THE BOARD OF EDUCATION OF SCHOOL DISTRICT 68

MINUTES OF THE REGULAR BOARD MEETING

Wednesday, September 28, 2022

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

ONLINE MICROSOFT TEAMS MEETING

Trustees

• J. Stanley, Vice-Chair
• T. Brzovic
• S. Higginson
• G. Keller
• B. Robinson
• C. O'Neill
• E. Wilkinson
• N. Bailey

Absent

• C. McKay, Chair

Staff

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

Absent

• S. Saywell, Superintendent/CEO

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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 6:06 pm.

2.

TRANSFER OF ITEMS TO OPEN MEETING AGENDA

There was none. 

3.

ADDITIONS

• R22/09/28-01
  IT WAS MOVED BY Trustee O'Neill
  IT WAS SECONDED BY Trustee Bailey

  That Traffic Safety Concerns be added under New Business as item 12.2

  CARRIED UNANIMOUSLY
• R22/09/28-02
  IT WAS MOVED BY Trustee Higginson
  IT WAS SECONDED BY Trustee Keller

  That Advocacy Letter be added under New Business as item 12.3

  CARRIED UNANIMOUSLY

4.

DELETIONS

There were no deletions. 

5.

CHANGE IN ORDER

There was no change in order. 

6.

APPROVAL OF THE AGENDA

• R22/09/28-03
  IT WAS MOVED BY Trustee O'Neill
  IT WAS SECONDED BY Trustee Brzovic

  That the Agenda be approved.

  CARRIED UNANIMOUSLY

7.

APPROVAL OF THE MINUTES

• R22/09/28-04
  IT WAS MOVED BY Trustee Keller
  IT WAS SECONDED BY Trustee Brzovic

  That the minutes from the Regular Board of Education meeting held on June 22, 2022 and the Special Board of Education Meetings held on July 6, 2022 and August 31, 2022, be adopted.

  CARRIED UNANIMOUSLY

8.

SECTION 72(3) REPORT

8.1

Section 72(3) Report 

• R22/09/28-05
  IT WAS MOVED BY Trustee O'Neill
  IT WAS SECONDED BY Trustee Wilkinson

  That the Section 72(3) Report from the Closed Board of Education meeting on June 22, 2022 and the Special Closed Board meetings on July 6, 2022, August 31, 2022, and September 14, 2022, be received.

  CARRIED UNANIMOUSLY

9.

ANNOUNCEMENTS AND REMINDERS

Education Committee Meeting: October 5, 2022

Business Committee Meeting: October 12, 2022

Board of Education Meeting: October 26, 2022

Statutory Holiday: September 30, 2022 (National Day for Truth & Reconciliation)

                              October 10, 2022 (Thanksgiving)

Non-Instructional Days: October 21 and 24, 2022

10.

PRESENTATIONS

10.1

Randerson Ridge Elementary School Traffic Committee

Re: Safer Schools Drop off Zone

Jessica Popein, on behalf of the Randerson Ridge Elementary School Traffic Committee, presented a Safer Schools Drop Off Zone Program.  The presentation is attached to the Agenda.  

• R22/09/28-06
  IT WAS MOVED BY Trustee Keller
  IT WAS SECONDED BY Trustee Robinson

  That this item be referred to New Business as item 12.4.

  CARRIED UNANIMOUSLY

11.

CORRESPONDENCE

11.1

BCTF Education Funding Brief 2023

• R22/09/28-07
  IT WAS MOVED BY Trustee Higginson
  IT WAS SECONDED BY Trustee O'Neill

  That the Board of Education of School District No. 68 (Nanaimo-Ladysmith) receive and file the correspondence from the BCTF.

  CARRIED UNANIMOUSLY

11.2

 Before and After School Childcare

D. Steward; MM; 

• R22/09/28-08
  IT WAS MOVED BY Trustee O'Neill
  IT WAS SECONDED BY Trustee Bailey

  That the Board of Education of School District No. 68 (Nanaimo-Ladysmith) refer the above correspondence regarding Before and After School Care to the Board Chair for response.

  CARRIED UNANIMOUSLY

11.3

Jennifer Whiteside, Minister of Education and Childcare

1. Student and Family Affordability Fund
2. Housing for School District Employees

• R22/09/28-09
  IT WAS MOVED BY Trustee Keller
  IT WAS SECONDED BY Trustee Wilkinson

  That the Board of Education of School District No. 68 (Nanaimo-Ladysmith) receive and file the correspondence from Minister Whiteside.

  CARRIED UNANIMOUSLY

11.4

Electric School Buses

P. Molchan; L. Butler; C. Leary; A. Hutchinson; G. Granau; B. Batchelor; F. Deverell; D. Varga; B. Stewart; J. Ashley

• R22/09/28-10
  IT WAS MOVED BY Trustee Keller
  IT WAS SECONDED BY Trustee O'Neill

  That the Board of Education of School District No. 68 (Nanaimo-Ladysmith) refer the above correspondence regarding Electric School Buses to the Board Chair for response.

