1 MINUTES Castor Valley Elementary School Council Meeting Held ...

MINUTES
Castor Valley Elementary School Council Meeting
Held on Thursday, November 10, in CVES Library
1. Welcome & Attendance & Acknowledgements & Important Dates & Amuse-toi bien kits
Acknowledgments: Welcome to Ron Loder who has 2 children in our school, and is here to give us feedback
from Canadian Parents for French
In attendance: Ann Arden, Sherri Bonneville, Leslie Chen, Marg Clunie, Jen Danby-McDonald, Tina Eggens,
Debbie Hill, Kim Holmes, Luisa Kuca, Rhonda Lasalle, Ron Loder, Julie McDonald, Alka Moorjani, Susanna
Penning, Laurel Perry-Hapli, Leslie Segal, Mike Stevenson, Lauriel Wills, Heather Wilson, Heather Wyche
Regrets: Melanie Bennett, Crystal Brown, Tracy Lager, Laurie Rail, Alison Reaume, Natasha Robb-Burrows,
Kim Sheldrick, Wendy Spenst.
Amuse-toi Bien kit returned by Alka Moorjani, taken by Julie McDonald. Jen Danby-McDonald has the other kit.
2. Approval of Agenda
Moved by Jen Dandby McDonald, seconded by Leslie Segal, to approve the agenda as submitted. All in
favour; motion carried.
**Request from Heather to please forward her your speaking notes ahead of the meeting to mitigate
any potential errors and make her job more efficient. Digital or handwritten copies are fine.
3. Approval of October Minutes
Watermark should have read "FINAL" not "DRAFT"
On page 4, under item 11 "Fundraising Report", should read Volleyball night, not Soccer night.
Motion about liability insurance of $185 was tabled, but has already been paid.
Treasurer's report: Subheading of Financial position and subheading of Motions to be added,
and numbers to be aligned.
Moved by Heather Wilson, seconded by Luisa Kuca, to approve the minutes from October 13, 2011 as
amended. All in favour; motion carried.
4. Constitutional Amendments (Kim) - tabled.
5. Junior/Intermediate Play Structure Offline (Shannon, Mike, Sherri) - tabled.
6. Canadian Parents for French – Ron Loder attended the annual conference in Toronto. He presented
feedback from the conference and about the organization in general. Here are the highlights:
• Next year's national conference will be held in Ottawa.
• There are 26000 members nationally - mostly women. Bigger membership in B.C. and in Ontario.
Many teachers were present.
• European Union standards are used for testing for French.
• Kits are available with games, competitions, etc.
• Teacher can recommend whether or not a student should be enrolled in French Immersion but the final
decision is made by the parents.
• E-learning resources are available online. Contact Ron for more info.
• Many of the parents don't speak French - it is not a requirement to become member.
• Our school council has a membership. Laurie Rail is our rep from council; she will connect and share
info with Ron. Ron was invited to share information he gets with our council and newsletter.
• They are looking for new members for in the Ottawa area (currently 104 members in Ottawa).
Membership is $25 per year or $60 for 3 years. There are lots of networking opportunities. Ron left
some materials with Mike.
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Canadian Parents for French (cont.) Our council rep for CPF, Laurie, was unable to attend this evening, but
submitted the following for the minutes: Please be advised that the Canadian Parents for French, Ottawa
Chapter's annual information night and general meeting will be held on Monday, November 21, 7-8 pm at the
Nepean Sportsplex, 1701 Woodroffe Ave, Nepean (park at rear of building and the meeting room is to the left,
entering at Entrance #3). Join them for this great parent networking opportunity, meet other members, hear
about their recent highly successful parent conference, activities and programs in French in Ottawa for 2012,
as well as how to support your child's learning in French. Visit their website for new information at
www.cpfchapters.ca/ottawa.
