Minutes of an in Camera Meeting of the Board of Directors Of

MINUTES OF A MEETING OF THE SCHOOL COUNCIL OF SIR WILLIAM OSLER ELEMENTARY SCHOOL HELD AT 330 GOVERNOR’S ROAD, DUNDAS, ONTARIO

December 3, 2013

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Council Members Present: Phil Moruzi, Dara Coulter, Harold Hoff, Heather Phillips, Michele Greenway, Jetta Turkstra, Michael Veall

Parents/Teachers Present: Tim Illman, Jacqueline Johnson, Rosanne Dougherty, Merle McDonald, Brian Gauthier

Regrets: George Hampson, Sally Goede, Kim Janitz, Sue Moreton, Craig Wright

Absent: Alma Arguello, Farah Baig, Yvonne Johnson ______

1.Call to Order Phil Moruzi chaired the meeting. The meeting was called to order at 6:37 p.m. Attendance was signed and was not sufficient for quorum with only 8 voting members present.

2.Approval of Agenda The agenda was approved as follows:

 Attendance

 Review of minutes of last meeting

 Treasurer’s report

 Transition Committee Report

 Building Blocks for School Council

 Parent Activity Committee

 Budget Spending Approvals  Principal and Teacher’s Report

 New Business

 Meeting Schedule

3. Review of Minutes of June Meeting

There was a minor correction to the minutes by Mr. Illman. The time of the Dec. 16 Holiday Music Concert is 7 pm to 8:30 pm not 6:30 to 9 pm. Other than this, the minutes were approved as submitted, moved by Harold Hoff and seconded by Michael Veal. Since there were not sufficient members present for a vote, the vote was conducted by email.

4. Treasurer’s Report

Opening Balance 11/5/2013 $ 10,574.80

Payments Deposits Net Pita Pit $ 748.00 ($748.00) QSP $ 724.72 $ 2,085.79 $1,361.07 Allocation for Jerseys $ 1,000.00 ($1,000.00) Movie Night $ 201.17 $ 1,226.35 $1,025.18 Wreaths $ 603.00 $603.00 McMillans $ 5,111.00 $5,111.00 SPC $ 534.03 ($534.03) $ 3,207.92 $ 9,026.14

Closing Balance 12/3/13 $ 16,393.02

5. Transition Committee Report

Harold Hoff will forward transition committee meeting minutes to the group when he receives them.

The former Parkside and Highland buildings will operate as DVSS to allow for safe renovations during the 2014/15 school year.

Ballot boxes have been set up to accept suggestion for Mascot and School colours – the deadline for submission is Dec. 13, 2013

The Next Transition Committee Meeting is on Feb. 4th 6. Building Blocks for School Councils

Tim Illman and Phil Moruzi attended a presentation on Home and School Associations and School Councils on Nov. 28th. A lot of information was provided on these two groups and the rules and support systems that are in place for both. This is a short summary of some of that information.

Home and School Associations:  Formed at School Level  Members pay $15 fee – Members include parents, school staff and community members  Operates under the OFHSA  Goal is improvement of childhood and childhood education

School Council Principal must consult council on:  School Code of Conduct  Student Dress Code  Development/implementation of any initiatives that relate to student achievement  Accountability of the education system to parents

Board must consult council on  Conduct of Persons in schools  Appropriate dress for pupils  Allocation of funding to School Councils  Fundraising activities and policy  Conflict resolution processes  Reimbursement to School Councils  Board Action Plans for improvement  Process and criteria for Principal and Vice Principal selection and placement

7. Parent Advisory Committee Report

McMillans expected to raise $1400 –volunteers needed this Thursday 12:30 to 5:00 to sort and distribute orders.

A brief discussion was had regarding a Valentine’s Dance-a-thon. Tim is considering the idea but a decision will have to be made at a later date.

8. Budget and Spending Approvals

Fundraising Forecast Allocations QSP $ 4,000 Trip Support $ 3,000 Movie Nights (2) $ 2,200 Laptops (10) – 2013/4 $ 6,000 Pita Pit $ 1,200 Laptops (10) – 2014/5 $ 6,000 Theme Baskets $ 1,200 Jerseys $ 1,000 McMillans $ 1,000 Chess Sets $ 200 SPC $ 250 Agendas $ 500 Samko $ 200 EQAO Snacks $ 500 Wreaths $ 100 $ 10,150 $ 17,200

Budget Opening Balance $ 10,681 Fundraising Forecast $ 10,150 Allocations $ 17,200 Remaining Funds $ 3,631

Tim Illman presented a set of potential spending options for the school broken out into categories.

