school district no. 35 (langley) regular meeting of … · 2018. 11. 26. · school district no. 35...

SCHOOL DISTRICT NO. 35 (LANGLEY)REGULAR MEETING OF THE BOARD OF EDUCATION

AGENDA

Tuesday, November 27, 2018

7:00 p.m.

Langley School Board Office (www.sd35.bc.ca)

Pages

1. OPENING PRESENTATIONS (6:30 pm)

1.1 YORKSON CREEK MIDDLE HANDBELL CHOIR AND STRING ENSEMBLE

2. AUDIO VISUAL RECORDING (WEBCASTING) OF REGULAR BOARD MEETING

3. CALL TO ORDER

4. REPORT FROM "IN CAMERA"

5. CONSENT AGENDA

Recommendation:That the Board of Education adopts the consent agenda items as provided

5.1 CONSIDERATION OF MINUTES OF SEPTEMBER 25, 2018 1 - 13

5.2 LOCALLY APPROVED TITLES 14 - 16

5.3 SCHOOL DISTRICT COMMITTEE REPORTS

5.3.1 EMERGENCY PREPAREDNESS (Assistant Superintendent Gill) 17 - 18

5.4 CORRESPONDENCE

5.4.1 LETTER FROM MINISTRY OF ENERGY, MINES AND PETROLEUM DATEDNOVEMBER 15, 2018

19 - 19

6. CONSIDERATION OF AGENDA

Recommendation:That the Agenda be approved as presented.

7. DELEGATIONS

7.1 VIOLENCE IN THE WORKPLACE (Sharla Mauger, CUPE 1260 and Wendy Cook,LangleyTeachers' Association)

8. SUPERINTENDENT'S REPORTS

8.1 SUPERINTENDENT'S REPORT

Recommendation:That the Board of Education receives the Superintendent's Report on Strategic PlanDevelopment Timeline and ELL/SWIS Department Update for information as presented.

8.1.1 STRATEGIC PLAN DEVELOPMENT TIMELINE 20 - 20

8.1.2 ENGLISH LANGUAGE LEARNERS (ELL) DEPARTMENT / SETTLEMENT WORKERSIN SCHOOLS (SWIS) PROGRAM UPDATE

21 - 23

9. SECRETARY TREASURER'S REPORTS

9.1 ACTION ITEMS

9.1.1 BUDGET PROCESS AND TIMELINE (2019/2020 Preliminary Operating Budget) 24 - 33

Recommendation:That the Board of Education approves the School District No. 35 (Langley)Budget Process and Timeline (2019/2020 Preliminary Operating Budget) aspresented.

9.1.2 ADMINISTRATIVE PROCEDURE NO. 7050 - STUDENT RECORDS 34 - 39

Recommendation:That the Board of Education adopts the amendments to AdministrativeProcedure No. 7050 - Student Records.

9.1.3 POLICY NO. 4004 - NAMING OF SCHOOLS 40 - 42

Recommendation:That the Board of Education adopts the amendments to Policy No. 4004 -Naming of Schools.

9.2 INFORMATION ITEMS

Recommendation:That the Board of Education receives the Secretary Treasurer's information item reportsas presented.

9.2.1 FINAL ENROLMENT REPORT 43 - 47

Agenda 2

9.2.2 ENROLMENT REPORT - FUNDING UPDATE 48 - 49

9.2.3 ENROLMENT REPORT BY CATCHMENT 50 - 51

10. NEW BUSINESS

11. TRUSTEE COMMENTS

12. QUESTION PERIOD

Question Period is provided at Board meetings for the public to ask questions of clarification. TheBoard welcomes questions from the public and wants to ensure that those wishing to askquestions can do so.

The following will help the public develop questions for Question Period at a Board meeting thatis keeping with the goal of a respectful and focussed meeting.

Questions..1. Need to be directed to the Chair and not to staff;2. Need to be related directly to the topic on the agenda;3. Need to be succinct, focussed and not be a statement;4. May not be asked that are related to personnel or directed at an individual trustee; and,5. May not be asked that are related to contract negotiations.

All of the above are directions provided for in Board Policy No. 1204 - Bylaws of the Board. TheChair may answer, may defer to staff or indicate a question may not be in keeping with the aboveguidelines.

The Board appreciates the public's interest and wants to ensure a professional meeting isconducted, with Question Period focussed on providing guests with the clarification they seek.

Trustees also welcome questions from members of the public apart from Question Period. Theircontact information is available on the school district website.

13. ADJOURNMENT

Recommendation:That the meeting be adjourned at __ p.m.

Agenda 3

1

SCHOOL DISTRICT NO. 35 (LANGLEY)

REGULAR MEETING OF THE BOARD OF EDUCATION

MINUTES

Meeting Number:

Date:

Location:

2018 – 20

Tuesday, September 25, 2018

Langley School Board Office

Trustees Present: Robert McFarlane Trustee

Shelley Coburn Trustee

Alison McVeigh Trustee

Rod Ross Trustee

David Tod Trustee

Rosemary Wallace Trustee

Megan Dykeman Trustee

Staff Present: Gordon Stewart Superintendent

Brian Iseli Secretary Treasurer

Woody Bradford Assistant Superintendent

Barry Bunyan Assistant Superintendent

Mal Gill Assistant Superintendent

Shind Chand Assistant Secretary Treasurer

Laurie Mason Executive Assistant

Ken Hoff Communications Manager

Partner Groups: Sharla Mauger CUPE 1260

Wendy Cook LTA

Tanya Kerr LTA

John Pusic LPVPA

Guest: Nance Charon

_____________________________________________________________________

1. AUDIO VISUAL RECORDING (WEBCASTING) OF REGULAR BOARD MEETING

Those in attendance were informed that as per Policy No. 1204 - Bylaws of the Board, the Regular

Meeting of the Board of Education will be recorded and may be streamed live, archived and

accessed online. The Board also reserves the right to edit or, by motion of the Board at any

meeting, choose to not stream live or archive a meeting or portion thereof.

Agenda 1

2

2. CALL TO ORDER

The Board Chair called the meeting to order at 7:06 pm, and began the meeting with the

introduction stating: "I would like to acknowledge that the Langley School District is located on

the traditional lands of the Kwantlen, Katzie, Matsqui and Semiahmoo First Nations."

The Board Chair also acknowledged past Trustees in the audience as well as those running for

office.

3. EVERY CHILD MATTERS - ORANGE SHIRT DAY (District Principal Mike Pue)

The Board Chair stated that the audience would notice that all Trustees and staff in attendance

were wearing orange shirts in recognition and support of 'Orange Shirt Day' which takes place on

September 30 and which our District will recognize on September 28 to affirm the District's

commitment to reconciliation.

The Board received a presentation by District Principal Mike Pue, in recognition of 'Orange Shirt

Day' to honour residential school survivors and those who did not survive. The message he

provided is that every child matters.

4. REPORT FROM "IN CAMERA"

The Vice-Chair reported that the items discussed in the 'In Camera' meeting pertained to

personnel, property and bargaining.

5. CONSENT AGENDA

5.1 CONSIDERATION OF MINUTES OF JUNE 19, 2018

5.2 LOCALLY APPROVED TITLES

5.3 COMMITTEE REPORTS

5.3.1 FINANCE AND FACILITIES COMMITTEE

5.3.2 POLICY COMMITTEE

5.3.2.1 POLICY NO. 7002 - ADMISSION OF INTERNATIONAL STUDENTS

(Regulations)

5.3.2.2 POLICY NO. 5004 - VACCINATION RECORDS

5.4 SCHOOL DISTRICT COMMITTEE REPORTS

5.4.1 ABORIGINAL / ya:ýǝstǝl' (Assistant Superintendent Bradford)

5.5 COMMUNITY COMMITTEE REPORTS

5.5.1 JOINT SCHOOL DISTRICT NO. 35 / TOWNSHIP OF LANGLEY MUNICIPAL LIAISON

(Trustee Dykeman)

5.5.2 TOWNSHIP OF LANGLEY RECREATION, CULTURE AND PARKS ADVISORY (Trustee

Wallace)

Agenda 2

3

R18/09/25-01

Moved By: Trustee Tod

Seconded By: Trustee Dykeman

That the Board of Education adopts the consent agenda items as provided

CARRIED UNANIMOUSLY

6. CONSIDERATION OF AGENDA

R18/09/25-02

Moved By: Trustee Coburn

Seconded By: Trustee Wallace

That the Agenda be approved as presented.

CARRIED UNANIMOUSLY

7. ANNOUNCEMENT

7.1 NAMING OF FUTURE MIDDLE SCHOOL IN THE WILLOUGHBY AREA

Board Chair Robert McFarlane announced that the name for the future middle school in

the Willoughby area will be “Peter Ewart Middle”. The Board unanimously chose his

name because of Peter’s dedication to students and his contributions to the Langley

Community. The Board believes that his name will serve well for the future middle school.

He then introduced Nance Charron, one of the three community members who put forth

his name for the Board’s consideration and representative for Peter’s family who are now

deceased. Ms. Charon read letters of gratitude on behalf of the community members and

thanked the Board for their choice of name for the future middle school.