7. Principal, Teaching and Support Staff Reports
Principal's Report:
a) Reminder about social network presentations on November 28th, 2011. Grades 5 and 6 will have a
presentation at 1:30pm, Grades 7 and 8 at 3:00pm, and evening presentation for parents and teachers
at 7pm. Funds have been requested from Continuing Education. If there are 75+ parents in
attendance, we could get up to $480 to cover costs. Internal promotion is being done in the school.
b) The School Board is in the process of revising the policy of acceptable use of technology. Copies
distributed. Seeking public input. Component on digital citizenship is a global competency. More info
can be found on the school board website (www.ocdsb.ca).
c) Discussion ensued regarding students bringing in lunches with wow butter or peanut butter. Concern
that it looks and smells enough like peanut butter that it is difficult to tell the difference. Some students
with peanut allergies are bothered even by the smell. Decided that a letter will go out from Sherri
explaining why we don't want it sent it in.
d) Workforce census results are available in pamphlet - distributed.
Lunch monitoring program.
Since our last council meeting 2 parents have expressed interest, but nothing has happened yet. We do have
the funding, which has to be used or we won't receive it again next year. Supervision is for the whole school,
not just the primary grades. Recommended that position could be advertized outside of school to attract
grandparents, or others in the community. Candidates have to go through board screening, police check, etc.
Teaching Staff Report
As reported by Kim Holmes.
• Mme Lalonde-Blais relayed her thanks for the prize for most Entertainment books sold. She has
purchased white boards which are being used daily.
• Thank you card from all teachers for honorarium presented to council. Some samples of purchases
made: books, acrylic paint & wood for art, Mrs. Archer Farrell purchased supplies for the parent
literacy program, many teachers purchased literacy resources, personal whiteboards. In general,
funds "being used for the greater good".
• Parent Inquiry: are telephone interviews new for progress reports? No - all parents have to be offered
some sort of interview or opportunity for feedback, and due to time constraints, some parents are
offered telephone interviews. There are no interviews scheduled at report card time. Parents or
teachers can request them as needed, but there is no P.A. day to do them.
Gail's first day back is Nov. 16th.
8. Chair’s Report
6:30 Meeting Time - some members (teacher, principal) don't leave the school between end of school day and
our meetings so we will move our meeting time up to 6:30 to let them get home earlier to their families!
Co-chairs for upcoming months - Mike needs help with managing the flow of information; has concerns that
things are getting out last minute and wants to ensure that communication is getting out to all who need it.
Needs a co-chair for next meeting... has a large project at work coming up. Leslie volunteered. (Thanks!).
Insurance for School Council has been obtained.
School Council – our Vision. Summary of feedback: Parental and community engagement, sharing
information, and combining both to offer opportunities to enhance the lives of our parents and students (i.e.
information sessions). Would like to see an increase of parental engagement in our website. How do we get
more parents involved in our kids' education? How can we more efficiently distribute and receive feedback.
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9. Treasurers’ Report
Financial Report:
• Please see attached report presented by Lesley Chen.
• There have been some NSF cheques for milk, food and Entertainment books, so we are asking for
replacement cheques or cash, plus $7.00 to cover bank fees.
2011-2012 Cash flow projections
• Please see attached report presented by Debbie Hill.
• Note that fundraising projections are conservative.
Ad Hoc meeting summary and motions to approve requests
• Please see attached report presented by Debbie Hill
• Sherry has been very helpful to let the committee know about funding opportunities available through
the school and school board.
• One more ad hoc submission has been submitted. Committee laid out the requests to see how each
affects school as a whole or grade divisions. Largest request was not been accepted based on value
in comparison to curriculum requirements.
• Zeros on spreadsheet indicated that the item will be funded by the school not school council, so we
don't need to approve those items.
• Scientists in School presentation is more like a field trip, so each student should pay $2, with council
and school contributing the rest. $500 represents the school council portion, and takes into account
that some students won't pay but still get to participate. Finance Committee to coordinate with Gail so
that the school pays the total bill and we reimburse the school accounts for our contribution.
