PUBLIC MEETING AGENDA - sd38.bc.ca · Board of Education School District No. 38 ... Trustee Sargent to present on BCSTA Election Engagement ... the best practice learning situation

PUBLIC MEETING AGENDA

Board of Education School District No. 38 (Richmond),

7811 Granville Avenue, Richmond, BC

MONDAY, DECEMBER 12, 2016 – 7:30pm

Telephone 604 668 6000 Fax Secretary Treasurer at 604 233 0151

Fax Superintendent of Schools at 604 233 0150 Visit our Web Site @ www.sd38.bc.ca

Highlights of previous board meetings can be found at http://blogs.sd38.bc.ca/boardmeetinghighlights

The Richmond Board of Education acknowledges and thanks the First Peoples of the h!n̓q̓!min̓!m̓ (hun-ki-meen-um) language group on whose traditional and unceded territories we teach, learn and live.

1. Recognition of Visitors, Announcements and Updates from Trustees

(a) Recognition of Visitors

(b) Announcements

(c) Updates from Trustees

(d) Any materials not included in packages available to the public

2. Adoption of Agenda

3. Presentations, Special Recognitions, Briefs and Questions from the Public

(a) Presentations

Trustee Sargent to present on BCSTA Election Engagement Campaign titled “Public Education is the Key”.

(b) Special Recognitions

Nil.

(c) Briefs

Al Klassen, President, Richmond Teachers’ Association, will present a brief on the Supreme Court Case and potential implications for the district.

(d) Questions from the Public

Members of the public are invited to come forward with questions regarding agenda items.

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Public Meeting, Monday, December 12, 2016

Communications Break 4. Approval of Minutes

(a) Regular meeting of the Board held Monday, November 21, 2016 for approval. (b) Record of an in-camera meeting of the Board held Monday, November 21, 2016

attached for information. 5. Business Arising

(a) Long Range Facilities Plan [standing item] Verbal update.

6. New Business (a) Change to Board Meeting Order of Business

Memorandum from the Secretary Treasurer attached. RECOMMENDATION.

7. Executive

Superintendent's Report

8. Questions from the Public: Tonight’s Agenda

Members of the public are invited to come forward with questions regarding agenda items.

9. Standing Committee Reports

(a) Education Committee Chair: Ken Hamaguchi

Vice Chair: Jonathan Ho

(i) For information: Minutes of the meeting held Monday, November 28, 2016 attached.

The next meeting is scheduled for Monday, January 23, 2017 at 7pm.

(b) Personnel & Finance Committee

Chair: Donna Sargent Vice Chair: Sandra Nixon

(i) For information: Minutes of the meeting held Monday, November 14, 2016

attached.

The next meeting is scheduled for Monday, January 9, 2017 at 11am. (c) Policy Committee

Chair: Eric Yung Vice Chair: Sandra Nixon

(i) For information: Minutes of the meeting held Monday, November 21, 2016

attached. (ii) Policy status document to November 30, 2016 attached.

The next meeting is scheduled for Monday, January 23, 2017 at 9am.

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(d) Audit Committee

Chair: Jonathan Ho Vice Chair: Alice Wong

The next meeting has yet to be scheduled.

10. Correspondence See correspondence agenda.

11. Board Committee and Representative Reports

(a) Richmond Sister City Advisory Committee [standing item] Verbal update on meeting held Thursday, December 1, 2016. (b) Council/Board Liaison Committee Verbal update on meeting held Wednesday, November 23, 2016.

The next meeting is scheduled for Wednesday, January 25, 2017. Please provide agenda items to the Office of the Secretary Treasurer by Tuesday, January 17, 2017.

(c) Learning Forward Conference 2016 Verbal update on Conference held December 3-7, 2016. (d) BCPSEA Annual General Meeting Annual General Meeting is scheduled for Friday, January 27, 2017.

12. Adjournment Contact Persons regarding agenda items: Superintendent of Schools, Ms. Sherry Elwood – 604 668 6081 Assistant Superintendent, Ms. Wendy Lim – 604 668 6087 Assistant Superintendent, Ms. Lynn Archer – 604 668 6087 Assistant Superintendent, Ms. Kathyrn D’Angelo – 604 668 6087 Secretary Treasurer, Mr. Mark De Mello – 604 668 6012 • Please address any item for an upcoming Agenda to the Chairperson, Board of Education

(Richmond) at 7811 Granville Avenue, Richmond, BC V6Y 3E3. • Items are to include your name and address. • Items received at the office of the Secretary Treasurer by 9am the Thursday preceding a

meeting of the Board will be included on the Agenda. • Items arriving after the 9am. Agenda deadline will be reserved for the next meeting of the

Board. • For further assistance, please contact the office of the Secretary Treasurer at 604-668-

6012.

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CORRESPONDENCE AGENDA

Board of Education School District No. 38 (Richmond),

7811 Granville Avenue, Richmond, BC

MONDAY, DECEMBER 12, 2016 – 7:30pm

Telephone 604 668 6000 Fax Secretary Treasurer at 604 233 0151

Fax Superintendent of Schools at 604 233 0150 FOR ACTION: (a) Nil. FOR INFORMATION: (b) Letter dated November 1, 2016 from the President, Canadian Federation of University

Women, regarding the creation of a stand-alone Policy for LGBTQ+ students. (c) Letter dated November 25, 2016 from the Minister of Education to the President, BCSTA,

regarding by-elections.

Up-Coming Board meetings have been scheduled for:

TUESDAY, January 3, 2017 and Monday, January 16, 2017 Monday, February 6 and Monday, February 20, 2017

Monday, March 6, 2017 Monday, April 3 and TUESDAY, April 18, 2017

Monday, May 1 and Monday, May 15, 2017 Monday, June 5 and Monday, June 19, 2017 TUESDAY, July 4, 2017 (To be Confirmed)

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MINUTES OF A REGULAR MEETING OF THE BOARD OF EDUCATION

OF SCHOOL DISTRICT NO 38 (RICHMOND) 7811 GRANVILLE AVENUE, RICHMOND, BC

ON MONDAY, NOVEMBER 21, 2016 Present: Chairperson D. Tablotney Trustees D. Sargent K. Hamaguchi J. Ho S. Nixon A. Wong E. Yung Superintendent of Schools S. Elwood Secretary Treasurer M. De Mello Assistant Superintendent L. Archer Assistant Superintendent K. D’Angelo Assistant Superintendent W. Lim Executive Assistant (Recording Secretary) G. Hackenbruch

The Chairperson called the meeting to order at 7:05pm.

