April 2013 Minutes

Click for DPAC Minutes April 2-2013 full pdf document.

DPAC MEETING MINUTES

Monday, April 29/2013

SCHOU Education Centre

In Attendance:

Brentwood North: Alpha, Confederation Park, Aubrey, Capitol Hill, Lochdale, Westridge

Cariboo Lougheed: Cariboo Hill, Cameron, Forest Grove, Lyndhurst, Seaforth, Stoney

Creek

Central West: Burnaby Central, Douglas Road, Gilpin, Moscrop, Cascade Heights,

Chaffey-Burke, Inman

Kingsway South: Byrne Creek, Burnaby South, Glenwood, Suncrest

District Staff: Kevin Kaardal – Superintendent of Schools, Gina Nicoli-Moen – Deputy

Superintendent, Heather Hart – Assistant Superintendent, Roy Uyeno – Assistant Secretary

Treasurer, Lynda Kerr – School Based Accounting & Audit Officer, Matt Mydske – Supervisor of Accounting Services, Ron Hall – Kingsway South Director of Instruction, Al Post – Forest Grove

Elementary School Principal, Mme. Renee Gayton – Seaforth Elementary School Teacher, Laurel

Gurnsey – Buckingham Elementary Garden Club Coordinator & Retired Teacher

1. Welcome and Introductions

DPAC Chair Jennifer Mezei (Cariboo Lougheed Zone) welcomed guests from District staff, new and returning parent reps and the attending DPAC Executive members; Vice-Chair Dave Dye (Cariboo Lougheed Zone), Treasurer Janet Reid (Kingsway South), Secretary Jocelyn Schonekess (Brentwood North), Gjoa Andrichuk (Central West), Herman Louie (Central West).

2. School Gardens – Ron Hall and Dave Dye

District Director of Instruction Ron Hall and DPAC Vice-Chair & Lyndhurst parent Dave Dye both presented on the popular subject of school gardens. Both presentations can be found on the Burnaby DPAC website at: http://www.burnabydpac.com/ under the heading, “School Garden Presentation.” The District wants the school garden process to work for both the schools and the District and welcomes feedback on not only best practices but anything that was frustrating, so they can come up with an easily workable plan.

Summary of the District Presentation:

  • School Gardens need to have purpose and scope, such as:
  • What are the goals for the garden? Examples are education, beautification and food production.
  • How does the garden connect with your school and will it fit in with the curriculum?
  • Who will be using the garden?
  • Will it be a year round garden, and if so who looks after the garden during summer?
  • Where is the water access and who will water the garden?
  • Who will sustain the garden?
  • Both flowering and food gardens fall under one of three types; portable, existing or new.
  • Contact the Burnaby School Board for advice on your school garden as soon as possible,
  • even if you are just getting started.
  • All school gardens must be approved by the District Building and Grounds Committee,
  • which meets on the 3rd Tuesday of every month.
  • Allow 4-5 months of planning time to get your school garden in.
  • Who or which company is sponsoring the project or supplying resources as there are safety, insurance and union issues to take into account?

Considerations new gardens include:

  • Is the desired location on school District property or does it belong to the Parks Board?
  • Will the garden interfere with groundskeeper/District maintenance staff access or future school or portable expansion or construction?
  • Checking that there are no gas lines under the area to be dug up.
  • Does the location have proper drainage?
  • Is the garden in a safely visible location?
  • The garden location must be safely accessible for students.Not all schools have outdoor water access.

Considerations for food gardens include:

  • Is there a parent with Food Safe certification?
  • Who will be harvesting and processing the food from the garden?
  • How will the food be fed to the children?
  • Is there a parent trained in edible specifics?

Summary of the Lyndhurst Presentation:

Goals for the Lyndhurst garden include:

  • Having an edible garden that encourages environmental sustainability.
  • Supplementing the fruit and veggie program to expand children’s palates.
  • Teaching the students where their food comes from.
  • Getting the students outside to be more engaged with the outdoors.
  • Long term goal of adding a salad bar to the hot lunch program with items grown in the school garden.
  • Using the garden to extend the mentorship program with the older students working with their buddies.
  • The first step was consulting with teachers and Administration to get them to support the project, and then getting the District Buildings & Grounds involved. District Facilities Director Russ Sales came out for two meetings to scout locations.
  • Make sure the budget is in place for your school garden.
  • Dave then showed the in-depth presentation that Lyndhurst brought to the Building and Grounds committee outlining their purpose and scope, educational goals, timeline, process, budget and even lessons learned.
  • The neighboring daycare, that also has a garden, will be maintaining the school garden over the summer. The daycare wrote a formal letter to the District, as part of the Lyndhurst plan, stating they would be aid in supporting the sustainment of the garden.
  • It is recommended you ask a lot of people about garden design as you have to consider things such as size, shape, whether bugs will travel around your plot, how accessible each area is to students.