• $200 added to item #8 (equipment for listening centres) for shipping fees.
• #18 (stock market challenge): funds were requested by Mr. Mitchell, not Ms. Holmes.
• Funds were requested for entry fees to French public speaking contest (entrance fees and trophies).
($80 for registration for 2 students, and $40 x 2 for trophies?). Sherri will clarify for next meeting.
• Requested by Ann Arden, seconded by Luisa Kuca, for $300 dollars for Environmental Improvement
Project to create gardening kits.
• As the year progresses we will re-evaluate other projects we can support i.e. smart boards, etc.
• Debbie to take care of replying to all applicants.
• Reports will be posted on the website.
Motions:
Moved by Debbie Hill, seconded by Jen Danby-McDonald, to accept ad hoc committee's recommendations, as
amended. All in favour; motion carried.
.
Double-counting cash
Alka Moorjani recommended that we double-count cash at all fundraising events, especially at highly cashbased
events (Christmas shopping, etc). This is already in our guidelines, so this serves as a reminder for us.
Other points arising from discussion :
• All schools to have Wi-Fi by August.
• Teachers in portables have priority over the computer lab.
• Soon, all portables will have projectors that will connect o teachers' computers.
10. PRO (Parents Reaching Out) Grant Update
• Paul Davis social networking workshop to be held on November 28th at 7pm. This will be a 90 minute
presentation for parents. Website and newsletter info sent home with students in Grades 4-8. We
would like to open this up to other parents outside of CVES. Invitations to be extended to Metcalfe,
Kars, Rideau Valley, Osgoode and Greely schools. Need to be clear that this is for ADULTS ONLY
(no children). Advanced registration in place to give us an idea of numbers, but participants can still
sign up at the door.
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PRO (Continued)
• The PRO is looking more helpers on their committee; can be just for one event, or a place on the
committee.
• Next event: Literacy night "How to support your K-3 child in literacy at home". This will be our 4th one.
Jennifer Reed is interested in coordination the English portion, still awaiting confirmation for the French
component. Date to be determined, probably early December. Presentation will be in the library,
babysitting in gym. 7/8 class reps to be contacted to get a list going of potential babysitters.
• Anti-bulling presentation. Not a PRO. Jen contacted the organization but hasn't had a response. Also
waiting to hear back from Magic100. Another group does multiple schools at once - theatrical and fun,
requires at least 3 schools. Bully boy and Gossip girl is a comic in English and French. If there are
teachers who are interested, Jen has lots of info for you! Suggested that someone come in to role play
issues on the bus. Not much report of problems in class and schoolyard at CVES. Rhonda Lasalle
suggested we participate in the Magic100 "no more bullies" picture campaign. More discussion to
follow by email. Three Grade 7 students have approached Sherri about having an anti-bullying day.
11. Fundraising Report
Entertainment Books - Initial report said 56 books missing. Actually only about 20.
Macmillan’s - Forms were collected on Tuesday, order will be submitted next Monday. Looking for
volunteers to help on delivery day.
Christmas Shopping Day - JK to Grade 6 to participate, letter going home about Nov. 21. Accepting
donated items beginning November 28. Setup will be on December 19 in afternoon and evening.
Shopping day on Tuesday 20th. For Grades 7 & 8, they will help with shopping day and participate in a
gingerbread house decorating contest (groups of approx. 5 kids per house). They will be given the choice
to help as "personal shoppers" or wrappers or decorating contest (can choose more than one).
Samko Miko - Tomorrow is the last day. Results to be presented next meeting.
Talentfest - tabled
Volleyball night – Tabled.
12. Round Table Updates
a. Communications – all is going well.
b. Volunteer update - Volunteer Survey Results:
• We have approx. 56 volunteers for available days and 46 for evenings (some are crossovers).
• Some respondents stepped forward with some skills. Resource list to be forwarded to office
for teachers to see if they want someone for photography, yoga, etc.
