Operations Policy and Planning Committee (January 16, 2018)

A very full Operations Committee Meeting

3 a. Financial Update

We start off with the usual Operations Financial update.

And then we review the Budget Planning process for the 2018 – 2019 budget.

3b. 2018 – 2019 Budget Planning Process

Student projections

January 26th  Initial projections submitted by principals

Feb 2nd  Revised projections to Secretary-Treasurer

Feb 15th Final Projections Submitted to the ministry

These projections will form the Basis of the revenue projections for the District’s upcoming Fiscal year.

Staff Consultation and Planning

January 26th Review of current programming by Sr. Management

Feb 23rd Revised budget estimates provided to Secretary-Treasurer

February  Feedback through an online survey throughout February

District’s employee groups will be asked to provide any priorities and feedback.

Public Consultation and Adoption

March and April  Public Feedback at Board and/or Committee Meetings – after Draft Budget prepared

April  24th Adoption of Budget


I’m not sure in this process when the Board actually gets to discuss the Budget and propose areas to enhance, reduce or change.

Once again I would like to see the District look into different ways to engage and consult with our community and our employees. We have essentially a sit and wait approach to consultation and no approach to engagement, putting information out and waiting for people to react. In November 2016 I  proposed that we review what the City did in it’s public engagement review from December 2016 and establish a board based education partner and community Task Force to review the current School Board public engagement and make recommendations to the Board on how to improve our engagement with the public. That motion has not been brought forward yet.


3b. We have the usual report on our Capital projects and Planning,

McBride Elementary

In December 2017 The Ministry made a request for an update to the McBride Project Definition Report using the latest enrolment projections available. Staff have been working with a consultant to revise the PDR and anticipate having the revised version into the ministry by the end of January. We expect that the revised enrolment numbers will result in the addition of 3 classrooms to the proposed replacement option outlined in the PDR.

Long Range Facility Plan

The Long range plan is expected to be completed in time to inform the 5 year Capital plan that we will be submitting to the ministry in June.13

3c. School Nourishment Programs

We have the Food Security and Healthy Eating report that was proposed by Trustee Campbell on her motion back in June 2017,

Motion 2017 – 099
THAT the Board of Education for School District No. 40 (New Westminster) direct staff to provide a report by January 2018 on the steps to be taken and costs associated with a district-wide plan to address food security and healthy eating, that will make available food programs to all of our schools so that no child is hungry and every child eats healthy.

School Nourishment Programs

What a great and comprehensive report. This is how reports to the Board should be. I look forward to the presentation and the discussion at the Board table on how best to move forward supporting our students.

Under New Business (item 5 on the Agenda) we have 3 of my proposals,

5a. Duty to Document

Duty to Document is the concept of providing and preserving the full reasons for decisions that are made by public bodies.

For decades public bodies have relied on minutes of meetings to keep track of what was done and “institutional memory” to remember the why it was done.  We need to move beyond that. We need to set up a system that retains the information in an easily accessible way for both the elected officials and for the public.

I think that we, the New Westminster School Board, need a dual process both a Duty to Document and a Duty to Inform. In the past we tried to not allow items to be placed on an agenda without a Backgrounder explaining the what and why for the item.  Items appear all too frequently on our Agendas these past few years without any information.

In November 2016 I sent a proposal to the Board for both a Duty to Document and a Duty to Inform,

Policy 7
BOARD OPERATIONS
6. Notice and Agendas
6.3 (1) Duty to Inform
All items on the Board agenda must be accompanied by a Backgrounder
(1) outlining what the purpose of the agenda item is,
(2) outlining options for the Board consideration, and
(3) making a recommendation for the Board
All presentations must be attached to the Board agenda when it is distributed. If presentations are not attached, the presentation will be postponed.
No decisions can be made by the Board without proper and full written documentation. The Board Chair and Vice-Chair are responsible for ensuring that the proper documentation is attached to Board meeting agendas when they are distributed.
No verbal reports, material or items may be added to Board meeting agendas without the unanimous consent of the Board.

As well,

THAT the Operations Policy and Planning Committee recommend to the Board of Education for School District No. 40 (New Westminster) that the Board develop a Duty to Document Policy on the retention of School District records.

5b. Audit Committee (this has no information or recommendations attached)

While we are clearly on the right track financially after a couple of major missteps, I don’t feel confident that any of us Trustees really have the ability to analyze the budget and financial statements that we are regularly given, beyond checking the numbers. I think that it is critically important that we have an Audit Committee with external financial expertise that can help the Board review the work of our Finance Department and ensure that the District is on the right track.

In November 2016 I proposed,

Recommendation:
THAT the Operations Policy and Planning Committee recommend to the Board of Education for School District No. 40 (New Westminster) that the Board of Education establish an Audit Committee, Chaired by a Trustee, of external experts to provide recommendations on various strategies, financial situations, risk management scenarios, and other complex issues.

