular PAC meetingswill occur on a monthly basis or at the call of the Chair.
Justto recap: the cost of the overall playfieldrejuvenation project is 80K: ifthings go well when the proposal is presented to the Union – the costs could bereduced to 35K.
Theprimary purpose of the project is the safety of our kids.
Issue: is it ok to start fundraising for aproject that we don’t have approval for?? It was subsequently suggested: could we fundraise for a sports/field?? Are we risking the donors being angry if we don’t getapproval??
Raymentioned that there are in essence two approvals required: one from management at the School Board– they’ll approve for an 80K plan. The second approval is from the Union: hopefully they will approve the reduced costs option of 35K.
Rayis hoping to take it to the Board in a week or two and then to the Union in 4weeks.
Thereis no point in supporting this project if we don’t feel confident that we cansupport the 10K annual maintenance fee of the field.
SchoolBoard $2M deficit for next year: so there are going to be cuts for next year which may impact costs forPAC – so the 10K maintenance needs to be strongly considered.
MadeiraPark: raised all that money andthen didn’t get approval. This isa potential risk.
Callingit “Schoolyard Enhancement” would give us a broader range from which tofundraise.
Sharon Motioned,Seconded by Dawne that PAC start fundraising for Schoolyard Enhancement as oftoday, January 25, 2010. Motioncarried.
Wewill set a goal of fundraising the full 80K which will need to be reflected inthe PAC budget.
OurTreasurer is confident that by changing our projected budget to reflect the 80Kincrease, will in no way change the other goals and objectives as set out byPAC at the November meeting.
Tim Motioned,Seconded by Paul that we change the 2009/10 projected PAC budget from $5300 to$85,300. Motion Carried.
Itis noted that the Chair of PAC does not vote on Motions unless there is a tie.
FundraisingIdeas from the Schoolyard Enhancement Committee:
1. Lighthouse Pub Night fundraiser/SilentAuction currently in the works
2. Sponsorship Program With Local Companies
3. Want to approachLegions, Rotaries etc. on the Coast
4. Want to Approach LendingInstitutions: Banks, Corporate Donors
Erinwould like a monthly report from this committee as to their progress providedat each PAC meeting.
SharonMotioned, Seconded by Julie that fundraising will continue with the provisothat a monthly report be provided at PAC meetings and that any new fundraisersbe preapproved by PAC. MotionCarried.
PotentialDates for the Pub Night: Feb 25th,Feb 10th, or Mar 4 - Most likely February 25th.
Meeting adjourned at 8:13 pm.
Jan. 14, 2010 Meeting Minutes
HALFMOON BAY PAC Minutes January 14, 2010
Present: Erin, Ray Clayton, Sue, Jayna, Rob, Elizabeth, Dawne, Julie, Alene,Jane, Shelley, Sharon, Andrea, Wendy, Ivana, Susan
Meetingcommenced at 6:35 pm. A package of information was provided to each attendee,containing the agenda, the November 12th PAC minutes, and the PACChair Report.
1. Minutes of the November 12thmeeting was reviewed, with one amendment: page 2, item 6. should read: Fiscal year end is December 31st and we need to submit areport to the government within 90 days (by March 31, 2010) . Motion by Andrea , seconded by Janya toaccept the minutes of the November 12th PAC meeting, as amended. Motion Carried.
2. Agenda approved with the following items being tabled: Sports Day; Talent Show; PurchasingSchool Supplies individually or as a group. Motion by Shelley, seconded by Rob to table the above agenda itemsuntil the April PAC meeting. Motion Carried. Sharon asked to add one agenda item: purchase of flag stand for the school. Motion by Jayna, seconded by Julie to passthe amended agenda. MotionCarried.
3. Principal’s Report – Ray
Ray handed out his monthly report andhighlighted the following items:
· Faculty will be cleaningout school storage areas (attic; portable etc.). Andrea and Jayna volunteered to be the PAC contact whendetermining what should be kept and what can be thrown out.
· Regulations: Revised Regulations about the use ofcellphones by staff/parents that are on field trips in the company of children;and revised Coaching regulations for school sports teams. If wish to review regulations pleasesee Mrs. Kelly or go on-line.
