PUBLIC MEETING AGENDA Board of Education

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opportunities for all students of all ages.

PUBLIC MEETING AGENDA

Board of Education

School District No. 43 (Coquitlam) District Office, Board Room

550 Poirier Street Coquitlam, BC

July 5, 2016

7:30 pm – Regular Board Meeting

ACKNOWLEDGEMENT OF TERRITORY A. ACCEPTANCE OF AGENDA

B. INTRODUCTIONS

a) Partner Groups: SLC, DPAC, CUPE, CMG, CTA, CPVPA

b) Media

c) District Leadership Team

C. PRESENTATIONS / DELEGATIONS a) Recognition of Coquitlam Teachers’ Association President, Charley King

D. APPROVAL OF CONSENT AGENDA (7:45 pm) a) Approval of June 7, 2016 Regular Board Meeting Minutes

b) Notice of Motion (none)

c) Trustee Calendar Planning Report for Information (Pages 4-5)

d) Trustee Reports for Information (Pages 6-7)

e) Board Annual Work Plan for Approval (Pages 8-19)

f) Smiling Creek Elementary School Contract Tender Award for Approval (Page 20)

g) Banting Middle School Contract Tender Award for Information (Page 21)

h) Administrative Procedures Review Update for Information (Page 22) E. RESPONSE TO PREVIOUS DELEGATIONS F. DISTRICT STAFF REPORTS (7:50 pm)

a) Superintendent Patricia Gartland i) News & Events (15 minutes)

b) Secretary-Treasurer i) School Naming for 3456 Princeton Avenue, Coquitlam Ivano Cecchini (Pages 23-25) (20 minutes)

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Page 2 Board of Education of School District No. 43 July 5, 2016 Regular Board Agenda F. DISTRICT STAFF REPORTS CONTINUED

b) Secretary-Treasurer Continued ii) Capital Plan Bylaw No. 15/16-CP-SD43-01 Ivano Cecchini (Pages 26-29) (10 minutes) 1. Motion required to hold all three readings of bylaw at this meeting 2. Three readings, final passage and adoption of bylaw

iii) Moody Middle Encumbrance Bylaw Ivano Cecchini (Pages 30-31) (10 minutes) 1. Motion required to hold all three readings of bylaw at this meeting 2. Three readings, final passage and adoption of bylaw

iv) Wireless Project Capital Bylaw Stephen Whiffin (Pages 32-34) (15 minutes) 1. Motion required to hold all three readings of bylaw at this meeting 2. Three readings, final passage and adoption of bylaw

G. EDUCATION

H. UNFINISHED BUSINESS I. QUESTION PERIOD (9:00 pm) (10 minutes) (for questions that relate to agenda items only) a) Trustees

b) Gallery J. NEW BUSINESS (9:10 pm) a) Non-Teaching Pension Plan Audited Financial Statements Chris Nicolls (Pages 35-51) (15 minutes)

b) Evaluation of Consent Agenda Mark Ferrari (Pages 52-56) (15 minutes) K. BCSTA ITEMS / BUSINESS (9:40 pm)

a) Metro Report Trustee Denison i) Learning Forward Conference 2016 Chair Shirra

b) BCPSEA Report Trustees Cahoon & Palmer Isaak

c) Provincial Council Report Trustee Hobson

d) DPAC Report Trustees Sowden, Denison & Cahoon

e) SLC Report Trustee Hobson

L. QUESTION PERIOD (9:50 pm) (10 minutes)

(for questions that relate to agenda items only) a) Trustees

b) Gallery M. ADJOURNMENT (10:00 pm)

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Page 3 Board of Education of School District No. 43 July 5, 2016 Regular Board Agenda

ANNOUNCEMENT – NEXT BOARD MEETING:

September 13, 2016 – 7:30 p.m.

Regular Board Meeting

Location: District Office – Board Room

550 Poirier Street, Coquitlam, BC

Contacts regarding agenda items:

Judy Shirra, Chair – 604-944-6155 Patricia Gartland, Superintendent – 604-939-9201 Mark Ferrari, Secretary Treasurer – 604-939-9201 Alisha Walsh, Executive Assistant – 604-939-9201

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BOARD OF EDUCATION CALENDAR PLANNING

