THE BOARD OF EDUCATION OF SCHOOL DISTRICT 68

MINUTES OF THE BUSINESS COMMITTEE MEETING

Wednesday, December 13, 2023

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

ONLINE MICROSOFT TEAMS MEETING

Trustees

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

Absent

• L. Lee, Chair
• C. McKay
• L. Pellegrin

Staff

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

Absent

• S. Saywell, Superintendent/CEO

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 6:01 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

• B23/12/13-01
  IT WAS MOVED BY Trustee Morvay
  IT WAS SECONDED BY Trustee Keller

  That the Agenda be approved.

  CARRIED UNANIMOUSLY

6.

APPROVAL OF THE MINUTES

• B23/12/13-02
  IT WAS MOVED BY Trustee Rokeby
  IT WAS SECONDED BY Trustee Morvay

  That the minutes of the Business Committee meeting held on November 8, 2023, be approved.

  CARRIED UNANIMOUSLY

7.

PRESENTATIONS

8.

SENIOR STAFF REPORTS

8.1

Mark Walsh, Secretary-Treasurer

Re: Internal Audit Report

Mark Walsh presented an Information Sheet that describes the results of the district’s internal audit function. The Information Sheet is attached to the Agenda. 

8.2

Mark Walsh, Secretary-Treasurer

Re: Administrative Procedure 337 - Cash Handling

Mark Walsh presented an updated Administrative Procedure (AP) 337 Cash Handling Procedures for School Generated Funds.  The updated AP, together with an Information Sheet is attached to the Agenda. 

8.3

Dale Burgos, Executive Director of Communications Privacy and Engagement

Re: Strategic Plan Update

Dale Burgos presented the results from the Strategic Plan community engagement.  Laura Tait provided an update on next steps.  An Information Sheet is attached to the Agenda. 

8.4

Mark Walsh, Secretary-Treasurer

Re: NDSS Update - Prefabricated/Modular Expansion 

Mark Walsh provided an update on the NDSS capacity issues and sought direction from the board on potential solutions to help alleviate some of those issues. 

• B23/12/13-03
  IT WAS MOVED BY Trustee Keller
  IT WAS SECONDED BY Trustee Brzovic

  The Business Committee recommends that the Board of Education of School District No. 68 (Nanaimo-Ladysmith) support staff pursuing a prefabricated/modular expansion option to alleviate overcapacity at NDSS that may include additional capacity at NDSS or additional capacity at Wellington and to report back to the Board for final approval and direction on appropriate consultation as required.

  CARRIED UNANIMOUSLY

8.5

Mark Walsh, Secretary-Treasurer

Re: Rutherford Re-Opening Update

Mark Walsh outlined the process and timeline for the planning of Rutherford Elementary to re-open. An Information Sheet is attached to the Agenda.

8.6

Mark Walsh, Secretary-Treasurer

Re: Policy Committee Update

Mark Walsh proposed additions to the policy workplan for the committee's consideration.  An Action Sheet is attached to the Agenda. 

• B23/12/13-
  IT WAS MOVED BY Trustee Morvay
  IT WAS SECONDED BY Trustee Keller

  The Business Committee recommends that the Board of Education of School District No. 68 (Nanaimo-Ladysmith) approve the addition of Policy 2.15 – Trustee Criminal Record Check to its workplan with the intention of adding Trustee Orientation to the purpose of the Policy.

  CARRIED UNANIMOUSLY
• B23/12/13-
  IT WAS MOVED BY Trustee Morvay
  IT WAS SECONDED BY Trustee Rokeby

  The Business Committee recommends that the Board of Education of School District No. 68 (Nanaimo-Ladysmith) approve the addition of a general Policy review to its Workplan with the intention of rationalizing and aligning the Board’s Policy Manual.

   

  CARRIED UNANIMOUSLY

8.7

Shawn Johnston, Executive Director of Human Resources

Re: Revised Policy 2.22 - Public Interest Disclosure 

Mark Walsh advised that the Provincial Government recently passed an order in counsel, amending the Public Sector Disclosure Act (PIDA).  This requires that the District now amend Policy 2.22 to align with these legislative changes.  An Action Sheet is attached to the Agenda.  

• B23/12/13-
  IT WAS MOVED BY Trustee Rokeby
  IT WAS SECONDED BY Trustee Keller

  The Business Committee recommends that the Board of Education of School District No. 68 (Nanaimo-Ladysmith) adopt the revised Policy 2.22 – Public Interest Disclosure.

  CARRIED UNANIMOUSLY

8.8

Mark Walsh, Secretary-Treasurer

Re: 2022-2023 Surplus - Local Capital Adjustment 

Mark Walsh sought board approval to adjust the accumulated operating surplus amount transferred to the local capital fund to $2 million. An Action Sheet is attached to the Agenda.

• B23/12/13-05
  IT WAS MOVED BY Trustee Rokeby
  IT WAS SECONDED BY Trustee Brzovic

  The Business Committee recommends that the Board of Education of School District No. 68 (Nanaimo- Ladysmith) approve a reduction in the Accumulated Operating Surplus to Local Capital transfer done September 2023 in the amount of $700,000, and that the funds then be restricted, pursuant to Policy 2.16 Accumulated Operating Surplus (Reserve), under the Reserve category of Operations Spanning Multiple Years, in order to account for the John Barsby turf field contribution over the 10-year contractual term. 

  CARRIED UNANIMOUSLY

8.9

Mark Walsh, Secretary Treasurer

Re: SOFI Report

Mark Walsh presented the 2022/23 SOFI Report.  In accordance with the Financial Information Act (the “Act”), each school district is required to prepare a Statement of Financial Information (SOFI) for each fiscal year within six months of the end of the fiscal year.  An Action Sheet is attached to the Agenda.

• B23/12/13-06
  IT WAS MOVED BY Trustee Brzovic
  IT WAS SECONDED BY Trustee Morvay

  The Business Committee recommends that the Board of Education of School District No. 68 (Nanaimo-Ladysmith) approve the School District Statement of Financial Information (SOFI Report), as presented, for the year ending June 30, 2023.

  CARRIED UNANIMOUSLY

9.

CORRESPONDENCE REFERRED FROM THE REGULAR BOARD MEETING

There was none. 

10.

UNFINISHED BUSINESS

There was none. 

11.

NEW BUSINESS

There was none. 

12.

FOR 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 this evening. 

14.

ADJOURNMENT

The meeting adjourned at 7:58 pm.

• B23/12/13-07
  IT WAS MOVED BY Trustee Brzovic
  IT WAS SECONDED BY Trustee Bailey

  That the meeting be adjourned.

  CARRIED UNANIMOUSLY