4. Community School Report – Sue
Sue provided a copy of her monthly report, with acouple items of note:
· Ivana has kindly offeredto teach Hip-Hop classes to any boy/girl in grades 4-7 and their mum/dad onFridays after school from 12:15-1:15 pm, starting Friday January 22ndfor 6 weeks.
· Teen night starts againtomorrow night. Same fee.
· Staff requesting thatthe school dance be reduced to an hour (currently is 1 1/2 hours).
5. D-PAC Report -Sharon
Erin and Sharon went to the District #46 Boardmeeting Tuesday night – school closures on the agenda. 70 community members there because Davis Bay School closureon the table. Another motion cameup to close Kinnikinnick School. Meetingto discuss these Motions will take place Jan 26th and Feb 2nd; Feb 9this the regular Board meeting – no discussion of school closures.
Regardlessof the outcome – this will impact HMB school. $1M cut already to District #46. Where will the School Closure savings go? Ray would urge parents to startattending these Closure meetings. Justlearned that West Sechelt school in need of major structural repair.
6. PAC Chair Report – Erin
Erinprovided her written report and highlighted the following:
Lastmeeting we passed a Motion to have Erin write a letter to the School Board emphasizingthe importance of our Community School. Erin feels it would not be prudent to send this letter right now, whileschools on the Coast are being closed. Important to send the letter by the beginning of March once the schoolclosures have been announced.
Alene Barry has agreed to be the newVice-Chair of PAC for the remainder of the year; and Rob McKee has agreed to bethe new Treasurer for PAC. Everyone very appreciative! Rob will require signingauthority to carry out his new role.
Motion byAndrea Haslett; seconded by Elizabeth Konapasek that Rob McKee become Treasurerfor the remainder of the school year and that he be given signing authority onbehalf of PAC. Motion Carried.
E-mailaddresses were gathered during parent teacher interview week. These addresses are currently being setup in the system and hopefully by the end of March break we will be able toe-mail Moonbeams home to parents.
7. Introduction of NewTreasurer and Treasurer’s Report – Rob
Robprovided a written report and announced that current funds available include:
PACGeneral Account - $4,882.76
PACGaming Account - $3,982.14
PACPetty Cash - $ 140.49
Robalso reported that the Shopping Night Extravaganza showed a profit of$2,014.39.
Robwill begin preparing the report due to the Government by the end of March,2010.
8. Fundraising Report – Andrea
TheShopping Night went really well and hope to host it again next year. Carnival date has been changed to March25 (due to the Olympics). Will offer to sell some hanging baskets for Mother’s Day.
9. PAC Subcommittee Report – School Field Dawne
Dawneprovided PAC with a written report, complete with drawings of proposed fieldplans. Dawne reported that she metwith John Miller from SCRD to do an analysis on the current school field. This is really what District 46 shouldbe doing – John’s view is that a more comprehensive repair job should be doneon the school field. Should startin spring in 2010 – if all the monies and approvals are in place. Although the value of the project isapproximately $80K, the subcommittee estimates that it would cost approximately35K to reconstruct the field, based on in-kind donations, donation of sand etc.;plus 10K annually for maintenance costs.
Don’tknow much about the current irrigation system – don’t know the condition of thepipes. 80K estimate was top of theline, worst case scenario (not able to use any existing resources and nodonations of resources or time).
Dawnemet with Darren Hemstreet – he would need a maximum of 8 days to redo the wholefield (both areas A and B on the drawings). Rob showed diagrams of proposed changes to the field. We would be able to use available sand(otherwise would cost 40K). Darrenwould be willing to donate time and resources.
Goalis to have a premium field. Process is for PAC to support the concept that the School Fieldsub-committee has presented. OnceRay receives approval from PAC – he will draft the proposal to present to the SchoolBoard. Part of Ray’s proposal willmention that the value of the project is 80K but volunteers have offered todonate time and resources. Issueremains with how CUPE will view the proposal and whether they will approve it aspresented or require that some unionized members work on the project. This could increase costs. Thus far, there has been an off therecord discussion with Maurice Arduin (Facilities Manager for School Board) whoseems to like the proposal.