After the BC Deputy Minister of Education directed that all School Boards were to establish Audit Committees, in April 2107 I proposed and the Board unanimously passed,

Recommendation:
THAT the Board of Education for School District No. 40 (New Westminster) direct that the Superintendent report to the May Operations Committee on a proposed process, including timelines and composition for the establishment of an Audit Committee.

5c. District Resources

And finally we have my motion on resources,

Background:
• For the past couple of years I have been hearing anecdotal stories about the lack of teaching resource in the New Westminster School District.
  • In November 2017, as an individual trustee, I met with the NWTU executive and they claimed that many of the anecdotal stories that I was hearing were true. We have a surplus of funds in the District and I see no need for our students and staff to do without materials.
Recommendation:
• THAT the Operations Policy and Planning Committee recommend to the Board of Education for School District No. 40 (New Westminster) that the Board of Education direct the Superintendent to survey all staff regarding what resources and material are needed in classrooms and schools in the District.
• I further move that we direct the Superintendent to, in collaboration with both teaching and administrative staff, establish a list of expected materials that every classroom should have to support learning.
• And further that the Superintendent bring forward these lists to the Board, so that the Board can decide on the allocation of funds to support the purchase of these resources and materials.

NWSB Education Committee (January 9, 2018)

Held at Richard McBrideDTKDEChU8AUMA7C

 

  • Richard McBride School-Wide Charter & Student Performance

        • We had a wonderful presentation from the McBride Choir the High Notes. What a wonderful and dedicated group of teachers over the years to consistently produce an extraordinarily high calibre of singing. This tradition of choral excellence stretches back decades and decades, back to even before I was a student at McBride in the Choir 50 years ago. Thanks to Jonina Campbell for the photo.
        • And it turns out that a School-Wide Charter is a collective vision of how the students and staff  want and expect to behaviour and be treated. The school Kindness Captains talked to us about these expectations. What a great idea. Students whose job it is to watch for acts of kindeness around the school. and report on them. Inspiring.

     

    • McBride Seismic Update

        • Chair Gifford brought forward a letter urging the provincial government to move forward quickly on replacing McBride, noting that it is our number 1 capital request. The Committee passed it unanimously.

    Confirm Value Statements

      • Board adopted our Value statements, rejecting my motion to send the information out for consultation to make sure that the Board’s Value statements match the community and our employees.

    Mission Statement

    To enable each student to learn in a safe, engaging and inclusive environment.

    Vision Statement

    A place where students love to learn.

    Values

      • Collaboration – We value purposeful relationships where we choose to cooperate in order to achieve shared goals and consider each other in our decisions and actions.
      • Engagement – We value meaningful, purposeful, and relevant learning.
      • Equity – We value fair treatment and the removal of barriers to learning, achievement, and the pursuit of excellence for all.
      • Inclusion – We value learning where all people are welcomed, respected, and supported.
      • Innovation – We value curiosity, inquiry and creativity.
      • Integrity – We value being ethical, principled and honest in our words and actions.

 

  • And we had a great presentation and discussion on our Student Achievement Report for 2016/2017. More on that later.

 

 

And we are back at it. Education Committee meeting going up this Tuesday at 7:30 pm at McBride.

We start off with a Richard McBride School-Wide Charter & Student Performance, and I must admit I’m not sure what that actually means, so I am looking forward to the surprise.

We are also going to be receiving an update on the McBride Seismic upgrade Capital Project. Chairperson Gifford has penned a great letter to the Minister of Education urging Education Minister Fleming to move this project forward as quickly as possible.

We are also confirming our District Foundational Statements. I am hoping that we can actually send these out for consultation and review by the public. I have said before that I believe that we need to change the ways that we consult and work with our public. Most of this process of developing our new Mission, Vision and Values statements has been done in open Board meetings, with almost no public in attendance. We need to change what we are doing and find ways to include the public more, even if they don’t want to come out and attend our Board meetings. In November 2016 I  proposed that the Board establish a board based education partner and community Task Force to review the current School Board public engagement and make recommendations to the Board on how to improve our engagement with the public.” Unfortunately that motion has not been brought forward yet, but I am hoping it will make it to an agenda in the next month or so.

Other then the McBride presentation the most exciting part of this agenda is the Student Achievement/Accountability Report. New Westminster Schools are doing great jobs in so many areas. We have outstanding programs in Music and Performing Arts, Alternate learning environments, French Immersion, IB, Trades and Apprenticeships, Montessori and in every classroom in this district we have teachers creating miraculous and delightful learning situations that are helping our students, our children grow and develop.