The Arts: Stage Curtains (Upper Light Skirts) Musical Instruments – 2 Clarinets ($400 each) and 1 Trombone ($500) New Jazz Band Music Resources ($500) Band Uniforms ($600)

Athletics Varsity Team Jerseys (SWO) School-wide Sports Shirts (SWO) Medals for Track & Field in June 2014 and Cross Country in Sept 2014 and Track & Field in June 2015 ($900) DPA Equipment for Active Recess (Balls, etc.)

Technology Student Laptops Chromebooks/iPads Stand-alone computer (2) for each pod 2 new corded microphones for stage ($150 each) and 1 new cordless microphone ($600)

Building & Grounds Tree for Front Garden Garden Supplies for Gardening Club in the Spring (plants, garden equipment, etc.)

Clubs & Activities Chess Sets (3-4) “Joy Day” – 7 classes ($400) Graduation Expenses – Ceremony & Celebration at SWO Indoor Recess games for classrooms

Tim will be developing a list in the future for all staff to discuss at the start of the school year.

School Council has currently allocated (and approved) funds for Varsity Team Jerseys and Laptops for the Technology cart under the Athletic and Technology categories above.

Two spending approvals were discussed which will need to be voted on by email due to lack of quorum.

After discussion on the increasing costs of graduation it was suggested that our regular contribution of $500 be increased to $1000 and made into a recurring annual allocation. Harold Hoff moved that $1000 be allocated to graduation ceremonies annually. Dara Coulter seconded. Those in attendance voted in favour. Council will be polled by email to determine whether this passes.

After discussion that Joy Day costs have traditionally been higher than the $200 subsidy that council has been given, it was generally agreed that we should increase our allocation to $400 this year. Jetta Turkstra moved that $400 be allocated for Joy Day. Heather Phillips seconded. Those in attendance voted in favour. Council will be polled by email to determine whether this passes.

There was a general discussion that enough has been allocated for computer equipment with our 3 year commitment to the laptop cart.

9. Principal and Teachers’ Report

Shannon Verrall has moved to a finance position at the board. Dianne Wojtasik has replaced her as Office Administrator. Lily Quinn has been hired to fill Dianne’s old position starting Jan. 6th.

There was a discussion of the security protocols regarding the Front Door. The process is improving but it will take time.

A Toy Drive has been organized by the senior students’ Leadership Team for a school in need. They are using the Angel Tree model to collect new toys so that each child at the school in need will have a toy for Christmas. Estimating to collect 250 toys.

The School Play “Believe”, written by Mrs. Ashcroft Hall and Mr. Hall is coming up on Dec. 11th and 12th. There will be matinee and evening performances (7-8:30 pm) each day.

Stay tuned for dates in January for the January Winter Musical performance. There are a number of Learning Initiatives being undertaken including Google Docs, e- learning, and student collaboration. An example is Math Problem Solving in which they discuss collaboration, initiative and independent work.

SWO has been invited to participate with the Rotman School in a student inquiry process (grades 6&8)

Continuing to do Lunch & Learn sessions with consultants on topics including blogging, collaborative learning, use of iPads, etc. These are learning opportunities for staff in respons to specific identified learning needs as they evolve.

A new initiative is EPCI – Early Primary Collaborative inquiry. SWO is paired with Central School in Hamilton for this learning opportunity. It includes teachers from K to Grade 3. Teachers will come together to learn, plan, assess and reflect on student learning around an “Inquiry” Model. This model expands on some of the inquiry that already occurs in Kindergarten classrooms whereby student thinking and questioning guides the learning.

The SWO chess club is looking for good, gently used, chess sets because of the amazing student response to the chess club. If anyone would like to donate a chess set with all its pieces intact, we would be happy to receive it and put it to good use.

10. New Business

People for Education has speakers that can come out to our school to do presentations on a variety of topics. Phil Moruzi will inquire about topics and costs.

11. Meeting Schedule Proposed having the next meeting on Feb. 11th, 2013 at 6:30pm to avoid conflict with the next Transition Committee Meeting.

12. Termination It was agreed to end the meeting at 7:55 p.m. Thanks to those who came tonight.

______Chair Recorder