The Richmond Board of Education acknowledged and thanked the First Peoples of the

həәn̓q̓əәmin̓əәm̓ (hun-ki-meen-um) language group on whose traditional and unceded territories we teach, learn and live.

1. Recognition of Visitors, Announcements and Updates from Trustees

(a) Recognition of Visitors The Chairperson welcomed visitors to the meeting. (b) Announcements

Trustee Ho – The next meeting of the Board, scheduled for Monday, December 12, will take the form of the annual organizational meeting and that will be the last regularly scheduled meeting of this calendar year. Trustee Sargent – National Addictions Awareness Week (NAAW) is recognized nationally in the third week of November. In Richmond we distinguish the entire month of November as Addiction Awareness Month. Trustee Hamaguchi – November is Adoption Awareness Month, and British Columbia is making history as the first province in Canada to design and launch an online tool that will streamline the adoptions process for waiting families and help ensure kids find the loving homes that they deserve, sooner. Over the past 10 years, an annual average of approximately 270 children have been adopted in British Columbia, but there are still approximately 1,000 children and youth in government care who are waiting for a forever home. ‘Adopt BC Kids’ provides a personalized and user-friendly platform for adoptive families to view their application process, track what documents have been received and better understand next steps. Anyone interested in becoming an adoptive parent can begin their journey online at: www.gov.bc.ca/adoptbckids. Trustee Wong – International Volunteer Day is celebrated each year on December 5 and is officially recognized by the United Nations as a day on which volunteers around the world are recognized and celebrated for their contributions and

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Regular Meeting, Monday, November 21, 2016

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dedication. Thank you to the many people who volunteer their time in the Richmond School District. Trustee Nixon – National Day of Remembrance and Action on Violence Against Women in Canada takes place annually on December 6. On December 6, 1989 14 women at l'École Polytechnique de Montréal were killed in a gender-based act of violence. They died because they were women. December 6 represents an opportunity for Canadians to reflect on the phenomenon of violence against women in our society. This day is also an opportunity to consider the women and girls for whom violence is a daily reality, and to remember those who have died as a result of gender-based violence. And finally, it is a day on which communities can consider concrete actions to eliminate all forms of violence against women and girls.

(c) Updates from Trustees Trustee Ho updated on his attendance at school and community events. Trustee Wong updated on her attendance at school events. Trustee Tablotney updated on her attendance at school and community events.

(d) The Secretary Treasurer advised that all materials had been made available to the

public. 2. Adoption of Agenda 273/2016 MOVED BY K. HAMAGUCHI AND SECONDED BY J. HO:

THAT the Monday, November 21, 2016 regular agenda of the Board of

Education (Richmond) be adopted as amended. Move: Item 7 to before item 5(a)

CARRIED

3. Presentations, Special Recognitions, Briefs and Questions from the Public

(a) Presentations Nil.

(b) Special Recognitions

(i) The Board honoured Kyle Gomes for receiving the Paul Harris Fellowship Award. Rav Johal, Principal, Boyd secondary school, introduced.

Trustee Tablotney presented a special recognition certificate and lapel pin.

(ii) The Board honoured Kathleen Campbell for receiving the National Inclusive

Education Award from the Canadian Association for Community Living and Inclusion BC.

Jason Leslie, Principal, McNair secondary school, introduced.

Trustee Hamaguchi presented a special recognition certificate and lapel pin.

(iii) The Board honoured the McRoberts Ultimate Team for Placing First in the BC

Provincials.

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Jane McFadyen, Principal, McRoberts secondary school, introduced.

Trustees Hamaguchi, Wong and Ho presented a special recognition certificate and lapel pin.

The Chairperson called a communication break at 7:48pm. The meeting resumed at 7:54pm.

(c) Briefs

(i) Colleen Howu and Dong Pan, representing the Parents Care Group, presented

a brief on the parents’ role in their student’s education and the safety of all students in schools. The brief was included with the agenda package.

Ms. Howu had questions on how parents can provide input to policy. Trustees had various comments and questions on the work done to date by the Task Force in revising the District Code of Conduct, the Ministry of Education’s September 2016 announcement that all school districts policies should align to the BC Human Rights Code by December 31, 2016, the request by the Board for staff to investigate a discrete sexual orientation and gender identity (SOGI) policy and the Board’s normal practice of engaging the community in consultation and feedback on any proposed new or revisions to existing policies.

The Secretary Treasurer left the meeting at 8:11pm and returned at 8:16pm. The Superintendent acted as Secretary Treasurer in his absence.

274/2016 MOVED BY J. HO AND SECONDED BY A. WONG:

THAT staff explore more ways to solicit and collect a broader base of parental input into the separate SOGI policy before there are changes to the existing anti-bullying policy and return that information to the Board at a future date.

DEFEATED

NEGATIVE: SARGENT, NIXON, YUNG, HAMAGUCHI, TABLOTNEY

Trustees had comments on the impact of policy on the students in our district, the parents’ request to provide input into any proposed changes to policy, the consultation process on this important issue to be considered by the Policy Committee and the policy creation and revision process that includes school and community consultation. The Parents Care Group presented a petition signed by over 6,000 parents and residents. (ii) Lisa Smedman, representing Sea Island parents, presented a brief on Sea

Island Annex. The brief was included with the agenda package. (d) Questions from the Public

1. Bill Atkinson, parent from Sea Island, had questions on: the timing to begin the discussion on the Sea Island school enrolment; rationale for bringing forward the best practice learning situation for a primary program; how building costs are allocated at Sea Island.

2. Ashley Stotts, parent from Sea Island, had questions on: who pays for seismic

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upgrading of school district facilities; who determines which schools are funded for seismic upgrading.

3. Chris Hawkey, parent from Sea Island, had a comment on the recent school closure process and a question on why the program at Sea Island is now being recommended for reconsideration.

4. Ian Korver, parent from Sea Island, had questions on: renting space at Sea Island for a daycare provider; availability of a detailed financial analysis on the operating cost of Sea Island.

4. Approval of Minutes

(a) Public meeting of the Board held Monday, November 7, 2016 for approval. 275/2016 MOVED BY A. WONG AND SECONDED BY E. YUNG:

THAT the Board of Education (Richmond) approve the Monday, November 7, 2016 regular minutes of the Board of Education (Richmond) as circulated.

