THE BOARD OF EDUCATION OF SCHOOL DISTRICT 68

MINUTES OF THE BUSINESS COMMITTEE MEETING

Wednesday, October 11, 2023

6:00 P.m. - 9:00 P.m.

ONLINE MICROSOFT TEAMS MEETING

Trustees

• T. Brzovic, Chair
• L. Lee, Vice Chair
• N. Bailey
• G. Keller
• C. Morvay
• L. Pellegrin
• M. Robinson
• T. Rokeby

Absent

• C. McKay

Staff

• S. Saywell, Superintendent/CEO
• M. Walsh, Secretary-Treasurer
• L. Tait, Deputy Superintendent
• D. Burgos, Ex. Dir. of Communications
• K. Matthews, Manager Admin. Services

Representatives

• CUPE Representative: Jeff Virtanen
  DPAC Representative: Jessica Krog-Irving
  NDTA Representative: Joanna Cornthwaite

  NSAA Representative: Lisa Frey

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1.

CALL TO ORDER

The Chair will call the meeting to order. With great respect and humility, we acknowledge and honour the lands of the Snuneymuxw people. The Snuneymuxw people maintain their profound, unique and spiritual connection to the land through ageless traditions, teachings, stewardship and expressions of reciprocity.

The Chair called the meeting to order at 6:00 pm.

2.

ADDITIONS TO THE AGENDA

There were no additions. 

3.

DELETIONS TO THE AGENDA

There were no deletions. 

4.

CHANGE IN ORDER

There was no change in order.

5.

APPROVAL OF THE AGENDA

• B23/10/11-01
  IT WAS MOVED BY Trustee Robinson
  IT WAS SECONDED BY Trustee Keller

  That the Agenda be approved.

  CARRIED UNANIMOUSLY

6.

APPROVAL OF THE MINUTES

• B23/10/11-02
  IT WAS MOVED BY Trustee Robinson
  IT WAS SECONDED BY Trustee Bailey

  That the minutes of the Business Committee meeting held on September 13, 2023, be approved.

  CARRIED UNANIMOUSLY

7.

PRESENTATIONS

There were none. 

8.

SENIOR STAFF REPORTS

8.1

Mark Walsh, Secretary-Treasurer and Jacquie Poulin, Assistant Superintendent 

Re: Feeding Futures Fund 

Mark Walsh and Jacquie Poulin provided an update on the status of the Feeding Futures Fund.  An Information Sheet is attached to the Agenda.

8.2

Mark Walsh, Secretary-Treasurer and Jacquie Poulin, Assistant Superintendent

Re: Administrative Procedure 333 - Field Trips 

Mark Walsh and Jacquie Poulin outlined the changes to Administrative Procedure 333 - Field Trips.  The updated AP 333, together with an Information Sheet, is attached to the Agenda.

8.3

Mark Walsh, Secretary-Treasurer

Re: Enrolment Update per 1701 Data Collection 

Mark Walsh provided an update on the change in student full time equivalent enrolment and the change in overall student headcount following the 1701 student data collection on September 29, 2023. An Information Sheet is attached to the Agenda. 

8.4

Mark Walsh, Secretary-Treasurer

Re: Rutherford Elementary 

Mark Walsh presented an Action Sheet in response to the Board's motion of May 24, 2023, to reopen Rutherford Elementary School, and recommended proceeding with the planning for the opening of the school in September 2024-25.  An Action Sheet is attached to the Agenda.

• B23/10/11-03
  IT WAS MOVED BY Trustee Robinson
  IT WAS SECONDED BY Trustee Keller

  The Business Committee recommends that the Board of Education of School District No. 68 (Nanaimo-Ladysmith) direct that Rutherford Elementary School be reopened as of September 2025 and that staff are directed to create a School Transition Working Group to address issues associated with reopening the facility and provide the Board with recommendations with respect to appropriate catchments for Rutherford and the surrounding schools and potential programming, if applicable, to ensure the long-term viability of the school.

  CARRIED UNANIMOUSLY

8.5

Mark Walsh, Secretary-Treasurer

Re: Policy 3.8 - Transportation

Mark Walsh outlined proposed changes to Policy 3.8 - Transportation and included a recommended motion to consult with the community on the proposed update.  An Action Sheet is attached to the Agenda.

• B23/10/11-04
  IT WAS MOVED BY Trustee Keller
  IT WAS SECONDED BY Trustee Morvay

  The Business Committee recommends that the Board of Education of School District No. 68 (Nanaimo-Ladysmith) receive the Draft Revised Policy 3.8 – Transportation and circulate as a notice of motion for 30 days, utilizing the consultation process as per Board Governance, Section 1, 2.7 – Policy Development.

  CARRIED UNANIMOUSLY

8.6

Mark Walsh, Secretary-Treasurer & Pete Sabo, Executive Director of Planning & Operations

Re: Annual Vandalism Report

Pete Sabo provided a Report on facilities’ activities related to the  Vandalism AP. This report provided information on District vandalism from July 1, 2022, to June 30, 2023. An Information Sheet is attached to the Agenda. 

 

8.7

Mark Walsh, Secretary-Treasurer & Pete Sabo, Executive Director of Planning & Operations

Re: Administrative Procedure 522 - Public Use of School Buildings, Grounds and Equipment

Mark Walsh and Pete Sabo outlined the changes to Administrative Procedure 522 - Public Use of School Buildings, Grounds and Equipment. The updated AP 522, together with an Information Sheet, is attached to the Agenda.

8.8

Mark Walsh, Secretary-Treasurer

Re: NDSS Capacity Update

Mark Walsh provided an update on the status of the work pursuant to the Board's motion of March 29, 2023, to conduct further consultation and provide additional information with respect to potential NDSS options.  An Information Sheet is attached to the Agenda.

9.

CORRESPONDENCE REFERRED FROM THE REGULAR BOARD MEETING

There was none. 

10.

UNFINISHED BUSINESS

There was no Unfinished Business. 

11.

NEW BUSINESS

There was no New Business.

12.

FOR INFORMATION 

12.1

Budget and Financial Planning Timeline

The Budget and Financial Planning Timeline was received as information. 

13.

QUESTION PERIOD

Question Period is intended to enable the public to obtain clarifying information regarding a current agenda item.

Individuals wishing to ask questions of the Board upon completion of Committee and Board sessions shall do so in writing on the form provided which includes their name, street address and email address.  The individual will be asked to verify his/her self and be afforded the opportunity to read out their own question.  Each individual shall be limited to one follow-up question upon receiving a response. Forms are available in the information rack near the entrance of the Board Room.

If the meeting is being held online, individuals wishing to ask questions of the Board shall type their question in the Q&A compose box on the right side of the screen and then select send. Your question will be read by the Board or Committee Chair.

Questions and responses will be included in the video of the meeting and the meeting minutes and will be part of the public record.

There were no questions.

14.

ADJOURNMENT

The meeting adjourned at 7:41 pm.

• B23/10/11-05
  IT WAS MOVED BY Trustee Morvay
  IT WAS SECONDED BY Trustee Bailey

  That the meeting be adjourned.

  CARRIED UNANIMOUSLY