September 2011 - Castor Valley Elementary School Council

MINUTES
Castor Valley Elementary School Council Meeting
September 8, 2011 from 7 – 9 pm
1. Welcome, Introductions, Important September Dates & Acknowledgements
In attendance: Ann Arden, Shannon Bain, Melanie Bennett, Sherri Bonneville, Tasleem Budhwani, Leslie Chen, Marg
Clunie, Chantal Collar, Tina Eggens, Debbie Hill, Kim Holmes, Claire Johnstone, Luisa Kuca, Tracy Lager, Rhonda
Lasalle, Alka Moorjani, Rebecca Parke, Susanna Penning, Laurel Perry-Hapli, Laurie Rail, Lisa Reid, Alison Reaume,
Natasha Robb-Burrows, Tania Salvi, Leslie Segal, Kim Sheldrick, Wendy Spenst, Tammy St. Jean, Mike Stevenson,
Lauriel Wills, Heather Wilson, Tracey Windsor, Avital Winer, Heather Wyche
Regrets: Leon Brown; Jen Danby-McDonald
Meet the Teacher Wed, Sept 14 (Teachers in the classrooms between 5-7 pm); no BBQ at Meet the Teacher night
(probably need an email sent out about this event) – volunteer firefighters unavailable
Photo Day /Family Photo Night Thurs, Sept 22
Terry Fox National School Run Day Wed, Sept 28 – Toonie for Terry
2. Chair’s Report – Heather Wilson
Annual Report including Financial Statement of Revenues and Expenses (separate attachment) – to be added to
CVESC website
Charitable Donations to CVES and Income Tax Receipts via OCDSB – also to be added to website
• Cheques made payable to CVES (not school council) with minimum donation of $10. All tax receipts issued
by the OCDSB.
• Charitable registration number for the OCDSB is 119249233RR0003. The following information is required by
the OCDSB in order to issue an income tax receipt: Photocopy of the cheque; Copy of the OCDSB deposit
slip generated by the school office and signed by the Principal if deposited into the school’s board account or
record of deposit into the school’s bank account at Scotiabank, Osgoode; Name in which the income tax
receipt is to be made out to and mailing address.
• The above information is to be placed in an envelope and mailed through the OCDSB mail system to the
attention of: Karen Wittwer, Finance Department, OCDSB, Karen can be reached at 613-596-8211 ext 8137.
• CVESC Chair to keep a copy of the above information sent to the OCDSB.
School Supply Kits – 34 + 1 kit donated (this is down in number, but some parents pointed out they are re-using
materials from previous years)
Alternative Lunch Program – Trudy Docksteader coordinator – frequency, start date, choices, nutrition break time,
compliance with new Ministry of Education nutrition guidelines & school’s nut-free requirements
Milk Program – Eleanor Robinson coordinator
Thanks received from Canadian Red Cross for funds raised last year for Japan Earthquake/Asica Pacific Tsunami
relief
3. Dissolution of Council – Principal (Sherri Bonneville)
Sherri thanked past participants for all of the work of previous years. Formally dissolved Council.
4. CVES Council Overview & Distribution of Self-nomination Forms – Heather Wilson
Heather gave an overview of CVESC and emphasized the positive relationship between parents and the school, and
active volunteerism of parents/guardians to “make a positive learning environment for our kids”.