CARRIED

(b) Record of an in-camera meeting of the Board held Monday, November 7, 2016 was

included with the agenda package for information. 7. Executive

Assistant Superintendent D’Angelo introduced Chris Loat, Teacher Consultant for technology integration, who spoke to the work being done in elementary schools around coding being. Trustees had questions and comments on engaging students and teachers with technology.

5. Business Arising

(a) Junior Board Meets Senior Board

Assistant Superintendent Lim spoke to her memorandum as included with the agenda package noting this year’s focus on creating vision and mission together and the planned student led discussion on Monday, February 27, 2017 as the kickoff to Education Week 2017. She then reviewed the schedule of activities for February 27.

(b) Feed-U-Cate and District Poverty Fund A memorandum from Assistant Superintendent Lim/Marie Ratcliffe, District

Administrator and Chair of the Poverty Task Force, was included with the agenda package. Assistant Superintendent Lim provided background on various initiatives. Ms. Ratcliffe provided specific information on the various initiatives in the 2015/2016 school year including food programs, allocation of funds to the District Poverty Fund, extraordinary funding and plans for future community partnership grants. Trustees had comments and questions on the number of students supported through the breakfast, lunch and backpack food programs, the number of breakfast clubs supported by the Feed-U-Cate 38 program, strategies to ensure that Feed-U-Cate 38 is kept top of mind, eligibility for gaming grants from the provincial government and the use of the community partnership grant.

(c) Minister of Education Meeting-November 8, 2016

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The Chairperson spoke to the meeting that was attended by trustees, Richmond MLAs and the Minister of Education. She updated on the discussions that were focused on our district’s seismic concerns, unique soil conditions, the termination of the recent school closure process and plans to move forward. The Minister advised that the Ministry is willing to work towards creating an accelerated plan for seismic upgrading of schools. The Superintendent is scheduled to meet with the Deputy Minister next week to continue this discussion.

(d) Long Range Facilities Plan [standing item]

The Superintendent of Schools spoke to her memorandum as included with the

agenda package noting these additional three recommendations as contained in her September 2016 report on school closure.

276/2016 MOVED BY D. SARGENT AND SECONDED BY S. NIXON:

THAT the Board of Education (Richmond) direct the Superintendent to begin discussions with the community on the additional recommendations as described below and report back to the Board.

NO VOTE

277/2016 AMENDMENT MOVED BY E. YUNG AND SECONDED BY J. HO: THAT the Board of Education (Richmond) direct the Superintendent to begin discussions with the Sea Island community beginning in the late fall of 2017 and report back to the Board as appropriate.

AMENDMENT CARRIED

The question was called on 276/2016 and it was CARRIED AS AMENDED.

276/2016 SHALL THEREFORE NOW READ AS FOLLOWS: THAT the Board of Education (Richmond) direct the Superintendent to begin discussions with the Sea Island community beginning in the late fall of 2017 and report back to the Board as appropriate.

CARRIED

278/2016 MOVED BY E. YUNG AND SECONDED BY K. HAMAGUCHI: THAT the Board of Education (Richmond) direct the Superintendent to proceed with recommendation to begin discussions about the future of our secondary model.

CARRIED

279/2016 MOVED BY S. NIXON AND SECONDED BY K. HAMAGUCHI: THAT the Board of Education (Richmond) direct the Superintendent to continue to work on an updated Long Term Facilities Plan that moves us to 2030 and beyond.

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CARRIED

The Chairperson thanked Shaw TV for their service to the community. Shaw TV concluded its recording at 10:05pm.

(e) Learning Improvement Fund (LIF) 2016/2017 Assistant Superintendent Archer spoke to her memorandum as included with the

agenda package noting background, policy considerations, consultation, use of the LIF funds in the 2015/2016 school year and the spending plan for the 2016/2017 school year. A Trustee had a question on the type of challenging learning environments for which this funding is used.

(f) Assessment and Reporting Update A memorandum from Assistant Superintendent Archer was included with the

agenda package. Assistant Superintendent Archer provided background on British Columbia’s redesigned curriculum and the need to also redesign how we assess and report on student progress. She spoke to the important pieces of effective communication, process and consultation, CSL innovation grant schools and concluded that communicating student learning will continue to receive attention as it is one of the most important components for strong, successful student learning is the use of effective formative assessment practices and ongoing communication of student learning. Trustees had comments and questions on the process around reviewing current policies connected to assessment and evaluation and how the new assessment and reporting connects with post secondary schools in this and other provinces.

(g) 2017/18 Budget Development Process A memorandum from the Secretary Treasurer was included with the agenda package.

280/2016 MOVED BY D. SARGENT AND SECONDED BY J. HO:

THAT the timeline for the 2017/18 budget process be approved;

January 2017 to February 2017

Receive preliminary budget briefs from stakeholders at Public Board meetings

January 2017 to February 2017

Budget workshops for Trustees.

February 1, 2017

Section 107(2) of the School Act requires the Minister to announce the average per student amount that is anticipated to be used to determine the provincial block of funds for the next year.

February 27, 2017 to March 10, 2017

Public budget process undertaken. Workshops held to disseminate information and solicit input.

March 15, 2017 Pursuant to the School Act (106.3), the Minister announces the specific District Operating Grants for the next school year.

April 2017 Preliminary Budget prepared based on public and stakeholder input, as well as management

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recommendations. Additional Board workshops held as required.

May 1, 2017 Public Board Meeting – Board meets as Committee of the Whole to consider final input on budget choices.

May 15, 2017 Public Board Meeting – Debate and decision on recommendations to balance the 2017-2018 budget, as presented in the Preliminary Budget.

May 2017 Changes made to Preliminary Budget as a result of decisions made at the Public Board Meeting. Additional Board workshops held as required.

June 5, 2017 Public Board Meeting – Board passes 2017-2018 Operating Budget Bylaw.

June 30, 2017 Statutory due date for approval and submission to the Ministry of the 2017-2018 Operating Budget Bylaw.

AND FURTHER THAT staff be directed to post the timeline on the district’s website.

CARRIED

6. New Business

Nil. 7. Executive

Dealt with earlier on the agenda.

8. Questions from the Public: Tonight’s Agenda

1. Dong Pan, Parents Care Group, had a question on the investigation into a discrete SOGI policy.

2. Colleen Houw, Parents Care Group, had questions on dealing with bullying in schools, having inclusive policies that apply to all students and parents input into the policy development and revision process.

