October DPAC General Meeting Minutes

1. Welcome and Introductions: Laura Ward, DPAC Chair

  • Meeting was called to order at 7:04 pm.
  • Acknowledgments
  • Door Prize

• Domino’s prize that was donated at the PAC 101 event last week and a BCCPAC notebook were awarded.

School Board Representatives and School Trustee were introduced:

• Gina Niccoli-Moen – Superintendent of Schools

• Heather Hart – Assistant Superintendent

• Wanda Mitchell – Assistant Superintendent

• Richard Per – Assistant Superintendent

• Baljinder Narang – School Trustee

DPAC executives were introduced:

• Laura Ward – Chair

• Dave Dye – Vice Chair

• Calvin Taplay – Treasurer

• Stace Dayment – Member at large

• Ashley Sandquist – Secretary

• Evangeline Jonasson – Member at large

• Dave Herman – Member at large

 Baljinder Narang, School Trustee

• Spoke briefly about her experience as being a school trustee for 10 years and thanked parents for being the best advocates for their students.

• She also acknowledged the how well the DPAC executive handled the situation at the School Trustees All’s Candidate Meeting at Byrne Creek School.

2. Treasurer’s Workshop

Questions that followed the Financial Controls and Practices for PACs Presentation – see attached presentation

Will the presentation be posted?

• Yes. See below for location.

Do monthly reports need to be actually signed or is it acceptable if it comes via email by the treasurer?

• They need to be signed but it can be an electronic or manual signature.

It is hard to know what the Hot Lunch expenses will be ahead of time. How can you manage this?

• There are always variances in budgets but this is okay.

• Hot lunch revenue and expenses should be in the PAC budget.

• Do not write a cheque until you know the amount via invoice.

• Some schools have a low value Visa card to use to pay the vendor on the day of the hot lunch while other PACs will use personal funds to pay

vendors and then they are reimbursed.

Should we have a Petty Cash fund?

• It is recommended not to have petty cash as it is hard to manage.

Is it okay to have money from year to year carrying over in the PAC bank accounts?

• This is fine but there should be some purpose for the funds and all fundraising efforts should have a purpose from the beginning.

• It is suggested to announce at beginning of year what PAC funds will be spent on that is raised each year.

• There are rules for the carrying forward for gaming funds.

Is any software accounting is recommended?

• Excel is helpful but no specific recommendations.

• There are programs are low cost that could be useful.

Is there a limitation to the amount transactions that can be done through the Cash Online system?

• It is likely only four transactions can be done at one at a time.

Do you need a gaming licence for a Silent Auction?

• They do not think that it is necessary.

If school secretary counts money from PAC and put into account, should PAC representatives be present to witness this?

• Yes, this is recommended.

Can books be donated to a school library?

• Can be given to reading clubs and it is likely up to the librarian.

• Some schools have book swaps – give a book and get a book.

Can School Cash On-Line be used to manage the hot lunch program?

• This can be done but it is at the discretion of the school secretary.

How do you control the collection of cash during and event?

• Have one place where cash is received and always have two parents there to ensure no money goes missing.

Where should the blank cheques be stored at the end of school year?

• Put cheques etc. into school safe or have them locked at the school.

• During the school year, cheques should be kept secure.

• Keep most of cheques locked.

• Have a few for daily use with the treasurer.

Can PACs accept corporate donations for big ticket items?

• The school district has a policy for this.

• PACs need to discuss with the School Principal before the donation is accepted.

What should be done if funds are raised for one purpose but the PAC decides that the funds would be better used for another purpose?

• A motion will need to be passed to change expenditure.

• If gaming funds are being used, ensure that the gaming funds rules are followed.

Do you need a budget for each PAC bank account?

• Having one budget is fine but there should be a separate financial statement for each account (e.g., one financial statement for the gaming

account and one financial statement for the general account.

Can Paypal be an option in Hot Lunch software?

• Paypal is not recommended for us but there is no policy on the use of Paypal.

• However, there have been issues with Paypal in the past.

Do PACs have to use the District’s suppliers for big ticket items, such as playground and computer equipment?

• Yes, because of safety issues and compatibility with District systems.

Should financial statements be prepared for each PAC meeting (in some cases, the PAC only meet 4 times per year)?

• Monthly financial statements are recommended.

BC Gaming Grant Summary Reports

• Remember to complete these within 90 days of end of fiscal year or a school may lose gaming grants in future years.

3. Break: 8:05 to 8:20 pm.

4. DPAC Updates

BCCPAC

• Friendly reminder that $75 Fee is due at the end of December.