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5. Nominations & Elections of 2011-2012 Council Members
Members at Large – 30 parents maximum in constitution
29 voting members identified tonight – Cindy Ace, Ann Arden, Shannon Bain, Melanie Bennett, Chrystal Brown,
Lesley Chen, Marg Clunie, Jen Danby-McDonald, Tina Eggens, Debbie Hill, Luisa Kuca, Tracy Lager, Alka Moorjani,
Rebecca Parke, Susanna Penning, Laurel Perry-Hapli, Laurie Rail, Lisa Reid, Natasha Robb-Burrows, Tania Salvi,
Leslie Segal, Kim Sheldrick, Wendy Spenst, Mike Stevenson, Tammy St. Jean, Lauriel Wills, Heather Wilson, Avital
Winer, Heather Wyche
Executive Officers
a. Chair or Co-Chairs – Mike Stevenson
b. Vice-Chair – Lauriel Wills (considering)
c. Secretary – Heather Wyche
d. Treasurers – Debbie Hill, Alka Moorjani, Lesley Chen
Members with Portfolio
e. Fundraising/Activities Coordinators – Marg Clunie, Cindy Ace & Tina Eggens
f. Ottawa Carleton Assembly of School Councils Representatives – Natasha Robb-Burrows & Chrystal Brown
g. Communications Coordinators – Melanie Bennett & Leslie Segal
h. Volunteer Coordinator – Luisa Kuca & Cindy Ace
i. Community Liaison Officer – Kim Sheldrick
j. Environment Coordinator – Ann Arden
k. Website Coordinator – Leslie Segal & Tracy Lager
l. Parent Class Rep Coordinator – Jen Danby-McDonald, Laurie Rail, Lisa Reid
Heather makes a motion to adopt the above people into positions. Kim seconds. Motion carries. Alison Reaume
offered to assist with the Environment portfolio.
6. Approval of Agenda
Leslie Segal makes a motion to approve the agenda – with the amendment for date change (typo has been
corrected). Tracy Lager seconds. Motion carries.
7. Approval of June minutes
Susanna Penning makes a motion to approve the June minutes. Luisa Kuca seconds. Motion carries.
8. Appointment of Signing Officers
Signing officers will be appointed in October. Mike Stevenson & two of three Treasurers depending on convenience
(will discuss). Constitution says “minimum of two signing authorities”.
9. Constitutional Amendments
none
10. Playground Improvement Project & Gardens – Natasha Robb-Burrows
Playstructures are installed! Thanks to D&G Landscaping (the Clunies) for the site preparation & asphalt repairs.
Primary structure being used (one small adjustment). Junior/intermediate structure still has a few issues and is
currently wrapped with signage (not yet open). Board is dealing with installation issues and the Junior/Intermediate
structure will need to be re-inspected. Board is negotiating with the contractor (funds have not been paid to contractor
yet).
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We will have a grand opening celebration when both structures are open. Not likely to be resolved by Meet the
Teacher night. Natasha thanks the group for all the efforts – e.g. fundraising, grant researching, grant writing, etc.
There are a lot of gardens at CVES (and a pond) that need to be taken care of. Natasha suggests that the gardens
be minimized to make it easier to upkeep. Lots of weeds. 40 trees planted three years ago are doing well. Heather
has a letter into Ginny Steele who initiated the gardens.
Tania Salvi suggests families take responsible for a small area (as Tracy Lager’s family did in the Kindergarten yard).
Several families indicated interest (Lesley Segal, Tracy Lager, Wendy Spenst, Natasha Robb Burrow, Alison
Rheaume, Chantal Collar, Laurel Perry-Hapli, Tania Salvi, Melanie Bennett, Shannon Bain, Ann Arden).
Natasha suggested asking if teachers want to plant bulbs in a box – particularly in the Kindergarten yard.
Old decrepit wooden sign has been taken out – now there is a hole. Jeff has a meeting about this tomorrow.
There is a new school sign & school name is on the front of the building.
11. Principal, Teaching & Support Staff Reports
Principal’s Report – Sherri Bonneville
• New entry process: The early bell, that allowed students to come into the school at 9:05 and be in the halls and
classes until 9:15 a.m., is no longer permitted as it contravenes the minutes of supervision as outlined in the
teachers’ Collective Agreement. The bell will ring at 9:15; students will line up; teachers will greet the students and
bring them into the school. Opening exercises and announcements will happen at 11:40 just before the first Nutrition
break. [Students will now make their way to their designated playground when they get off the bus. They will have 10
mins outside with their friends. We continue to have 4 bus duty teachers and 3 yard duty teachers (formerly hall duty
teachers) outside]
• School Fees and School Supplies: [According to the Board/Ministry] A school fee or levy cannot exceed $20 for
Kindergarten to gr. 6 students and $25 for students in 7 and 8, for a school year. A school fee or levy can be used to
offset or cover the costs of student agendas, field trips, special presentations and activities. Principals must report
back to the school council as to how the collected funds were used. If any funds remain unused, principals must state
how the unused funds will be used the following year (i.e., reducing the school fees for the next year etc.) [CVES is
asking for $5 contribution to offset agendas; any fees collected will be used within the grade for specific purposes]
• A common School Supplies list has been produced for students in gr. 1-3 and a different common list for gr. 4-8.