3. Flora, a parent, had a question on the need to ensure that all students feel safe while at school, including all students in district policy and not separating out any one group of students. The Superintendent spoke to the Board’s Policy 204 and 204-G: Creation and Revision of Policy and Regulations, the feedback and input process and the Chairperson assured the meeting that information on proposed policy revisions would be shared with parents.

4. Al Klassen, President, Richmond Teachers’ Association, had comments and a question

on the Supreme Court of Canada’s decision of November 10, 2016 and welcomed discussion on how to restore the collective agreement language.

9. Standing Committee Reports

(a) Education Committee Chair: Ken Hamaguchi

Vice Chair: Jonathan Ho

The next meeting is scheduled for Monday, November 28, 2016 at 7pm.

(b) Personnel & Finance Committee

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Chair: Donna Sargent Vice Chair: Sandra Nixon

A Trustee had a question on the composition of trustees’ expenses as reflected. (i) RECOMMENDATION: Trustees’ Expenses

281/2016 MOVED BY D. SARGENT AND SECONDED BY K. HAMAGUCHI:

WHEREAS the Board of Education (Richmond) is paying for expenses incurred by the Trustees in the discharge of their duties; BE IT RESOLVED that in accordance with the School Act, the Board of Education (Richmond) approves Trustees’ expenses paid during the three-month period ended September 30, 2016, in the amount of $2,236.40.

NO VOTE

Trustees had additional comments and questions on the need for clarity with the

expense costs and discussion ensued. 282/2016 AMENDMENT MOVED BY J. HO AND SECONDED BY A. WONG:

THAT the Board of Education (Richmond) defer motion 281/2016 on trustees’

expenses until further information is received.

DEFEATED NEGATIVE: YUNG, HAMAGUCHI, NIXON, SARGENT

Trustees had comments on the controls in place around the expense approval process that includes the requirement for presentation of receipts for itemized expenses.

The Board returned to consider the main motion 281/2016. The question was called.

281/2016 SHALL THEREFORE NOW READ AS FOLLOWS:

WHEREAS the Board of Education of School District No. 38 (Richmond) is paying for expenses incurred by the Trustees in the discharge of their duties; BE IT RESOLVED that in accordance with the School Act, the Board of Education of School District No. 38 (Richmond) approves Trustees’ expenses paid during the three-month period ended September 30, 2016, in the amount of $2,236.40.

CARRIED

NEGATIVE: HO, WONG

(ii) For information: Minutes of the meeting held Monday, November 14, 2016 will be provided to the next meeting of the Board.

The next meeting is scheduled for Monday, January 9, 2017 at 11am. (c) Policy Committee

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Chair: Eric Yung Vice Chair: Sandra Nixon

(i) RECOMMENDATIONS:

1. Approval of Revisions to Policy 203: Trustee Stipend, Resources and Expenses [to be renamed Trustee Stipend and Expenses]

283/2016 MOVED BY E. YUNG AND SECONDED BY D. SARGENT:

THAT the Board of Education (Richmond) approve (revised) Policy 203 and 203-R: Trustee Stipend, Resources and Expenses [to be renamed Trustee Stipend and Expenses].

CARRIED

2. Approval of New Policy 205: Trustee Professional Development and Travel

284/2016 MOVED BY E. YUNG AND SECONDED BY S. NIXON:

THAT the Board of Education (Richmond) approve (new) Policy 205 and 205-R: Trustee Professional Development and Travel.

CARRIED

Trustee Yung spoke to the housekeeping change that was agreed to at the

November 21, 2016 meeting of Policy Committee regarding updating of a title of Director of Financial Services Policy on 603.5.1-R: Authorized Signatures/Authorization to Contract.

(ii) For information: Minutes of meetings held Monday, September 19 and

Monday, October 24, 2016 and the policy status document to November 15, 2016 were included with the agenda package.

The next meeting is scheduled for Monday, January 23, 2017 at 9am. (d) Audit Committee

Chair: Jonathan Ho Vice Chair: Alice Wong

The next meeting has yet to be scheduled.

10. Correspondence FOR INFORMATION: (a) Nil.

FOR ACTION: (b) Nil. 10. Board Committee and Representative Reports

(a) Richmond Sister City Advisory Committee [standing item]

The next meeting is scheduled for Thursday, December 1, 2016.

(b) Council/Board Liaison Committee

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The next meeting is scheduled for Wednesday, November 23, 2016. Agenda items include 2016/17 Enrolment and Select Standing Committee on Finance and Government Services.

The School District will chair these meetings in 2017.

(c) BCSTA Provincial Council

Synopsis of Provincial Council and disposition of motions were included with the agenda package.

12. Adjournment

The next meeting of the Board has been scheduled for Monday, December 12, 2016.

285/2016 MOVED BY K. HAMAGUCHI AND SECONDED BY J. HO:

THAT the regular meeting of Monday, November 21, 2016 of the Board of

Education (Richmond) be adjourned at 10:55pm.

CARRIED

___________________ _____________________ _____________________ D. TABLOTNEY S. ELWOOD M. DE MELLO CHAIRPERSON SECRETARY TREASURER SECRETARY TREASURER

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Memorandum To: Board of Education School District No. 38 (Richmond) From: M. De Mello, Secretary Treasurer Date: December 2, 2016 Subject: Record of an In-Camera Board Meeting held November 21, 2016 The Board of Education School District No. 38 (Richmond) would like to report that the following was discussed at an in-camera meeting of the Board held November 21, 2016.

(a) Briefs and Presentations: Nil.

(b) Business Arising out of Minutes: Administrative and personnel items were discussed.

(c) New Business: Nil.

(d) Executive: An administrative item was reported on.

(e) Standing Committee Reports: Personnel & Finance Committee: Administrative items were discussed.

(f) Board Committee and Rep. Reports: Administrative items were discussed.

(g) Correspondence: Nil.

(h) Record of Disclosure: Nil.

Below find an excerpt from Board Policy which outlines those matters that constitute In-Camera material.

Pursuant to Board Policy 201, unless otherwise determined by the Board, the following matters shall be considered in-camera;

To protect individual privacy and the Board’s own position, in-camera meetings may be conducted to discuss issues such as:

- individual student matters; - individual employee matters; - legal concerns; - negotiating collective agreements; - negotiating contracts; - the sale or purchase of land.

