THE BOARD OF EDUCATION OF SCHOOL DISTRICT 68

MINUTES OF THE BUSINESS COMMITTEE MEETING

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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: Eden Wood
    NDTA Representative: Jeremy Inscho
    NSAA Representative: Theresa Kraeker

​​

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

 
  • B23/04/12-01
    IT WAS MOVED BYTrustee Robinson
    IT WAS SECONDED BYTrustee Lee

    That the Agenda be approved.

    CARRIED UNANIMOUSLY

6.
APPROVAL OF THE MINUTES

This item has attachments. 
1.March 2023.pdf
  • B23/04/12-02
    IT WAS MOVED BYTrustee Robinson
    IT WAS SECONDED BYTrustee Pellegrin

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

    CARRIED UNANIMOUSLY

7.
PRESENTATIONS

 

8.
SENIOR STAFF REPORTS

 

8.1
Mark Walsh, Secretary-Treasurer

This item has attachments. 
1.AS Audit Committee Bylaw.pdf
2.Appendix A 4.3Audit-Committee-Amended-Bylaw-No.-3-2002A.pdf
3.Amended 2.5-Board-Committees-Representation-and-Annual-Work-Plan.pdf

Re: Audit Committee and Policy Update 

Mark Walsh outlined a recommendation to the Policy Committee with respect to our finance related Policies and By-Law. Specifically, staff are recommending the deletion of a by-law and minor amendment to a Policy to incorporate aspects of the by-law being recommended for deletion. An Action Sheet is attached to the Agenda. 

  • B23/04/12-03
    IT WAS MOVED BYTrustee Keller
    IT WAS SECONDED BYTrustee Lee

    The Business Committee recommends that the Board of Education of School District No. 68 (Nanaimo-Ladysmith) receive the Draft Revised Policy 2.5 – Board Committees Representation and Annual Workplan and provide notice that Bylaw 4.2 – Audit Committee Amended Bylaw No. 3-2202A be deleted 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

8.2
Mark Walsh, Secretary-Treasurer and Kylie Lowe, Director of Finance

This item has attachments. 
1.IS Internal Audit.pdf
2.Internal Audit Procedures.pdf

Re: Internal Audit

Mark Walsh outlined the internal audit process and how the Board will be made aware of results.  An Information Sheet is attached to the Agenda.

8.3
Mark Walsh, Secretary-Treasurer

This item has attachments. 
1.AS City of Nanaimo SRW at Chase River ver 2.pdf
2.Appendix A - Bylaw - Chase River Elementary - Statutory Right of Way.pdf
3.Appendix C - Key Plan of the School Site to Orientate Reader.pdf
4.Appendix B - Chase River SROW Terms of Instrument.pdf

Re: Chase River Elementary Right of Way and Covenant Bylaw

Mark Walsh advised that the City of Nanaimo has requested access to a portion of the Childcare at the Chase River Elementary site for the purpose of checking and maintaining a new water meter. An Action Sheet is attached to the Agenda. 

  • B23/04/12-04
    IT WAS MOVED BYTrustee Morvay
    IT WAS SECONDED BYTrustee Robinson

    The Business Committee recommends that the Board of Education of School District No. 68 (Nanaimo-Ladysmith) pass all three readings of the Bylaw, cited as “Chase River Elementary School Waterworks Right-of-Way and Covenant Bylaw, 2023” in one meeting, and that the Board of Education of School District No.68 (Nanaimo-Ladysmith) adopt the Bylaw cited as "Chase River Elementary School Waterworks Right-of-Way and Covenant Bylaw, 2023” during the April 26, 2023 Regular Board meeting.

    CARRIED UNANIMOUSLY

8.4
Mark Walsh, Secretary-Treasurer

This item has attachments. 
1.AS City of Nanaimo SRW at Forest Park ver 2.pdf
2.Appendix A - Bylaw - Forest Park Elementary - Statutory Right of Way.pdf
3.Appendix B - Forest Park SROW Terms of Instrument.pdf
4.Appendix C - Forest Park Key Plan of the School Site to Orientate Reader.pdf

Re: Forest Park Statutory Right of Way and Covenant Bylaw

Mark Walsh advised that the City of Nanaimo has requested access to a portion of the Forest Park Elementary site for the purpose of checking and maintaining a new water meter. An Action Sheet is attached to the Agenda. 