Committee Reports

Buildings and Grounds

• Meeting was held on September 19, 2018.

• Minutes will be made attached to November’s minutes

Emergency Preparedness

• Meeting will be in the next few weeks so no report at this time.

Public Safety and DAC Committees

• These reports were not available at meeting time.

DPAC

• November meeting will include Fundraising 101 presentation.

Municipal Elections

• Will be held on October 2018.

• Please get out and vote.

5. At Our School – Show & Tell

Second Street Craft Fair – November 22, 2018

• 2:30 to 7 pm in gym.

• Funds raised will support field trips.

• Tables can be rented for $20.

 Aubrey Craft Fair – November 29, 2018

• 2 to 8 pm

• Vendors can contact Aubrey School if they wish to rent a table.

Edmond/Stride Joint Garage Sale – October 27, 2018

• Event will be at Edmonds School 10 to 2 pm.

• Tables can be rented for $10.

• Contact Community Coordinator for more information.

Second Street Halloween Fireworks – October 31, 2018

• Approximately 8:15 pm or dusk.

• Refreshments will be available.

• Parking is limited.

6. Questions & Answers

 How much have PACs donated for Dry Grads?

• Cariboo – $2000

• Mountain – $2500

• Moscrop – $3000

 Where will the financial presentation be posted?

• On the Burnaby School District website but there will be a link to it on the will DPAC website as well.

• http://www.burnabydpac.com/wp-content/uploads/2018/10/PAC-Treasurers-Workshop-Oct-15-2018.pdf

7. Adjournment

 Meeting was adjourned 8:30 pm.

 Next meeting – November 19, 2018.

Minutes were taken by Karen Eickhoff

WEBSITE – www.burnabydpac.com Email your events to be published.

COMMUNICATION – Email info@burnabydpac.com or chair@burnabydpac.com

FACEBOOK – https://www.facebook.com/BurnabyDPAC

May 2018 AGM Minutes

Please find the minutes of our May 22 Burnaby DPAC Annual General Meeting here: 2018-05-22 DPAC AGM Minutes_Final

Following the DPAC AGM, the newly elected 2018-2019 DPAC Executive met and appointed the following executive positions for the 2018-2019 school year:

  • Chairperson: Laura Ward
  • Vice Chairperson: Dave Dye
  • Treasurer: Calvin Taplay
  • Secretary: Ashley Sandquist
  • Members at Large: Herman Louie, Evangeline Jonasson, Shams Chowdhury, Stace Dayment

2018-2019 DPAC Executive Committee

Congratulations to the newly elected members of the DPAC Executive Committee for the 2018-2019 school year who were elected at the May 22 AGM.

The 2018-2019 Burnaby DPAC Executive Committee is comprised of the following members:

  • Brentwood North Zone: Stace Dayment, Calvin Taplay
  • Cariboo Lougheed Zone: Dave Dye, Laura Ward
  • Central West Zone: Evangeline Jonasson, Herman Louie
  • Kingsway South Zone: Shams Chowdhury, Ashley Sandquist

In accordance with the Burnaby DPAC Constitution, in the coming weeks the Executive Committee will select their chairperson, vice-chairperson, secretary and treasurer from amongst the Executive Committee members.

 

Call for Nominations – 2018-2019 Burnaby DPAC Executive Committee

At the May Burnaby DPAC General meeting, the 2018-2019 Executive Committee elections will be taking place. The May General meeting is scheduled for Tuesday, May 22 at 6:30 PM at Burnaby Central Secondary School (6011 Deer Lake Parkway, Burnaby, BC V5G 0A9).

An official call for nominations was sent out to all Burnaby DPAC representatives via email on April 20, 2018.

Per Section VI of the Burnaby DPAC Constitution,

1. A maximum of two DPAC representatives will be elected from each zone of the school district yearly to serve on the Executive Committee. Representatives’ elected to the Executive Committee must have a child enrolled in Kindergarten to Grade 12 in the Burnaby school system.
2. In addition to the two DPAC representatives from each zone, one member at large position can be appointed at the discretion of the Executive Committee.
3. Executive Committee shall select when required from its membership a chairperson, vice-chairperson, secretary and treasurer.
4. No employee or elected official of any school district or the Ministry of Education shall be eligible to serve as an Executive Committee officer.

Section VII of the Constitution outlines the responsibilities of the Burnaby DPAC Executive Committee:

SECTION VII EXECUTIVE COMMITTEE RESPONSIBILITIES
It is the responsibility of the Executive Committee:

1. To be the formal liaison between the School Board and DPAC representatives regarding parent involvement in school district operations.