Requests for school supplies are voluntary on the part of the parents. Principals will be asked to track the number
of students whose parents are voluntarily sending in these supplies. This will help to ensure that those schools
with limited participation receive a larger portion of the funds. All schools will receive some additional funds as the
common lists are significantly smaller than some lists that have been sent home in previous years. Principals and
teachers can continue to ask parents to supply appropriate gym wear for physical education (e.g. indoor
shoes, shorts, t-shirt). As per our current practice, principals will continue to assist families where this is a hardship.
[parents asked for clarity around whether supplies are individual/private or pooled for class – Sherri indicated the
supplies should be used by the students who bring them]
• Gr. 7 and 8 Instrumental Music: Principals will now be required to provide for the use of a musical instrument
for all students. The intent is to provide a class set of instruments, as well as funding for learning resources
(including mouthpieces) to each school. Parents, if they desire, may still rent or purchase musical instruments
for their child. (Transportation of musical instruments on buses – Musical instruments must be housed in
cases and should be kept on student laps. No instrument is permitted on the floor.
• Ms Reid & M Lalonde – Jump Rope for Heart: CVES was the #1 fundraiser in the province (over $20,000)!
Teaching Staff Report – Kim Holmes
• Kim will be liaison between staff and parents.
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Chief Custodian Report - Jeff
• Everything up and running for first day of school with the usual shortage of staff over the summer
• OTHS will loan Jeff shampooer Friday to clean music room carpets
Office Staff Report - Gail Souliere
WELCOME BACK to everyone. Laurie and I look forward to working with you once again this year!
• Today’s enrolment stands at 646 students. There has been more movement this year than previous ie
families moving into the community, families moving out of the community
• Transportation seems to be smoother this year with OSTA posting the bus routes to the school board website
and updates are being communicated in a timely manner between school and drivers. For our new families,
please be aware there is no traveling on a school bus other than the designated one.
• School council email requests have been given to new families. This is such an efficient system. We will work
with you to encourage parents to use this important tool
Library Report - Coreen Atkins
Welcome to Castor Valley's Newly Rejuvenated Library!
• Scholastic Book Fair (Bilingual): Wed, Sept 14 to Friday, Sept 16 - Wed. 9:00 - 7:00 pm (to take advantage of
Meet-the-Teacher); Thurs. 8:30 - 4:00; Fri. 8:30 - 4:00. This year Coreen has added a selection of Adult
Books for sale.
• Putting books back on shelves - Coreen has had three parents/guardians offer assistance with putting books
back on shelves. One parent will be here Friday, Sept 9 to wash all the shelves, dust, etc. Coreen hopes to
have a few boxes of Primary French Fiction books ready to go back on shelves (i.e. scanned into system
looking for irregular cataloging, lost or missing books). Due to Scholastic Book fair, Coreen anticipates that
bulk of work to get books back on shelves will start week of 20th (Tues - Thurs from 9:15 to 3:45). Prior to
start, Coreen will have shelves labeled to correspond to box labels. Goal is to have back computer lab
emptied of books and ready for use before end of September, if not before. B&LT still has to come in and
"check" the computers prior to use by students.
• Glass Show Cases - CVES has received a donation of two 5 foot Glass Showcases (from the Hobby Centre).