Questions and Comments:

Q: Is automatic sprinkling allowed? A: Yes if it is attached to a hose.

Q: How does Lyndhurst water their garden? A: Currently by hose, but there are future educational plans for gravity fed auto-irrigation.

Q: Does the District turn the water off over the summer? A: No

Q: Is there District composting? A: That is something the District is actively looking into as it is hard to do at schools due to rodents? Currently the food wastes are taken away by the City, who composts it and then the District can buy it back for use in the school gardens.

Janet Reid-DPAC Treasurer from Byrne Creek shared that there is a community group in their school that maintains their garden over the summer, and their PAC also sponsors students to take Food Safe certification so they not only can help out with the garden, but it also looks great on their resumes. PACs can offer to pay all or part of parent’s fees who want to take the Food Safe course as well.

Barb Koyanagi, a parent from Forest Grove also runs the Sprouting Chefs program and has been an integral part of the Forest Grove Elementary garden club. Their edible garden is in its third year at Forest Grove. Barb recommends having a strong team to work on the garden project and utilizing grants available. Barb is also available for questions on their garden and also the programs that Sprouting Chef can offer including seed and cooking classes.

3. GST/PST Conversion for PAC – Roy Uyeno

District Assistant Secretary/Treasurer Roy Uyeno began by stating that there were two topics to present; PST Rebate Process and Financial Controls for PAC. Lynda Kerr will cover the PST Rebates and Matt Mydske will address financial controls the District wants PACs to follow during PAC sanctioned events such as fundraisers where there cash is involved. If not everything gets covered during the presentation and parents have questions, Roy, Lynda or Matt can be contacted at the Board Office. As of today, the new VOIP phone system is in place at the Board Office and the new number is 604-296-6900.

PST Rebates for PAC: Lynda Kerr – School Based Accounting & Audit Officer

Prior to July 1st/2012 we were on a PST/GST system and PAC groups were able to submit for a PST rebate of 100% on any PAC funded purchases.

When HST came into effect, PACs no longer qualified for rebates, however the District was able to get 79.1% rebate back. It became very beneficial for PACs to make as many purchases as possible through the District.

Effective April 1st/2013 the old rules are back in place and PAC groups can once again claim for the PST rebate.

It is money back for the PAC so it is advantageous for PACs to apply for the rebate, or

purchase through the District.

On large purchases, such as playgrounds, this amount of rebate can be quite significant.

Books purchases do not have PST applied and schools also get 100% GST rebates on

book purchases.

District gets a PST rebate back twice per year.

Ministry of Finance “Bulletin PST 401 – PST Refunds on PAC Purchases is currently being revised and not available, however it is supposed to be posted soon.

PACs have 4 current options for purchases:

1. PAC sends the District a Purchase Order, the District buys and pays Vendor directly.

District invoices PAC for amount, saving PAC 100% PST and 68% GST. Examples

of purchases are books, computers and playgrounds. This is the best method for

PAC purchasing to utilize rebates.

2. School orders item for PAC, Vender invoices School and PAC pays the invoice. PAC

can then claim for the PST rebate with the original invoice from school and a copy of

the PAC cheque. If the School pays the Vendor on behalf of PAC, the PAC cannot

claim a PST rebate on that purchase. The PAC must pay the Vendor directly to claim

a rebate.

3. School orders item for PAC, Vender invoices PAC and PAC pays Vendor directly.

PAC claims PST rebate with original invoice.

4. PAC purchases item directly, then claims for PST rebate using original invoice.

Financial Controls for PAC Sanctioned Events: Matt Mydske – Supervisor of Accounting

Services

Schools/PACs often host events with cash involved that are frequently run by volunteers so proper financial controls need to be in place where money is being collected.