Trustees will not disclose to the public or employees the proceedings of an in-camera session unless a resolution has been passed at the closed meeting to allow such disclosure.

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DATE: December 1, 2016 FROM: Mark De Mello, Secretary Treasurer SUBJECT: Change to Board Meeting Order of Business RECOMMENDATION THAT notwithstanding Board Policy 201, at public meetings of the Board the section titled “Executive” be moved so that it immediately follows the “Approval of the minutes of prior meetings”. POLICY IMPLICATIONS Board Policy 201 sets out the manner in which the Board must operate, including the structure of in-camera and public meetings. Section 3.4 of the policy states the order of business as follows: 3.4 The order of business at in-camera and public regular meetings shall be:

• Recognition of visitors, announcements, trustees’ updates • Adoption of agenda • Closure of the in-camera meeting in compliance with the School Act • Presentations, briefs, special recognition • Questions from the Public (public only) • Approval of minutes of prior meetings • Business arising from prior minutes • New business • Executive • Questions from the Public (public only) • Standing committee reports • Board committee and representative reports • Correspondence • Adjournment

BACKGROUND For the past several meetings, the Superintendent’s report has been moved to an earlier point in the agenda. This has allowed for the presentation of educationally relevant topics at a time when there are larger numbers of visitors in the audience. At these meetings, a change needed to be made to the agenda, prior to its approval, to ensure that the Superintendent’s report was moved to the appropriate point in the agenda.

Report to the Board of Education (Richmond) Public Agenda

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The recommendation contained in this report would allow future agendas to be prepared with the Superintendent’s report in the preferred spot in the agenda, without necessitating a change to Policy 201 at this time. ____________________________ Mark De Mello, CPA CA Secretary Treasurer

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EDUCATION COMMITTEE MEETING

Public Meeting Minutes November 28, 2016 7:00-8:30 pm

Neighbourhood Learning Centre/Brighouse Elementary School Committee: Trustees: Ken Hamaguchi (Chair), Jonathan Ho (Vice Chair), Alice Wong (Alternate), Donna Sargent (regrets) RASA: Carol-Lyn Sakata, Sarah Loat (regrets), Emmanuel Adjei-Achampong RTA: Al Klassen (regrets), Liz Baverstock (regrets), Donna Dunn, Andrew Hunter RDPA: Dionne McFie (regrets), Andrew Scallion RMAPS: Joel Canlas (regrets), Lori Campion Executive: Wendy Lim Guests: Susan Tanco (PAC Chair/Brighouse Elementary); Richard Steward (Director/Learning Services)

The Richmond Board of Education acknowledges and thanks the First Peoples of the hən ̓qə̓min ̓əm ̓ (hun-ki-meen-um) language group on whose traditional and unceded territories we teach, learn and live.

INTRODUCTION of Committee, guests and audience. The meeting was called to order at 7:05 pm with an introduction of the Committee, guests, and speaker. APPROVAL OF AGENDA The agenda was adopted as circulated. APPROVAL OF MINUTES The Minutes of the October 24, 2016 Public meeting were approved as circulated with a change in sections 4 and 5 to change the date from November 21st to November 28th.

PRESENTATION: Making Sense of EA Allocation – Richard Steward, Director of Learning Services (See attached for one pager on EA Update, November 28, 2016) Questions: • Is the main role of EAs to ensure the safety of students? • What are other responsibilities of EAs? • Based on the Supreme Court ruling, what is the possibility of having more school psychologists to help assess student needs, get designations in order to have more Resource and EA support? • Do students with ADHD get additional funding? • Do students with FASD get additional funding? • Do we have EAs who specialize as Applied Behaviour Analysis (ABA) EAs? • Where do we do when parents request specific EAs to support their child? • Describe the success of the REAP program. • Who is involved in the REAP training? DISCUSSION • reviewed the collated feedback from Education Committee members on the three questions posed 1) Currently, Education Committee listens to presentations on June Chiba Sabbatical Projects, Aboriginal Enhancement Agreement, Career Programs, Education Week Activities etc. Would you like to continue to hear about these topics? 2) Would you be interested in hearing presentations on Collaboration Time? Continuing Education? 3) What else would be important and interesting for you to learn more about? • We want Education Committee presentations that are relevant and interesting to engage the Committee members as well as to get

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more parents and staff to attend the Education Committee meetings. • Some possible educational topics that Committee members might wish to learn more about include: ASPEN program, Collaboration Time (how does this work at elementary school and at secondary school?; how does it benefit student learning?); panel of students talking about their experiences with transformational education • it would be important that future Education Committee meetings use Ignite Presentations as well as summarize key concepts on a one-page Fact Sheet. • it would be important to distribute the one-page Fact Sheets to schools and parents including posting on websites and staffrooms • it is important for Education Committee members to invite other stakeholders to attend future Education Committee public meetings ITEMS FOR INFORMATION • Extended Field Trip Summary

- Reviewed the Extended Field Trip Database to date, from the last meeting (dated November 22, 2016) • ELL Consortium Meeting Update – Donna Sargent

- to be presented at the January 23rd meeting UPCOMING MEETINGS - Monday’s, 7:00-8:30 pm at Steveston-London Secondary School, Library • January 23, April 24, and May 29, 2017

ADJOURNMENT The meeting was adjourned at 8:25 pm.

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School District No. 38 (Richmond) 7811 Granville Avenue, Richmond, BC V6Y 3E3 PERSONNEL & FINANCE COMMITTEE MEETING MINUTES Minutes of a PUBLIC meeting of the Personnel & Finance Committee held in the 4th Floor Meeting Room, School District Administration Building, 7811 Granville Avenue, Richmond BC, on Monday, November 14, 2016 at 11:00 am. Present: Donna Sargent, Committee Chairperson Ken Hamaguchi, Trustee Debbie Tablotney, Trustee* Alice Wong, Trustee Mark De Mello, Secretary Treasurer Laura Buchanan, Director of Human Resources Al Klassen, President, Richmond Teachers’ Association Liz Baverstock, Vice President, Richmond Teachers’ Association Dionne McFie, President, Richmond District Parents’ Association* Wanda Plante, Executive Assistant (Recorder) Regrets: Sandra Nixon, Committee Vice-Chairperson Sherry Elwood, Superintendent Clive Mason, Director of Facilities Planning Ross McLuskie, President, CUPE Lynne Farquharson, Past President, Richmond Retired Teachers’ Association

*Joined the meeting in progress

The Richmond Board of Education acknowledges and thanks the First Peoples of the həәn̓q̓əәmin̓əәm̓ (hun-ki-meen-um) language group on whose traditional and unced-

ed territories we teach, learn and live.