8. PRESENTATIONS

8.1 HONOURING OF RETIRING TRUSTEES

Vice Chair Megan Dykeman presented each of the retiring trustees with the gift of a brass

school bell and base in honour of their dedication to the Langley School District during

their time serving on the Board. Each retiring trustee spoke briefly on his or her

experiences during their tenure and fellow trustees then provided a few words of

acknowledgement.

9. DELEGATIONS

9.1 CANUCKS IN KHAKI - LANGLEY HERITAGE SOCIETY (Mark Forsythe)

The Board received a presentation from Mr. Jim Folks, Director of the Langley Heritage

Society, on the donation of copies of the book, ‘Canucks in Khaki’ for every Langley

school. The book, written by Langley historian, Warren Somer, provides insight into life

during and after the Great War of 1914-1918. Mr. Folks stated that the donation of these

Agenda 3

4

books will help today’s teachers better understand the effects of the war on the Langley

community.

10. SUPERINTENDENT'S REPORTS

10.1 THE YEAR AHEAD 2018/2019

The Board was provided with a report on the year ahead, which included an overview of

the members of the Strategic Planning Team and the Team's guiding document. The

Board was advised that additional work needs to take place to enable vulnerable learners

to experience success. The goals and targets were provided along with the method of

accomplishing them.

A staffing update was also provided.

R18/09/25-03

Moved By: Trustee Dykeman

Seconded By: Trustee Tod

That the Board of Education receives the report on The Year Ahead 2018/2019 for

information as presented.

CARRIED UNANIMOUSLY

10.2 SUMMER SESSION 2018

The Board received a review of Summer Session 2018, with an explanation on the value

Summer Session provides in helping with graduation rates and keeping students

engaged. This year there were over 3,700 students in attendance in 14 different locations

and there was a wide variety of classroom opportunities.

The Board was also provided a preview of Summer Session 2019, with changes to the

secondary program and location, as well as other options to help students engage and

connect during the summer.

R18/09/25-04

Moved By: Trustee Wallace

Seconded By: Trustee McVeigh

That the Board of Education receives the report on Summer Session 2018 for information

as presented.

CARRIED UNANIMOUSLY

Agenda 4

5

10.3 ACTION ITEM

10.3.1 WILLOUGHBY CATCHMENTS

The Board was informed that the development of the new boundaries for the

Willoughby catchments are based on the following criteria and process for

transitioning students:

- Current Langley students who live in the catchment(s) that will be affected by

boundary change

- Current Langley students who attend the schools within the affected

catchments

- Pre-school children residing in the catchment area(s)

- Local knowledge of where housing is being built

- Major roads and natural boundaries (i.e. creeks)

- Minor roads

- Safe walk routes

- Transportation

- Choice Programs

- Family of Schools

- Local opinions

- Any other unique issues that may be relevant

Community meetings were held and the Board was provided with the catchment

considerations used. The future middle school catchment was shared, showing a

potential new elementary school near the existing Willoughby

Elementary. During the transition process, the District will focus on the need to

care for the social and emotional well being of the children while being mindful

of the physical well being. Considerations for changes will be on a case by case

basis and will include staff recommendations, bussing and safety (students walk

route).

R18/09/25-05



That the Board of Education approves the catchment area for Yorkson Creek

Middle School be adjusted effective September 2019 as identified below:

Agenda 5

6

North:

From the intersection of the Trans-Canada Highway #1 and 196 Street go east

along the Highway #1 (south side only) to the line of 228 Street.

East:

From the Trans-Canada Highway #1 and the line of 228 Street go southwest

along the line of 72 Avenue (neither side) to Highway #10. Follow Highway #10

west (neither side) to Glover Road. Then head southwest along Glover

Road/Highway #10 (northwest side only) to 216th Street (North side of Glover

Road).

South:

From the intersection of Glover Road and 216 Street go north on 216 Street (East

side only) to the line of 74B Avenue. Go west on 74B Avenue (north side only) to

208 Street. Go north on 208 Street (east side only) to the line of 78 Avenue. Go

west on 78 Avenue (north side only) to the line of 206 Street. Go north on 206

Street (east side only) to 80 Avenue. Go west on 80 Avenue (north side only) to

196 Street.

West:

From 196 Street and 80 Avenue, go north along 196 Street (east side only) to the

Trans-Canada Highway #1.

CARRIED UNANIMOUSLY

R18/09/25-06

Moved By: Trustee Tod


That the Board of Education approves the catchment area for the new Yorkson

Area South Middle School effective September 2019 as identified below:

North:

From the intersection of 80 Avenue and 196 Street (Langley/Surrey border) go

east along 80 Avenue (south side only) to the line of 206 Street. Go south on the

line of 206 Street (west side only) to the line of 78 Avenue. Go east on the line of

78 Avenue (south side only) to 208 Street.

East:

Go south down 208 Street (west side only) to the line of 74B Avenue. Go east

along the line of 74B Avenue (south side only) to 216 Street. Go south along 216

Street (west side only) to Glover Road. Then head southwest along Glover

Road/Highway #10 (northwest side only) to the Langley Bypass just south of

Mufford Crescent.

Agenda 6

7

South:

From the Langley Bypass and Glover Road go west along the Langley Bypass

(north side only) to 200 Street, then southwest along the Langley Bypass

(northwest side only) to the Fraser Highway, then west along the Fraser Highway

(north side only) to 196 Street.

West:

From 196 Street and the Fraser Highway, go north along 196 Street (east side

only) to 80 Avenue.

CARRIED UNANIMOUSLY

R18/09/25-07

Moved By: Trustee McVeigh

Seconded By: Trustee Coburn

That the Board of Education approves the establishment of a Transition

Committee, which includes parents, students, district and school staff, to support

the transition of students to the new middle school catchments on the

Willoughby Slope.

R18/09/25-08

Moved By: Trustee Ross


To amend - add " Township staff will be invited to attend these meetings."

CARRIED UNANIMOUSLY

R18/09/25-09



That the Board of Education approves the establishment of a Transition

Committee, which includes parents, students, District and school staff; to support

the transition of students to the new middle school catchments on the

Willoughby Slope. Township of Langley staff will be invited to attend these

meetings.

CARRIED UNANIMOUSLY

Agenda 7

8

11. SECRETARY TREASURER'S REPORTS

11.1 ACTION ITEMS

11.1.1 ADMINISTRATIVE PROCEDURE NO. 3540 - SCHOOL SECURITY - KEY CONTROL

The Board was reminded that Notice of Motion was served at the May 29, 2018

Regular Board meeting for this Administrative Procedure, requesting that

feedback be received by September 14th, 2018. No feedback was received.

R18/09/25-10


Seconded By: Trustee Tod

That the Board of Education adopts the amendments to Administrative Procedure

No. 3540 - School Security - Key Control.

CARRIED UNANIMOUSLY

11.2 INFORMATION ITEMS

11.2.1 ENROLMENT REPORT UPDATE

The Board received an update on enrolment and was advised that District

enrolment is 67 students below the projected number. The District has the

lowest kindergarten enrolment in several years but the alternate programs have

grown. On Friday, September 28th the enrolment numbers will be finalized and

submitted to the Ministry.

11.2.2 REPORT ON CAPITAL PROJECTS 2018/2019

The Board received an update on the three capital projects currently underway

(secondary school in the Willoughby area, Langley Secondary, RC Garnett), along

with the timeline for each. A video depicting the new secondary school was

provided, as well as photos of the school in construction state.

A review of the Langley Fine Arts building envelop project was also provided.

R18/09/25-11

Moved By: Trustee Ross


That the Board of Education receives the Secretary Treasurer's information item reports as

presented.

CARRIED UNANIMOUSLY

Agenda 8

9

12. AUDIT COMMITTEE

12.1 AUDITED FINANCIAL STATEMENTS 2017/2018

The Audited Financial Statements were reviewed with the Board, as well as the Financial

Discussion and Analysis disclosure. Financial results reviewed included: total revenues,

expenses, surplus/deficit, transfers to/from other funds and accumulated surplus

amounts. A breakdown of the restricted operating surplus was also provided.

R18/09/25-12


Seconded By: Trustee Ross

That the Board of Education of School District No. 35 (Langley) approves the 2017/2018

Audited Financial Statements and requests staff submit them to the Ministry of Education.

CARRIED UNANIMOUSLY

12.2 FINANCIAL STATEMENT DISCUSSION AND ANALYSIS (FSD&A)

R18/09/25-13



That the Board of Education of School District No. 35 (Langley) approves the Financial

Statement Discussion and Analysis (FSD&A) with the 2017/2018 Financial Statements that

will be brought to the September 25, 2018 Regular Board Meeting for approval.

CARRIED UNANIMOUSLY

12.3 SURPLUS RESTRICTIONS

R18/09/25-14


Seconded By: Trustee Dykeman

That the Board of Education of School District No. 35 (Langley) approves the internally

restricted surplus of $3,388,260 for the internally restricted (appropriated) by the Board,

as described in note 12 of the 2017/2018 Audited Financial Statements.