JULY 5, 2016

DATE MEETING LOCATION TIME

SEPTEMBER 2016

13 Board Meeting District Office, Board Room 7:30 pm

OCTOBER 2016


13-14 BCPSEA Symposium Coast Coal Harbour Hotel All day


NOVEMBER 2016


24 District Long Term Service Recognition Event Westwood Plateau 4:00 pm


DECEMBER 2016

3-7 BCSTA Learning Forward Conference Vancouver Convention Centre All day

JANUARY 2017



FEBRUARY 2017

7 Board Meeting (tentative) District Office, Board Room 7:30 pm


APRIL 2017


11 Board Meeting (Special: Budget) TBC 7:00 pm

18 Board Meeting (Special: Budget) TBC 7:00 pm

20-23 BCSTA Annual General Meeting 2017 Sheraton Richmond All day

25 Board Meeting TBC 7:30 pm

MAY 2017


JUNE 2017



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SCHOOL DISTRICT NO. 43 (COQUITLAM)

Office of the Secretary-Treasurer

MEMORANDUM

TO: Board of Education

FROM: Mark Ferrari, Secretary-Treasurer

DATE: July 5, 2016

SUBJECT: Record of In-Camera Meetings

The Board of Education reported that the following items were dealt with at an In-Camera Meeting held on May 17, 2016.

1. Approval of previous minutes.

2. A Standing Committee Report was dealt with.

3. Land Matters were dealt with.

4. Financial Matters were dealt with. The Board of Education reported that the following item was dealt with at a Special In-Camera Meeting held on May 31, 2016.

1. Personnel Matters were dealt with.

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Board of Education

School District No. 43 (Coquitlam)

TRUSTEE REPORTS

July 5, 2016

Trustee Carol Cahoon participated in the following activities, events and meetings:

June 2 – “Spoken Word” judge at Riverside Secondary, Port Coquitlam

June 3 – Coquitlam Principal and Vice Principal Retirement event at Westwood Plateau Golf & Country Club, Coquitlam

June 4 – “Relay for Life” opening ceremony at Percy Perry Stadium, Coquitlam

June 6 – Liaison school visit to James Park Elementary, Port Coquitlam

June 6 – Principal Karen Jensen Retirement event at Port Moody Secondary School, Port Moody

June 7 – Student Leadership Council Meeting “Open House” at Winslow Centre, Coquitlam

June 8 – “Welcome to Kindergarten” at Central Elementary, Port Coquitlam

June 8 – “Staff Appreciation” Banting Middle School, Coquitlam

June 8 – 2016 Youth Art Engagement Project presented by Children of the Street Society in the Winslow Gallery, Coquitlam

June 9 – Lieutenant Govenor Honourable Judith Guichon presenting a first ever “Enthusiasm and Spirit Award” to Ranch Park students for their 2016 “Sing Me A Song program” submission “A Little Thanks” at Ranch Park Elementary, Coquitlam

June 9 – Observed examples of the work of staff and students embracing the new curriculum and inquiry based learning at Lord Baden-Powell Elementary in Coquitlam

June 9 – SD43’s Annual Retirement event at the Hard Rock Casino, Coquitlam

June 10 – “Sports Day” at Roy Stibbs Elementary, Coquitlam

June 10 – Board of Education Meeting with local MLA’s

June 14 – “Parent Appreciation Tea” at Westwood Elementary, Port Coquitlam

June 14 – Year end band concert at Hillcrest Middle School, Coquitlam

June 15 – School Visit to Aspenwood Elementary, Port Moody

June 15 – Non - Teaching Retirees Luncheon, Winslow Gallery Room, Coquitlam

June 16 – Monthly Metro BCSTA Meeting at School Board Office in New Westminster

June 16 – Aboriginal Education Honouring Ceremony at the Hard Rock Casino, Coquitlam

June 16 – iHub Graduation at the Inlet Theatre, Port Moody

June 17 – “A Singular Sensation / Final Bow” on Centennials Theatre Stage, Coquitlam

June 18 – Port Moody Secondary Graduation Ceremony at the Orpheum, Vancouver

June 21 – Public Sector Non-Profit Organization Seminar at the Four Seasons Hotel, Vancouver

June 22 – Year End Band performance at Banting Middle School, Coquitlam

June 23 – Kindergarten/Grade 1 Assembly at Westwood Elementary, Port Coquitlam

June 23 – “Good Bye” presentation by staff and students for Principal Frank Pearse at Birchland Elementary, Port Coquitlam

June 23 – Board of Education and City of Coquitlam meeting, Coquitlam City Hall

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June 23 – Graduation Ceremony for Continuing Education, Customized Learning Centre and Coquitlam Open Learning held at the Inlet Theatre, Port Moody

June 26 – Gleneagle Secondary Commencement Ceremony at the Orpheum, Vancouver

June 27 – Year end assembly at Aspenwood Elementary, Port Moody

June 27 – CABE Graduation Ceremony, Hard Rock Casino Coquitlam

June 28 – Grade 8 Leaving Ceremony at Banting Middle School, Coquitlam Trustee Barb Hobson participated in the following activities, events and meetings:

