23-oct-2013 sd68 board of trustees meeting agenda

THE BOARD OF EDUCATION OF SCHOOL DISTRICT 68 REGULAR BOARD MEETING

TO BE HELD WEDNESDAY, OCTOBER 23, 2013 – 6:00 PM BOARD ROOM

A G E N D A . CALL TO ORDER

The Chair will call the meeting to order and recognizes that tonight’s meeting is being held on the traditional territory of the Snuneymuxw people.

2. TRANSFER OF ITEMS TO OPEN MEETING AGENDA

3. ADDITIONS

4. DELETIONS

5. CHANGE IN ORDER

6. APPROVAL OF THE AGENDA

7. APPROVAL OF THE MINUTES 7.1 Minutes - September 11, 2013

That the minutes of the Special Board Meeting held September 11, 2013 be adopted. 03 - September 11, 2013.pdf

6 - 7

7.2 Minutes - September 25, 2013

That the minutes of the Regular Board Meeting held on September 25, 2013 be adopted. 04 - September 25, 2013.pdf

8 - 13

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Procedure No. 1001 E(P) - Closed Meetings Subject matter is restricted to salary negotiations; personnel matters- acquisition, sale, lease, exchange, legal matters, confidential communication

Policy No. 1070 - News Media Communications The Chairperson, or designate, shall be the official spokesperson to the news media for the Board.

Page 8. SECTION 72(3) REPORT 8.1 Section 72(3) Reports for April 29, 2013, June 24, 2013, June 26, 2013, August

28, 2013 and September 11, 2013 That the Board of Education of School District 68 (Nanaimo-Ladysmith) receives the Section 72(3) Reports for April 29, 2013, June 24, 2013, June 26, 2013, August 28, 2013 and September 11, 2013. 27 - April 29, 2013.pdf 33 - June 24, 2013.pdf 34- June 26, 2013.pdf 02 - August 28, 2013.pdf 03 - September 11, 2013.pdf

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9. ANNOUNCEMENTS AND REMINDERS

Wednesday, November 6, 2013 Education Committee Meeting 6:00 pm Monday, November 11, 2013 Remembrance Day Wednesday, November 13, 2013 Business Committee Meeting 6:00 pm Wednesday, November 27, 2013 Closed Board Meeting

Regular Board Meeting 4:30 pm 6:00 pm

10. PRESENTATIONS

11. CORRESPONDENCE 11.1 Mr. T. McGrath

RE: Colliery Dam The Agenda Setting Committee recommends to the Board of Education of School District 68 (Nanaimo-Ladysmith) that it receives and files the correspondence from Mr. T. McGrath regarding the Colliery Dams. T. McGrath Correspondence.pdf

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11.2 Minister of Forests, Steve Thomson

The Agenda Setting Committee recommends to the Board of Education of School District 68 (Nanaimo-Ladysmith) that the correspondence from Minister Thomson regarding the Colliery Dams be received and filed. 200515 Final - Ministry of Forests.pdf

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11.3 J. Stripe 23 - 24

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Re: Cedar Community - Colliery Dams The Agenda Setting Committee recommends to the Board of Education that the correspondence from Mr. Stripe regarding the Cedar Community - Colliery Dams be received and referred to the Board Chair for a response. Stripe Correspondence.pdf

11.4 L. Bury

RE: Cedar Community The Agenda Setting Committee recommends to the Board of Education of School District 68 (Nanaimo-Ladysmith) that the correspondence from Ms. Bury regarding the Cedar Community be received and referred to the Board Chair for a response. Bury Correspondence.pdf

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11.5 S. Higginson

RE: Cedar Community The Agenda Setting Committee recommends to the Board of Education of School District 68 (Nanaimo-Ladysmith) that the correspondence from Ms. Higginson regarding the Cedar Community be received and referred to the Board Chair for a response. Higginson Correspondence.pdf

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11.6 S. Higginson

RE: Cooperative Gains Mandate Savings Plan for CUPE The Agenda Setting Committee recommends to the Board of Education of School District 68 (Nanaimo-Ladysmith) that the correspondence from Ms. Higginson regarding the Cooperative Gains Mandate Savings Plan for CUPE be referred to the Board Chair for a response. Higginson Correspondence.pdf

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12. COMMITTEE REPORTS From the Education Committee 12.1.1 Vancouver Island Symphony

That the Education Committee recommends to the Board of Education of School District 68 (Nanaimo-Ladysmith) that it write to the Vancouver Island Symphony thanking them for their support and contributions to the District's Symphony Program.

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Page 12.1.2 Learn@Home

That the Education Committee recommends to the Board of Education of School District 68 (Nanaimo-Ladysmith) that the Learn@Home program be added to a future Education Committee Meeting Agenda for discussion.

From the Business Committee 12.2.1 Harbour City FC - Nanaimo

That the Business Committee recommends to the Board of Education of School District 68 (Nanaimo-Ladysmith) that staff connect with Harbour City FC - Nanaimo to explore partnership possibilities.

12.2.2 BC Funding for Education

That the Business Committee recommends to the Board of Education of School District 68 (Nanaimo-Ladysmith) that it encourages the Ministry of Education to to develop an educational funding program that more accurately reflects the real costs and needs of Boards of Education in British Columbia.

12.2.3 Gender Neutral Washrooms

That the Business Committee recommends to the Board of Education of School District 68 (Nanaimo-Ladysmith) that a Gender Neutral Washroom Working Group be established to consist of stakeholder representatives necessary to review the staff report and to give an updated report to the Business Committee by January 2014.