CARRIED UNANIMOUSLY

R18/09/25-15




restricted surplus of $1,300,000 for infrastructure replacement, as described in note 12 of

the 2017/2018 Audited Financial Statements.

CARRIED UNANIMOUSLY

Agenda 9

10

R18/09/25-16




restricted surplus of $500,000 for student capacity needs, as described in note 12 of the

2017/2018 Audited Financial Statements.

CARRIED UNANIMOUSLY

R18/09/25-17




restricted surplus of $1,600,000 for capacity issues at LSS/LEC, as described in note 12 of


CARRIED UNANIMOUSLY

R18/09/25-18




restricted surplus of $250,000 for Admin development, as described in note 12 of the

2017/2018 Audited Financial Statements.

CARRIED UNANIMOUSLY

R18/09/25-19




restricted surplus of $3,139,442 for the school generated funds balance that hasn’t been

spent and now is part of the operating surplus due to PSAB, as described in note 12 of


CARRIED UNANIMOUSLY

R18/09/25-20




restricted school operating fund surpluses of $396,407 from 2017/2018 be carried

forward to 2018/2019 for schools, as described in note 12 of the 2017/2018 Audited

Financial Statements.

CARRIED UNANIMOUSLY

Agenda 10

11

R18/09/25-21




restricted surplus of $450,000 for District initiatives to support technology, as described in

note 12 of the 2017/2018 Audited Financial Statements.

CARRIED UNANIMOUSLY

R18/09/25-22




restricted surplus of $300,000 for District initiatives in support of schools, as described in

note 12 of the 2017/2018 Audited Financial Statements.

CARRIED UNANIMOUSLY

12.4 INTERFUND TRANSFERS

R18/09/25-23



That the Board of Education of School District No. 35 (Langley) approves the transfer of

$31,772 from the special purpose fund to the capital fund and the transfer of $2,015,555

from the operating fund to the capital fund, as described in note 13 of the 2017/2018

Audited Financial Statements.

CARRIED UNANIMOUSLY

13. POLICY COMMITTEE

13.1 ADMINISTRATIVE PROCEDURE NO. 7050 - STUDENT RECORDS

The Board was informed that revisions to Administrative Procedure No. 7050 - Student

Records, were reviewed at the May 22 and September 11 Policy Committee meetings with

the recommendation that the Board of Education serve Notice of Motion.

R18/09/25-24



That the Board of Education serves Notice of Motion to the District's education

community and its education partner groups that it intends to adopt the revisions to

Administrative Procedure No. 7050 - Student Records at the November 27, 2018 Regular

Board meeting.

CARRIED UNANIMOUSLY

Agenda 11

12

13.2 POLICY NO. 4004 - NAMING OF SCHOOLS

The Board was informed that revisions to Policy No. 4004 - Naming of Schools, were

reviewed at the May 22 and September 11 Policy Committee meetings with the

recommendation that the Board of Education serve Notice of Motion.

R18/09/25-25



That the Board of Education serves Notice of Motion to the District's education

community and its education partner groups that it intends to adopt the revisions to

Policy No. 4004 - Naming of Schools at the November 27, 2018 Regular Board meeting.

CARRIED UNANIMOUSLY

14. COMMUNICATION WITH PARTNER GROUPS AD HOC COMMITTEE

14.1 COMMUNICATIONS WITH PARTNER GROUPS AD HOC COMMITTEE REPORT

The Board was informed that the Communications with Partner Groups Ad Hoc

Committee is working closely with partner groups. A few meetings have been held and

the feedback has been very positive to date.

R18/09/25-26



That the Board of Education approves the Communications with Partner Groups Ad Hoc

Committee Terms of Reference as presented.

CARRIED UNANIMOUSLY

R18/09/25-27



That the Board of Education approves the Communications with Partner Groups Ad Hoc

Committee Work Pan as presented.

CARRIED UNANIMOUSLY

15. TRUSTEE COMMENTS

Trustees shared comments on their appreciation for the retiring trustees; a thank you to those in

attendance; a thank you to fellow trustees; and, good luck to those running in the next election

both as trustees and councilors.

Agenda 12

13

16. QUESTION PERIOD

The Chair called for questions from the public.

Questions were received from the public regarding:

- statistics on the teacher postings and whether there are similar stats for support staff that could

be shared at a future meeting

17. ADJOURNMENT

R18/09/25-28

Moved By: Trustee Coburn


That the meeting be adjourned at 10:55 p.m.

CARRIED UNANIMOUSLY

_________________________ _________________________

TRUSTEE ROBERT MCFARLANE BRIAN ISELI, CPA, CMA

BOARD CHAIR SECRETARY TREASURER

Agenda 13

The Board of Education of School District No. 35 (Langley)

STAFF REPORT

DATE: November 27, 2018

TO: Board of Education

FROM: Gord Stewart, Superintendent of Schools

RESOURCE: Woody Bradford, Assistant Superintendent

Dawne Tomlinson, Director of Instruction

SUBJECT: Locally Approved Titles

RECOMMENDED MOTION:

That the Board of Education approves the Locally Approved Titles, as presented.

BACKGROUND:

The Locally Approved Titles submitted have been reviewed by Instructional Services staff and the Assistant

Superintendent. The material has been reviewed for subject matter, curricular relevance and age

appropriateness.

Agenda 14

Agenda 15

Agenda 16

Emergency Preparedness Mtg. – October 15, 2018 Page 1

Emergency Preparedness Committee Meeting

Minutes

October 15, 2018 4:00 p.m.

SBO - Room 129

Integrity, Excellence, Courage, Community

Present: Trustee Rod Ross, Karen Wagner, Wendy Cook, Mal Gill, Megan Duke, Teresa Ingram, Deah Paton, Sean Oliver Regrets: Kerri Ross 1. Welcome and Roundtable Introductions – Mal

2. Review of the Terms of Reference - All

Langley Board of Education Emergency Preparedness Advisory Committee On January 26, 2016, the Langley Board of Education made the decision to form an Emergency Preparedness Advisory Committee. The intent is to provide a venue where information sharing and dialogue can occur regarding initiatives and supports for emergency preparedness planning for schools.

Terms of Reference

1. To provide an avenue for partner groups within the School District to share information and provide input regarding emergency planning for our school community

2. To review ongoing needs of schools and make recommendations to the Board of Education to support school emergency preparedness planning

3. To provide input into the creation of a long term and sustainable strategy that supports emergency preparedness

4. The committee will consist of 1 Trustee from the Board of Education, the Assistant Superintendent of Schools, an LTA representative, an LPVPA representative, 2 DPAC representatives, and a representative from the District’s Maintenance staff and guest speakers and others as necessary

5. To review the Terms of Reference at least once on an annual basis

Agenda 17

Emergency Preparedness Mtg. – October 15, 2018 Page 2

3. Emergency Toilets for Schools Update - Mal

• We may need to spend more on Emergency Bags

• We need 15-20 bags ($75.00 / bag)

• If every classroom has 1 five gallon bucket is $3.00

• Can we use a bio-bag

• Thought that perhaps K-2 will be the only levels we need to provide buckets in classroom

• Emergency preparedness number bathrooms required should be some ratio of the I number in each school.

• Karen and Mal to discuss the number we need to purchase for schools for their emergency supplies. Will be a requirement within the first hour of an emergency

4. Incident Command Training – Collette O’Reilley - Mal October 22, 2018; SBO – Room 306 8 – 11 a.m. and 12 – 3 p.m.

• Collette will be coming to the District to do an Incident Command Training Session. She is the health and safety manager for Vancouver School District. Megan Duke will bring a binder to our next meeting:

5. Emergency Supply Storage School Survey Follow up – Mal

• Look at emergency bins for schools

• What areas can we use at each of our schools in case of an emergency

• Collette to report back to the Ministry

• Go on a road trip to decide what is best practice.

6. Next Steps for 2018-19 ➢ The committee has decided to invite a CUPE 1260 Rep and a CUPE 1851 Rep - Mal to

connect with both Unions - All

➢ Rapid Damage Assessment for re-entry i. BC Housing offers the course 30 people

ii. Option for Health and Safety iii. Oddessy in February

b. Communication in the buildings c. Process or procedures for releasing students – Mal will check with Alice Bring to next meeting for discussion.

Agenda 18

Ministry of Energy, Mines and Petroleum Resources

Office of the Minister

Mailing Address: PO Box 9052, Stn Prov Govt Victoria, BC V8W 9E2 Telephone: 250 953-0900 Facsimile: 250 356-2965

November 15, 2018 Ref: 105375 Ms. Megan Dykeman Chair, Board of Trustees Langley Board of Education School District 35 Email: [email protected] Dear Ms. Dykeman: I would like to personally thank Langley School District 35 for taking conservation measures in response to the October 9, 2018 natural gas pipeline rupture near Prince George. Your actions, such as turning room temperatures down, reducing hot water use, and other actions to conserve natural gas, have made a difference to ensure that all British Columbians will continue to have access. As you are likely aware, FortisBC has notified customers that gas supply may be 20 to 50 percent lower than normal over the winter, so your continued efforts are greatly appreciated. Langley School District 35 has and will continue to play an important leadership role in our Province, and I would like to thank you again for your support at this critical time. Sincerely,

Michelle Mungall Minister

Agenda 19


STAFF REPORT




SUBJECT: Strategic Plan Development Timeline

RECOMMENDED MOTION:

That the Board of Education receives the Strategic Plan Development Timeline report for information, as

presented.

