Coventry Hills School Council Meeting



AGENDA

Coventry Hills School Council – Annual General Meeting

September 11, 2014

6:30 P.M. Learning Commons (Library)

In attendance: L. Baerg, D. Stewart, D. Tetley, C. Thomas, S. Hauser, B. Addai, K. Gudmundson, J. Yau, N. David, C. Patrick, P. Gorman, N. Aijaz, G. Rude, J, Cooling, A. Webster, C. Gerard, J. Rose, J. Strandlund, A. Kiefer, M. Parkin, M. Pelling, T. Leukefeld

1. Welcome

• Meeting called to order by J. Sheltens at 6:35pm

• J. Sheltens introduced council. M. Parkin was introduced, as she is not only Co-Chair at Coventry but also the Chair at Nose Creek. M. Pelling, G. Rude and T. Lay were introduced as well

2. Approval of Agenda for meeting & May Minutes

• J. Sheltens asked for someone to approve minutes

• S. Hauser – first

• A. Kiefer – second

• Consensus made by the majority of those in attendance to approve minutes

3. Matters Arising from the Minutes

• No matters brought forward

4. Report – Principal (Melody Pelling)

• M. Pelling mentioned that the school year has started relatively smooth

• Numbers/Projections for student population was projected at 626, the number is presently 609.

• M. Pelling spoke about how Sept 30 is the date that determines what the final budget will be. This is when M. Pelling will know if she will have the budget for more staff, etc.

• Maternity Leave / Temporary Teachers

o 4 Teachers are still away on Maternity, parental or medical leaves

▪ Kandra Kaufield (Francine Nayyar)

▪ Karen Starr (Susan Armstrong)

▪ Melissa Fitzpatrick (Rebecca Noelle)

▪ Judy Hartley (Kristi Fagnan)

• Educational Assistants – Maria Mowlavi has extended her leave by a full year and her position will be posted shortly.

• Lunch Room changes – Leanne Cretain and Tracy Gale-Hansen are welcomed as Lunch Room Supervisors

• Upcoming Events

o Meet the Teacher Conferences – September 18/19

o Terry Fox Run and BBQ – September 24

▪ This will be similar to last year, however the cost will be $3

▪ Paperwork will be different this year as there is a blanket permission form

• Parent Teacher Interviews and Reporting

o Have adopted a new system, one that is free to CBE schools

o Nose Creek was already using the system Coventry is changing to

o This year there will be 3 face to fact parent meetings and 2 report cards

o September, November and March will be interview months

o January and June will be when report cards are sent out

• School and Activity Fees were kept the same this year. Teachers are in the process of planning and booking all of their off-site activities

• There are no longer Provincial Tests for Grade 3’s. All Grade 3 students within the CBE will take the Student Learner Assessment (SLA) as part of the pilot that CBE is involved with. Will be done Sep 29-Oct 10.

• Wish list items include bussing, Synervoice and Projection Technology. The school is going to look to council to help fund the bigger ticket items.

• Communication

o All teachers, except a few have made their blogs. RSS feed – click on it so that the updates go straight to your email accounts.

o The plan is to continue with weekly Synervoice updates, delivered on the weekend

o Newsletters take alot of time, M. Pelling asked about bi-monthly. The calendar would go out monthly still. As there were no strong objections, M. Pelling will start doing them bi-monthly.

• Litterless Lunch

o There is an extraordinary amount of food that gets thrown out each day, unknowingly to parents – the school feels that about 50% of the students likely throw out at least one item a day.

o The staff worked hard with the students last year to teach them about not wasting, talking to parents, etc, to reduce the waste – and staff saw little change

o With 450 students in the lunchroom, there was no feasible way to monitor what was being disposed of without entirely removing garbage cans

o Staff has been working with the students again this year to teach them how to pack up their unused food so that they do not make a mess in their lunch bags

o Baggies are available to the students if they are not able to finish what has been packed in their lunch bags and do not have other Tupperware or something in their lunch bags.

5. Report – Assistant Principal & Teacher Liaison (Gail Rude)

• Nothing to report at this time

6. Report – Treasurer (Amanda Kiefer)

• Remove $2630.95 as it was not spent in the CHEFS – CASINO account, re-allocate for this year.

• Remove $425.13 as it was not spent for Grade 3 wish list

• Remove $10,000 for outside performers

• CASINO account has $68,348.72 (this is to be used for 2 years as we only get a casino every second school year)

• CHEFS account has $27,326.13

• Asked to allocate $500 from the legion – needs to be allocated towards books for the library

• Asked to allocate up to $600 for insurance that is due in November (council sponsored activities)

• A. Kiefer went back and saw that “p-cards” (purchase cards) were bought for each teacher in the amount of $100. This included both kindergarten classes. Asked council if this would be something we would want to do again?