The Chairperson called the meeting to order at 11:06 am. 1. APPROVAL OF AGENDA The agenda was approved as circulated.

2. APPROVAL OF MINUTES The minutes of the October 11, 2016, public meeting were approved. Trustee Tablotney joined the meeting at 11:09 am. The President, Richmond District Parents Association joined the meeting at 11:13 am.

3. LONG RANGE FACILITIES PLAN The Secretary Treasurer noted a meeting of the LRFP Steering Committee is scheduled in November to wrap up and debrief the school closure process. A question on the recent BC Supreme decision regarding class size and composition was raised and the Secretary Treasurer advised that staff continue to work through enrolment numbers. As a result of the BC Supreme Court appeal decision, a process to restore the BCTF 2002 language begins, however, until more information is learned the position will

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remain status quo. Other topics of discussion regarding ongoing seismic and remediation issues, classroom size, students with special needs, operating costs and next steps with Sea Island school took place.

4. TRUSTEES’ EXPENSES It was agreed to forward a RECOMMENDATION to the Board.

WHEREAS the Board of Education of School District No. 38 (Richmond) is paying for expenses incurred by the Trustees in the discharge of their du-ties, BE IT RESOLVED that in accordance with the School Act, the Board of Education of School District No. 38 (Richmond) approves Trustees’ ex-penses paid during the three-month period ended September 30, 2016, in the amount of $2,236.40.

5. MINUTES FOR INFORMATION

(a) COMMUNICATIONS COMMITTEE MEETING Nil

(b) CHILD CARE DEVELOPMENT ADVISORY COMMITTEE MEETING Minutes from the October 12, 2016 meeting are attached for review. (c) CAMBIE COORDINATING COMMITTEE MEETING

Nil 6. ADJOURNMENT The meeting was adjourned at 11:40 am.

Respectfully Submitted,

Donna Sargent, Chairperson Personnel & Finance Committee

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School District No. 38 (Richmond) 7811 Granville Avenue, Richmond, BC V6Y 3E3 MINUTES OF MEETING OF POLICY COMMITTEE Date: Location:

Monday, November 21, 2016, 9am School Board Office, 4th Floor North Meeting 7811 Granville Avenue Richmond, BC V6Y 3E3

Present: E. Yung, Chairperson * S. Nixon, Vice Chairperson ** D. Tablotney, Member S. Elwood, Superintendent of Schools M. De Mello, Secretary Treasurer * L. Archer, Assistant Superintendent * G. Hackenbruch, Executive Assistant (Recording Secretary)

* Present for a portion of the meeting ** Joined the meeting in progress

The Chair called the meeting to order at 9:10am.

1. Adopt Agenda The agenda was adopted as amended. Move: Item 7 to first item of business on the agenda

2. Approve Minutes The minutes of the meeting held October 24, 2016 were approved as circulated. Assistant Superintendent Archer joined the meeting at 9:10am.

7. Policy 603.5.1-R: Authorized Signatures/Authorization to Contract The current regulation was included with the agenda. The Superintendent spoke to this item and advised that a minor revision is required to this regulation to reflect an update to the current title of the Manager of Financial Services to Director of Financial Services. The Chairperson noted that this change of title for authorization for payment should be considered prior to the Board’s December 12, 2016 organizational meeting. This title change was accepted as an item of housekeeping.

Trustee Nixon joined the meeting at 9:13am.

3. Policy 704 and 704-R: Retirement of School Facilities

The Superintendent spoke to this policy and regulation used during the recent school closure process and requested thoughts and feedback from Policy Committee around how to proceed in gathering feedback on the use of this policy and regulation from those involved with the closure process. Attendees had comments and questions on: possible avenues to gather such feedback from the Board, staff and others involved, more immediately seeking input from members of the LRFP Steering Committee and timing for presenting that feedback in the form of a rubric to Policy Committee. Discussion ensued. Attendees had further comments and questions on: asking the LRFP Steering Committee to provide input on the actual workings of the policy during the school closure process, using the district’s regular channels to obtain

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feedback and input from stakeholders, whether there are pieces in the current policy and regulations that should in fact be administrative guidelines, considering the possibility of splitting the current policy into two separate policies, one that addresses school closures and the other the disposal of properties. The Chair noted that it is common practice to review a policy at the end of a school closure process and stressed the importance, as trustees potentially move into new committees in 2017, to maintain the review of the policy and regulation as a priority.

ACTION ITEM: Members of the LRFP Steering Committee and staff working with Policy 704 and 704-R: Retirement of School Facilities to begin to gather general feedback and present that feedback to Policy Committee. Policy Committee to then draft a formal document that would be sent for review to the district stakeholders groups based on the feedback and discussion at Policy Committee. ACTION ITEM: The Recording Secretary to add Policy 704 and 704-R: Retirement of School Facilities on the agenda of the next meeting of Policy Committee for an initial review of feedback from staff. The Secretary Treasurer left the meeting at 9:45am. 4. Code of Conduct Working Group [standing item]

Current Policy 105 and 105-R: District Code of Conduct were included with the agenda package. Assistant Superintendent Archer reviewed the proposed draft District Code of Conduct policy, regulations and administrative guidelines noting that the proposed changes reflected greater clarity, preparation of administrative guidelines and adherence to the recent update to the Human Rights Code to include sexual orientation and gender identity. She noted that the district’s current Code of Conduct appears orientated more towards students and the proposed revisions to the Code of Conduct would encompass students, staff and guests.

ACTION ITEM: Assistant Superintendent Archer will present Policy Committee’s suggested changes to the proposed policy to the next meeting of the Working Group.

ACTION ITEM: The Recording Secretary to add the Code of Conduct Working Group as an item to the next meeting of Policy Committee.

Trustee Yung left the meeting at 11:04am. Trustee Nixon assumed the role of Chair.

Assistant Superintendent Archer left the meeting at 11:24am.

5. Policy 300-R(B): Selection and Appointment of Administrators

This item was deferred.

Trustee Yung rejoined the meeting at 11:25am. Trustee Nixon stepped down from the Chair and Trustee Yung took up the position of Chair.

ACTION ITEM: The Recording Secretary to place Policy 300-R(B): Selection and Appointment of Administrators on the agenda of the next meeting of Policy Committee.