BACKGROUND:

The Strategic Plan establishes priorities and actions with respect to educational opportunities for students,

proactive planning for maintaining and upgrading facilities, responsible stewardship of resources, creating

a supportive and positive culture for employees, and strengthening relationships with community groups.

It is a cumulative, ongoing process that provides direction and communication regarding the Board’s

goals during the four-year term of the election cycle.

The Strategic Plan aligns with the District’s Mission, Vision and Values.

The Superintendent will coordinate development of a new Strategic Plan within the following timeline:

January to March 2019 Consultation with Partner Groups and Community

April 30, 2019 Final Draft to Trustees for Approval at Regular Board Meeting

May 2019 Community Partners’ Luncheon

Agenda 20


STAFF REPORT




RESOURCE: Karen Beatty, District Principal, ELL/SWIS

SUBJECT: ELL Department/SWIS Program Update

RECOMMENDED MOTION:

That the Board of Education receives the ELL Department/SWIS Program Update for information, as

presented.

BACKGROUND:

The English Language Learning (ELL) Department and Settlement Workers in Schools (SWIS) program

play an important role in supporting our English language learners and newcomers in Langley schools.

In doing so, we also help to promote our District Vision to make the Langley School District an “Inclusive

and Accepting Culture.”

Our District data reflects a growing immigrant population in Langley. In 2018, one in five Langley

students was identified as speaking another language in the home. Our largest language group is

Korean followed by Chinese speakers. Primarily, our District is most culturally diverse in the Willoughby

Slope area, Downtown Langley, Walnut Grove and in the Aldergrove region.

As Langley becomes more diverse, our ELL numbers have also been increasing. Our approximate ELL

1701 numbers were 1371 for the District with 1258 ELL students in the Elementary/Middle Itinerant ELL

Program and 113 students at Secondary. At the same time, our approximate ELL ISP numbers were

1126 for the District with 132 ISP students in the Elementary/Middle Itinerant ELL Program and 994 ISP

students in Secondary schools.

Agenda 21


ELL is now part of the Instructional Services Team and our District ELL Teacher has provided numerous

resources for Langley teachers and parents to access on our ELL webpage. Learning a new language and

becoming academically proficient can be a long process. Students may learn social language in a couple

of years. Dr. Jim Cummins found that becoming academically proficient in English, to the 50th percentile

of English-speaking students, took between five to seven years. However, some students can take up to

10 years or more to gain academic proficiency.

Students are better able to manage the content areas of instruction when specific supports are

provided. Research indicates that it is more effective to learn content and language simultaneously than

to try to learn language separately. The Sheltered Instruction Observation Protocol (SIOP) Model is an

incredibly flexible and systematic way to introduce support for ELLs in a wide variety of classroom

settings – including multilevel groupings, grade levels K-12 and in multiple subject areas. Importantly,

the SIOP framework can provide students with grade-level content while promoting the development of

English language proficiency.

We may identify ELL students as a single group; however, many factors such as culture shock,

immigration status or years of previous formal educational experiences can impact how a student will

learn. It is especially important that we understand the complexity of the refugee experience and

provide appropriate supports for these students. Therefore, our ELL teachers learn about their

students’ background and provide instruction that will meet the needs of their students.

Part of learning a language is also understanding the culture of the host country. This is a reciprocal

relationship; as we teach our newcomer students about Canadian culture, we learn about their culture

as well. In order to learn, our ELL students need to feel safe, comfortable and connected to the larger

school community. Therefore, ELL can take many forms as appropriate for the student. In many

instances it is beneficial to introduce the family or the student to a settlement worker.

SWIS SERVICE DELIVERY

Our Settlement Workers in Schools (SWIS) Program is a comprehensive school-based settlement project

that maximizes the integration and settlement of newcomer families. The SWIS program is funded

through a contribution agreement provided by Immigrant, Refugee, Citizenship Canada (IRCC). We write

detailed proposals to the Federal Government every three to five years to continue to fund this

program.

With the funding provided by IRCC, SWIS staff are able to provide settlement activities using District

locations to provide early access for families to address their immediate settlement needs. SWIS serves

three distinct client groups: students, families and school staffs. Given that many of the current

settlement services in Langley are concentrated in the downtown core, SWIS continues to be the only

settlement service provided in many neighbourhoods and geographical regions in Langley Township.

Agenda 22


April 2017 to March 2018 was a record contract year for our SWIS program. We are experiencing

growing client numbers, services, staff and changing community needs that reflect a changing

population in Langley City and the Township of Langley. Our SWIS staff organized and facilitated over

100 group sessions/workshops during this fiscal year to 439 clients. In addition, staff have been

providing one-on-one and family information and orientation services to clients, including parents,

youth and children.

Currently our SWIS Program is comprised of six full-time SWIS Workers, a part-time SWIS Coordinator,

and a SWIS Manager. Our two ELL Multicultural Workers work seamlessly with our SWIS staff to support

students, their parents and schools. Immigration, Refugees and Citizenship Canada (IRCC) is funding the

Langley School District for three Arabic SWIS Workers. Last year we moved one of our Arabic-speaking

SWIS workers to Douglas Park Community School/HD Stafford Middle School to work directly with

refugee children and youth on interpersonal issues, conflict resolution, cultural adjustment, and other

settlement issues that children and youth face in schools. With our latest increase in IRCC funding we

have been able to provide an Arabic-speaking SWIS Worker to deliver settlement support to parents and

families in the Aldergrove region. This has met a significant need in that region and schools and families

have reported gratitude for the support that they are now receiving.

We believe that both ELL and SWIS supports contribute to Langley’s ongoing efforts to facilitate an

inclusive learning environment that fosters an inclusive and accepting culture.

Agenda 23


STAFF REPORT



FROM: Brian Iseli, Secretary Treasurer

SUBJECT: Budget Process and Timeline (2019/2020 Preliminary Operating Budget)

RECOMMENDED MOTION:

That the Board of Education approves the School District No. 35 (Langley) Budget Process and Timeline

(2019/2020 Preliminary Operating Budget) as presented.

BACKGROUND:

This draft Budget Process and Timeline is intended to be reviewed by the Board of Education at its meeting

on November 27, 2018 for possible approval. In an attempt to engage the school community in earlier

discussions of the budget and to allow time for more thorough analysis of matters that will impact the

budget, the District Leadership Team has decided to bring the draft process forward to the November

Regular Meeting of the Board. The Board has the opportunity to defer final approval to the January Regular

Meeting should it decide more work is required.

The District has adopted the Public Sector Accounting Board (PSAB) reporting standards for budgeting and

financial reporting. Under these standards, the District is required to prepare a budget incorporating the

PSAB format detailed in Appendix A. The approved budget document (Statement 2 – Revenue and Expense)

does not differentiate the separate funds for operating, special purpose and capital, which are components

of Statement 2. While the District is required to budget for special purpose funds and capital activities, this

planning document is focused on Schedule 2 of the PSAB format (Operating Revenue and Expense), which

encompasses the majority of the District’s activities.

BUDGET DEVELOPMENT PROCESS

The District needs to have a budget development process that involves all stakeholders, but at the same

time positions the District to achieve its goal of producing a balanced budget. In order to accomplish this

there needs to be an understanding of the guiding principles behind the budget process along with specific

Agenda 24


areas of focus which need to be addressed. In working with the District’s stakeholders, the challenge is to

undertake consultation but maintain final decision-making in the hands of the Board. This is important in

order to reach agreement on a way to allocate financial resources to schools which retains the flexibility of

individual schools to make local decisions (the decentralized DDM model) and at the same time identifying

which elements are best managed centrally.

Guiding Principles and Budget Considerations

Appendix B contains the District’s beliefs, values and guiding principles for budget development. While the

budget is a financial representation of the District’s plan, these beliefs, values and principles primarily

address and support the educational needs of students. Appendix C contains specific budget

considerations that should be addressed as a first step in the development of the 2019/2020 budget. These

guiding principles and budget considerations will direct the decisions which need to take place in order to

accomplish our goal of achieving a balanced budget.

Other Factors in Budget Development

The development of the budget for 2019/2020 will also be guided by several associated logistical processes

and are influenced by economic and legislative realities. These include:

the development and approval of the current year’s amended budget;

the development of enrolment projections for the following year;

the changes to Ministry’s funding model that will be announced in March 2019;

the creation of a status quo budget and the potential use of prior years’ accumulated surplus

strategies;

providing the base for a longer financial sustainability plan for the District.

Appendix D illustrates the timeline in which these elements of budget development will take place.

Consultation with Stakeholders

The District Leadership Team has identified the following stakeholders who will be involved in the budget

development process: the Langley Principals’ and Vice-Principals’ Association, the Langley Teachers’

Association, CUPE 1260, CUPE 1851, DPAC, the Aboriginal communities and the excluded staff group. As

indicated in the timeline document, meetings with these groups will take place throughout January and

February.