From Other Committees 12.3.1 Ladysmith Extended Consultation Working Group 13. SUPERINTENDENT'S REPORT 13.1 Superintendent's Report - Response to Board Motion R13/06/26-37

That the Board of Education of School District 68 (Nanaimo-Ladysmith) accepts the report from the Superintendent/CEO, as per Board motion R13/06/26-37. SC Info Sheet Supt Report Oct 23 2013.pdf

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13.2 Administrative Procedure - School Consolidation

School Consolidation Administrative Procedure.pdf

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Page 14. UNFINISHED BUSINESS 14.1 Wellington Secondary Seismic Project - Approval of Plans

That the Board of Education of School District 68 (Nanaimo-Ladysmith) approves the plan of “G” block as presented. AS 2013-10-23 Wellington G Block.pdf

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15. NEW BUSINESS 15.1 BCSTA - Motion regarding Local Elections

PC L9 7 - Local Government Election Cycle.pdf

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15.2 Name Change of the John Barsby Multipurpose Room (MPR)

That the Board of Education of School District 68 (Nanaimo-Ladysmith) approves the name change of John Barsby Multipurpose Room to Chandler Hall, and for the school to formalize this name change at a later date. AS Name Change of John Barsby Mutlipurpose Room.pdf

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16. FOR INFORMATION 16.1 Suspension Report

Student Suspension Summary 2013-2014.pdf

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16.2 Vandalism Report 16.3 Board Motions Report

Outstanding Board Motions as of Oct 16 2013.pdf

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16.4 Correspondence from Minister of Education - cc to Board of Education

169371 Rae outgoing.pdf

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17. QUESTION PERIOD

Questions from the audience must be submitted in writing and given to the Board’s Executive Assistant (Cathy Kelt) for submission to the Chair. The question period is intended to enable the public to obtain clarifying information regarding a current agenda item. Forms are available in the information rack near the entrance of the Board Room

18. ADJOURNMENT

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THE BOARD OF EDUCATION OF SCHOOL DISTRICT 688

MINUTES OF SPECIAL BOARD MEETING

HELD SEPTEMBER 11, 2013

Trustees

J. Brennan, in the Chair

B. Bard N

K. Howland

D. Neary

B. Robinson

T. Saunders

Absent

D. Allen

N. Curley

S. Welch

Staff

D. Hutchinson, Superintendent/CEO

P. Turin, Secretary-Treasurer

J. Blain, Deputy Superintendent

D. Reimer, Director of Communications

C. Kelt, Executive Assistant

Guest

C. Vanderhorst, MNP

Meeting No. S03

CALL TO ORDER The Chair called the meeting to order at 5:35 pm and recognized that tonight’s meeting is being held on the traditional territory of the Snuneymuxw people.

APPROVAL OF THE AGENDA IT WAS MOVED BY Trustee Neary IT WAS SECONDED BY Trustee Robinson

Folio

S13/09/11-01

That the Agenda be approved.

CARRIED UNANIMOUSLY

NEW BUSINESS

2012-2013 Audited Financial Statements

Mr. Turin introduced Mr. Cory Vanderhorst, Auditor with MNP. Mr. Vanderhorst provided a brief overview of the Audited Financial Statements to Trustees and members of the public.

Mr. Turin said that the district ended the school year in a financially sound position, with an unrestricted surplus of $1.5 million and a restricted surplus of $3 million, in a $123 million operating budget. He said that the unrestricted surplus was the result of $500,000 carried forward from the previous year and additional unexpected revenues that arrived late in the budget year.

He noted that the 2012-13 financial statements were under the Public Sector Accounting

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Draft Minutes of the Special Board Meeting held September 11, 2013

Standards guidelines for the first time, a change from the Generally Accepted Accounting Principles that were used previously. He said this required a significant amount of work and thanked the district’s Finance Department staff for the assistance they provided to the auditors.

IT WAS MOVED BY Trustee Neary IT WAS SECONDED BY Trustee Howland

Folio

S13/09/11-02

That the Board of Education of School District 68 (Nanaimo-Ladysmith) approves the 2012-2013 Audited Financial Statements.

CARRIED UNANIMOUSLY

QUESTION PERIOD There were no questions this evening.

ADJOURNMENT IT WAS MOVED BY Trustee Neary IT WAS SECONDED BY Trustee Saunders

Folio

S13/09/11-03

That the meeting be adjourned.

CARRIED UNANIMOUSLY

The meeting adjourned at 5:45 pm.

Jamie Brennan, Board Chair Phil Turin, Secretary-Treasurer

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MINUTES OF REGULAR BOARD MEETING

HELD SEPTEMBER 25, 2013

Trustees


D. Allen

B. Bard

N. Curley

K. Howland

D. Neary

B. Robinson

T. Saunders

S. Welch

Staff

D. Hutchinson, Superintendent/CEO

P. Turin, Secretary-Treasurer

J. Blain, Deputy Superintendent

P. Trick, Associate Superintendent/HR

G. Roberts, Asst. Secretary-Treasurer

B. Esliger, Assistant Superintendent

D. Reimer, Director of Communications

C. Kelt, Executive Assistant

Meeting No. R4

CALL TO ORDER The Chair called the meeting to order at 6:00 pm and recognized that tonight’s meeting is being held on the traditional territory of the Snuneymuxw people.

TRANSFER OF ITEMS TO OPEN MEETING AGENDA

There were no items transferred to the Open Agenda from the Closed Board Meeting.

ADDITIONS There were no additions to the Agenda this evening.

DELETIONS There were no deletions to the Agenda this evening.

CHANGE IN ORDER There was no change in order to the Agenda this evening.

APPROVAL OF THE AGENDA IT WAS MOVED BY Trustee Neary IT WAS SECONDED BY Trustee Welch

Folio

R13/09/25-01

That the Agenda be approved.

CARRIED UNANIMOUSLY

APPROVAL OF THE MINUTES IT WAS MOVED BY Trustee Neary IT WAS SECONDED BY Trustee Welch

Folio

R13/09/25-02

That the minutes of the Regular Board Meeting held August 28, 2013 be approved.