Sueoutlined the steps to be taken during this process:
1. PAC approves plan inprinciple and Ray agrees to take it forward.
2. Ray takes it to SchoolBoard and they approve the plan.
3. Maurice Arduin (fromschool Board) agrees to work with us.
4. Union approves proposal.
5. PAC approves fundraisingideas.
6. Fundraising/putvolunteers in place.
Ideallyit would be great to have it done by the end of March – however because of thenumber of groups involved the timelines are out of our hands. The field committee is not going to askPAC to fundraise or impact dollars already committed by PAC for other itemssuch as smart boards. This willrequire separate fundraising initiatives. The Sub-committee is clear that inall likelihood, they won’t get any money from the District.
Motion byJulie seconded by Rob that PAC approves in principle the plan as presented bythe Playfield Reconstruction Committee up to the point of union approval andadvises Ray to proceed. Motion Carried.
Motion by Erin,seconded by Rob that the PAC Playfield Reconstruction Committee begin developingfundraising proposals for the purpose of sports or field; and come back withtheir ideas for approval at a special PAC meeting to be held January 25th. Motion Carried.
Itis noted that Dawne does not support the concept that the PlayfieldSubcommittee must bring forward their fundraising ideas to PAC for approval priorto implementing them.
10. Flag Stand for School
Sharonwould like to see the Canadian and BC flags flying in front of Halfmoon BaySchool, in time for the Olympics.
Motion by Sharonand seconded by Dawne seconded that we approve funding up to $200 to purchasetwo flag stands (for the Canadian and BC flags) for the front of theschool. Motion Carried.
Themonies will be taken out of the Foyer refurbishment account. This purchase will be made prior to theOlympics.
11. Honour Roll Discussion- tabled until January 25thmeeting.
Date andTime of Special PAC Meeting: January 25th at 6:30 pm in the POD.
Agenda:
6:30 – 7:30pm HonourRoll Discussion
7:30 –8:30 pm PlayfieldSub-Committee Fundraising Ideas
Nextregular PAC executive meeting February 11 at 6:30 pm – all welcome to attend.
Meeting adjourned 8:45 pm
Nov. 2009 Meeting Minutes
HALFMOON BAY PAC Minutes November 12, 2009
Present: Erin, Sue, Sharon,Wendy, Andrea, Kate, Ray, Meredith,Ivana, Jayna, Karen, Julie, Anne, Melissa, Shelley, Rob, James, Heather, Danene
Meeting commenced at 6:36 pm. A package of information was provided to each attendee.
1. Minutes of the September and Octobermeetings were approved. Motion by Jayna, seconded by Ivana to accept the minutes of the September and October meetings as presented. Motion Carried.
2. Agenda approved with one addition: under School Guidelines add: Tree Trimming.
3. Principal’s Report – Ray
Rayprovided a written report. Highlights include: SchoolAbsentee rate over the past week was at 10%. Currently 28 students away; peak was 44 students. Extra custodial care and cleaning istaking place. Absentee rate seemsto be improving. Normally won’t close schools.
SchoolPopulation 191 students; four new students arriving by January = 195 students. 63K operating budget. Pro-D day Nov 30th – Mathfocus. Reports cards coming hometomorrow.
Acouple of years ago, PAC helped fund for furniture in foyer. This work currently going ahead –benches with capability to have storage/lost and found underneath. Will most likely not cost what PACoriginally budgeted. Will reportback when work finished.
SchoolPlanning Council met – reviewed Foundation Skills Assessment (FSA’s). Data on the web. HMB exceeds school district andprovincial averages in both grades 4 and 7.
CommunitySchool AGM – on November 30th – 4:00 pm. Please attend if available.
Reportcards coming home tomorrow. Results of honour roll posted in foyer and in Moonbeams at the end ofthe month. Short discussion re.the honour roll concept.
Motion byJayna, seconded by Julie to have a discussion about the merits/issuesassociated with the honour roll at the January PAC meeting. Motion Carried.
4. Community School Report – Sue
Sueprovided a written Community School report which highlighted recent communityschool activities and upcoming programs available.