The District Leadership Team has worked in the past with a Budget Planning group of principals and vice-

principals. This work has resulted in changes to the resource allocation model that has produced a

Agenda 25


budgeting system which is a hybrid of the current DDM model and a centralized model. In addition, as a

result of the work with the principals and vice-principals, the District will continue to guide budget

discussions on the following all-encompassing principle:

The allocation of resources to schools, in schools and in central departments will:

focus on student achievement, recognizing the personalized learning needs of our

students

reflect responsible stewardship in implementing the objectives of the District’s

educational, financial and facilities-related plans

respect the District’s decentralized decision making culture, encouraging creativity

and innovation in meeting the learning needs of specific communities

be sustainable over the longer term while providing the flexibility to address

changing short term needs

focus on equity for all schools and for all students in our schools

address the specific needs of our vulnerable students

include consultation with the District’s educational leaders

be transparent and easily understood, in terms of methodology

The District Leadership Team will also work with the central departments of: Instructional Services,

Professional Services, Learning Support Services, Facilities Services, Maintenance Services, Transportation

and Custodial Services, Human Resources, Administration and Finance, to develop budgets for next year

and beyond. Specific focus will also be directed to revenue producing areas of the District such as rentals

and leases, and the International Student Program.

Amended Budget

The Finance Department is currently working on the Amended Budget for 2018/2019. Information on the

status of the Amended Budget will be discussed with the Finance and Facilities Committee in January and

February, prior to presentation to the public at the February 26 Regular meeting of the Board for final

approval.

Enrolment Projections

The District is required each year to submit enrolment projections to the Ministry for the upcoming three

years. Enrolment projections are due to the Ministry by February 15th and will consist of the following:

school-aged children who are not enrolled in either distance learning or continuing education

programs as at September 30th

Agenda 26


students enrolled in distance learning programs as at September 30th, February 28th and May 31st

students enrolled in continuing education programs as at September 30th, February 28th and May

31st

elementary and secondary summer school students

non-graduated adults as at September 30th

students with special needs as at September 30th and February 28t;

Aboriginal students who are not “status First Nations living on reserve” as at September 30th

students who are being provided with ELL support as at September 30th

refugees as at September 30th

In January, members of District staff will begin the process of projecting what enrolments will be in

September 2019. The approach used is a conservative one – rolling forward the current headcount

enrolments to the next grade, adding estimated Kindergarten enrolments and adjusting certain schools

(primarily those on the Willoughby Slope) for growth factors. The Kindergarten and growth factor elements

of the projections are based on the information in the current Baragar Demographics module. Because

Baragar projections are based on historical information of enrolments and migration trends only, District

staff works closely with local governments to modify these historical-based projections to take into account

housing development information and other local knowledge in order to come up with the growth factors

used in the projections.

The enrolment projections provided to the Ministry have to be in the form of FTE and not headcount.

Elementary, secondary grade 8 and 9 and alternate school enrolments will have FTEs equal to their

headcounts. Secondary schools grade 10-12 headcounts are converted to FTE based on historical

information of courses taken. Distributed learning and continuing education program projected

enrolments are determined after discussion with District principals

District Finance Department staff and the District Leadership Team will also be meeting in January with

District principals and directors to obtain information on developing projections for the supplemental

funding categories of Aboriginal, ELL and Special Needs.

Not only will the enrolments supplied to the Ministry provide us with the District’s preliminary funding

estimate for the next school year, they will also inform the budget process in terms of formulating

preliminary staffing levels and resource supports.

Status Quo Budget

The Amended Budget for the current year will serve as the base or status quo budget for 2019/2020. This

is the budget which assumes to provide the same level of service and programming as has been provided

in the current year, adjusted for one-time items. The process of developing the base or status quo budget

is as follows:

Agenda 27


The expenditure component of the amended budget for the current year serves as the base and is

adjusted for the following elements to produce a status quo expenditure budget:

o the impact that enrolment changes will have on the following year’s staffing levels

o the addition of known changes in expenditure levels, such as changes in benefit rates and

necessary school and department requests

o the addition of other known cost pressures, such as utilities increases and wage lifts for

exempt staff and principals and vice-principals

o the removal of one-time or non-continuing expenditure items

The revenue component of the amended budget for the current year is adjusted for the following

to produce a revenue budget for the following year:

o expected enrolment changes in all Ministry-funded student and adult categories

o projected growth, if any, in the revenue in the International Student Program

o known changes in provincial core or supplementary funding (after the Ministry funding

model changes announcement in mid-March)

o expected or planned changes in local revenue

The status quo expenditure budget and the preliminary revenue budget are then compared to

determine whether a status quo budget surplus or deficit exists, as illustrated below:

Regardless of whether a status quo surplus or deficit exists, budget strategies and considerations to achieve

the goal of producing a balanced budget for 2019/2020 needs to be determined. Once done, a draft

balanced preliminary budget is finalized for Board consideration and community consultation by early May.

After that consultation, the budget will receive preliminary approval at the May 28, 2019 Regular meeting

with the first and second readings of the Budget Bylaw. As in the past, the Board will allow for the third and

Amended Budget

Expenditures

+/- Cost Pressures

+/- One-time Items

+/- Enrolment Changes

equals

Status Quo Budget

Expenditures

plus

Preliminary Funding

Estimate

equals

Status Quo Budget

Position

Agenda 28


final reading of the Budget Bylaw to be done at the June Regular Meeting to allow time for final community

input. The approved budget is due to be submitted to the Ministry by June 30, 2018.

CONCLUSION

The draft Budget Process and Timeline outlined in this document represents a transparent and accountable

way in which to develop a budget for a school district. It contains beliefs, values and guiding principles

which address the educational focus of the District and includes extensive consultation with all stakeholders.

However, the process will be challenging due to the existence of significant cost pressures that will come

into play for next year. These include benefit cost increases; the requirement to fund wage lifts for exempt

staff, principals and vice-principals; the cost of continuing to operate small schools; increasing technology

demands; rising utilities costs; and general inflation. The consultation that is proposed will be focused on

the objective of creating a balanced budget and consequently we will not be able to address requests for

additional funding from individual stakeholder groups unless those requests involve a re-allocation of

resources within a cost savings strategy. Difficult decisions will have to be made by the Board.

The District Leadership Team believes the budget development process outlined in this document lays the

foundation for looking at resource allocation from a District perspective, provides equity for all schools and

creates a cost consciousness all of which will serve to enhance learning opportunities for all Langley students

for years to come.

Agenda 29


APPENDIX A

Under PSAB standards the annual budget will have to be submitted in the following format:

Statement 2 – Revenue and Expense

Statement 4 – Change in Net Financial Assets (Debt)

Schedule 2 – Operating Revenue and Expense

Schedule 2A – Schedule of Operating Revenue by Source

Schedule 2B – Schedule of Operating Expense by Source

Schedule 2C – Operating Expense by Function, Program and Object

Schedule 3 – Special Purpose Revenue and Expense

Schedule 3A – Changes in Special Purpose Funds

Schedule 4 – Capital Revenue and Expense

The following is a brief description of the purpose of these statements and schedules:

Statement 2 “Annual Budget – Revenue and Expense” consolidates all revenue and

expense by function for the operating fund (Schedule 2), the special purpose fund

(Schedule 3) and the capital fund (Schedule 4). The presentation of expense by function

rather than by object is a change required under PSAB. The total budget bylaw is

presented at the end and includes expenses and asset purchases from all funds.

Statement 4 “Annual Budget – Change in Net Financial Assets (Debt)” is a PSAB statement

that is required to produce the budget figures for presentation in the audited financial

statements.

Schedules 2 – 2C report operating revenue and expense and are very similar to the

schedules A1-A4 in the old annual budget process. The previous A5 schedule (budgeted

FTE employees) is no longer required.

Schedules 3 and 3A reports the special purpose fund revenue and expenses.

Schedule 4 reports revenue and expense in the capital fund.

Agenda 30


APPENDIX B

STATEMENT OF BELIEFS & PRINCIPLES The Board of Education is committed to being responsible stewards of its resources and making budget decisions

which are responsive to the overall District and which support the health and equity of our schools. To emphasize

this commitment, the following budget beliefs and values and budget principles will be employed by the District in

the development of its annual operating budget.

Budget Beliefs & Values 1. We believe that schools exist for learners.

2. We believe every learner can be knowledgeable, skilled and innovative.

3. We believe that learning is a passion for individuals to pursue throughout their

lifetime.

4. We believe that safe and healthy environments contribute to student learning.

5. We value the pursuit of excellence in teaching and learning.

6. We believe that education is a shared responsibility among school, home and community.

7. We value the dedication of our educators and support staff, and the accomplishments of our

learners.

Budget Principles

1. The allocation of human and material resources should be directed to support the Framework for

Enhancing Student Learning, including the School Plans which are focused on improving student learning.

2. The allocation of resources should respond to the diversity of student needs and the vulnerability

of our learners

3. Resources should be provided to all learners at equitable and sustainable levels.

4. Program choices and adjustments should be made in the best interests of students and should be

guided by credible research, successful professional past practice and thoughtful implementation

of new and emerging practices.