CARRIED UNANIMOUSLY

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Draft Minutes of the Regular Board Meeting held September 25, 2013

SECTION 72(3) REPORT IT WAS MOVED BY Trustee Neary IT WAS SECONDED BY Trustee Welch

Folio

R13/09/25-03

That the Board of Education of School District 68 (Nanaimo-Ladysmith) receives the Section 72(3) Report for the July 3, 2013 Closed Board Meeting.

CARRIED UNANIMOUSLY

PRESENTATIONS

Stephanie Higginson - Save the Cedar Schools Coalition

Stephanie Higginson, of the Save Cedar Schools Coalition, told the Board that the group’s goal is to provide new information which would lead trustees to reconsider their decisions about Cedar schools. She reviewed the topics of optimal school size and its impact on student achievement; the context and makeup of SD68; and the cost to renovate the Cedar Secondary building into an elementary school.

Sandra Dick - Cedar Parent Sandra Dick, a Cedar parent, discussed the financial implications of the plan for Cedar schools; the reporting of FSA results; the timelines for the consultation for the 10-Year Enhanced Facilities for Learning Plan; and the enrolment patterns for Cedar-area schools.

IT WAS MOVED BY Trustee Saunders IT WAS SECONDED BY Trustee Howland

Folio

R13/09/25-04

That the presentation time for Sandra Dick be extended by ten minutes.

CARRIED UNANIMOUSLY

IT WAS MOVED BY Trustee Neary IT WAS SECONDED BY Trustee Welch

Folio

R13/09/25-05

That the Board of Education of School District 68 (Nanaimo-Ladysmith) receives the report from the Cedar Schools Coalition and refers it to staff for a response regarding the information contained in the presentation and that the response be supplied to the Board of Education.

CARRIED UNANIMOUSLY

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CORRESPONDENCE

J. Stanhope, Chairperson

Regional District of Nanaimo

IT WAS MOVED BY Trustee Neary IT WAS SECONDED BY Trustee Welch

Folio

R13/09/25-06

That the Board of Education of School District 68 (Nanaimo-Ladysmith) receives the correspondence from the Regional District of Nanaimo regarding School District 68 School Closures and Board to Board Communication be received.

CARRIED UNANIMOUSLY

Wendy Pratt, Executive Director

Nanaimo Community Hospice

Grand Opening - Nanaimo Community Hospice


Folio

R13/09/25-07

That the Board of Education of School District 68 (Nanaimo-Ladysmith) receives and files the correspondence from the Nanaimo Community Hospice regarding the Grand Opening of the new Center on Friday, September 27th.

CARRIED UNANIMOUSLY

Correspondence from Cedar Community Members

IT WAS MOVED BY Trustee Saunders IT WAS SECONDED BY Trustee Robinson

Folio

R13/09/26-08

That the Board of Education of School District 68 (Nanaimo-Ladysmith) receives the correspondence from the Cedar Community and refers it to the Board Chair for a response.

CARRIED UNANIMOUSLY

Correspondence from Cedar Community Members

IT WAS MOVED BY Trustee Neary IT WAS SECONDED BY Trustee Bard

Folio

R13/09/25-09

That the Board of Education of School District No. 68 (Nanaimo-Ladysmith) receives and files the correspondence from Cedar Community members regarding Cedar Community Schools.

CARRIED UNANIMOUSLY

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COMMITTEE REPORTS

From the Education Committee

From the Business Committee

Five Year Capital Plan Trustee Allen asked that "at the same site" be added to the Capital Plan on page 46 for item #2. Chair Brennan said that it would be accepted as a friendly amendment and would ask staff to make that change to the plan.


Folio

R13/09/25-10

That the Board of Education of School District 68 (Nanaimo-Ladysmith) approves the 2013-2014 Five-Year Capital Plan in the amount of $119,519,063 and submits it to the Ministry of Education.

CARRIED UNANIMOUSLY

BC Education Plan Budget for 2013-14


Folio

R13/09/25-11

That the Board of Education of School District 68 (Nanaimo-Ladysmith) approves the Department of Learning Services spending plan for the $264,694 BC Education Plan grant.

CARRIED UNANIMOUSLY

Boys & Girls Club IT WAS MOVED BY Trustee Neary IT WAS SECONDED BY Trustee Howland

Folio

R13/09/25-12

That the Board of Education of School District 68 (Nanaimo-Ladysmith) direct staff to meet with the Boys and Girls Club on exploring a partnership with the daycare organization and to have staff develop an administrative policy on having daycares on school district property.

CARRIED UNANIMOUSLY

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From Other Committees

SUPERINTENDENT'S REPORT

LIF Spending Plan Mr. Hutchinson gave the Board information on the Learning Improvement Fund (LIF) spending plan for the school district. The total LIF funding granted to the district this year is $1,486,702. Of this, $190,000 is dedicated to education assistant support staff. The remainder will be invested to support schools with instructional coordinators and teacher professional development.

IT WAS MOVED BY Trustee Neary IT WAS SECONDED BY Trustee Robinson

Folio

R13/09/25-13

That the Board of Education of School District 68 (Nanaimo-Ladysmith) approves the LIF Spending Plan as presented by the Superintendent.

CARRIED UNANIMOUSLY

Ladysmith Zone Consultation Update

Mr. Hutchinson said that a Working Group has been established in the Ladysmith zone as part of the extended consultation process on the proposals to close North Oyster and Davis Road elementary schools.

Trustee Welch updated the Board on the work the group has done so far.


Folio

R13/09/25-14

That the Board of Education of School District 68 (Nanaimo-Ladysmith) receives the Superintendent's Report.

CARRIED UNANIMOUSLY

UNFINISHED BUSINESS There was no Unfinished Business on the Agenda this evening.