Proper financial controls will ensure:

  • Funds will not be misplaced or misappropriated
  • Money is kept track of and accounted for
  • Provides protection for the volunteers responsible for handling funds
  • Reduction of errors in financial reporting
  • Reduces risk for unauthorized or unsupported transactions
  • All PAC events should be approved by the Administrator and the PAC Executive so
  • everyone knows what is occurring.
  • Only a designated individual should be responsible for keeping cash secured during an event
  • Cash/cheques should be kept in a locked area with limited access
  • If a cash box is used, it should be locked and not ever left unattended during an event.
  • Event funds should be counted by two individuals together to reduce risk, recorded and verified by both individuals and then forwarded to a third individual for safekeeping.
  • When funds are transferred from one individual to another, the designated individual receiving the funds should signoff acknowledging receipt of the funds
  • Funds collected should be counted, recorded and deposited as soon as possible
  • Back-up documentation should always be available for verification or reconciliation.
  • Examples include ticket stubs, receipts, raffle tickets
  • Never use collected cash to pay out expenses

4. Break

5. BCCPAC AGM Update – Jen Mezei

The BCCPAC Spring Conference will be held from Friday May 3rd through to Sunday May 5th

with the BCCPAC AGM on May 4th.

BCCPAC members in good standing, who paid their dues by December 15 /2012, are

eligible to vote at the BCCPAC AGM. Executive positions up for election include 1st Vice

President, Treasurer and two directors. Information on the candidates, resolutions and

proxy forms can be found and downloaded on the conference website at:

http://conference.bccpac.bc.ca/

Proxy forms must be filled out by any two members of your PAC executive, and registered

with BCCPAC for a delegate to vote. If no parent representative from your school is

attending, DPAC can vote on your behalf, with a registered proxy. DPAC executive

members attending the AGM are Jen Mezei and Jocelyn Schonekess.

All Burnaby schools that are BCCPAC members are encouraged to fill out proxy forms and

voting instructions for the AGM as it is important that your school’s voice be heard. At the

AGM, changes are allowed on the floor. The resolution can end up being worded very

differently that it is in the book. Be careful of voting instructions as they can be open, yes,

no or you can specify only if the intent does not change.

Glenwood Elementary School Resolutions: Burnaby’s own Glenwood Elementary School

PAC has submitted a resolution to the AGM. Angie from Glenwood spoke to the meeting

regarding the resolution. They would like the government to reinstate the funding that used

to be in place for school playgrounds. Jennifer Mezei pointed out that this resolution will

very likely be reworded on the floor (a friendly amendment) to specify that the funding is

additional and does not come from somewhere else, such as the LIF fund.

Other resolutions put forward include:

Increased funding for Literary Centres that target reading programs.

Changes to the funding formula for building new schools to include school population

growth instead of the current “bums-in-seats” method.

Reducing Ministry funding to private schools and putting it back into public education.

Parents who purchase electronic devices to be used for 21st Century Learning should

be able to claim a PST credit and tax exemption.

Changing the speed zone hours at school playgrounds.

Legislation for District and school emergency preparedness plans

Mandating Provincial Health Authorities to support lice-check volunteers

Burnaby has approximately 29 member schools, which is a lot more than some Districts

have schools and provides a strong voice for Burnaby.

6. Correspondence/Committee Reports

Second Street Elementary: Second Street is celebrating 100 years next September 26th

and 27th. Festivities begin at 4:00 on both days. The school is looking for anyone former

students or teachers who may have memorabilia, photos or stories to share. There are

flyers at the front table for reps to post on their PAC boards.

District Budget Update: Last week there was another partner group meeting about the

District budget. There have been changes to the District budget since the presentation

made to DPAC. Cuts have been reduced and there will no longer be cuts to resource

teachers and librarians and the sharing of janitorial resources being looked at will also not

need to happen. Once the Provincial Form 1701 on student data collection was reported it

resulted in approximately $1,000,000 in additional funding being released to the District.

Funding for the AP Capstone program was also increased to allow for the program to be

piloted at two schools in Burnaby.

Spring Break Consultation: DPAC Reps provided feedback on the various forms of

consultation that took place through Burnaby schools. Some schools had surveys, special

meetings, discussions at regularly scheduled PAC meetings or hadn’t yet met at all.