5. Student learning is best served when adequate staffing exists at all levels of the organization and

the necessary infrastructure supports are in place.

Agenda 31


APPENDIX C

BUDGET CONSIDERATIONS

1. The budget shall be developed in accordance with all legal and legislative requirements, including direction received from the negotiations stemming from the Supreme Court of Canada ruling in favor of the BCTF.

2. How to provide support for School Plans and the Framework for Enhancing Student Learning, including consideration of the structure of the Instructional Services Department.

3. Assess the efficiency and equitability of the District’s current practice and approach to the allocation of learning resources and assets.

4. Assess the model in the Learning Support Services for supporting students with unique needs.

5. Whether to continue providing support for vulnerable students in addition to the Community LINK funding received from the Ministry.

6. Whether to continue providing support for Aboriginal students in addition to the supplemental funding received from the Ministry.

7. How to support continued growth in learning alternatives in the form of off-site alternate and distance education programs to ensure access to quality education for every student in the District.

8. How to ensure maintaining and growing enrolment in the International Student Program so that it supports the needs of the district and of schools.

9. How to maintain a level of District and school level management and leadership support required for an organization of this size and complexity.

10. How to provide a professional growth environment that supports succession planning for leadership at all levels of the organization.

11. How to maintain adequate service levels for non-instructional areas such as building maintenance, bussing, custodial services and technology support.

12. Examine all programs and/or services for the purpose of finding budget savings while continuing to provide adequate support for positive student learning.

13. How to provide support for initiatives for working with community agencies to address the needs of learners in the early years and to promote safe, caring, orderly and healthy schools.

14. How to allocate resources in the Facilities Department to support aging infrastructure.

15. Whether to maintain the practice of using restricted surpluses to support innovative initiatives in schools and equipment and furniture replacement.

16. Recognize that, given the funding constraints facing the District, the future of certain facilities needs to be considered as a strategy for fiscal management.

Agenda 32


APPENDIX D

PROPOSED BUDGET TIMELINE

2018/2019 Amended Budget

2019/2020 Preliminary Budget

November Meet with Principals for School budgets

November-December Meet with Central Departments for Central budgets

January District Leadership Team develops Amended Budget

January 15th Financial Update

January-February Meetings with Stakeholders

February 12th Financial Update

February 26th Present Amended Budget

February 28th File Amended 18/19 Budget

March 15th Ministry Funding Announcement

March-April Meet with Central Departments for Central budgets

April Meet with Principals for School budgets

March-May District Leadership Team develops Budget

April-May Board Planning sessions

May 28th First and Second Readings of the Budget Bylaw

June 5th Budget Open House for Community

June 18th Third Reading of the Budget Bylaw

Agenda 33


STAFF REPORT




SUBJECT: Administrative Procedure No. 7050 – Student Records

RECOMMENDED MOTION:

That the Board of Education adopts the amendments to Administrative Procedure No. 7050 – Student

Records.

BACKGROUND:

The attached revisions to Administrative Procedure No. 7050 – Student Records were reviewed at the

September 11, 2018 Policy Committee meeting and brought to the September 25, 2018 Regular Board

Meeting where Notice of Motion was served. The Board requested that this item return to the Board at

the November 27, 2018 meeting along with any feedback.

No feedback has been received.

Agenda 34

BOARD OF EDUCATION SCHOOL DISTRICT NO. 35 (LANGLEY)

ADMINISTRATIVE PROCEDURES MANUAL No. 7050

Date

SUBJECT: STUDENT RECORDS Revised 91 06 17 18 09 25

It is the policy of the Board that student records shall be maintained in a manner that ensures the confidentiality

of information and the privacy of students and their families. Students and Parents, as defined in the School

Act, shall have access to all information in the student record.

As per the Ministry of Education (Permanent Student Record Instructions / Student Records Order), The

Permanent Student Records must be retained by school districts for 55 years after a student has withdrawn

or graduated from school and stored according to school district policy. Student records, either in written

or electronic form, shall be subject to the following regulations regarding content, access and retention

storage.

Agenda 35

REGULATIONS - STUDENT RECORDS 7050R

Introduction

1. The Principal or designate is responsible for the establishment and maintenance of a record for each

student registered in his or her school including security of the access to records (School Act Section

79).

2. The student record consists of all information collected or maintained by the District pertaining to the

student, but does not include notes prepared by and for the exclusive use of a teacher or administrator.

Contents of Student Records

1. Any information placed on a student's record must be done so with the knowledge:

(a) that the student, and his or her parent, as defined in the School Act, have access to all information

contained in the student record (School Act, Division 3 – Joint Rights and Duties 9.1)

(b) that the information is considered to be official documentation of the School District

2. The student's school file shall contain but not be limited to the following:

(a) a copy of school progress and achievement history

(b) individual educational plans

(c) medical information as provided at the option of the parent or public health

(d) a summary of interpretive tests and/or interpretive reports based on such tests. All such entries

shall include the name of the person conducting the test and the entry date

(e) professional assessment reports from staff and/or from outside agencies

(f) demographic information including legal name, birthdate, legal guardianship, citizenship and visa

information if applicable, and other information as required by the Ministry

(g) court orders as indicated by the legal alert

(h) other legal documents (i.e. name change or immigration document)

3. The central school file on a student shall contain a reference to the location of any information that is

being maintained outside the central file.

Removal or Correction of Student File Entries

1. Persons with access rights according to the School Act, Division 3 – Joint Rights and Duties 9.1, may

request the Board principal to correct or remove entries in a student's record.

2. The Principal, on receiving such a request, shall make a ruling.

3. If the Principal denies the request, the applicant shall be informed of the right to appeal through the

District's Appeal Bylaw the record shall be annotated with a notation of the proposed correction and

that the correction was denied.

4. The Principal or designate shall be responsible for the periodic culling of information from student

records that have become dated expired or are no longer of use to the school.

5. Disposal of student information shall be done in a way that preserves confidentiality, as for example,

shredding or incineration.

Agenda 36

- 2 -

REGULATIONS - STUDENT RECORDS (cont’d) 7050R

Confidentiality of Student Information and Access to Records

1. A student record is confidential.

2. Access to the student record shall be permitted only to the student or a parent of the student as defined

by in the School Act. A non-custodial parent without parental responsibilities for educational decisions

respecting the student, may obtain access to the student record only if:

(a) the custodial parent person with parental responsibilities for educational decisions respecting

the student has consented in writing, or

(b) the non-custodial parent without parental responsibilities with respect to the student is granted

access to the student's record by a court order, or

(c) there is a written agreement between the custodial parent with parental responsibilities for

educational decisions respecting the student and non-custodial the parent without such

responsibilities that permits access to student information.

3. The Principal shall determine which school staff shall be authorized to access a student's record. As a

guideline, staff access should be limited to teachers in direct contact with the student or to support staff

with direct responsibility for the maintenance of student records.

The Superintendent or his designate shall determine and make known to schools, which District staff

have access to student records.

4. The Principal may restrict access of information of a sensitive nature such as social service, medical or

legal documents.

5. In accordance with the School Act Division 3 – Joint Rights and Duties 9.1, the student or the parent

legal guardian cannot be restricted access to any part of the student record.

6 4. Any examination of the student record by a student or parent, as defined in the School Act shall occur

in the presence of the principal or a person designated by the principal to interpret the records. Prior

arrangement shall be required in order to give the administrative officer principal or designate adequate

opportunity to arrange for the examination of the student's record.

Transfer and Storage of Student Records

1. In the event that the student transfers to another school within the District, the entire student record

shall be sent directly to the principal of the receiving school upon receipt of the appropriate request for

records.

2. When a student transfers out of district but within British Columbia, all restricted documents such as

those described in No. 4 above shall be removed and a notation made on the file that these were removed.

The amended file shall be transferred directly to the principal of the receiving school.

Where a Board receives a request from a Board in British Columbia to which a student transfers, the

Board must transfer the Permanent Student Record for the student, together with all documents

required to be listed as inclusions on the form entitled “Permanent Student Record,” together with

the student progress reports for the two most recent years, or a copy of the transcript of grades issued

by the Ministry of Education, together with, if the student is in grade 4, 5, 6 or 7 and the student

progress report does not contain letter grades, a record of those letter grades, and the student’s current

IEP.

Agenda 37

Release of restricted information to the out-of-district receiving school shall be upon receipt of written

request from the principal of the receiving school to through the Director of Schools, and after written

receipt of student (see item 7 below) and/or parent, as defined in the School Act, approval.

3. When a student transfers to an independent school or an educational institution outside of British

Columbia, a copy only of the Cumulative Student File documents set out in paragraph 2 above will

be transferred upon receipt of a written request from the principal of the receiving school. The

original Cumulative Student File is to be maintained at the school as set out below.

- 3 -


4. No records are to be provided to ‘schools’ that are not public schools or independent schools, as

defined in the Independent Schools Act and in British Columbia, listed in the Ministry document

Public and Independent Schools Book.

5. A log tracking system shall be maintained at each school for the purpose of recording all student

record transfers. The log will contain the date of transfer, student name, date of birth, Personal

Education Number (PEN) and destination.