NEW BUSINESS There was no New Business on the Agenda this evening.

FOR INFORMATION

Suspension Report Received as information.

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Vandalism Report Received as information.

Board Motions Report Received as information.

QUESTION PERIOD There were several questions from the audience this evening.

ADJOURNMENT IT WAS MOVED BY Trustee Howland IT WAS SECONDED BY Trustee Curley

Folio

R13/09/25-15

That the meeting be adjourned.

CARRIED UNANIMOUSLY

The meeting adjourned at 7:25 pm.

Jamie Brennan, Board Chair Phil Turin, Secretary-Treasurer

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BOARD OF EDUCATION OF SCHOOL DISTRICT 68 (NANAIMO-LADYSMITH)

Report of Special Closed Board Meeting held April 29, 2013 Minutes – Section 72(3) Report (3) A board must prepare a record containing a general statement as to the nature of the matters discussed and the general nature of the decisions reached at a meeting from which persons other than trustees or officers of the board, or both, were excluded and the record must be open for inspection at all reasonable times by any person, who may make copies and extracts on payment of a fee set by the board.

Trustees


D. Allen

B. Bard

N. Curley

K. Howland

D. Neary

B. Robinson

T. Saunders

S. Welch General Decisions Made by the Board

Personnel Matter

General Matters Discussed by the Board

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Report of Special Closed Board Meeting held June 24, 2013 Minutes – Section 72(3) Report (3) A board must prepare a record containing a general statement as to the nature of the matters discussed and the general nature of the decisions reached at a meeting from which persons other than trustees or officers of the board, or both, were excluded and the record must be open for inspection at all reasonable times by any person, who may make copies and extracts on payment of a fee set by the board.

Trustees


D. Allen

B. Bard

N. Curley

K. Howland

D. Neary

B. Robinson

T. Saunders



Committee of the Whole Discussion regarding the 10 Year EFL Plan

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Report of Closed Board Meeting held June 26, 2013 Minutes – Section 72(3) Report (3) A board must prepare a record containing a general statement as to the nature of the matters discussed and the general nature of the decisions reached at a meeting from which persons other than trustees or officers of the board, or both, were excluded and the record must be open for inspection at all reasonable times by any person, who may make copies and extracts on payment of a fee set by the board.

Trustees


D. Allen

B. Bard

N. Curley

K. Howland

D. Neary

B. Robinson

T. Saunders


Received correspondence from lawyer re South Wellington

Received correspondence regarding property acquisition

Leave of Absence Requests (4)

Contract Renewal

MPC Committee to be established


Arbitration Update

Enhanced Facilities Plan

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Report of Closed Board Meeting held August 28, 2013 Minutes – Section 72(3) Report (3) A board must prepare a record containing a general statement as to the nature of the matters discussed and the general nature of the decisions reached at a meeting from which persons other than trustees or officers of the board, or both, were excluded and the record must be open for inspection at all reasonable times by any person, who may make copies and extracts on payment of a fee set by the board. Trustees J. Brennan, in the Chair D. Allen B. Bard N. Curley K. Howland D. Neary B. Robinson T. Saunders S. Welch General Decisions Made by the Board

Denial of request to purchase school property

Superintendent’s Report

Submit letter to Minister of Forests

Storm Water Drainage Easement Agreement

Write to BCSTA


Redevelopment of NDSS Site

HR Report

Legal Report

Trustee Remuneration

Use of District Logo

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Report of Closed Board Meeting held September 11, 2013 Minutes – Section 72(3) Report (3) A board must prepare a record containing a general statement as to the nature of the matters discussed and the general nature of the decisions reached at a meeting from which persons other than trustees or officers of the board, or both, were excluded and the record must be open for inspection at all reasonable times by any person, who may make copies and extracts on payment of a fee set by the board.

Trustees


B. Bard

K. Howland

D. Neary

B. Robinson

T. Saunders

Absent

D. Allen

N. Curley


Personnel Matter

Audited Financial Statements for 2012-2013


Administrative Officer Assignments

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Ref: 200515

September 30, 2013

Jamie Brennan, Chair

School District 68

Nanaimo Ladysmith Public Schools

395 Wakesiah Avenue

Nanaimo, British Columbia

V9R 3K6

Dear Chair Brennan:

Thank you for your letter of August 28, 2013, regarding the risk to John Barsby Community

School associated with Middle and Lower Chase River Dams (Chase River Dams), on Chase

River.

I understand and appreciate the concerns of the Nanaimo-Ladysmith Public Schools regarding

the risks posed by the Chase River Dams, owned by the City of Nanaimo. As you state in

your letter, as recently as July 30, 2013, the City of Nanaimo has been reminded by the

comptroller of water rights that they must correct the deficiencies identified in the two dams

as soon as possible and implement measures to mitigate the ongoing risk while these

deficiencies are being corrected. It is the dam owners right to determine which safeguarding

option to use provided it is acceptable and approved by the provincial dam safety officer.

This ministry recognizes the seriousness of the situation with the two dams on the

Chase River and continues to encourage the City of Nanaimo to reach an appropriate solution

in a timely manner. As you point out, if necessary, options are available to the

British Columbia Government if the City of Nanaimo fails to meet their obligations as dam

owner.

I encourage the Nanaimo-Ladysmith Public Schools to contact the City of Nanaimo directly

to express your concerns and to ensure that the risks to John Barsby Community School are

appropriately addressed by the City of Nanaimo in both their short-term risk mitigation plan

and for the long term. In the interim, the School Board may want to consider having a safety

Ministry of Forests, Lands and Natural Resource Operations

Office of the Minister Mailing Address: PO BOX 9049 Stn Prov Govt Victoria, BC V8W 9E2

Tel: 250-387-6240 Fax: 250-387-1040

Website: www.gov.bc.ca/for

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consultant review the City of Nanaimo’s July 2012 Chase River Dam Breach Flood

Inundation Study and the other related technical reports (available on their website) and

provide recommendations to the School Board on appropriate emergency preparedness.