  • B23/04/12-05
    IT WAS MOVED BYTrustee Robinson
    IT WAS SECONDED BYTrustee Keller

    The Business Committee recommends that the Board of Education of School District No. 68 (Nanaimo-Ladysmith) pass all three readings of the Bylaw, cited as “Forest Park Elementary School Waterworks Right-of-Way and Covenant Bylaw, 2023” in one meeting, and that the Board of Education of School District No.68 (Nanaimo-Ladysmith) adopt the Bylaw cited as "Forest Park Elementary School Waterworks Right-of-Way and Covenant Bylaw, 2023”, during the April 26, 2023, Regular Board meeting.

    CARRIED UNANIMOUSLY

8.5
Mark Walsh, Secretary-Treasurer and Pete Sabo, Executive Director of Planning & Operations

This item has attachments. 
1.AS Capital Plan Bylaw.pdf
2.SD68 CapitalPlans_2023_24_Response Letter.pdf
3.SD68_CapitalPlans_2023_24_AnnualProgramsFundingAgreement.pdf
4.Appendix C Capital Plan Bylaw.pdf

Re: Capital Plan 

Mark Walsh presented the Capital Bylaw No. 2023/24 CPSD68-01 for discussion and consideration. An Action Sheet together with the draft bylaw is attached to the Agenda.

  • B23/04/12-06
    IT WAS MOVED BYTrustee Morvay
    IT WAS SECONDED BYTrustee Pellegrin

    The Business Committee recommends that that Board of Education of School District No. 68 (Nanaimo-Ladysmith) give all three readings of the Capital Bylaw No. 2023/24-CPSD68-01 in one meeting and adopt Capital Plan Bylaw No. 2023/24-CPSD68-01.

    CARRIED UNANIMOUSLY

8.6
Mark Walsh, Secretary-Treasurer

This item has attachments. 
1.IS LRFP.pdf
2.Monitoring_our_Progress.pdf

Re: LRFP Update 

Mark Walsh provided a report outlining the progress on the Board’s Long Range Facilities Plan.  The Report and an Information Sheet are attached to the Agenda.

8.7
Mark Walsh, Secretary-Treasurer

This item has attachments. 
1.AS International Student Programs.pdf

Re: International Student Elementary School Program 

Mark Walsh provided background information on the District's international education program and requested Board direction on the expansion of the K-7 program.  An Information Sheet is attached to the Agenda.

  • B23/04/12-07
    IT WAS MOVED BYTrustee Robinson
    IT WAS SECONDED BYTrustee Pellegrin

    The Business Committee recommends that the Board of Education of School District No. 68 (Nanaimo-Ladysmith) approve the expansion of the International Student Elementary School Program.

    CARRIED UNANIMOUSLY

8.8
Mark Walsh, Secretary-Treasurer and Taunia Sutton, Director of Finance

This item has attachments. 
1.IS - 2023-24 Preliminary Annual Budget Overview.pdf

Re: Preliminary Budget Summary 

Mark Walsh and Taunia Sutton outlined the basis for how the preliminary budget will be built and presented the 2023/24 preliminary annual operating budget.  An Information Sheet is attached to the Agenda. 

8.9
Mark Walsh, Secretary Treasurer, Jacquie Poulin, Assistant Superintendent, Diane McGonigle, District Principal

This item has attachments. 
1.AS Before and After School Program Pilot.pdf

Re: Before and After School Care Program Pilot

Mark Walsh outlined steps the District has taken with respect to a pilot before and after school care program for September 2023 and requested the Board's approval to proceed.  An Action Sheet is attached to the Agenda.

  • B23/04/12-08
    IT WAS MOVED BYTrustee Keller
    IT WAS SECONDED BYTrustee Bailey

    The Business Committee recommends that the Board of Education of School District No. 68 (Nanaimo-Ladysmith) approve proceeding with a pilot before and after school program staffed by District staff on a cost recovery basis, subject to an agreement with CUPE that the pilot is on a without prejudice basis, at Pleasant Valley Elementary and Ecole Hammond Bay.

    CARRIED UNANIMOUSLY
  • B23/04/12-09
    IT WAS MOVED BYTrustee Robinson
    IT WAS SECONDED BYTrustee Morvay

    The Business Committee recommends that the Board of Education of School District No. 68 (Nanaimo-Ladysmith) advocate to the Ministry of Education and Child Care for additional financial supports to cover the increased costs associated with providing accessible before and after school care.

    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 

 

There was none. 

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 7:48 pm.

  • B23/04/12-10
    IT WAS MOVED BYTrustee Bailey
    IT WAS SECONDED BYTrustee Robinson

    That the meeting be adjourned.

    CARRIED UNANIMOUSLY
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