  CARRIED UNANIMOUSLY

11.5

North Oyster - Diamond Ratepayers Association 

Re: Ecole North Oyster - Water Supply

• IT WAS MOVED BY Trustee Keller
  IT WAS SECONDED BY Trustee O'Neill

  That the Board of Education of School District No. 68 (Nanaimo-Ladysmith) refer the above correspondence from North Oyster - Diamond Ratepayers Association to staff for response. 

   
• R22/09/28-11
  IT WAS MOVED BY Trustee Bailey
  IT WAS SECONDED BY Trustee Brzovic

  That the motion on the correspondence be referred to New Business

  OPPOSED BY: Trustee O'Neill

  CARRIED
• R22/09/28-12
  IT WAS MOVED BY Trustee Keller
  IT WAS SECONDED BY Trustee Brzovic

  That the discussion on this correspondence be moved to New Business.

  Opposed by: Trustee O'Neill

  CARRIED

12.

NEW BUSINESS

12.1

Mark Walsh, Secretary-Treasurer and KPMG

Re: Audited Financial Statements

• R22/09/28-13
  IT WAS MOVED BY Trustee Higginson
  IT WAS SECONDED BY Trustee Keller

  That the Board of Education of School District No. 68 (Nanaimo-Ladysmith) receive and approve the 2021-2022 Audited Financial Statements.

  CARRIED UNANIMOUSLY

12.2

Trustee Jessica Stanley

Re: Traffic Safety Concerns

Trustee Stanley turned the Chair over to Trustee Keller for the discussion and vote on this item. Following the motion, Trustee Stanley assumed the Chair. 

Trustee Stanley expressed concerns around traffic safety for schools located outside of municipal boundaries. 

• R22/09/28-14
  IT WAS MOVED BY Trustee Stanley
  IT WAS SECONDED BY Trustee O'Neill

  That the Board of Education of School District No. 68 (Nanaimo-Ladysmith) ask the Board Chair to write a letter to the Ministry of Transportation and Infrastructure acknowledging the community safety concerns in Cedar and South Wellington and ask that crosswalks used by children along walking routes to school and to bus stops be repainted. Further, that crosswalks along Cedar Rd at Gould Rd and, at Furn Rd, on Holden Corso at McMillian, and on Morden Rd at South Wellington Rd be noted as crosswalks of particular concern at this time.

  CARRIED UNANIMOUSLY

12.3

Trustee Stephanie Higginson

Re: Advocacy Letter for Exempt Compensation 

Trustee Higginson discussed funding concerns with respect to wage increases for exempt staff. 

• R22/09/28-15
  IT WAS MOVED BY Trustee Higginson
  IT WAS SECONDED BY Trustee Bailey

  That the Board of Education of School District No. 68 (Nanaimo-Ladysmith) write a letter to the Minister of Finance and Minister of Education and Child Care to request that boards of education receive funding to support exempt staff compensation raises in the same way the the provincial government provides funds to support negotiated wage increases for unionized staff.

   

  CARRIED UNANIMOUSLY

12.4

Trustee Greg Keller

Re: Randerson Ridge - Safer Schools Drop off Zone

• R22/09/28-16
  IT WAS MOVED BY Trustee Keller
  IT WAS SECONDED BY Trustee Higginson

  That the Board of Education of School District No. 68 (Nanaimo-Ladysmith) request staff to review the Randerson Ridge Elementary School Safer Schools Drop of Zone submission and provide an action sheet to the Business Committee outlining the potential next steps to consider in implementing the proposed changes and achieving the Randerson Ridge Elementary School – Parent Advisory Committee Traffic Team’s stated goals.

  CARRIED UNANIMOUSLY

12.5

Ecole North Oyster - Water Supply

Senior staff provided information on water testing at Ecole North Oyster.

• R22/09/28-17
  IT WAS MOVED BY Trustee Higginson
  IT WAS SECONDED BY Trustee Wilkinson

  That the Board of Education of School District No. 68 (Nanaimo-Ladysmith) refer the correspondence from Diamond Ratepayers Association to staff for response and to provide the Board with a copy of that response. 

  CARRIED UNANIMOUSLY

12.6

Board Correspondence from North Oyster - Diamond Ratepayers Association

Re: Ecole North Oyster - Water Supply

 

The correspondence was addressed under item 12.5.

13.

SENIOR STAFF REPORTS

13.1

Shawn Johnston, Executive Director of Human Resources

Re:  Equity, Diversity and Inclusion Framework - Update

Shawn Johnston provided an update on the development of the District's EDI Framework.  An Information Sheet is attached to the Agenda.   

13.2

Scott Saywell, Superintendent

Re: Enhancing Student Learning Report

Mark Walsh provided an updated Enhancing Student Learning Report. The Enhancing Student Learning Reporting Order requires Boards to submit to the Ministry of Education and Child Care by September 30, 2022.