Thank you again for taking the time to write.

Sincerely,

Steve Thomson

Minister

pc: Honourable Peter Fassbender , Minister of Education

Mayor John Ruttan, City of Nanaimo

Glen Davidson, Director and Comptroller of Water Rights, Water Management Branch

Resource Stewardship Division

John Baldwin, Water Stewardship Officer, West Coast Region

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1

BOARD OF EDUCATION OF SCHOOL DISTRICT NO. 68

INFORMATION SHEET

DATE: October 23, 2013 TO: Board of Education FROM: Dave Hutchinson, Superintendent/CEO SUBJECT: Superintendent’s Report: Response to Board Motion R13/06/26-37

Background: This report was prepared in response to the following Board Motion: R13/06/26-37: That the Board of Education of School District 68 (Nanaimo-Ladysmith) direct the CEO to prepare a report for the Board outlining the next steps to be taken within the facilities plan to consider community use of some available facilities and to provide plans to undertake the transition work required for students, parents, and staff for schools that will be affected in the next three years. On June 26th 2013, in keeping with recommendations in the district’s 10 Year Enhanced Facilities for Learning Plan, the Board approved the following school consolidations:

1. June 2013: South Wellington to Woodbank Primary and North Cedar Intermediate 2. June 2013: Five Acres Junior Learning Alternatives School to NDSS 3. June 2014: Vast Senior Learning Alternatives School to NDSS 4. June 2014: Cedar Secondary to John Barsby Secondary 5. June 2014: Ladysmith Zone Grade 7 Students to Ladysmith Secondary 6. June 2015: Woodbank Primary to Cedar Elementary 7. June 2015: North Cedar Intermediate to Cedar Elementary

Next Steps: Organizing the School Consolidation Process: In order for the school consolidations to be managed effectively a new Administrative Procedure (3607 “School Consolidation”) has been developed (please see attached). This procedure requires that the consolidation process be organized by a School Consolidation Working Group (SCWG), as defined within the procedure. With respect to the community use of facilities, the disposition of school property is included with the SCWG’s terms of reference. It is important to note that this is cross-referenced with Administrative Procedure 4011 “Disposal of Property,” (also attached) and SCWG discussions with respect to district property require the involvement of the Secretary Treasurer. The SCWG’s will be chaired by senior staff with the Learning Services Department, will meet throughout the school year, and provide regular updates to the Board of Education. Over the next two years, School Consolidation Working Groups will be required for the following:

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2

2013-2014 School Year

1. South Wellington to Woodbank Primary and North Cedar Intermediate (Chase River)

2. Cedar Secondary to John Barsby

3. Junior and Senior Learning Alternatives to NDSS

4. Ladysmith Secondary 7-12 Reconfiguration/French Immersion program addition

2014-2015 School Year

1. Woodbank Primary and North Cedar Intermediate to Cedar Elementary

Learning Services senior staff are currently working with Principals to establish the respective

School Consolidation Working Groups. Information relative to the working groups and their

mandate will be communicated to the students, parents/guardians, staff, and NDTA and CUPE

Presidents.

Recommendation:

That the Board of Education of School District 68 (Nanaimo-Ladysmith) accepts the report from the

Superintendent/CEO, as per Board motion R13/06/26-37.

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Nanaimo Ladysmith Public Schools School Consolidation Administrative Procedure (NEW)

Schools approved for consolidation by the Board of Education will develop a transition plan. This plan

will be developed by a School Consolidation Working Group (SCWG). The SCWG will be responsible

for overseeing the various aspects of the transitions planning process outlined in the terms of reference

below. The SCWG will meet 4-5 times during the school year and will be chaired by a Learning Services

Assistant or Deputy Superintendent. The SCWG Chairs will report to the Board periodically and ensure

that a summary report is presented to the Superintendent/CEO at the conclusion of the working group

meetings.

1. SCWG Composition

Assistant Superintendent, Learning Services

Finance representative, Business and Operational Services (1)

Facilities Representative, Business and Operational Services (1)

PAC Chairs

NDTA representatives (2)

CUPE Representatives (2)

Trustee Zone representative (1)

Aboriginal Community representative (1)

Regional District representative (1)

Community Association representative (1)

2. SCWG Terms of Reference

The SCWG will be responsible for providing recommendations with respect to:

1. Student and family transition/orientation activities

2. Receiving School facilities requirements

3. Student Safety

4. Closing school history and artifacts

5. School financial/budget related matters, including PAC fundraising money & gaming funds

6. Student support services

7. Library resources

8. Staffing implications

9. The disposition of district property *

*Discussions of property disposition will take into account the guidelines found in Administrative

Procedure 4011 “Disposal of Property” and will necessitate the involvement of the Secretary Treasurer.

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ACTION SHEET

S:\SecretaryTreasurer\ExecutiveAssistant\2013-2014\Agendas\Agendas\Regular Board\04 - October 23, 2013\2013-10-23 Wellington G Block Action Sheet.docx

TO: SD68 Board of Education

DATE: October 23, 2013

FROM: Pete Sabo, Director of Planning and Operations

Chad Dalrymple, Energy and Capital Project Manager

SUBJECT: Wellington “G” Block Floor Plans

REFERENCE:

Board Policy# 4010P, Real Property and Construction:

“Plans for new school shall be vetted by the Building Committee and submitted to the Board for

approval”

BACKGROUND:

A result of the seismic work at Wellington school is the construction of a new “G” block. The new “G”

block will replace the existing “A” block. “A” block will be demolished nearing the end of the seismic

work at Wellington. The new “G” block was programed as a replacement to “A” block and by ministry

agreement to contain the same elements as “A”, in accordance with existing ministry of education space

standards.