5. D-PAC Report -Sharon
Hadone DPAC meeting this month attended by 4 schools. November 23rd school district is sponsoring aworkshop for PAC members throughout the district. Workshop is free; offered from 5:30-8:00 pm in foyer atChat. Light dinner will be served. Sessions will include topics like Roles and Responsibilities; EmergencyPreparedness and School Based Budgeting. Erin and Sharon will beattending. Anyone elseinterested?? Let Sharon or Erinknow!
6. Treasurer’s Report – Erin
Westill don’t have a treasurer. Currentbalances (as of Oct 9/09) in Gaming Account is $5487.36; and $2598.28 in theGeneral Account. Gaming grant amountwas cut; previously was approx. $3500 and now is about $1990. Richard Wilson is happy to balance theaccounts. Treasurer’s role is to writecheques; organize information; and to log the cheques you’ve written. Give the info to Richard’s office inSechelt and he’ll create the reports. We need to do a report for the government in December for the gamingaccount. Please speak to Erin ifinterested in the Treasurer’s role.
7. Fundraising Report – Andrea
23confirmed vendors. PAC issponsoring a number of tables ie. Poinsettias; pasta. Event will take place in the gym from 6:30 -9:00 pm onNovember 19th.
Oncethis event is over, the committee will begin planning for the Februarycarnival. Cake walk confirmed.
Onefundraising idea: Magic Show –with music: fall 2010 or spring2011. John has been putting onthese magic shows for 20 years. Profitpotential is about $7000. $100 kitfee. He has a whole system setup. 90 minute production with 20minute intermission. Would need tofind a space which holds 200 people. Would mean a lot of volunteer support; promotion and upfront costs butcould appeal to a coast-wide audience.
Wewill look at this item in January for meeting. We should contact other PACS to make sure they aren’t planningto do a similar type of fundraiser next fall.
8. Parent Survey Results – Erin
Erinreviewed the results of the survey (pages 13-15 of the info package). This information is basedon 22 parents. Erin suggested anumber of motions, as follows:
Motion #1: Motion by Ivana and seconded by Jayna thatwe compile parent e-mail addresses during the parent-teacher interview week inNovember. We’ll give each teachera sign up sheet for parents to write down their e-mail addresses or to requestthey only receive notices by hard copy (paper). Discussion: it wasagreed to change the process slightly. In order to maintain privacy and instead of putting the onus on theteachers, a box will be set up in the foyer for parents to indicate theirpreference. Motion Carried.
Motion #2: Motion by Andrea and seconded by Anne thatas long as 75% of parents want notices by e-mail, that Wendy Griffin assistKatherine Kelly with setting this process up in order to start e-mailingnotices in the future. MotionCarried.
Motion #3: Motion by Erin, seconded by Karen that theChair of HMB PAC write a letter to the School Board on behalf of the parents ofHalfmoon Bay School. The letterwill communicate the vital role that our Community School plays at Halfmoon BayElementary School. It will alsostate the emphatic belief from parents that Halfmoon Bay School should continueto remain a community driven school. Discussion: Sharonsuggested that the letter also be sent to the School Board Trustees and theSuperintendent. Sue also suggestedthat we clearly articulate why the Community School model works; what is makingthe difference. Erin will draft aletter and have Ray and Sue review it. Motion Carried.
Motion #4: Motion by Rob, seconded by Julie that asub-committee of volunteers be organized by Sue to gather information inregards to our current school field situation; that the committee provide shortand long term options, including costs, timelines and resources required withthe various options; and that this committee report on short term options atthe January PAC meeting and longer term options at the April PAC meeting. Motion Carried.
Motion #6: Motion by Erin, seconded by Ivana, that inconjunction with Sue, Erin look into arranging at least three special afterschool activities for students, as outlined in the survey results; and thatErin report on the plans at the January 2010 PAC meeting. Motioncarried.
Motion#7: Motion by Erin; seconded byKaren, that in conjunction with Sue, Erin look into arranging at least threespecial indoor lunchtime activities (from January to April while the weather isbad) for both primary grades and the intermediate grades, as outlined in thesurvey results; and that Erin report on the plans at the January 2010 PACmeeting after getting approval from Mr. Clayton. Motion carried.
