BUFFALO TRAIL PUBLIC SCHOOLS REGIONAL DIVISION #28

Transcription

1 BUFFALO TRAIL PUBLIC SCHOOLS REGIONAL DIVISION #28 Wednesday, September 21, 2016 The regular meeting of the Board of Trustees of the Buffalo Trail Public Schools Regional Division #28 was held in the Administration Building Boardroom on Wednesday, September 21, PRESENT: Chair: Trustees: Administration: Absent: Darcy Eddleston Alice McLaughlin, Vice Chair, Lanie Parr, Bernie Huedepohl, Benita Fossen, Jim King, Marie Isaman, Sheldon Archibald and Cheryl MacIsaac Bob Allen, Superintendent Lisa Blackstock, Assistant Superintendent Learning Services Brad Romanchuk, Assistant Superintendent Human Resources Bob Brown, Secretary Treasurer Faye Dunne, Recording Secretary none A. CALL TO ORDER: Board Chair Eddleston called the meeting to order at 9:31a.m. B. APPROVAL OF AGENDA: The Board Chair asked for any additions or deletions to the agenda. J. NEW BUSINESS - Organizational Meeting Day 2. Policy: Dress Code - Cell Phones MACISAAC: That the agenda be approved as amended. C. MINUTES OF THE REGULAR MEETING MCLAUGHLIN: That the Minutes of the regular meeting held August 17, 2016, be accepted as presented. E. IN-CAMERA: FOSSEN: That the meeting move In-Camera. Secretary Treasurer Brown, Assistant Superintendent s Romanchuk and Blackstock and Recording Secretary Dunne were in attendance.

2 Page two of the Minutes of the September 21, 2016, meeting of the Buffalo Trail Public Schools Regional Division No. 28 Board of Trustees E. IN-CAMERA Cont.: FOSSEN: That the meeting come out of In-Camera. D. PETITIONS AND DELEGATIONS: - Garth George re; Transportation - Ashly Bensmiller re; Yard Service Appeal - Michael Dwyer re; Cross-jurisdiction (non-resident) Boundary Exemption Request - Garth George re; Transportation The Board Chair Welcomed Mr. and Mrs. George and invited the Board and Senior Administration to introduce themselves. Mr. George told the Board that he and his wife Courtney came to the Board meeting to highlight some issues and concerns regarding BTPS transportation and the transportation policies. He started his presentation by telling the Board that transportation affects many families in rural communities. He shared that once a child starts on a bus route for the County of Vermilion River they become part of school community. A child builds relationships at the school and parents want to have that stability for their children. Mr. George also talked about the appeal process with the Board. He felt the form provided seemed like it should be for changes to service not actually an appeal. He also shared that the form of the motion and the letter about the Board s decision were not clear and understandable. Mr. George is in favor of supporting local small towns and rural schools. When families move into an area they are committed to the area by purchasing property or planning where to live and work. Lastly, he felt that decisions like transportation appeals should not be on a year to year basis but be more stable for families. The Board Chair asked if the Trustees had any questions. Several Trustees told Mr. George that they appreciated the feedback and that he made valid points. The Board Chair said the appeal process may be put on the Policy Committee agenda for consideration. G. SUPERINTENDENT S DEPARTMENT 2. Assistant Superintendent Human Resources Report: - Staffing Reports KING: That the Board move to accept the Teacher and Support staffing reports, as presented for information. 1. Superintendent s Report: - School Council Engagement Proposal - Selection Committee for Outstanding Support Staff Award

3 Page three of the Minutes of the September 21, 2016, meeting of the Buffalo Trail Public Schools Regional Division No. 28 Board of Trustees 1. Superintendent s Report Cont.: - School Council Engagement Proposal The Superintendent shared a revised School Council engagement proposal with the Board HUEDEPOHL: Moves that the Board accept the schedule of Alberta School Council Association engagement sessions for BTPS School Councils as proposed by the Superintendent. - Selection Committee for Outstanding Support Staff Award ISAMAN: Moves that Trustee McLaughlin be the Board s representative on the Outstanding Support Staff Award Committee. J. NEW BUSINESS Letter from Village of Marwayne re; Arena Encroachment on School Property PARR: That the Board of Buffalo Trail Public Schools authorize the Marwayne Jubilee School Site to be surveyed for the encroachment area of the Marwayne arena and that portion be subdivided and subsequently transferred to the Village of Marwayne with all costs of the surveying; subdivision and transfer to be paid by the Village of Marwayne. - Alberta School Boards Association Supplemental Integrated Pension Plan MCLAUGHLIN: Moves that the Board consent to amend the Supplemental Integrated Pension Plan (SIPP) to remove the cap for service beyond 35 years as per the request of the SIPP Governance Board. Trustee Parr declared a conflict of interest and left the meeting. D. PETITIONS AND DELEGATIONS Cont.: - Ashly Bensmiller The Board Chair welcomed Mrs. Bensmiller and asked everyone in the Boardroom to introduce themselves.