36. Schools shall comply with requests for copies of a student record only when such requests are

accompanied by written authorization to release the information, signed by the student (see item 7

below), or by the parent, as defined in the School Act if the student is still under parental custody. The

authorization record shall be placed in the student file.

7. Before providing a copy of a student record to an educational institution requesting such copy under

items 2 and 6 above, the school must receive written authorization to release the information, signed

by the parent, as defined in the School Act, or signed by the student, if the student is of sufficient age

and maturity to exercise their own information rights (usually 12 years of age).

Retention of Student Records

1. The Permanent Student File includes electronic and paper records as mandated by the Ministry of

Education (Permanent Student Record Instructions / Student Records Order). Documents include

the Permanent Student Record (also known as the 1704 form) and inclusions, and the Official Student

Transcript or the two most recent Student Progress Reports.

2. The Permanent Student Records and Official Transcripts must be retained by the School District for

55 years after a student has withdrawn or graduated from school (Ministry of Education – Permanent

Student Records Instructions / Student Records Order) and stored by the school in which the student

was last registered. After five years, the school will scan the Permanent Record Card and the Official

Student Transcript to the Office Services Department.

In the case of a student’s death before graduation, the Permanent Student Record shall be retained

for 55 years.

3. Inactive student files, including files for students who have successfully completed Grade 12 that were

not transferred or graduated, will be retained by the school Any student record remaining in the school

(not transferred or graduated) shall be kept by the school for a period of five years. At that time, a copy

of the Permanent Record Card or Graduation Transcript shall be sent to the Board Office for micro-

Agenda 38

filming. After five years, the school will scan the Permanent Record Card and inclusions, and the

Official Student Transcript to the Office Services Department. The school Board is only required to

keep the Permanent Record Card, a written record of letter grades where such letter grades are not set

out in a student progress report for a student in grade 4, 5, 6 or 7, and or Graduation Official Student

Transcript or two most recent years student progress reports for 55 years. The following items must

be retained in the student file until the student turns 20 year of age, plus two years for liability

purposes:

- General Student Information

- Withdrawal files – student withdrawal file plus any forwarding correspondence

- Legal restraining orders/custody orders

- Aboriginal Education Information

- ESL core information

- Special Education core data (incl. IEP, safety plans, gifted records, psych and related reports,

psych assessment and related reports

- 4 -


For International core information, the retention period is until the student turns 20 years old plus

two years.

In the event of a school closure, files will be stored at a secure District site and accessed through the

School District office.

4. Contact with, or information pertaining to, students or former students for purposes such as school

reunions shall be handled exclusively by the school, and shall ensure the privacy of the individual

student.

Revised: September 11, 2018

Agenda 39


STAFF REPORT




SUBJECT: Policy No. 4004 – Naming of Schools

RECOMMENDED MOTION:

That the Board of Education adopts the amendments to Policy No. 4004 – Naming of Schools.

BACKGROUND:

The attached revisions to Policy No. 4004 – Naming of Schools were reviewed at the September 11, 2018

Policy Committee meeting and brought to the September 25, 2018 Regular Board Meeting where Notice

of Motion was served. The Board requested that this item return to the Board at the November 27, 2018

meeting along with any feedback.

No feedback has been received.

Agenda 40

BOARD OF EDUCATION SCHOOL DISTRICT NO. 35 (LANGLEY)

POLICY MANUAL Policy No. 4004

18 09 25

Date 08 10 14 13 09 24

SUBJECT: NAMING OF SCHOOLS Revised 97 06 16 06 03 28

The Board believes that schools can be the focus of the community for activities and identity. In the

naming of schools, consideration should be given to geographical names which relate to the location of

the school or to names of individuals, including deceased persons, who have made outstanding

contributions to the country, the community or to public service on behalf of children, and have significant

meaning to students and members of that community.

The Board believes that the naming of schools should be undertaken following consultation with

constituents concerned. To this end, the Board will seek suggestions of names from parents and students

in the area of attendance, and from interested community groups all interested parties.

The Board believes that the when naming of a new schools which are located slated to be immediately

adjacent to existing or developing neighbourhood a new park, consideration of having the same name

should be given should ideally bear the same name as the park.

Agenda 41

REGULATIONS - NAMING OF SCHOOLS 4004 R

1. The process of naming a new school will begin as soon as possible after the school site has been purchased, and

where construction is scheduled in the Board's current capital plan.

2. The Superintendent will organize and solicit community input for the school name. Notification of the intent to

name the school and the process to be used will be made in the local press and to groups with a known interest, (e.g.

students and parents in the area of attendance, historical societies, retired teachers' association, and Board partner

groups).

3. All submissions will be made in writing to the Secretary Treasurer, stating:

• The suggested name

• The rationale for the proposed name

• The name, address and telephone of the supporting individual or group

All submissions by members of the public will be held in confidence.

4 If the school is to be named in honour of a deceased person, agreement from close surviving relatives must be

sought therefore the name and phone number of the closest living relative will be required.

5. For all new schools, a suitable plaque outlining the origin of the school name shall be placed in a prominent location

at the school. If the school is named after an individual, a picture and brief biography of the person will be displayed.

6. If a school is established as a dual track school or becomes a dual track school, the original name of the school will

be retained. If the school community also wishes to state the name of the school in an alternate manner, then this

will be permitted as long as the original name did not change.

Example: Langley Elementary School

Ecole Elementaire Langley

7. A school name that is already in use in another school district, especially a neighboring one, should be avoided.

8. In the event of the naming of a new school within the Township of Langley as part of a joint school/neighbourhood

park site being developed at the same time, the submissions received through the Superintendent’s public

solicitation will be referred to a joint committee of School District No. 35 and Township of Langley representatives

who will determine a recommendation for the naming of the joint school/neighbourhood park site. The

recommended name will require approval by the Board of Education, in concurrence with the Township of Langley

Council.

9. In the event of the naming of a new school within the City of Langley, the School District will consult with the City

of Langley during the Naming of Schools process.

Revised: September 24, 2013 September 25, 2018

Agenda 42


STAFF REPORT




SUBJECT: Final Enrolment Report

RECOMMENDED MOTION:

That the Board of Education receives the Final Enrolment Report for information as presented.

BACKGROUND:

Enrolment Report

The 1701 data collection process at the end of September provides significant information about the

student enrolment in the District, both in terms of headcount and full time equivalents (FTEs). The following

chart illustrates the change this year from September 2017 in various categories of our enrolment:

Headcount FTE Headcount FTE Headcount FTE

School Aged Students 20,560.0000 20,554.2500 20,384.0000 20,360.2500 176.0000 194.0000

Graduated Adults 410.0000 66.4375 351.0000 52.7500 59.0000 13.6875

Non-Graduated Adults 194.0000 30.8125 200.0000 33.5000 (6.0000) (2.6875)

Total Ministry Funded Students 21,164.0000 20,651.5000 20,935.0000 20,446.5000 229.0000 205.0000

International Students 1,003.0000 1,021.0000 (18.0000)

Other Non-funded Students 294.0000 358.0000 (64.0000)

Total Students 22,461.0000 22,314.0000 147.0000

September 2018 September 2017 Increase (Decrease)

Agenda 43


Headcount

Ministry Funded School-Aged Students

With respect to Ministry funded students, the District is up 205 students from 2017 – with increases of 176

school-aged students and 59 graduated adult students being offset by a decline in non-graduated adult

students of six. The chart below illustrates that the increase of 176 regular school-aged students has taken

place in in Grades 4 to 10 and is offset by declines in Kindergarten to grade 4 and grades 11 and 12.

This growth is indicative of the demographic shifts that have been taking place in Langley since 2014 of

young families having children and the in-migration of families to the District to take advantage of

affordable housing over the last few years. This trend seemed to slow down this year and could be related

to the higher housing costs in Langley as families continue to move farther out for more affordable housing.


Headcount Headcount

Kindergarten 1,488 1,501 (13)

Grades 1-3 4,671 4,764 (93)

Grades 4-7 6,272 6,078 194

Grades 8-10 4,849 4,734 115

Grades 11-12 3,280 3,307 (27)

Total School-Aged 20,560 20,384 176

September 2018 September 2017 September 2016 September 2015 September 2014

Headcount Headcount Headcount Headcount Headcount

Kindergarten 1,488 1,501 1,547 1,413 1,450

Grades 1-3 4,671 4,764 4,514 4,437 4,253

Grades 4-7 6,272 6,078 5,942 5,812 5,629

Grades 8-10 4,849 4,734 4,662 4,461 4,448

Grades 11-12 3,280 3,307 3,320 3,186 3,205

Total School-Aged 20,560 20,384 19,985 19,309 18,985

Agenda 44


Prior to 2014 the Ministry funded school-aged student headcount had been fairly constant, as illustrated

below:

International Students and Others (Non-Ministry Funded)

Taking the non-Ministry funded students into account, the District appears to be down 82 students – with

decreases of 18 in the International Student Program and down 64 in the “Other” category. The 18 student

headcount decrease in the International Student Program reflects the slowing down of the growth of the

program due to capacity of some of our secondary schools. The apparent decrease of 64 in the “Other”

category is a combination of:

Distributed Learning and Continuing Education students who had not reached the point of being

“active” in their course(s) at the end of September and therefore not eligible for Ministry funding

Previous students who are not taking courses but who were being picked up by the student

education system (MyEdBC) in the 1701 count last year are no longer being picked up in the 1701

process as no active dates were entered in the system.