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6. Policy 804.8: Commercialism

The Superintendent updated on this item and advised on an upcoming meeting with the RDPA at which she hoped to discuss outstanding questions on fundraising and commercialism. The Superintendent will provide feedback on these discussions to a future meeting of Policy Committee.

ACTION ITEM: The Recording Secretary to place Policy 804.8: Commercialism on the agenda of the next meeting of Policy Committee.

7. Policy 603.5.1-R: Authorized Signatures/Authorization to Contract

Dealt with earlier on the agenda.

8. Policy 100 Visioning Task Force [standing item] Notes from the meeting held October 12, 2016 were included with the agenda package. The Superintendent spoke to the condensed timeline that would be presented to the next meeting of Policy Committee. Attendees had comments and questions on: discussing the vision, mission and values at the next meeting of the Task Force, planning for extensive consultation and input to the proposed changes to the vision, mission and values and reviewing the structure of Policy Committee agendas to include a public and/or in-camera portion. ACTION ITEM: The Recording Secretary to place Policy 100 Visioning Task Force on the agenda of the next meeting of Policy Committee.

9. Policy Questions and Answers [standing item] Nil. 10. Policy Review Status [standing item] The policy review status to November 15, 2016 was included with the agenda package. 11. Possible Agenda Items for Next Meeting Agenda items for the next meeting include: Policy 704 and 704-R: Retirement of School Facilities, Policy 300-R(B): Code of Conduct, Policy 804.8: Commercialism and Policy 100 Visioning Task Force. 12. Next Meeting Date The next meeting was scheduled for Monday, January 23, 2017 at 9am in the 4th floor meeting room. 13. Adjourn The meeting adjourned at 12:03pm.

Respectfully Submitted,

Eric Yung, Chairperson Policy Committee

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STATUS OF POLICIES AT NOVEMBER 30, 2016

POLICY NAME AND NO. STATUS COMMENTS

Trustee Professional Development and Travel-Policy 205, 205-R, 205-G

APPROVED BY BOARD IN NOV 21/16 Policy 205: Trustee Professional Development and Travel is a NEW Policy. Certain sections from current Policy 203: Trustee Stipend, Resources and Expenses were removed and incorporated into this new Policy.

Trustee Stipend, Resources & Expenses-Policy 203, 203-R, 203-G

APPROVED BY BOARD IN NOV 21/16 Policy 203: Trustee Stipend, Resources and Expenses was reviewed in conjunction with (new) Policy 205: Trustee Professional Development and Travel. After revision and approval, this policy was renamed Policy 203: Trustee Stipend and Expenses.

Student Registration, Enrolment and Placement-Policy 501.8 and 501.8-R [AND renamed Student Admission, Registration, Placement and Transfer]

APPROVED BY BOARD IN APR/16 Substantive changes made to this policy/regulation as a result of changes to the School Act, the Family Law Act and Immigration legislation and the district’s centralized registration. Policies rescinded as a result of approved changes are: 501.1; 501.1-R, 501.1-G: Student Attendance Requirements; 501.2-R: Entrance Requirements-Evidence of Age; 501.5: Resident Students; 501.6: Non Resident Students; 501.7: Foreign Students/International Students; 501.7.1-R: Foreign Students; 501.7.2-R: Foreign Students; 512.16; 512.16-R and 512.16-G: Alternate Programs (previously 602.16)

Video Surveillance-Policy 708, 708-R and 708-G: (previously 908, 908-R & G)

APPROVED BY BOARD IN APR/16 This policy and its accompanying regulations were adopted by the Board in 2003 and reviewed in 2015/16 to ensure its continued relevance. The revisions reflect the new framework and definitions.

Administering (Prescribed) Medications to Students-Policy 504.3.1; 504.3.1-R and 504.3.1-G

APPROVED BY BOARD IN FEB/16 In 2013 Health Nurses indicated this regulation was outdated (last revisions were approved in 1995) and should be brought into line with updated health care practices. As a result of consultation with health care professionals in Richmond the regulations became a (new) policy, (revised) regulations and (new) admin. guidelines.

Human Resources-Policy Section 400:

APPROVED BY BOARD IN APR/14 This section consisted of 69 pages; was reduced to 9 after review ie. 1 policy, 6 regulations and admin. guidelines.

� Completed after Approval of New Policy Framework

☐ In Revision Process

☐ Awaiting Review

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Community Use of Facilities-804.1, 804.1-R, and 804.1-G

APPROVED BY BOARD IN APR /14 Construction of the Neighbourhood Learning Centre at Brighouse required a review of this policy (1004.1 in the old framework).

Interscholastic Competitions and Contests-503.6,503.6-R

APPROVED BY BOARD IN OCT/14 Policy 1005.2: Interscholastic Athletic Competitions was combined with Policy 503.6: Interscholastic Competitions and Contests to ensure consistent of application of policy for students in both athletic and academic competitions. 1005.2 was subsequently rescinded by the Board.

District Code of Conduct-Policy 105 [prev. 502.1.1]

Step 1 Nov 21/16 – Update from Asst. Sup. Archer. Oct 24/16 – Update from Superintendent. Sep 19/16 – Update from Asst. Sup. Archer to Board about ongoing meetings, pilot Belonging Project and thinking about draft revision to District Code of Conduct. June 6/16 – Updated on the ongoing meetings/discussions. Sep 21/15 – Memo to Board with details of the proposed review of this section. Discussed at Policy Committee meetings on: Jan 9/14; Sep 11/14; Jan 22/15; Feb 23/15; Mar 30/15; Apr 27/15 and Sep 15/15.

Nov 21/16 – Proposed Revisions and input from Policy Com will be discussed at next meeting of Working Group. Policy Committee provided feedback that will be discussed at a meeting of the Working Group. The Working Group continues its discussions. Working Group met again on Sep 27/16. Reviewed the original terms of reference for the Working Group; received the final report for pilot Belonging Project from UBC researcher. Sep 28/15 A Representative Working Group held its initial meeting. The Group will review the District Code of Conduct to ensure it continues to be enacted in a way that is supportive of the values it represents. Policy moved from Student section (500) into District Philosophy section (100) as it relates to staff and students.