We have an interesting district,

Student Statistics
Factor New Westminster All Public Schools
Non Residents 4.8% 2.8%
English Language Learners 13.8% 11.3%
Aboriginal 4.9% 11.5%
French Immersion 13% 9.5%
Top 3 languages English (64%)  Mandarin (5.1%)   Tagalog (4%)  English (64%)     Punjabi (5.1%)         Mandarin (5.1%)    

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EDI is a measurement process to help us understand the levels ofvulnerability amongst our students entering our school system.  The EDI is a 103-item questionnaire completed by kindergarten teachers in the second half of the school year that measures children’s ability to meet age-appropriate developmental expectations in five general domains:

Physical Health and Well-Being
Social Competence
Emotional Maturity
Language and Cognitive Development
Communication Skills and General Knowledge

Objective of the EDI

Reliably assess the developmental health (skills and behaviour) of children at the age of developmental transition from early development to school age in a holistic manner. The EDI is a holistic assessment because it encompasses five major areas of child development.

The EDI is a reliable and valid measurement tool of developmental status completed on individual children between 3.5 and 6.5 years of age. After teachers complete the EDI on each individual child in their class, the results are grouped together to give a snap shot of how children are doing across schools, neighbourhoods, cities, or even provinces and countries.

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The EDI gives educators a look in to the levels of vulnerability in our youngest school age children and helps us to look for ways that we can provide support for them in these critical early developmental years. While we have seen some improvement over the past few years there is always more that we can do. I will report more after the meeting on the specifics of what the district does with the information and what sorts of programs we have developed to help our vulnerable children.

We also have the academic achievement information for Reading, Writing and Numeracy. Unfortunately we are still using the FSA (Provincial Foundation Skills Assessments) as the sole source of data. In the past we used our locally developed Reading and Writing Assessments, but that has stopped due to the cost of assessment and giving teachers time out of the classroom to complete and assess the results.  The FSAs have become so politically tainted over the years, particularly with the great variation in the participation rates, with students being excluded for a variety of reasons, including parental requests, that they have questionable value. That being said in both grades (4 and 7) in all 3 categories (Reading, Writing & Numeracy) New Westminster is above provincial averages with the exception of Grade 7 Numeracy where we are slightly below the provincial average. 

I believe that we need to go back to a locally developed assessment tool that can include all of our students.

Our 6 year high school completion rates (meaning the number of students who complete high school within 6 years of starting) of 83.4% is also at or close to the provincial average of 83.6% for 2015/2016.

Where we have some challenges is in the Special Education completion Rate in 2015/2016 in was 60.9% for New Westminster and 67% for the provincial average.

We also have some significant challenges in serving our Aboriginal students where our FSA scores for Numeracy are disturbing. In Grade 4 our Aboriginal students had a success rate of slightly over 40% compared with a Provincial average of about 55%, and for Grade 7 Numeracy our Aboriginal students had a success rate of slightly over 20% compared with a Provincial average of about 48%.  As well our 6 year high school completion rates for Aboriginal students was of 52.6% compared to the provincial average of 63.8% for 2015/2016. While the rate shows an improvement for 2016/17, an increase to about 58%, it is still far below the provincial average and over the 4 years we have seen uneven results.

We have excellent staff dedicated to working with our Aboriginal students, but clearly we need to do more, the School Board needs  to come to the table with financial support in this next budget for some new and different ideas on how we can support our Aboriginal students.

Finally we are expecting an administrative response to the concerns raised by the Canadian Parents for French of their perception of the lack of bilingual Resource Teachers and bilingual Education Assistants at NWSS.

New Westminster School District Resources and Supplies

  • For the past couple of years I have been hearing anecdotal stories about the lack of teaching resources in the New Westminster School District- across the District and at all grade levels.
  • Last month, as an individual trustee, I met with the NWTU executive and they claimed that many of the anecdotal stories that I was hearing were true. We have a surplus of funds in the District and I see no need for our students and staff to do without materials.
  • Last week Chair of the Board Slade-Kerr raised concerns about the lack of Math textbooks in her in reaction to the suggestion that the Superintendent would be bring someone to co-ordinate May Day.
  • A couple of months ago Trustee Campbell raised a concern about teachers being forced to pay for their students supplies for new classrooms.
  • Trustees can raise all the concerns that they like but they need to actually move motions to accomplish something at the Board table. This led me to propose these 2 motions for the January Operations Committee meeting.

My Recommendation:

  • THAT the Operations Policy and Planning Committee recommend to the Board of Education for School District No. 40 (New Westminster) that the Board of Education direct the Superintendent to survey all staff regarding resources in the District.
  • I further move that we direct the Superintendent to, in collaboration with both teaching and administrative staff, establish a list of expected materials that every classroom should have to support learning.

December is a time of renewal and looking forward to the year ahead, for a School Board.

We have 11 months until a new School Board is sworn in, October elections in 2018. Over the next 11 months I believe that we need to look into a number of issues. We need to set some real, achievable Strategic Directions.