4 Page four of the Minutes of the September 21, 2016, meeting of the Buffalo Trail Public Schools Regional Division No. 28 Board of Trustees D. PETITIONS AND DELEGATIONS Cont.: Mrs. Bensmiller began her presentation to the Board sharing that she has 2 young children riding the bus each day with one younger one at home. She told the Board that she appealed the yard service last year and the same conditions still exist. There is an approximate 600 meter curved laneway and she cannot see the children the whole way to the bus stop. She worries because of the age of the children that they might not be safe to wait for bus. She told the Board that her kids are always on time for the bus and the driver doesn t have to wait. She told the Board that it is only a 1.5-minute trip down the laneway and to have yard service would give her peace of mind for safety reasons and because the neighbors have a busy farming operation. She also told the Board that she shared a letter with them that had additional information. The Board Chair asked if the Trustees had additional questions. They asked what time the kids got on the bus and how long the route was. Mrs. Bensmiller also provided pictures for the Board to consider. The Board Chair thanked Mrs. Bensmiller for coming in to speak to the Board. Trustee Parr rejoined the meeting. J. NEW BUSINESS Cont. - Newcap Radio Contribution Towards Music Program/Instruments for BTPS Schools HUEDEPOHL: That Senior Administration initiate a process for schools to apply for the funds received from the 2016 Newcap Radio Grant PARR: Moves that the Board nominate Newcap Radio for the BTPS Friends of Education Award for their ongoing support of BTPS music programs HUEDEPOHL: That the board meeting recess for lunch. The meeting reconvened at 1:03 p.m. in the Boardroom with all Trustees present.

5 Page five of the Minutes of the September 21, 2016, meeting of the Buffalo Trail Public Schools Regional Division No. 28 Board of Trustees D. PETITIONS AND DELEGATIONS Cont.: - Michael Dwyer re; Cross-jurisdiction (non-resident) Boundary Exemption Request The Board Chair welcomed Mr. and Mrs. Dwyer and thanked them for coming in to speak to the Board. The Board and Senior Administration introduced themselves to the Dwyer s. Mr. Dwyer started his presentation by telling the Board that he is a father of 2 children that are attending Altario school. He told the Board that the family has recently moved to Bodo after living in Altario and they would like to keep them their kids at Altario school. He shared that at 2 previous schools the children did not do as well as they have at Altario. At Altario the children have thrived, their confidence has blossomed, they have friends and they have the help they need to be successful. He shared that he would hate to see any regression and felt it was in the best interest of the children to keep them at Altario. Being able to ride the bus is part of that. The bus driver for Altario only lives a few houses away from them and it is easy for them to get on the bus. The Board Chair said he was sorry to hear about the children s situation. The Trustee s reiterated that they were sad to hear they were not coming to BTPS but the clarification of the situation makes it easier to understand. The Board Chair thanked the Dwyer s for coming to meet the Board and told them it was very helpful to hear their circumstances. F. COMMITTEE/DEPARTMENT REPORTS: 1. Finance: - Accounts Payable Cheque Lists - Automated Payments - Manual Cheques Issued - July 31, 2016 Cash Flow Statement - August 31, 2016 Cash Flow Statement - Alberta Education Reporting Update re; EH Walter School Project August Preliminary Enrolment Assistant Treasurer, Vivian Locher reviewed; - Cheque Lists Dated: Aug 9-12, Aug 17, Aug 19-Sept 1, Sept 8, Automated Payments Dated: Aug 15, 19, Aug 25-26, Sept 6, 12, 15, Manual Cheques Issued: July 18 to Sept 9, 2016 The Board had an opportunity to ask questions regarding several cheques.