Full Time Equivalents (FTEs)

As illustrated above, the District’s funded FTEs for school aged students have increased by 194 from 2017.

The reason we have experienced a greater increase in FTEs than the headcount increase of 176 in this

18,842.0 18,958.0 18,904.0 18,985.0

19,309.0

19,985.0

20,384.0 20,560.0

18,500.0

19,000.0

19,500.0

20,000.0

20,500.0

21,000.0

2011 2012 2013 2014 2015 2016 2017 2018

School-Aged Student Headcount

HC

Agenda 45


category is because the average number of courses taken by grade 10-12 students is greater than the 8.0

courses representing a full student course load for an FTE. The District average FTE has increased slightly

to 8.32 compared to 8.30 in 2017. Compared to the last few years, it indicates that more students are

taking greater than eight courses as part of their academic load. The previous four years were 8.32 in 2016;

8.20 in 2015; 8.24 in 2014; and, 8.16 in 2013. The following graph illustrates that grade 10-12 students in

the District taking on average more courses that the full time equivalent of 8.00 has been the trend since

2011, with the number of school aged FTEs increasing by 1,948 in that time while the headcount has

increased by only 1,718.

Other District Specific Programs

The following chart compares this year’s enrolment with 2017 for specific District programs (the enrolment

numbers in this chart are included in the charts above):

Headcount FTE Headcount FTE Headcount FTE

Core French 7,158.0000 602.6500 7,124.0000 602.5000 34.0000 0.1500

Early French Immersion 1,257.0000 838.6000 1,261.0000 858.3500 (4.0000) (19.7500)

Late French Immersion 216.0000 195.8000 215.0000 192.2000 1.0000 3.6000

English Language Learners 1,371.0000 1,307.0000 64.0000

Aboriginal Education 1,894.0000 1,897.0000 (3.0000)

Career Programs 82.0000 130.0000 (48.0000)

Special Education 2,668.0000 2,498.0000 170.0000


Agenda 46


As indicated, the District has experienced growth this year in all these programs or categories except for

French and English Language Learners. Core French is a required course for Grades 5-7 but is optional in

Grades 8-12. The increase of 34 students this year from 2017 can be attributed to the growth in the

District. Even with the small decrease of three Aboriginal students, the families of that component of the

District’s student body continue to see the public system as a desired alternative for their children. There

has been a 20.4% increase in Aboriginal students enrolled in the District since September 2010 when the

enrolment was 1,573 students. The decrease of 48 students in the Career Programs is impacted by the

current labour market as students are being retained by employers as apprentices instead of joining the

trades programs.

Agenda 47


STAFF REPORT



FROM: NAME, POSITION

SUBJECT: Enrolment Report – Funding Update

RECOMMENDED MOTION:

That the Board of Education receives the Enrolment Report – Funding Update for information as

presented.

BACKGROUND:

The chart below compares the Full Time Equivalents (FTEs) enrolment projections provided to the Ministry

in February and the FTEs used in the budget with the actual final enrolments as at September 30, 2018, as

identified in the recently completed 1701 data collection process.

As indicated in the report, the actual Ministry funding the District expects to receive is $179.3 million which

is $0.3 million higher than the projected $179.0 in the budget. There are several components and

implications of this $0.3 million positive variance from budget that the Board should understand:

The District is down 88.25 FTEs from budget in the regular student category, representing lower

funding of $655,080;

This potential additional funding is offset by an increased enrolment of 31.6250 FTE’s in the

alternate, continuing education and distributed learning categories, representing net additional

funding of $54,235;

The District has exceeded the projected enrolment for Special Needs students by, 47 students for

Level 2 and 7 students for Level 3, representing a net funding increase from budget of $980,400;

In the Unique Student Needs category of English Language Learners there were 35 less students

than projections representing lower funding of $49,700;

In the Unique Student Needs categories for Aboriginal students and Adults, there was a net lower

funding of $14,635;

Summer School 2017 declined in elementary and secondary resulting in lower funding of $3,885.

Agenda 48


(Estimated Operating Grants)

MoE Projections 1701 Variance Variance

Enrolment Level Funding Enrolment Level Funding

September 2018

Standard 20,233.0000 7,423 150,189,559 20,144.7500 7,423 149,534,479 -88.2500 (655,080)

Continuing Ed 22.0000 7,423 163,306 20.8125 7,423 154,491 -1.1875 (8,815)

Alternate 268.0000 7,423 1,989,364 284.0000 7,423 2,108,132 16.0000 118,768

DL 114.8750 6,100 700,738 104.6875 6,100 638,594 -10.1875 (62,144)

HS 17 250 4,250 26 250 6,500 9.0000 2,250

Course challenges 62 232 14,384 80 232 18,560 18.0000 4,176

153,061,601 152,460,756 (600,844)

Unique Student Needs

Level 1 Special Needs 17 38,800 659,600 17 38,800 659,600 0.0000 0

Level 2 Special Needs 916 19,400 17,770,400 963 19,400 18,682,200 47.0000 911,800

Level 3 Special Needs 201 9,800 1,969,800 208 9,800 2,038,400 7.0000 68,600

ELL 1,384 1,420 1,965,280 1,349 1,420 1,915,580 -35.0000 (49,700)

Aboriginal 1,909 1,230 2,348,070 1,894 1,230 2,329,620 -15.0000 (18,450)

Adult Ed 30.0000 4,696 140,880 30.8125 4,696 144,696 0.8125 3,816

24,854,030 25,770,096 916,066

Summer Session

Summer Learning 1-7 2,362 212 500,744 2,251 212 477,212 -111.0000 (23,532)

Summer Learning 8-9 318 212 67,416 564 212 119,568 246.0000 52,152

Summer Learning 10-12 790 423 334,170 760 423 321,480 -30.0000 (12,690)

902,330 918,260 15,930

Summer Learning

Level 1 Special Needs 1 2,425 2,425 2,425 0 -1.0000 (2,425)

Level 2 Special Needs 137 1,213 166,181 126 1,213 152,838 -11.0000 (13,343)

Level 3 Special Needs 31 613 19,003 25 613 15,325 -6.0000 (3,678)

Aboriginal Fundng 31.15 89 2,772 27 89 2,403 -4.1500 (369)

190,381 170,566 (19,815)

TOTAL MINISTRY FUNDING 179,008,342 179,319,678 311,336

Agenda 49


STAFF REPORT




SUBJECT: Enrolment Report by Catchment

RECOMMENDED MOTION:

That the Board of Education receives the Enrolment Report by Catchment for information as presented.

BACKGROUND:

The Secretary Treasurer will provide a PowerPoint presentation which illustrates the changes in the

headcount of students this year compared to 2017. The presentation will be by catchment; school; Ministry

funded students; and, International students. Overall the District’s headcount of school aged students has

increased by 157 students, as illustrated below, with 176 more Ministry funded students and 19 less

International students.

As indicated, the most significant growth in Ministy funded students has been in the RE Mountain

catchment, followed by the DW Poppy catchment. There has also been significant reduction in the other

2018 2017

Increase

(Decrease) 2018 2017

Increase


Increase

(Decrease)

Langley Secondary Catchment 2,781 2,785 (4) 155 154 1 2,936 2,939 (3)

Aldergrove Community Secondary 1,707 1,754 (47) 123 134 (11) 1,830 1,888 (58)

R E Mountain Catchment 4,844 4,549 295 48 46 2 4,892 4,595 297

Walnut Grove Catchment 4,458 4,488 (30) 248 247 1 4,706 4,735 (29)

Brookswood Catchment 2,256 2,295 (39) 150 150 - 2,406 2,445 (39)

D W Poppy Catchment 1,755 1,717 38 118 134 (16) 1,873 1,851 22

Choice Schools & Programs 2,759 2,796 (37) 150 146 4 2,909 2,942 (33)

Total 20,560 20,384 176 992 1,011 (19) 21,552 21,395 157

Ministry Funded International Students Grand Total

Agenda 50


catchments and choice programs. The International Student Program has declined in the Aldergrove and

DW Poppy catchments, both of which are semestered schools and continue to take students for second

semester.

The following chart illustrates the growth in all categories of schools, which is indicative of the number of

young families having children and the in-migration the District is experiencing.

Total by Category of School

2018 2017

Increase


Increase


Increase

(Decrease)

Secondary Schools 6,052 6,006 46 712 725 (13) 6,764 6,731 33

Middle Schools 2,140 1,978 162 6 9 (3) 2,146 1,987 159

Elementary Schools 9,609 9,604 5 124 131 (7) 9,733 9,735 (2)

Choice Schools & Programs 2,759 2,796 (37) 150 146 4 2,909 2,942 (33)

Total 20,560 20,384 176 992 1,011 (19) 21,552 21,395 157

Ministry Funded International Students Grand Total

Agenda 51