• This was the last report from A. Kiefer as she is stepping down (

• J. Strandlund had an idea of how to spend money – suggestion of having t-shirts or vests or something that would help volunteers keep track of the students that they have with them on field trips. Suggestion of mesh pinnies was made. N. David was going to look into cost of pinnies or options

• A. Kiefer reported that at the end of the school year the financials need to be audited. A. Kiefer asked for 2 people to volunteer to do this: C. Thomas and husband volunteered.

7. Report – Chair (Jennifer Sheltens)

• J. Sheltens spoke about some of the fundraising that happened last year including: Popcorn Day, SUTP Coupon Books, Coco Brooks Pizza, Family Stickers, Popsicle Days, Family Dance and the Casino

• J. Sheltens spoke about some of the items that council supported last year including: Artists in Residency, busses for field trips, p-cards, At Risk Rescue Station, fridge magnets, RAZ kids subscription and the Virtues Project.

• J. Sheltens is wanting to change Council by-laws to operating procedures. This will be done by council and will be available, 21 days prior to next meeting.

• Outdoor space – cudos given, it is looking lovely! Sculpture has arrived!!! Signage is in on and explains how to use the sun dial.

• Society return, J. Sheltens will be filing after the meeting

• J. Sheltens – asked N. David to inquire about staff shirts as well

8. Report – Popcorn Day (Myshella Parkin)

• The first few dates for Popcorn Day will be October 29, November 26. M.Parkin will send home a letter to explain the process.

• M. Parkin needs someone to help her organize Popcorn Day

o One hour every day of the week to count money.

o Day of sorting is another volunteer opportunity.

o These volunteer shifts are during the day at Coventry School.

9. Report – Fundraising (Lisa Goodwin)

• Not present

• J. Sheltens reported that coupon book fundraising forms will be sent out soon. M. Pelling wanted to have the fee requests out to parents first

• Letter with all of the fundraising ideas will be going out soon detailing what fundraising the school will be doing throughout the year. A request was made to have the fundraising spread over the year? Comment that Pizza being offered 2 times a year was good.

10. Current Business

• Allocations and removals

o J. Sheltens asked for up to $300 be allocated to buy dinner for the teachers (CHEFS) - Motion forwarded L. Baerg, seconded by C. Patrick

o J. Sheltens asked for up to $1000 be allocated to buy more At Risk and Rescue Stations (CHEFS) - Motion forwarded by S. Hauser, and seconded by J. Rose

o J. Sheltens asked to have $4000 be removed from Outside Performers and allocate $10,000 to CPO Peter and the Wolf Field Trip (CASINO) - Motion forwarded by C. Gerard and seconded by L. Baerg

o J. Sheltens asked for $500 be allocated to the Learning Commons (CHEFS) – Motion forwarded by L. Baerg and seconded by C. Thomas

o J. Sheltens asked for up to $600 be allocated for Insurance (CHEFS) - Motion forwarded by C. Thomas and seconded by L. Baerg

o J. Sheltens asked for $6000.00 be allocated for bussing (CASINO) - Motion forwarded by J. Rose and seconded by L. Baerg

o J. Sheltens asked for $100 be allocated for teacher p-cards up to $3200 (CHEFS) – Motion forwarded by C. Gerard and seconded by C. Thomas

o J. Sheltens asked for up to $1400 be allocated for Synervoice (CHEFS) - Motion forwarded by S. Hauser and seconded by C. Thomas

11. Any other current business or concerns

• Voting for Elected Positions:

o Co-Chair goes from March to March. M. Parkins was voted in during last school year.

o Chair term is from September to September. Is there anyone that would like to run for chair? J. Sheltens nominated – Motion forwarded by A. Kiefer and seconded by S. Hauser. All in favour? Consensus made by the majority of those in attendance.

o Secretary term is from September to September. Is there anyone that would like to run for Secretary? T. Leukefeld nominated – Motion forwarded by A. Kiefer and seconded by L. Baerg. All in favour? Consensus made by the majority of those in attendance.

o Treasurer term is from September to September. Is there anyone that would like to run for Treasurer? J. Sheltens brought forward name of B. Addai. B. Addai said yes. Motion forwarded by J.Sheltens and seconded by L. Baerg. All in favour? Consensus made by the majority of those in attendance.

o J. Sheltens asked to have A. Kiefer removed as Treasurer of both (CHEFS and CASINO accounts and signing authority). As well as to add B. Addai as having signing authority on both of these accounts. Motion forwarded by S. Hauser and seconded by L. Baerg. All in favour? Consensus made by the majority of those in attendance.

12. Adjournment: 8:17pm

13. Next Meeting: November 13, 2014

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