DISCUSSION:

See attached floor plans and elevations. A School Building Committee has been working with KMBR

architects and consultants on designing “G” block. A major design consideration was given to 21st

century learning (open and flexible spaces). The School Building Committee has approved these floor

plans. Minor details still need to be flushed out (i.e. finishes, electrical layout, millwork, etc…). The

current schedule calls for tender of G block in December of 2013.

The plans and relevant space details have been discussed with the Ministry of Education.

Renovations in support of the seismic upgrades in B and E block are ongoing. Renovation to support

the upgrades will continue in future phases in D and F block. Alterations in these blocks are not

considered new space and therefore staff will not be seeking board approval for these alterations,

however, staff plans to provide regular updates to the board on how the work is progressing.

RECOMMENDATION:

“That the Board of Education of School District 68 (Nanaimo-Ladysmith) approves the plan of “G”

block as presented.

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AGENDA ITEM #L9.7

PROVINCIAL COUNCIL MEETING: October 26, 2013

STATEMENT OF ISSUE: Local Government Election Cycle

Submitted by: BCSTA Board of Directors

This is an action resolution and does not change or contradict any existing

Foundational or Policy Statement.

BE IT RESOLVED:

That a vote be taken at the October 2013 Provincial Council

meeting to determine the position of Boards of Education on

whether the interval between trustee elections be changed to four

years or remain at three years.

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Agenda Item #L9.7

Local Government Elections

- 2 -

RATIONALE:

In 2009, the provincial government “announced the creation of the Local Government

Elections Task Force to recommend changes to local elections legislation.” One of the

issues the Task Force considered was the frequency of local government elections.

In 2010, BCSTA surveyed school trustees regarding the frequency of local government

elections and the majority of trustees surveyed supported a change to a four-year cycle.

BCSTA made written submissions to the Task Force. On the issue of frequency of

elections, BCSTA’s submission included the statement that: “A majority of school

trustees surveyed would support a change to a four-year cycle. In any case, the cycle

for elections of school trustees should be the same as for local government members.”

The Task Force recommended extending the term of office for local elected officials to 4

years.

After the release of the Task Force’s report, the Union of BC Municipalities (“UBCM”)

considered a motion to extend the term of office for local elected officials to four years.

The motion was defeated by the UBCM membership in 2010.

In September of 2013, UBCM passed a resolution to “ask the provincial government to

increase the interval between civic elections from three years to four years.”

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Agenda Item #L9.7

Local Government Elections

- 3 -

BCSTA has been asked to confirm BCSTA’s position regarding the frequency of local

government elections. The provincial government is currently engaged in a consultation

process regarding local government elections. The consultation process is scheduled to

conclude on October 23, 2013. The provincial government plans to introduce legislation

to change local government elections legislation in the Spring of 2014. This matter is

emergent as BCSTA must advise the government of its position on the frequency of local

government elections soon in order to have the ability to influence the government’s

decision on this issue. If this matter is delayed until AGM, legislation may be developed

without input from BCSTA.

References:

BCSTA’s written submission to the Task Force:

https://dsweb.bcsta.org/docushare/dsweb/Get/Document-61043/2010-04-

01_Local_Govt_Elections_Task_Force_Submission.pdf

Report of the Task Force:

http://www.localelectionstaskforce.gov.bc.ca/library/Task_Force_Report.pdf

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https://dsweb.bcsta.org/docushare/dsweb/Get/Document-61043/2010-04-01_Local_Govt_Elections_Task_Force_Submission.pdf

https://dsweb.bcsta.org/docushare/dsweb/Get/Document-61043/2010-04-01_Local_Govt_Elections_Task_Force_Submission.pdf

http://www.localelectionstaskforce.gov.bc.ca/library/Task_Force_Report.pdf

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STUDENT SUSPENSION SUMMARY - DISTRICT

September 2012 - June 2013

Break Dis- Drugs/ Fire Fire Intimidation/ Verbal Violating TOTAL ALL

Assault & Enter Defiance obedience Alcohol Fighting Fire Alarm Works Harassment Misbehaviour Smoking Snowballs Theft Truancy Vandalism Abuse Contract Weapon SCHOOLS ELEMENTARY

El Se El Se El Se El Se El Se El Se El Se El Se El Se El Se El Se El Se El Se El Se El Se El Se El Se El Se El Se El Se Out In

September 0 0 0 0 1 2 0 0 0 2 0 0 0 0 0 0 0 0 1 1 1 2 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 3 7 10 0

October 0 0

November 0 0

December 0 0

January 0 0

February 0 0

March 0 0

April 0 0

May 0 0

June 0 0

TOTAL 13/14 0 0 0 0 1 2 0 0 0 2 0 0 0 0 0 0 0 0 1 1 1 2 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 3 7

TOTAL 12/13 30 16 0 0 16 21 3 15 3 97 26 45 0 0 0 1 0 1 10 18 8 26 0 0 0 0 0 6 0 3 1 0 8 6 0 1 5 7 110 263

TOTAL 11/12 37 13 1 0 38 33 9 20 5 121 45 89 1 5 1 0 1 8 19 38 12 40 0 0 0 0 2 16 0 26 0 12 9 21 0 2 6 5 186 449

TOTAL 10/11 55 14 0 0 30 46 12 23 0 168 63 101 1 1 1 1 0 8 31 31 41 64 0 4 2 2 2 26 0 43 3 13 10 12 0 2 9 9 260 568

TOTAL 09/10 53 10 2 2 26 33 13 31 7 255 78 91 5 3 0 2 0 3 59 34 41 84 0 0 0 0 5 19 0 68 3 15 12 20 0 7 9 6 313 683

TOTAL 08/09 59 16 0 0 l8 47 9 31 8 141 54 74 8 4 1 1 1 2 24 32 28 54 3 11 7 5 6 22 0 47 1 12 11 24 0 7 6 8 226 538 `

TOTAL 07/08 52 34 1 0 57 69 28 20 8 186 55 99 5 12 0 4 0 19 29 51 22 94 3 29 13 3 7 16 3 86 0 16 10 41 1 10 15 17 309 806