Options included earlier start time, later dismissal and shorter lunches. Some schools are

opting to go with early start time and/or later dismissal so as to not affect lunchtime

programs and clubs. Byrne Creek Secondary is keeping their class time breaks at the

quarter hour, to make it easier for students to remember. Moscrop has gotten info that

Translink will be adjusting the bus schedule to accommodate the time change, and Gilpin

won’t be adding time at the end of the day as their EAs go home right at 3:00 pm. All

schools are to have their suggested plans into the District by May 14/2013.

Technology Committee:

The District conversion plan to Window’s 7 is behind; however they have done an

inventory of what technological devices are upgradable. Look for school Principal’s to

be getting that inventory list so PACs can prepare their budget if they are planning

technology spending.

Smart Board purchases are now being done by the District approximately a week

before slated installation to utilize the warranty as opposed to purchasing right away

and having the warranty expire before the Smart Board is even installed.

Smart Board installation Phase 1 is complete, Phase two has 7 more to be installed

and Phase 3 has 9. Phase 3 installations are trickier as there is no network or

electrical connection in the area the Smart Board is to be placed.

Smart Board purchases are on hold until all three phases of installation have been

caught up and completed.

Building and Grounds:

Stride Avenue Community School recently was awarded a grant of $17,002 from

UBCM Local Government School Community Connections program for the expansion

of their community garden.

Major capital projects are on hold until after the election.

The District will be submitting their capital plan to the Ministry for the 2013/2014 school

year.

The District’s online system for usage and rental of facilities is still ironing out bugs.

These occur particularly at the high school level if a school event, such as a sports

game needs to be rescheduled on the fly thus affecting a scheduled rental.

Education Committee:

The District is now in partnership with the Burnaby Winter Club and will be going

forward with an Elite hockey program to be housed at Burnaby Central Secondary.

Basketball BC is working with the District to develop a basketball development

academy that will be open to all District schools.

The District is engaging in a six month exploratory conversation with the “Take a Hike

Foundation” to see if it is a fit to work with the District’s alternate program.

DPAC AGM:

The DPAC AGM will be at the next meeting on May 27th. More parents are needed to

volunteer for executive positions.

The DPAC Constitution and Bylaws allow executive member positions a three year

term. Jen Mezei will be stepping down as Chair, Dave Dye as Vice-Chair and Jocelyn

Schonekess as Secretary as they have all held their positions for three years. Janet

Reid will be stepping down as Treasurer as her youngest child is graduating this year.

A huge time commitment is not required and duties are shared amongst the executive,

with a lot of communication by email.

Parents are not required to run for a specific position, just the Executive. Once voted to

the Executive, the Executive meets to decide amongst themselves who is the best fit

to fill each position.

All emails going to info@burnabydpac.com are forwarded to all Executive members so

that not only are all emails answered more timely, everyone on the Executive can learn

from each other about what is happening in the District and also can share

responsibility and knowledge.

DPAC PIE:

The recently held PIE at Seaforth Elementary on Emergency Preparedness only had

half the parents registered turn up. Parents who register receive confirmation and

reminder emails. The reminder email provides an easy link for parents to cancel

registration if they cannot attend. Parents are reminded to be courteous and cancel if

they cannot make the event. Event organizers rely on this information to plan for

refreshments for the event, volunteer child-minding if applicable and it allows other

parents to attend for events at capacity.

The DPAC PAC Chair event will also include parents who are on their school SPC

committee. DPAC has invited speakers from the Ministry to present on 21st Century

Learning, the BC Ed Plan and future direction of education in our Province. Having the

SPC and PAC Chairs attend will create wonderful conversation. As soon as the

speakers are confirmed, DPAC will announce the date and location. We are tentatively

hoping for the first week of June.

Gaming Funds:

Moscrop has found an inconsistency in the Gaming Grant information. The website

has a guide for what PACs can use funds for as well as another sheet called

“Conditions” that also lists what the funds can be used for. The “Conditions” sheet

indicates that you cannot use funds for out of Province travel without approval however

it does not specify that in the website guide. Parents need to be aware of the

inconsistency, which should be updated soon.

Treasurer Janet Reid reminded parents that applications for Gaming Funds are now

open as of April 1st and applications must be in by June 30th.

NOTES FROM THE CHAIR:

Burnaby DPAC is now on Facebook and Twitter – look for the links on our

website.

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

Think Green – Please bring your own coffee mug or water cup.

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

Next Meeting – DPAC AGM: 7:00 pm Monday May 27th/2013 at SCHOU

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