Thanks to the Clunies for picking them up and delivering them to CVES. The planned use is to showcase
various themes throughout the school year - Fall, Remembrance Day, Holidays, Pioneers, Famous
Canadians, special events or to tie-in to curriculum topics. If you know of anyone who has a special collection
that they would like to lend to CVES from time to time, please have them contact Coreen.
12. Treasurer’s Report – Susanna Penning
• Closing bank balance as at June 23rd $22363.73 (last meeting)
• Small balance from Mabel’s Labels to come soon
• Cheque to Rideauwood $2000, some s/c 2 months @ $10.95 and one small deposit $98 since (Talentfest
DVD sales and coverage of an NSF)
• Current balance $20498.88
• 2 small cheques o/s: $100 teacher honorarium and $63.59 to Lauriel (Talentfest expenses)
CASH FLOW - Opening Balance $20498.88
In terms of what we must set aside now for this year:
1. $1000 Reserve requirement
2. $1185 Arts in the Classroom carry forward
3. $2000 for *Admin Fund & Bank Charges
4. $3800 Class resource fund (approx)
Leaves approx $12515 to spend + fundraising
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*Administrative Fund
200 bus driver gifts
250 staff recognition (custodian, office & admin staff, teacher rep, library technician)
200 staff appreciation lunch (dish rentals and flowers)
200 student recognition (library helpers, green team, Kelso’s Pals & Ambassadors)
35 OCASC membership
60 Membership Canadian Parents for French
185 Council liability insurance
400 Constant Contact (e-newsletter)
65 Miscellaneous (coffee fund)
300 Bank charges
$1895 Subtotal + slush
Motion to approve expenditure for OCASC membership fee (approx. $35) – DELAYED until October to clarify
fee amount (OCASC & new Parent Involvement Committee)
Motion to approve School Council liability insurance recommended by OCDSB (approx. $180) – DELAYED
until October to clarify fee amount
Laurie Rail makes a motion to approve spending $60 annual associate membership renewal with Canadian
Parents for French www.cpf.ca for 2011-12. Heather Wyche seconds. Motion carries.
Rebecca Parke makes a motion to approve classroom resource fund ($100) to each teacher, library
technician, Principal & VP (approximately $3800 to $4200) for 2011-12. Chrystal Browne seconds. Motion
carries.
Request for Funds for Library ($2500) [Letter from Coreen Atkins attached; use specific list for Ad Hoc requests]
Stock Market Challenge ($3000) – Kim Holmes will ask Intermediate teachers if CVES will participate this year
Plaque for foyer for Playstructure project (will come from extra funds raised last year – about $2000 remaining)
Purpose of Fundraising & Goals for 2011/12
Request for Funds Process and Need for Ad Hoc Finance Meeting (co-chaired by Treasurer & Activity/Fundraising
coordinators) – date set before November meeting - funds raised during a year spent during that year
Notification of motions for spending funds as agenda items on pre-circulated meeting agenda
June 30 deadline for approved expenditures to spend funds in year generated unless special project
13. PRO Grant Update – Leslie Segal
This is the third year we have received this Parents Reaching Out grant. We received $800 this year. Working group:
Leslie Segal, Tania Salvi, Leon Brown, Jen Danby-McDonald, Chrystal Brown. More of an update for the October
meeting.
14. Fundraising/Activities Report – Marg Clunie
– outline of fundraising plan for the year
We have decided to sell Entertainment Books again. Launch Thursday, September 22. Entertainment Books will
send 2 people to help during the day on Monday September 19. We will also get evening group together on Monday,
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September 19 from 7 to 9 pm (Lauriel Wills, Lisa Reid, Lesley Chen, Cindy Ace, Alka Moorjani, Louisa Kuca, Tania
Salvi, Tammy St Jean, Tina Eggens, Chantal Collar). Lesley will help with covering letter to be sent home – need to
make sure letter indicates fundraising plan and emphasizing (Mabel’s Labels, QSP magazines); these are Council
fundraisers, not School fundraisers. Perhaps list a few Ad Hoc requests (e.g. Library purchases, Stock Market
challenge).