6 Page six of the Minutes of the September 21, 2016, meeting of the Buffalo Trail Public Schools Regional Division No. 28 Board of Trustees 1. Finance Cont.: HUEDEPOHL: That the accounts payable cheque lists for the period ending September 8, 2016 beginning and ending with cheques # to # and automated payments for the period ending September 15, 2016 beginning and ending with # to # and manual cheques for the period ending September 9, 2016 beginning and ending with # to # be received for information. - July 31, 2016 Cash Flow Statement KING: Moves that the Board accept the July 31, 2016 Cash Flow Statement for information. - August 31, 2016 Cash Flow Statement ARCHIBALD: Moves that the Board accept the August 31, 2016 Cash Flow Statement for information. - Alberta Education Reporting Update re; EH Walter School Project August 2016 The information was shared with the Board. The Secretary Treasurer told the Board that the estimated completion date for the school is October 3, Preliminary Enrolment The preliminary numbers were shared with the Board indicated a slight decline in enrolment while there was growth in other areas. It was noted that a few schools have reduced enrolment. 2. Policy: - Policy Meeting Minutes; September 12, Recommendations and Administrative Procedures for Information o Draft International Field Trip Stakeholder Survey o Agent of the Board o 302.8AP Field Trip & Excursions Revised o AP Outreach Program New o 701.6AP Bus Driver Qualifications Revised Dress Code - Cell Phones - Policy Meeting Minutes, September 12, KING: Moves that the Board receive the minutes of the Policy Committee meeting held September 12, 2016, for information.

7 Page seven of the Minutes of the September 21, 2016, meeting of the Buffalo Trail Public Schools Regional Division No. 28 Board of Trustees 2. Policy Cont.: - Draft International Field Trip Stakeholder Survey PARR: Moves that the Board send out the International Field Trip survey, as amended, to staff, grade 7 to 12 students and parents Agent of the Board MCLAUGHLIN: Moves that the Board receive 500.1AP, Agent of the Board, for information. CARRIED AP Field Trip & Excursions Revised MACISAAC: Moves that the Board receive 302.8AP, Field Trip & Excursions, as amended for information AP Outreach Program New MCLAUGHLIN: Moves that the Board receive AP, Outreach Program, for information AP Bus Driver Qualifications Revised MACISAAC: Moves that the Board receive 701.6AP, Bus Driver Qualifications for information. Dress Code A Trustee asked if the Board should provide guidelines for dress codes for schools. BTPS has the Student Code of Conduct administrative procedure for this situation. Each school s sets the expectations for student conduct, behavior and dress. Staff also have a code of conduct and must be cognizant of the role model they present to students. - Cell Phones There was a questions regarding students having cell phones in class and what could be done in communities where cell service is lacking. BTPS has all students complete a Student Responsibility Use Protocol and Agreement for Technology Use and teachers are to ensure that use of technology in class is planned and purposeful.

8 Page eight of the Minutes of the September 21, 2016, meeting of the Buffalo Trail Public Schools Regional Division No. 28 Board of Trustees - Cell Phones (Cont.) For Communities in areas with poor cell service they could rally the community to sponsor a booster this is a community issue. The Wi-Fi service in all BTPS schools is always being monitored and upgraded when necessary. H. Business Arising from Minutes: Letters were reviewed. J. NEW BUSINESS Cont.: - Letter from Village of Marwayne re; Arena Encroachment on School Property (see page 3) - Alberta School Boards Association Supplemental Integrated Pension Plan (see page 3) - Newcap Radio Contribution Towards Music Program/Instruments for BTPS Schools (see page 4) - Board Self Evaluation - Superintendent Evaluation - Cross Jurisdictional (non-resident) Boundary Exemption Request re; Michael and Candise Dwyer - Letter from Kevin Van Lagen, Principal, Altario School re; Support for Dwyer Request - Cross-Jurisdictional (non-resident) Boundary Exemption Request re; Lyle Wyness - from R Mitchell-Skinner re; Concern with Possible Loss of Yard Service - from Rachel Stavely re; Concerns with Bus Ride Times - from Courtney Znak re; Request Permission for School Age Children to Ride the Bus - from Dewberry and District Agricultural Society re: Request for Special Use Privileges of the Dewberry School Gymnasium - Organizational Meeting Day Appeals; - Letter from Ashly Bensmiller re; Yard Service Appeal - Letter from Sheila Koch re; Second Primary Location Fee - Board Self Evaluation MCLAUGHLIN: That the Board approve the Board selfevaluation report as developed at the facilitated workshop of August 26, 2016 and that the Board Chair be authorized to monitor the priorities and suggestions agreed to and bring items forward for Board consideration as deemed appropriate.