Motion#8: Motion by Erin; seconded byMeredith, that we have a discussion at our January PAC meeting about whether wewant to pursue the option of purchasing school supplies as a large group, forthe 2010/11 school year. Motioncarried.
Motion#9: Motion by Erin; seconded byJayna that we have a discussion at our January PAC meeting about how we mightfurther support the School Talent Show and Sports Day. Motion carried.
9. Teachers’ Wish List Results – Erin
Erinprovided the results of the wish lists for Individual Classrooms (page 19). It was noted that in addition, therewas a request for books in the primary classrooms. Perhaps a book drive could be organized for the primaryschool teachers.
LargerCapital Requests for Classrooms:
Intotal we currently have 4 smart boards in the school; with 2 more coming (forsupport services). The boards were purchased through grants(approx. 30K) which Sandy Magnussen applied for. Three more smart boards have been requested. Separate fund raising will take placeduring the school year to raise funds for these smart boards.
10. 2009-10 PAC Budget – Erin
Based on parent survey results, top three areaswhere parents want dollars put towards are: capital assets; purchasing supplies for the classrooms and subsidizingfield trips. During discussion atthe meeting, many parents said their main priority was to purchase capitalassets.
Motion by Erin, seconded by Julie to accept thedraft PAC budget for the school year 2009/10. Discussion: Amend the proposed budget; Create a Special Category for Smart Boardsand place $2000 in it; leave $500 in Subsidizing Field Trips to help supportfamilies that can’t afford to go on field trips. Amended motion carried. Amended budget outlined below:
PACOperating Costs: $600
CapitalAssets: 3600
PurchaseSupplies: 3200
HelpSubsidize Field Trips: 500
ExtraCurricular Activities: 1000
SpecialSpeakers: 800
PACSupported Bursary: 500
SmartBoards: 2000
________
TOTAL $12,200
Two points of comments: No funding coming from District #46 forEmergency Preparedness. FundraisingCommittee projected raising $5300; this is a projection only.
Motion by Erin; seconded by Meredith that wemeet all teacher’s requests within the draft budget. Motion carried.
There was some discussion about fundraisingideas for the smart boards – including holding a family movie night and/or aspaghetti dinner fundraiser in the spring that would include some form ofmusic/entertainment. There wasverbal agreement to support these fundraising ideas.
11. School Food Guidelines – Ray
TreeTrimming - Ray
Thesetwo items are tabled until the January 14, 2010 meeting.
Meetingadjourned at 8:48 pm.
Next meeting: Thursday, January14, 2009 at 6:30pm in the POD.
Childcare Provided
Oct 2009 Executive Meeting Minutes
HALFMOON BAY PAC LeadershipMinutes Oct 15, 2009
Present: Erin, Sue, Sharon,Wendy, Andrea, Kate, and Jody
- Minutes of September PAC meeting approved.
Motion bySharon, seconded by Jody to approve the minutes as presented. CARRIED.
- Agenda accepted with additional item - DPAC report
- Finance Report: Received gaming account amount $1900 plus $3499.29 (balance as at Sept 11/09) = $5399.29 less the chair leg bottoms purchased last month (approx. $700) and the food purchased for the barbeque (approx. $700); which leaves approx. $3999.29. It was agreed that for next year’s barbeque we will ask families to make a donation. It was also noted that $500 will need to come out of the gaming account to support the two student bursaries. Signing authority officers for PAC need to be amended.
Motion byJody, seconded by Sharon to add Andrea and Erin as signing authority officersfor PAC business and to remove Jackie and Lisa as signing authority officers. CARRIED.
- Questionnaire Results: Erin reviewed the results of the recent questionnaire provided to parents. This information will be collated and presented at the November PAC meeting. Based on this information we will begin to talk about goals for the year at the November PAC meeting. Erin also said she’d like to approach teachers and provide a one page sheet and ask for their wish lists: immediate needs and longer term needs. We’ll develop a preliminary list and then give people an opportunity to add to the list at the November meeting.
Suggestions forpurchases (18): this is an exampleof potential community involvement – ie. Dawne Clucas has expressed interest offundraising for upgrading the field. Dave Lamb has also expressed interest in this item. Perhaps PAC could serve as an advocate tothe school field issue (ie. writing letters) vs. funding the field. PAC could send a safety letter to theBoard of Education and Superintendent. Erin will speak to Ray about this before the November meeting.