MacMillan’s Frozen Products Sale – this would be our 4 th year and generally raises $3500-$4000; Susanna willing to
take this on again next year. Late November delivery. Need forms out mid-October and back mid-November.
15. Round Table including updates from:
a. OCASC – Heather Wilson – no update
b. Community Liaison Officer – Kim Sheldrick – no update
c. Class Rep Coordinator – Jen Danby-Macdonald
Thank you to everyone who volunteered for this year. With its continuing success, we had more volunteers
than needed. An email was sent to those who were not selected. If you think you should have been
contacted, please let Jen know. Class Reps have now been assigned to all but the following classes:
Deborah Tomlinson JKAM – Melanie Bennett volunteered
Alison Vigneault SKPM – Avital Winer volunteered
Talia Makuch Gr 3/4 – Heather Wyche volunteered
Leslie is working on re-organizing the class lists from last year and making updates. Once the lists are ready,
the class reps will receive their contact lists and will be able to start communicating with their classes.
New this year, there will be a check-in table for all Parent Class Reps (new and experienced) during Meet the
Teacher from 5 until 7. If you are a Parent Class Rep, please check in with Jen Danby McDonald & team in
the foyer when you arrive. An email will be coming soon as well.
d. Communications & Website Coordinators – Leslie Segal
Leslie Segal taking over mass email list from Luisa Kuca. Send information for newsletters to Leslie. Send
messages for Class Reps to Jen Danby-McDonald.
e. Volunteer Coordinator - Luisa Kuca (survey target date: )
We need to decide what the activities are going to be this year in order to line up volunteers. Luisa will start
working on the survey with Tania and Leslie.
16. New Business
• Lunch Monitors hand guide - Laurel Perry-Hapli. We had twice as many volunteers are classrooms. Alison &
Luisa will help Laurel.
• Heather shared a thank you note from Giselle thanking Council for her retirement gift.
• Correspondence received from Ottawa Safety Council looking for Adult Crossing Guards in Ottawa (e.g.
Riverside South, Orleans)
• Coreen submitted a fundraising idea – has been passed from Heather to Cindy Ace & Marg Clunie. Will
report back next meeting.
• Natasha mentioned gift certificate from Greely Sand & Gravel $150 – perhaps spend on mulch; Tania Salvi &
Tammy St Jean have trailers that can pick up mulch
• In school wide email – emergency closure phone volunteers needed
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17. Adjournment & Next Meeting Thurs. Oct. 13
Heather makes a motion to adjourn the meeting. Ann seconds. Motion carries.
CVES Library Wish List
To Parents’ Council 6 Sept 2011
From: Coreen Atkins-Sheldrick
I have been asked by several members of Parents’ Council to submit a Library “Wish” list for consideration
for funding by Parents’ Council.
Since becoming the Librarian at CVES, I have been compiling a running Shopping “Wish” List for Library
resources. This list includes requests for specific books by Teachers/Staff, requests by students, as well as
gaps in our collection (age of resource, physical condition of resource, partial collections or a total lack of
resources). To compile this list, I have poured over the many catalogues we have received from the various
suppliers as well as visits to Chapters and other book stores (an ongoing process).
Please find attached a list of some of the Library materials I would like to be able to purchase for our CVES
Library, should some funding become available.
Important CVESC Dates
CVESC meetings are held on the second Thursday of the month from 7 to 9 pm in the school library with the
exception of December and March when there will not be a meeting and June when it is held after Fun Night
(September 8, October 13, November 10, January 12, February 9, April 12, May 10 & June 21)
Entertainment Books to go home Thurs. Sept. 22 and campaign ends Fri. Oct. 7
Christmas Shopping Day Tues. Dec. 20 with Monday set-up
Used Book Sale Fri. April 27 with set-up Wed. & Thurs.
Fun Night- Tues. June 12 (EQAO May 23 to June 6)
OCASC Meeting Dates
Third Thursday of each month at Fisher Park School 250 Holland Ave. in the Library on the second floor.
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