(1) we need to work at improving our Aboriginal success rates, ours are slightly below the Provincial average and that really isn’t good enough,

(2) we have reports coming back in the new year on food security for our students and student trustees and both are very important issues,

(3) I have been hearing anecdotal stories, which I have reported to the School Board, and believe that we have a huge issue of a lack of resources in our schools and will be bringing forward a motion for January to look into that issue,

(4) I believe that we have a Public Engagement problem/issue. The way that the District attempts to engage the public is both reactive and what I call a “sit and wait” approach, we need to review what could be done and change our structures (I brought forward a motion to that effect in November 2016 and it has not been brought forward yet),

(5) we need to establish an Audit Committee (again one of my November 2016 motions that was never brought forward), but it is also now a requirement of the Ministry of Education. I believe that we want and need outside expertise on that Audit Committee to help the Board review both it’s financial obligations and risks that we might be facing,

(6) I believe the we need both a Duty to Document policy that sets out how and what we need to document on our decision making, so that we are not relying on the memories of trustees, and we need a Duty to Inform policy that requires our Administration to put everything in writing so that the Board, and the community, can make fully informed and reflective decisions based on having the information in writing before us.

As we move forward electing Chair and ViceChair to lead the Board we need to be aware of our duty to represent the students and the community in providing guidance and direction to the Superintendent and District Senior Staff.

Board Meeting Dec 12, 2017

For our School Board meeting on December 12 we have the election of Board Chair and Vice-Chair, as well as elections for BCSTA and BCPSEA Representatives and Alternates.

We have a number of concerns raised by the Canadian Parents for French regarding student needs and specifically for the District to “review the services provided for students in French programs.” I am expecting that this will be referred to staff for a report back to the Board at either the January or February Education Committee meeting.

We also have the SOFI Report (School District Statement of Financial Information). This is,

e) A schedule of remuneration and expenses, including:

i) an alphabetical list of employees earning over $75,000, the total amount of expenses paid to or on behalf of each employee for the year reported and a consolidated total for employees earning under $75,000. If the total wages and expenses differs from the audited financial statements, an explanation is required.

ii) a list by name and position of Board Members with the amount of any salary and expenses paid to or on behalf of the member

iii) the number of severance agreements started during the fiscal year and the range of months’ pay covered by the agreement, in respect of excluded employees. If there are no agreements to report, an explanation is required

f)An alphabetical list of suppliers receiving over $25,000 and a consolidated total December31 for those suppliers receiving less than $25,000. If the total differs from the Audited Financial Statements, an explanation is required.

New Westminster School Board Committee Meeting (Tuesday, December 5)

At our upcoming Committee meeting.

In our usual Operations update,

Budget update

• we have the Business Company in the process of final dissolution

• we have a capital project report that includes the McBride seismic upgrade project and a request from the Ministry Education for up to date enrolment projects.

• the District is starting to renew its Long range facility plan.

We have the results coming back from our May Day consultation process that will now be forwarded, along with the Staff consultattive process we did earlier, to a further public consultation process hoepfully invloving the City and the School Board jointly. I have posted the main statistical table here,

Screen Shot 2017-12-03 at 6.29.05 PM.pngthe full report is in our agenda package.

We have the continued development of the Value Statements that accompany our new Mission Statement (To enable each student to learn in a safe, engaging and inclusive environment.) and Vision Statement (A place where students love to learn.). The draft Value statements are,

Draft Value Statements

Curiosity – Inquisitive thinking, exploration, and investigation are integral to learning. We strive to have our students graduate from grade 12 as curious as when they first began kindergarten.

Collaboration– We strive to develop purposeful relationships where we choose to cooperate in order to achieve shared goals and consider each other in our decisions and actions. Genuine collaboration encourages introspection of behavior and communication.

Engagement – Learning should be meaningful, purposeful, and relevant to each student. We strive to have students and teachers who are attracted to their work, persist despite challenges and obstacles, and take visible delight in accomplishing their work.

Equity – We believe in the principles of equity – all decisions shall be fair, impartial and free from bias or favoritism.

Inclusion – We value, respect and support the needs of every individual and strive to ensure the conditions are in place for each student to exceed their full potential.

Innovation – We value the intellectual habits of mind, such as openness, levels of ideation, autonomy, exploratory behavior, and convergent and divergent thinking. We celebrate the implementation of innovative and creative ideas.

Integrity – We value honesty and truthfulness as demonstrated not only by our words but also by our behaviours and our conduct.

We have a SOGI update. SOGI stands for Sexual Orientation and Gender Identity. I am very proud that the The New Westminster School Board was one of the first school districts to develop a policy around Sexual Orientation and Gender Identity. The SOGI Policy is meant to include and protect all people in our district regardless of how they identify their gender identity.