- Fundraising Report:
Erin would like aprojection of potential funds that the fundraising committee thinks they canraise.
Andrea reported thatNovember 19th is the date of the Shopping Night fundraiser. Vendors will pay to set up a table andwill be asked to donate an item for auction/draw prize. PAC will also be a vendor by sellingPurdy’s chocolates or having a “cookie walk”.
For the FebruaryFundraiser: looking at increasingthe silent auction items and asking professionals ie. dentists, accountants todonate cash or a prize or to sponsor a basket. Other potential fundraisingideas: T-shirts for kids in thespring; mother’s day baskets; a Magic Show (involves significant upfront costs). Andrea will raise the Magic Show idea as a potentialfundraising idea at the November meeting and recommend the best time of year.
- Community School Report
Sue provided anexcellent written report, along with information about the upcoming AppleFestival at Coopers Green and Halloween for Hunger information.
- November PAC Meeting
Erin would like tocome up with some goals (ie. e-mail school notices home). Would then like to develop a budget tosupport these goals at the November meeting. Childcare ideas were discussed: Jill to do fimo with the kids (would need to sign up aheadof time); floor hockey with Richard and Jerry supervising.
- Principal’s Report (Erin reported in Ray’s absence)
School budget isapprox. the same as last year. Anassistant librarian position (Marilyn Jones) has been created for 4 days aweek. Individual photos are nextWednesday. Hope people like thenew Moonbeams format. Focus ofCoffee and Conversation over the next several weeks is the school website.
- DPAC Report
School Board Trusteesemphasized the importance of DPAC. Trustee L. Fielding proposed hosting an event November 23rd from5:30-8:00 pm in the foyer of Chat (light supper served) to discuss varioustopics eg. Roles of the Trustees. Erin and Sharon will attend. Sharon will provide a report about Emergency Preparedness at theNovember PAC meeting.
Meeting adjourned at 8:00 pm.
Next Decision Making PAC meeting: Thursday, November 12, 2009 at 6:30pmin the POD. ChildcareProvided
HALFMOON BAY PAC Minutes September 17, 2009
Present: Open House: Erin, Sue, Ray, Sharon, Wendy, Andrea, Jacquie, Christa, Maureen, Ivana, Katherine, Lori, Jeff, Nancy, Elizabeth, Jill, David, Ann, Karen, Heather, Lisa, and Shelley
1. Welcome (Erin Wilson)
The meeting was called to order by Erin Wilson at 7:10 pm. Erin encouraged all parents in attendance to take some time to fill out the parent questionnaire.
2. Minutes of the Last Meeting: Motion by Sharon, Seconded by Jacquie to accept the minutes as presented. Motion Carried.
3. Adoption of Agenda: The agenda was adopted as presented.
4. Welcome and Introduction of Existing PAC Executive Members (Erin)
Erin introduced herself as the new PAC Chair; Wendy as the PAC Secretary, Sharon as the DPAC Rep and Andrea as the Chair of theFundraising Committee. Current vacancies include Vice Chair of PAC and Treasurer positions. Anyone interested in these roles please contact Erin.
Erin explained to the group that PAC gets involved in a number of school activities such as the barbeque; fundraisers (to raise funds for things like outdoor equipment etc.). PAC is here to support our Principal and the staff at HMB as well as make it an exceptional place for our kids to learn.
Erin encouraged as many parents as possible to fill out the PAC survey. The results from the survey will be used to formulate PAC priorities for the coming year and to determine how best to use available PAC funds. Erin will present the results of the questionnaire and recommendations for budget allocation at the November PAC meeting and encouraged all interested parents attend.
5. Principal Welcome and Introduction of School Goals/School Growth Plan (Ray)
Ray Clayton reintroduced himself and began by saying how fortunate we are to have such a great community school program and teaching team here at HMBCS. Ray reminded parents that PAC needs your support – a lot of the extra curricular activities will only occur with help/support from parents.