• Survey sent to 462 families. 93 responded, 82% said yes to volunteer.
c. Website - no report
d. Community Liaison - Heather Wilson reported on behalf Kim Sheldrick.
• Lisa MacLeod our MPP for Nepean/Carelton has been named Education Critic.
• Kim attended the People for Education conference and will share info with us at our January
meeting.
e. Class Rep - Jen Danby-McDonald organized a meeting for all class reps. Lots of great ideas were
shared and notes sent to those who couldn't attend.
f. Environment updates
• Ann Arden gave slideshow presentation describing plans for the school grounds. Alison and
Ann to take charge of circular bed in front of front door. Garden kits to be prepared. Eleven
families have volunteered to help at our Sept. meeting, and 3 more via email. Still looking for
volunteers to take on certain gardens. Sheet circulated so people could sign up to take
sponsorship of sections.
• We have had a mulch donation. Will be picked up and used in the spring.
• 5 classes expressed interest in bulb planting. Council went out and asked teachers who would
be interested. Getting late in the year. Suggestion made to postpone until next year and Ann
would organize purchasing bulbs and delegating classes. Ann to follow up with teachers.
• Ann will follow up with Mr. Jeff as to status of line painting.
• Kiln should not be under environment committee - remove from agenda.
g. OCASC – www.ocasc.ca, - Chrystal cannot attend next meeting next Thursday, and would like
someone to go on her behalf.
h. OCDSB - Tabled.
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Round Table Updates (continued)
i. PIC - (Heather Wilson)
• Bylaws for the PIC approved at Nov. 9 meeting and will be posted on OCDSB website for
review and comment. Any revisions can be brought to the Jan. PIC meeting. Anyone can
attend a PIC meeting, not just existing PIC members.
• PIC meeting dates and minutes to be shared via our SC liaison, Paula Marble, in the School
Council Update sent to all SC Chairs and available on the OCDSB website.
• Membership of the PIC to be determined over the next several months and to include 10
parents, 3 community reps, 1 trustee, the Director of Education and 3 OCDSB staff. Intent is
for the 10 parent members (who will be appointed for a 2 year period based on knowledge,
skills and experience criteria established by the current PIC membership) to reflect the
diversity of the OCDSB.
• The mandate of the PIC is to enhance parent engagement in education. OCASC works with
already engaged schools and parents; the PIC will focus on 'hard to reach' parents.
j. People for Education - no report (Melanie absent)
k. Character Certificates – awaiting follow-up from teachers - tabled
l. Nobody Doll–Lauriel will store Nobody dolls on shelf in library. Awaiting feedback from teachers to see
who wants to keep them and who doesn't. Picture of finished doll will be put in book and
disassembled, or if can't be disassembled will be put on shelf.
m. Parent Supported Literacy Program – sign-up sheets have been posted outside of Mrs. Archer Farrell's
office. If you are interested in helping out, please contact Heather Wyche. Volunteers can come in a
couple of times a week, or even only once or twice a month. Students are not paired with volunteers,
but read on a rotation so that all students have equal time.
n. Playground Activity Leaders (PALs): Coordinators will meet with Grade 5 students on Tuesday to
gauge interest. Program offers training to older students on how to help mentor, mediate, animate
younger students in schoolyard.
13. Meeting adjourned. Next Meeting Thurs. Jan. 12, 2012
Important CVESC Dates
CVESC meetings are held on the second Thursday of the month from 6:30 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)
PRO Evening:
Monday, November 28th - Social Networking Safety 101 for Parents
Christmas Shopping Day: Tuesday, December 20th with Monday set-up
Used Book Sale:
Friday, April 27th with set-up Wed. & Thurs.