TOTAL 06/07 78 39 2 0 40 48 21 38 14 189 64 135 8 4 0 3 1 5 41 58 45 83 0 27 21 17 10 20 1 37 5 15 10 30 10 22 12 14 374 784

TOTAL 05/06 55 20 0 0 17 16 29 3 21 166 66 134 4 4 1 0 0 5 43 35 34 42 0 2 25 9 8 3 8 37 16 2 7 36 2 1 9 3 345 518

TOTAL 04/05 56 32 0 1 61 23 31 36 13 205 104 116 6 3 0 0 2 19 36 66 42 47 0 1 7 5 20 20 4 54 5 13 17 23 0 17 12 9 416 690

TOTAL 03/04 78 37 0 0 58 16 19 53 1 168 102 115 11 3 3 2 8 21 36 41 53 60 3 1 9 1 12 18 4 81 4 5 25 21 3 5 2 4 431 652

TOTAL 02/03 58 41 0 1 53 26 21 51 10 167 126 118 4 4 3 1 0 5 59 44 53 49 0 5 2 2 15 ` 0 60 3 19 29 32 1 1 8 5 445 651

TOTAL 01/02 63 18 0 0 69 13 14 41 5 167 127 117 11 3 0 0 1 13 33 41 53 30 0 3 20 1 15 11 3 26 1 6 35 27 0 0 3 7 453 524

TOTAL 00/01 96 25 0 1 125 8 27 33 10 145 197 105 2 10 1 1 2 7 52 32 70 36 1 6 30 16 16 19 2 29 11 9 40 26 5 3 9 2 698 513

TOTAL 99/00 98 28 0 4 93 12 78 44 16 176 189 108 4 4 0 1 3 12 28 53 86 28 6 16 52 20 17 14 2 74 14 3 43 48 6 2 3 14 738 661

TOTAL 98/99 99 39 0 0 72 23 74 57 11 137 233 164 8 1 2 2 2 11 31 35 136 37 15 8 1 2 15 21 27 56 12 6 27 44 2 0 7 7 774 650

TOTAL 97/98 116 24 0 0 116 3 40 40 17 103 341 177 9 6 6 1 3 8 52 34 105 52 12 4 15 8 30 29 20 83 12 8 47 25 1 0 9 6 951 611

TOTAL 96/97 89 30 0 0 111 8 47 38 26 134 396 204 6 3 0 4 1 5 79 45 137 58 16 7 78 3 21 12 5 62 6 19 49 39 24 2 6 2 1097 675

10/16/2013

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Motion # Motion Comments Assigned Due Date CompletedS13/10/15-03 That the Board of Education of School District 68 (Nanaimo-Ladysmith) follow its

Policy/Procedure No. 4005 for appointing a school construction committee for the new

Cedar Elementary School.

Pete Sabo No

S13/10/15-05 That the Board of Education of School District 68 (Nanaimo-Ladysmith) directs the Board

Chair to write to the Minister of Education expressing the Board's dismay and frustration

at the negative impact that a cooperative gains mandate savings plan for CUPE will have

on the Board's Strategic plan for the improvement of student learning.

Jamie

Brennan

No

S13/10/09-06 That the Board of Education of School District 68 (Nananimo-Ladysmith) write to BCSTA

Executive to express our grave concerns regarding the Ministry of Education's directive to

fund the provincially bargained CUPE salary increases using the Cooperataive Gains

Savings Plan; and further, that the BCSTA, representing all the BC School Districts, work

diligently to achieve a co-governance model for BC School Districts and the BC Ministry of

Education.

Jamie

Brennan

No

R13/09/25-12 That the Board of Education of School District 68 (Nanaimo-Ladysmith) direct staff to

meet with the Boys and Girls Club on exploring a partnership with the daycare

organization and to have staff develop an administrative policy on having daycares on

school district property.

Senior Staff David

Hutchinson

No

R13/09/25-05 That the Board of Education of School District 68 (Nanaimo-Ladysmith) receives the

report from the Cedar Schools Coalition and refers it to staff for a response regarding the

information contained in the presentation and that the response be supplied to the

Board of Education.

David

Hutchinson

23-Oct-13 No

R13/06/26-38 That the Board of Education of School District 68 (Nanaimo-Ladysmith) directs the CEO to

prepare for the Board and the public the formal Long-Term Facilities Plan as modified

including years 3 - 10 proposals in the 10 Year Enhanced for Learning Facilities Plan and

provide a copy to the Ministry of Education and the local and regional governments.

David

Hutchinson

No

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R13/06/26-37 That the Board of Education of School District 68 (Nanaimo-Ladysmith direct the CEO to

prepare a report for the Board outlining the next steps to be taken within the Facilities

Plan to consider community use of some available facilities and to provide plans to

undertake the transition work required for students, parents and staff for schools that

will be affected in the next three years.

David

Hutchinson

23-Oct-13 No

R13/06/26-29 That the Board of Education of School District 68 (Nanaimo-Ladysmith) extends the

consultation period, to consider various alternatives, for Ecole Davis Road Elementary

School to December 1, 2013 for the closure of Ecole Davis Road on June 30, 2014 and

further that staff be requested to develop a proposal and consultation plan to be

presented at the Regular September 2013 Board meeting.