District 46 and HMBCS have websites which can be found at http://fc.sd46.bc.ca/ (click on “School Web Pages” to findHalfmoon Bay). Katherine Kelly puts out Moonbeams, the school’s newsletter, every 2 weeks. Ray also let parents know that Coffee and Conversation would be starting up again in a few weeks. This informal gathering will be held on Friday mornings at 8:15 am in the POD.
The HMBCS website has the School Growth Plan – which over the past several years has focused on strengthening writing skills. Ray will be looking for advice from PAC– and the School Planning Council because we will be looking at changing the goals this year.
6. School Planning Council (Ray and Erin)
The School Planning Council is an important group who works with the Principal and hopefully a teacher – by reviewing various data to make sure we are focusing on the important areas for our school. This group also reviews class configuration (from a parent’s point of view) at the beginning of the school year as well as reviews the current budgetary situation.
Erin explained the need for three members to sit on this committee; one member needs to be an executive PAC member. Meetings are open to everyone but these positions are voting. Most likely there will be monthly meetings; with the first meeting being sometime next week( Thursday?). After some discussion there was a motion from the floor.
Motion by Sharon, Seconded by Wendy to have Anne, Shelley and Erin form the new School Planning Council. Motion Carried.
7. UDL and New Technology Available in the Classroom (Sandy Magnussen)
Sandy Magnussen, the Support Services teacher at HMB gave a great presentation about a new program call Universal Design for Learning (UDL). Sandy went to Boston and learned about this program and how best to integrate it into our classroom setting.
Sandy explained that since there is such a diversity of learners in the classroom these days, we need to have different styles of learning. The goal of education in the 21st century is not the mastery of knowledge it is the mastery of learning. UDL looks at differentiating curriculum through technology (ie. there are lots of ways to represent information to students, not just through written text) – so if a child can’t read text on their own – they can still get the information taught in the classroom through the use of technology.
Seven schools in BC applied for a grant to buy some new technology to support UDL principles and HMBCS was one of the successful schools. With these monies, some“smart boards” were purchased for a few of the classrooms; and special software was purchased to assist struggling readers. Some of the teachers at HMB recently attended an in-service to learn more about the technology we have purchased.
8.Current School Requests for PAC Funding (Erin)
Ray has come forward with a request to purchase covers for chair leg bottoms (approximately$700). This purchase will help reduce noise levels in the classroom as some children are very sensitive to noise.
Erin said that we currently have $3K in the gaming fund which could cover these costs.
Motion by Ivana; seconded by Lori for PAC to pay for the chair leg bottoms (approximately $700). Motion carried.
Erin also talked about a 2nd budget item: a magnetic board which could display important messages to parents outside the front doors of the school (approximately $2000). There was a lot of discussion about this item (ie. it could clearly communicate important notices to parents who never actually come into the school; is this item really necessary?; would it be a target for vandalism?).
Motion by Sharon;seconded by Wendy to table this item until November when we set the budget and know our school priorities. Motion Carried.
9. Community School Report (Sue Lamb)
Sue introduced herself as the Community School Coordinator. The purpose of a Community School is to bring the community into the school and the school out to the community. Sue explained that the program supports anyone from new born babies to grandparents. Part of the program’s role is to make sure everyone feels welcome here – to welcome new people and make sure they feel connected to the school and the community. Keep an eye out for the Community School monthly newsletter.
Sue also mentioned that Abby is doing a fundraiser for our Roots Group and the School: anyone who has Huggies box tops; Kleenex box tops etc.; please drop them in the yellow box.
10. A Look Towards the November 12th PAC Meeting (Erin)
Erin told the group that we have changed the structure of PAC meetings. We know that people have very busy lives, so instead of holding monthly PAC meetings, we will have three main decision making meetings: November 12th; January 14th and April 8th. Any big decisions will be made during these meetings – so if you want to have a say or be part of the decision making, please try to attend. At the November meeting we will also discuss the need for a Treasurer and Vice Chair.
Fund Raising Committee: Andrea mentioned the role of the fund raising committee. Anyone interested in helping out with the fundraising committee please feel free to contact Andrea directly or leave your name with Katherine in the office.
Meeting adjourned at 8:00 pm.
Next Meeting: Thursday, November12th, 2009 at 6:30 pm in the POD.
Childcare Provided
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