• R22/09/28-18
  IT WAS MOVED BY Trustee Higginson
  IT WAS SECONDED BY Trustee O'Neill

  That the Board of Education of School District No. 68 (Nanaimo-Ladysmith) approve the 2021/2022 Enhancing Student Learning Report to be submitted to the Ministry of Education and Child Care by September 30, 2022.

  CARRIED UNANIMOUSLY

13.3

Mark Walsh, Secretary-Treasurer

Re: Policy Committee Work Plan 2022-2023

Mark Walsh presented the Policy Committee Work Plan for 2022-2023 for the Board's consideration. 

• R22/09/28-19
  IT WAS MOVED BY Trustee O'Neill
  IT WAS SECONDED BY Trustee Keller

  That the Board of Education of School District No. 68 (Nanaimo-Ladysmith) approve the Policy Committee Work Plan for 2022-2023.

  CARRIED UNANIMOUSLY

13.4

Mark Walsh, Secretary-Treasurer

Re: 2021-2022 Surplus Allocation 

Mark Walsh brought forward an issue that has come to light as the District approaches its September 30 enrollment reporting date that has raised concerns about funding levels associated with enrollment. An Information Sheet outlining these concerns and an alternative recommended motion to the current motion before the Board from the Business Committee is attached to the Agenda.

• R22/09/28-20
  IT WAS MOVED BY Trustee Keller
  IT WAS SECONDED BY Trustee Bailey

  That the Board of Education of School District No. 68 (Nanaimo-Ladysmith) approve the recommendations contained in the Business Committee Action Sheet dated September 14, 2022, to allocate the unrestricted surplus to support the Board’s goals, except that the Board shall only transfer $1,000,000 to local capital and the remaining $1,000,000 be maintained in unrestricted operating surplus.

   

  CARRIED UNANIMOUSLY

14.

COMMITTEE REPORTS

14.1

Business Committee

14.1.1

Exempt Compensation Reporting

• R22/09/28-21
  IT WAS MOVED BY Trustee Keller
  IT WAS SECONDED BY Trustee O'Neill

  That the Board of Education of School District No. 68 (Nanaimo-Ladysmith) receive the Executive Compensation Report as information and direct the Board Chair to sign an Attestation letter acknowledging compensation paid to executive staff during the 2021/2022 fiscal year.

  CARRIED UNANIMOUSLY

14.1.2

Before and After School Child Care

• R22/09/28-22
  IT WAS MOVED BY Trustee Keller
  IT WAS SECONDED BY Trustee Bailey

  That the Board of Education of School District No. 68 (Nanaimo-Ladysmith) direct staff to prepare a pilot before and after school care program for September 2023 based on the requirements as outlined in the Business Committee Action Sheet dated September 14, 2022, and report progress to the Board prior to final implementation.

  CARRIED UNANIMOUSLY

14.1.3

2021-2022 Surplus Allocation

This item was addressed under item 13.4.

14.2

Education Committee

There was none. 

15.

UNFINISHED BUSINESS

15.1

Scott Saywell, Superintendent

Re: Environmental Sustainability Action Plan - Consultation Feedback

Trustee Stanley turned the Chair over to Trustee Keller for the discussion and vote on this item.  Following the motion, Trustee Stanley assumed the Chair.

Mark Walsh and Trustee Stanley provided an update on the consultation feedback on the Environmental Sustainability Action Plan.  An Action Sheet, together with the feedback received, is attached to the Agenda. 

• R22/09/28-23
  IT WAS MOVED BY Trustee Stanley
  IT WAS SECONDED BY Trustee O'Neill

  That the Board of Education of School District No. 68 (Nanaimo-Ladysmith) adopt the attached draft Environmental Sustainability Action Plan.

  CARRIED UNANIMOUSLY

15.2

Mark Walsh, Secretary-Treasurer

Re: Board Governance Policies

Mark Walsh provided an update on the consultation feedback on the revised Draft Policy 2.5 - Board Committees Representation and Annual Workplan and revised Draft Policy 2.6 – Board Meeting Procedures.  An Information Sheet, together with the draft revised policies are attached to the Agenda. 

• R22/09/28-24
  IT WAS MOVED BY Trustee O'Neill
  IT WAS SECONDED BY Trustee Keller

  That the Board of Education of School District No. 68 (Nanaimo-Ladysmith) adopt Board Governance Policies 2.5 - Board Committees Representation and Annual Work Plan and 2.6 - Board Meeting Procedures. 

  CARRIED UNANIMOUSLY

16.

FOR INFORMATION

16.1

Board Motions Report

The Board Motions Report was received as information. 

16.2

Trustee Committee Reports

There were no Committee Reports.

17.

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. 

18.

ADJOURNMENT

The meeting adjourned at 8:36 pm.

• R22/09/28-25
  IT WAS MOVED BY Trustee O'Neill
  IT WAS SECONDED BY Trustee Robinson

  That the meeting be adjourned.  

  CARRIED UNANIMOUSLY