Fun Night: Tuesday, June 12th (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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Castor Valley Elementary School Council
Cash Flow Statement - Operating Fund
For the period October 11 - 31, 2011 (in dollars)
Cash
Inflows
Cash
Outflows
Net Increase
(Decrease) in
Cash
OPERATING FUND
Programs
Food (note 1) 27,463 (2,522) 24,941
Milk (note 2) (118) (200) (318)
-
Fundraising -
Entertainment books 12,043 (6,776) 5,267
-
Admin Expenses -
Bank Charges (168) (168)
-
Memberships -
OCASC (35) (35)
-
Liability Insurance (185) (185)
-
Total - Operating Fund 39,388 (9,886) 29,502
Cash - Opening balance (Oct. 11/11) 17,382
Cash - Closing balance (Oct. 31/11) 46,885
Note 1: Food - Monies are collected from students for the food program at the beginning of the school year.
Payments are made to suppliers throughout the school year as costs are incurred.
Note 2: Milk - Monies are collected from students for the milk program at the beginning of each of the two school
terms. Payments are made to suppliers throughout the school year as costs are incurred.
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Castor Valley Elementary School Council
Cash Flow Statement - Summary of all Funds
For the period October 11 - 31, 2011 (in dollars)
(A)
Cash - Opening
Balance
(Oct. 11/11)
Cash
Inflows
Cash
Outflows
(B)
Net Increase
(Decrease) in
Cash
(A) + (B) = (C)
Cash - Closing
Balance
(Oct. 31/11)
OPERATING FUND 17,382 39,388 (9,886) 29,502 46,885
EARMARKED FUNDS
2012-13 Class Resource Fund
reserve 3,800 - 3,800
Mulch/playground plaque
reserve 2,246 - 2,246
Arts in the Classroom 1,185 (586) (586) 599
Emergency Reserve Requirement 1,000 - 1,000
Total Earmarked Funds 8,231 - (586) (586) 7,645
TOTAL - ALL FUNDS 25,613 39,388 (10,472) 28,916 54,530
Castor Valley Elementary School Council
Fundraising Report
For the period ended October 31, 2011 (in dollars)
Revenue Expenses Net Income
Entertainment books 12,043 (6,776) 5,267
NET FUNDS RAISED 12,043 (6,776) 5,267
Note: The above table includes only those fundraisers with final tallies in place for the 2011-12 school
year.
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Castor Valley Elementary School Council
Projected Cash Flows (excluding Ad Hoc expenditures)
2011-12 School Year
(in dollars)
CASH - Opening balance 20,499
CASH INFLOWS
Programs
Food (net income) 5,500
Milk (net income) 4,000
School Ready Supplies 136 9,636
Fundraising
Entertainment books 5,267
MacMillans 4,600
Fun Night 2,000
Used Book Sale 1,000
Christmas Shopping Day 1,000
Magazines (on-line only) 500 14,367
Grants
Parents Reaching Out (PRO) Grant (Ministry of Education) 800
Parent Involvement Grant (OCDSB) 500 1,300
Total Projected Cash Inflows 25,303
CASH OUTFLOWS
Class Resource Fund - 3,800
Rideauwood Addiction and Family Services programming - 2,000
Admin Expenses 1 - 2,000
PRO Grant - 800
Liability Insurance - 185
Memberships 2 - 145
Total Projected Cash Outflows - 8,930
Less: Earmarked Funds
2012-13 Class Resource Fund reserve - 3,800
Mulch/playground plaque reserve - 2,246
Arts in the Classroom - 1,185
Emergency Reserve Requirement - 1,000
Total Earmarked Funds - 8,231
TOTAL PROJECTED CASH AVAILABLE FOR 2011-12 28,641
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1 - Admin expenses: Bank charges ($425); Constant Contact e-mail service ($400); Photocopying ($250); Staff
recognition ($250); Bus driver gifts ($200); Staff appreciation lunch (dish rentals, etc.) ($200); Student recognition
(eg. library helpers; green team) ($200); Other ($75).
2 - Memberships: Parents for French ($60); People for Education ($50); OCASC ($35).