District Philosophy Section 100

Pre Step 1 Nov 21/16 – Update from Superintendent Oct 24/16 – Update from Superintendent. Sep 19/16 – Asst. Sup. Lim updated the committee on the timing of various phases and activities of the Task Force. May 16/16 – An update was provided by Asst. Sup. Lim. A verbal update will be provided to the Jun 20/16 public meeting of the Board. March 2/15 – Board Approved Task Force to Review and Revise Policy 100. Discussed at Policy Com on: Apr 4/12; Sep 12/12;Oct 9/14; Jan 26/15; Feb 23/15

Nov 21/16 – The initial timeline will be reviewed and presented to a future meeting of Policy Committee. Asst. Sup. Lim is facilitating a task force to review the District’s Philosophy to determine if it still accurately represents the philosophical underpinnings of the district. Input and Stakeholder consultation process will take place on any proposed revisions for Board consideration in Spring 2017.

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STATUS OF POLICIES AT NOVEMBER 30, 2016


Policy 804.8: Commercialism (previously 1004.8) 400-1R: Employee Conflict 804.9: Donations to Schools (previously 1004.9) 602.7–Gifts, Grants and Benefits (previously 802.7) 805.4–Money Raising Activities at Schools (previously 605.4) 602.9.1-R General Principles for Revenue Generating Activities (previously 802.9.1-R)

Step 1 Nov 21/16 – Update from Superintendent. Oct 24/16 – Update from Superintendent. Sep 19/16 – Discussed at Policy Committee. Jun 6/16 – Draft revised policy presented for initial review. May 16/16 – Discussed at Policy Committee. Will return to Jun 6/16 meeting. Apr 4/16 – Discussed at Policy Committee. Policy Com. Trustees will meet with Superintendent to begin discussion on this Policy. Apr 25/16 Policy Com. Trustees & Superintendent discussed comparative commercialism policies.

Sep 19/16 –Trustee workshop to be planned to discuss. Jun 6/16 - Review of proposed revised policy will continue over summer and return to Sep 19/16 Policy Committee meeting. Apr 27/15 - Policy Committee discussed various policies related to PAC fundraising or money raising activities in schools that require review. Questions were raised by the PAC Executive about clearly defining the fundraising role of PACs. There are currently some conflicting policies. A review of all policies related to PAC fundraising or money raising activities will be done and return to Policy Committee.

Policy 300-R(B): Selection and Appointment of Administrators

Step 1 Oct 24/16 – Discussed at Policy Committee. Sep 19/16 – Discussed at Policy Committee. Jun 6/16 – Draft revised policy initial review. May 16/16 – Initial discussion at Policy Committee.. Apr 4/16 –Policy Committee will begin discussion on this at its May 16, 2016 meeting.

Nov 21/16 – To be discussed at future meeting of Policy Committee. Sep 19/16 – Potential options for various revisions discussed. Jun 6/16 - Review of proposed revised policy took place over the summer and continues.

Policy 804.1: Community Use of Schools

Pre Step 1 Nov 21/16 – Discussed at Policy Committee. Jun 6/16 – Discussed at Policy Committee.

Nov 21/16 - There was discussion on whether to review this policy in conjunction with Policy 704: Retirement of School Facilities Discussed at the Feb 15, Mar 7, Jun 6, and Nov 21, 2016 meetings of Policy Committee. Will return to Policy Committee at the conclusion of the LRFP process.

Policy 201: BYLAW: Board Operations

Pre Step 1 Sep 19/16 – Discussed at Policy Committee.

This Bylaw will be reviewed for any necessary update at a future meeting of Policy Com.

Policy 704: Retirement of School Facilities

Pre Step 1 Nov 21/16 – Discussed at Policy Committee Oct 24/16 – Discussed at Policy Committee Sep 19/16 – Discussed at Policy Committee. Larger discussion to be planned. Oct 24/16 Initial discussion.

Nov 21/16 – There was discussion on whether to split this policy into two ie school closures and disposition of facilities. Review and feedback process also discussed. At the conclusion of the school closure process, this policy and regulation will be reviewed for any necessary updating.

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POLICY NAME AND NO. STATUS COMMENTS Policy SECTION 600: Finance [previously Section 800: Business Procedures]

ENTIRE SECTION NOT YET IN THE REVIEW PROCESS

Nov 2/16 Policy 603.5.1-R: Authorized Signatures /Authorization to Contract – Minor change to Authorized Signature Title changed – considered housekeeping. Mar 2014 – New Policy Framework Approved by Board. Previously Section 800: Business Procedures.

Policy SECTION 700: Facilities [previously Section 900: Buildings and Sites]


Mar 2014 – New Policy Framework Approved by Board. Previously this section was numbered 900: Buildings and Sites

Policy SECTION 800: Community Relations [previously Section 1000]


Mar 2014 - New Policy Framework Approved by Board. Previously this section was numbered 1000: Community Relations.

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Debbie Tablotney, Chair, Board of Education SD #38 School District #38 School Trustees 7811 Granville Ave Richmond, BC November 1, 2016

Dear Ms Tablotney and School Trustees SD #38,

I am writing to you on behalf of CFUW (Canadian Federation of University Women) Richmond in support of the adoption of a stand-‐‑alone LGBTQ+ policy for our Richmond Schools.

CFUW is a non-‐‑partisan, voluntary, self-‐‑funded organization with over 100 CFUW Clubs, located in every province across Canada. Since it’s founding in 1919, CFUW has been working to improve the status of women and to promote human rights, public education, social justice, and peace.

We have long supported the Rights of a Child as was evident by the adoption of the CFUW Resolution that became Policy in 1991.

The Resolution reads as follows:

“RESOLVED, That the Canadian Federation of University Women (CFUW) endorse the United Nations Convention on the Rights of the Child and urge the Governments of the Provinces and Territories to provide the required unanimous consent in order that the Government of Canada be in a position to ratify the Convention by the end of 1991”

Very briefly, Articles 2 and 4 in the United Nations Convention on the Rights of a Child clearly demonstrate our concern for the rights of all children. No child is to be discriminated against and governments have a responsibility to take all-‐‑available measures to make sure children’s rights are respected, protected and fulfilled.

What better way to fulfill this convention than to adopt a policy that protects the rights of our gender and sexual minority (LGBTQ+) student population?

It is time for the Richmond School Board to move forward to create a discrete policy that addresses the concerns of our LGBTQ+ youth.

CFUW-‐‑Richmond strongly urges the Richmond School Board to adopt a LGBTQ friendly policy.

Sincerely,

Brenda Denchfield

President, CFUW Richmond [email protected]

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