David

Hutchinson

9-Dec-13 No

R13/06/26-28 That the Board of Education of School District 68 (Nanaimo-Ladysmith) extends the

consultation period, to consider various alternatives, for North Oyster Elementary School

to December 1, 2013 for the closure of North Oyster Elementary School on June 30, 2014

and further that staff be requested to develop a proposal and consultation plan to be

presented at the Regular September 2013 Board meeting.

David

Hutchinson

9-Dec-13 No

R13/06/26-27 Be it resolved that the Board of Education of School District No. 68 (Nanaimo-Ladysmith)

permanently closes North Cedar Intermediate School, 2215 Gould Road West, Nanaimo,

BC, V9X 1J9; Facility No. 68009; on June 30, 2015, and that it be given third and final

reading.

Phil Turin No


permanently closes Woodbank Elementary School, 1984 Woobank Road, Nanaimo, BC,

V9X 1K6; Facility No. 68085; on June 30, 2015, and that it be given third and final reading.

Phil Turin No


permanently closes Cedar Secondary School, 1640 MacMillan Road, Nanaimo, BC, V9X

1L9; Facility No. 68007; on June 30, 2014, and that it be given and that it be given third

and final reading.

Phil Turin No

R13/05/22-14 That the Board of Education of School District 68 (Nanaimo-Ladysmith) directs staff

to conduct a pilot program focusing on the entire print shop operation that provides for

fee for service for labour costs on a cost recovery basis and that a preliminary report on

the pilot be presented to the first March 2014 budget meeting.

Phil Turin 12-Mar-14 No

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R13/04/24-17 That the Board of Education of School District 68 (Nanaimo-Ladysmith) refers the motion

from the April 10, 2013 Business Committee meeting regarding Serauxmen Stadium be

referred to the next joint Board/City Council meeting for discussion and also that staff

bring back a report by September 30, 2013 on the potential sources of revenue from

licenses and/or leases of Serauxment Stadium.

NDSS

Redevelopment

Project

Phil Turin 25-Sep-13 No

R13/03/27-14 That the Board of Education of School District 68 establish an Ad Hoc Committee,

reporting through the Business Committee, to develop a three-year Local School Calendar

that will commence September 2014.

In Progress. First

Meeting held Oct

16th

John Blain No

R13/02/27-25 That the Board of Education of School District 68 (Nanaimo-Ladysmith) requests that the

Superintendent/CEO develop a plan for Board approval for publicly reviewing/revising

policy/procedures .

In Progress David

Hutchinson

No

R13/02/27-17 That the Board of Education of School District 68 (Nanaimo-Ladysmith) requests staff to

bring a report back to the Board on the feasibility of costs in creating gender neutral

bathrooms in SD68 facilities by September 30th 2013.

Pete Sabo 25-Sep-13 No

R13/02/27-12 That the Board of Education of School District 68 (Nanaimo-Ladysmith) asks that staff

assess the potential for additional child care facilities at Nanaimo and Ladysmith

Secondary schools.

In Progress John Blain No

R13/01/30-29 That the Board of Education of School District 68 Nanaimo-Ladysmith request that staff

and Board representatives continue working with the Nanaimo Ladysmith Schools

Foundation to develop a memorandum of understanding between Nanaimo Ladysmith

Schools Foundation and Nanaimo Ladysmith Public Schools by the end of the 2012-2013

school year.

Board/NLSF MOU David

Hutchinson

No

R12/05/23-18 That the Board of Education of School District 68 (Nanaimo-Ladysmith) requests staff to

develop an administrative policy/procedure regarding volunteers.

in progress David

Hutchinson

No

R11/06/22-10 That the Board of Education of School District 68 (Nanaimo-Ladysmith) adopt a policy

that supports the retention of all recordings of Board Meetings and Standing Board

Committees in its possession for a period of no less than three (3) years following

approval of the minutes or summary of the meeting by that same assembly.

DReimer/PTurin to

draft

policy/procedure

related to Board

Recordings - Feb 29

12

Donna

Reimer

No

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Ministry of Education

Office of the Minister

Mailing Address: PO Box 9045 Stn Prov Govt Victoria BC V8W 9E2

Location: Parliament Buildings Victoria

October 3, 2013

Ref: 169371

Steve Rae

Email: [email protected]

Dear Mr. Rae:

I am responding on behalf of government to your emails regarding the Nanaimo-Ladysmith

Board of Education.

I would like to be clear that British Columbia’s boards of education are separate, legal entities

under the School Act. Each board is responsible for making decisions regarding schools in its

district, as well as student safety while on school property. Boards have budgetary

responsibilities and must make decisions about such matters as opening/closing schools, grade

reconfigurations, school catchment areas, and the management of all school district properties.

Boards have the autonomy to decide how best to address the needs of students within their local

communities. Accordingly, the Ministry of Education will not intervene in the school closure

process of the Nanaimo-Ladysmith Board of Education.

On the matter of the Colliery dams, Ministry of Education staff have consulted with officials in

the Ministry of Forests, Lands and Natural Resource Operations about the seismic upgrades

required for the dams in Colliery Dams Park and the risk to students at John Barsby Secondary

School. As you know, the City of Nanaimo is working through the mitigation process for these

dams. This process also involves the Regional District of Nanaimo and the Snuneymuxw First

Nation. The City and the School District are well aware that John Barsby Secondary is situated

on the flood plain beneath Colliery Dams Park and I am advised that emergency procedures are

in place for the safety of students.

The Nanaimo-Ladysmith Board of Education understands its responsibilities and is following a

process to complete its long-term facilities plan.

Sincerely,

Peter Fassbender

Minister

pc: Jamie Brennan, Chair, Board of Education, School District No. 68 (Nanaimo-Ladysmith)

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23-oct-2013 sd68 board of trustees meeting agenda

Documents

board of education

special board meeting

board chair

education committee

pm board room

business committee meeting

open meeting agenda

tonights meeting