2. To identify and appoint parent representatives to represent DPAC on school district and community committees.

3. To ensure that there is representation from Burnaby parents at appropriate educational workshops, meetings and conferences.

4. To take responsibility for the operations of the DPAC including chairing district meetings, recording the proceedings and managing the financial affairs of the DPAC.

5. To identify topics and plan meeting format and agenda for district parent meetings

6. To act as group leaders and recorders in group discussions at district meetings and to be the communication liaison between DPAC representatives in each of the district’s zones.

7. To inform DPAC representatives, on an ongoing basis, of the issues and topics being discussed at Executive meetings and at the various committees where DPAC has membership.

A full copy of the Burnaby DPAC Constitution is available at on the Burnaby DPAC website at: http://www.burnabydpac.com/wp-content/uploads/2009/01/dpac.constitution.rev11.04.18.pdf

If you have any questions or concerns regarding the elections and/or the role of DPAC Executive Committee members, please don’t hesitate to a member of the current DPAC Executive.

School District Presentation to DPAC – April 16

Below please find a link to the School District presentation given at the April 16 DPAC General meeting regarding:

  • the Preliminary 2018-19 School District Operating Budget,
  • School Protection Plan Insurance, and
  • Ministry of Education Funded Playground Equipment Replacement.

DPAC April 16 2018-19 Preliminary Budget – SPP – Playground Equipment

2018 BCCPAC AGM Proxies

As you know BCCPAC is holding its Annual General Meeting (AGM) this May 5 and 6 at the Pacific Gateway Hotel in Richmond. At the AGM members will debate and vote on resolutions that advocate for change to BC’s public education system and/or give direction to the BCCPAC Board of Directors in their work as the representatives for PACs and DPACs at the provincial level.

If your PAC is not sending a delegate to the AGM this May, please be sure to submit a completed Proxy form and (voting instructions) to the Burnaby DPAC executive so we are able to vote on your behalf. We anticipate that a couple of our DPAC executive members will be attending and will be able to hold a Proxy for your PAC. Thus far, DPAC Secretary Jocelyn Schonekess has confirmed her attendance at the AGM. (While DPAC Vice Chair Jen Mezei is also attending the AGM, she is not able to hold any proxy forms as she will be chairing the AGM.) As other DPAC Executives’ attendance is confirmed, we will let you know.

Here is the link to the BCCPAC AGM Resolution booklet and the Proxy forms and the Voting Instruction Forms:

BCCPAC-2018-Nomination-Resolution-Book_March-20-2018

BCCPAC_Proxy-Vote-Form_Members_2018 BCCPAC-2018-Nomination-Resolution-Book_March-20-2018

Please return your signed Proxy form via email (info@burnabydpac.com) no later than Tuesday, May 1. If you only list one DPAC executive member on your proxy form, it is recommended that if you do NOT check the box on the proxy form that indicates that “you do not wish to authorize a transfer.” That way, if the DPAC Executive member listed is unable to attend or has to leave early, your proxy and voting instructions can be reassigned to another Burnaby parent in attendance.

Based on the BCCPAC website, below is list of BCCPAC member PACs from the Burnaby School District who are eligible to vote at the 2018 AGM:

* Armstrong Elementary (Ecole)
* Brentwood Park Elementary
* Buckingham Elementary
* Burnaby Central Secondary
* Burnaby Mountain Secondary
* Burnaby North Secondary
* Burnaby South Secondary
* Byrne Creek Secondary
* Cameron Elementary
* Capitol Hill Elementary (Ecole)
* Cariboo Hill Secondary (Ecole)
* Confederation Park Elementary
* Douglas Road Elementary
* Gilmore Community School
* Gilpin Elementary
* Glenwood Elementary
* Inman Elementary (Ecole)
* Lochdale Community School
* Moscrop Secondary
* Nelson Elementary
* Seaforth Elementary (Ecole)
* Second Street Community
* Stoney Creek Elementary
* Twelfth Avenue Elementary
* University Highlands Elementary

If you have any questions on the BCCPAC AGM or regarding proxies, please contact the DPAC Executive at info@burnabydpac.com.

Response from the Minister of Education – 2018 Provincial Education Funding Letter

As agreed at the January DPAC General meeting, a letter was sent to the Ministers of Finance and Education regarding the recommendations from the Select Standing Committee on Finance and Government Services, with particular focus on the recommendations regarding funding for K-12 education in BC.

On March 16, the Burnaby DPAC received a written response from the Hon. Rob Fleming, Minister of Education. A copy of the letter is available here: Minister of Education Response to Letter 2018