9 Page nine of the Minutes of the September 21, 2016, meeting of the Buffalo Trail Public Schools Regional Division No. 28 Board of Trustees J. NEW BUSINESS Cont.: - Superintendent Evaluation HUEDEPOHL: That the Board approve the Superintendent evaluation report as developed during the evaluation workshop of August 26, 2016 as an accurate accounting of the Superintendent s performance for the period September 1, 2015 to August 31, 2016, and further that the Board authorize the Chair to make any required technical edits and to sign the report on the Board s behalf. - Cross Jurisdictional (non-resident) Boundary Exemption Request re; Michael and Candise Dwyer HUEDEPOHL: Moves that the cross jurisdictional (nonresident) boundary exemption request of the Dwyer family residing in Bodo to be transported by Prairie Land School Division to Altario be approved for the school year. This request would be required on an annual basis. - Letter from Kevin Van Lagen, Principal, Altario School re; Support for Dwyer Request The information was shared with the Board. - Cross-Jurisdictional (non-resident) Boundary Exemption Request re; Lyle Wyness The Board ask the Director of Transportation to join the meeting to answer some questions regarding the bus route. This request postponed until the St. Paul School Division decision is received. - from R Mitchell-Skinner re; Concern with Possible Loss of Yard Service There was a discussion regarding yard service issues and a suggestion to address them through policy. Direction was given to respond to Ms. Skinner s from Rachel Stavely re; Concerns with Bus Ride Times Direction was given to respond to Ms. Stavely s .

10 Page ten of the Minutes of the September 21, 2016, meeting of the Buffalo Trail Public Schools Regional Division No. 28 Board of Trustees J. NEW BUSINESS Cont.: - from Courtney Znak re; Request Permission for School Age Children to Ride the Bus MCLAUGHLIN: Moves that the Board deny the request from bus driver, Courtney Znak, to transport her 2 school age children, who are not registered with a BTPS school, on the bus PR-12. CARRIED - from Dewberry and District Agricultural Society re: Request for Special Use Privileges of the Dewberry School Gymnasium It was noted there is no facility in town to accommodate this event PARR: Moves that the Board approve the special use request from the Dewberry and District Agricultural Society, to use the Dewberry School Gym to hold an event October 29, 2016 at which alcohol will be served, and that all insurance obligations are satisfactory to the Board. - KES Request that the School Zone Sign Start at the School Property HUEDEPOHL: Moves that the Board write a letter to the Village of Kitscoty to request relocation of the school zone sign. - New Business; Organizational Meeting Day MACISAAC: Moves that the Board hold its annual Organizational Meeting October 12 th,2016 starting at 9:30 a.m. - Salary Review HUEDEPOHL: Moves that the Board approve salary adjustments as per the recommendation of the Board Committee. CARIED UNANIMOUSLY Trustee Parr declared a conflict of interest and excused herself from the meeting.

11 Page eleven of the Minutes of the September 21, 2016, meeting of the Buffalo Trail Public Schools Regional Division No. 28 Board of Trustees Appeals; - Letter from Ashly Bensmiller re; Yard Service Appeal FOSSEN: Moves that the Board approve the yard service appeal from the Bensmiller family for the school year. Trustee Parr rejoined the meeting. DEFEATED - Letter from Sheila Koch re; Second Primary Location Fee FOSSEN: Moves that the Board deny the secondary primary location fee appeal from Sheila Koch. K. TRUSTEE REPORTS: - ASBA - Trustee McLaughlin the told the Board that the next Zone 2/3 meeting is Friday and she and Trustee Huedepohl will attend. - PSBA Trustee King shared information with the Board from the August PSBC meeting he attended. The guest speaker was the MLA for the Ellerslie area and he talked about one publicly funded education system. He told the group that this is currently not a priority for government. They also heard from a guest speaker that talked about RESPs and other investment programs. Some programs have government matching funds and could be a good investment for families. He updated the Board on the Ad hoc committee for rural education and the ad hoc committee for student voice. Jody Carrington spoke on children with challenges. A few highlights he mentioned from her session were; collect before you direct and get to minds through hearts. He highly recommended Ms. Carrington should the Board have an opportunity to hear her speak. - Trustee Parr shared that she has been asked by PSBA to be part of the opening session for the PSBA Student Voice Program at the FGM. - PSBC Meeting Highlights - the information was shared with the Board - PSBC Policy Proposal the information was shared with the Board. Trustee Parr shared she will speak at PSBA KING: Moves that the Board forward Mr. George s letter to the Policy Committee for consideration.

12 Page twelve of the Minutes of the September 21, 2016, meeting of the Buffalo Trail Public Schools Regional Division No. 28 Board of Trustees L. TRUSTEE READINGS: - none M. INFORMATION ITEMS: The information items were reviewed. N. COMMUNICATION STRATEGY - School Council Engagement - Mentor Teacher Lunch - Music Grant from Newcap Radio - Friends of Education Nomination for Newcap Radio - Village of Marwayne Encroachment - Board Self Evaluation - Superintendent Evaluation KING: That the Board meeting adjourn. Time: 4:30 hours (16:30 p.m.) Board Chair Recording Secretary