Castor Valley Elementary School Council
2011-2012 Ad Hoc Requests
# Teacher/Staff Requests Requested by
Grades
Affected
Amount
requested
Ad Hoc
Recommendation
1
Phys ed account reserve for replacement of
equipment as needed
Lalonde all 750 750
2 Library book replenishment all 2,500 2,500
3
Outdoor consumables: Line painting for 4 squares;
snow scoops; sleds; tulip bulbs; chalk
Natasha Robb-
Burrows
all 500 500
4 Re-useable name tags for Lunch Monitors Lauriel all 180 180
5 Environment: Gardening kit 300 300
SUBTOTAL - SCHOOL WIDE REQUESTS 4,230 4,230
6 Butterfly kits (note 1)
Tomlinson/
Anderson
JK 145 -
7 Bus name tags (note 1) Vigneault JK-gr 1 194 -
8 Scientists in School presentation (note 2) Vigneault SK 1,014 500
9 Equipment for listening centres (note 4)
Primary team
(Beaupre/Messian)
JK-gr 3 1,166 1,366
10 Books for Levelled Book Bins Labelle gr 1-3 1,963 1,963
11a
Interactive Bullying Presentation
Jen Danby
McDonald
JK-gr 3 350 350
12a
Safe and Caring Schools Parent Presentation
Jen Danby
McDonald
JK-gr 3 250 250
SUBTOTAL - PRIMARY (JK-Gr. 3) 5,082 4,429
11b
Interactive Bullying Presentation
Jen Danby
McDonald
gr 4-6 350 350
12b
Safe and Caring Schools Parent Presentation
Jen Danby
McDonald
gr 4-6 250 250
13 Mathletes program Bonneville gr 4-6 1,441 1,441
14 Ukeleles (note 5)
Chantal Leblanc gr 4-6 971 1,360
15 10 chess boards (create a junior chess club) Holmes gr 4-6 100 100
16 The Director's Cut workshop (note 6)
Bickmore
(Junior team)
gr 4-6 4,200 -
17a Spelling bee trophy + engraving of winner's name Bell gr 4-6 19 19
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18a
Festival participation for concert band, junior choir
and intermediate vocal group
Kemp gr 4-6 497 497
SUBTOTAL - JUNIOR (Gr. 4-5) 7,828 4,017
17b Spelling bee trophy + engraving of winner's name Bell gr 7-8 18 18
18b
Festival participation for concert band, junior choir
and intermediate vocal group
Kemp gr 7-8 496 496
19 Stock market challenge Mitchell gr 7-8 2,800 2,800
20 Bus for field trip to MacSkimming (note 2) Grassau gr 7-8 500 250
21 Maintain/upgrade science lab (note 1) Grassau gr 7-8 500 -
22 Annual wood building project (note 1) Grassau gr 7-8 500 -
SUBTOTAL - INTERMEDIATE (Gr. 6-8) 4,814 3,564
TOTAL - ALL REQUESTS 21,955 16,240
Notes:
1 Item to be funded via the school budget (i.e. not necessary for school council to fund).
Activities or resources deemed essential by the teachers and the principal (for students to access the curriculum)
will be paid for through the school budget.
2 Cost to be shared between the students, the school and the School Council. It is an understanding in the OCDSB
that field trips are user pay activities. As such, the cost of field trips can be 100% user pay or the cost can be
offset by student/class fundraising or subsidized through funds from the school budget or the School Council.
3 A field trip is a supplemental activity that is tied to the curriculum with the purpose of enhancing, enriching or
extending the learning that has taken place in the classroom. This activity may take place off school premises
(eg. visit to a museum) or on school premises (eg. Scientists in the School).
4 Additional funds recommended over the initial request to cover estimated shipping fees.
5 Additional funds recommended over the initial request to ensure supply for an entire class
(Recommended units: 28; Initial Request: 20).
6 Value for money not met relative to curriculum requirements.
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