June 3 – Visited Suwa’lkh

June 4 – Cancer Society’s Relay for Life at Percy Perry Stadium

June 7 – Gleneagle Secondary to attend visit from Japanese Consul General

June 9 – Board hosted Annual Retirement Reception & Dinner

June 10 – Meeting between Board and MLA’s Reimer, Robinson and Wickens

June 16 – Aboriginal Education Honouring Ceremony

June 16 – Inquiry Hub Graduation Ceremony

June 21 – Finance Committee

June 22 - Met with Gleneagle’s Japanese Club President

June 23 – Board/City of Coquitlam Liaison Meeting

June 24 – In-Camera Board Meeting

June 24 – Mundy Road Elementary for 70th Birthday Celebration

June 26 – Gleneagle Graduation Ceremony

June 27 - C.A.B.E. Graduation Ceremony

June 28 – John McCullough’s Retirement celebration

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Office of the Secretary Treasurer

MEMORANDUM


FROM: Mark Ferrari, Secretary Treasurer

DATE: July 5, 2016

SUBJECT: Board Annual Work Plan

COPIED TO: District Leadership Team

Recommended Action: That the Board of Education approve the Board Annual Work Plan for the

2016-17 school year.

Background: The Annual Work Plan provides an overview of the content and items for Board review

or approval on a monthly basis. It is developed in consultation with members of the District

Leadership Team based on project timelines and reporting deadlines.

The Annual Work Plan is a fluid document that helps guide Board meeting planning and is subject to

change based on project timelines and emergent issues.

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BOARD OF EDUCATION ANNUAL WORK PLAN 2016-17

Board of Education Annual Work Plan Page 1 of 11

Month Items

SEPTEMBER

In Service:

Communications Plan

In Camera:

Financial Statements and year end position

Internal audit report

Public Sector Executive Compensation Report

Review audit report and management letter and CEO’s internal report

Review Audited Financial Statements (Q4)

Review terms of engagement for appointment or reappointment of auditor

Schools Protection Plan (SPP) claims

Public:

Approve five year capital plan submission to Ministry

Approve terms of engagement for appointment or reappointment of auditor

Continuing Education summer report

Facilities summer work report

International Education summer report

Notification of annual school calendar

Provide direction through Board’s rep to BCSTA Provincial Council meeting regarding provincial policy matters

Public Sector Executive Compensation Report

Review and approve Audited Financial Statements (Q4)

Review audit report and management letter and CEO’s internal report

Review Board goals and advocacy plan

Safe and orderly schools

Select policies for annual review process

United Way kick off (delegation)

World Teachers’ Day (CTA delegation)

Event:

Board picture (following election year)

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Month Items

OCTOBER

In Service:

Inclusion: EA Support and Alternate Learning Environments for Special Needs Students

Working Session:

Budget contingencies planning

In Camera:

KEV Update Report

Principal and VP Selection Process

Public:

Approve Action Plans for Learning (APL)

Approve annual school calendar

Approve Eligible School Site Proposal (ESSP)

Enrolment report

Reconsider budget implications of final September enrolment figures

Staffing report

Trustee representation at Remembrance Day services

Events:

BCPSEA Symposium

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Month Items

NOVEMBER

Public:

Review fiscal monitoring report (Q1)

Event:

Remembrance Day services

District Long Service Recognition Event

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Month Items

DECEMBER (meeting will be held in late November)

In Camera:

Budget process for April public consultation

Receive Principal and VP assignments and reassignments for 2nd semester

Public:

Approve budget process and principles, decision making criteria and assumptions for creation of annual budget

Approve holdback funding for following year

Approve SOFI report

Elect Chair and Vice Chair

Trustee representation on committees

Event:

BCSTA Learning Forward Conference

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Month Items

JANUARY

Public:

Budget planning process and timeline/meeting dates (if not already done)

Circulation of draft plan budget process to school planning councils

Framework for Enhancing Student Learning Annual Update

Provide direction through Board rep to BCSTA Provincial Council meeting regarding provincial policy matters

Event:

BCPSEA AGM

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Month Annual Items

FEBRUARY

In Camera:

Amended budget (1st meeting in February)

Capital budget report

Q2 report (1st meeting in February)

Trustee indemnity

Public:

Approve amended budget bylaw (including EFB liability obligation; 2nd meeting in February)

Enrolment projections report (2nd meeting in February)

Q2 report (2nd meeting in February)

Review policy positions for submission to BCSTA convention

Trustee representation at commencement ceremonies (2nd meeting in February)

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Month Items

MARCH 2017 (meeting will be held in late February)

Public:

Receive budget funding report from Ministry

Review budget process planning for April meetings

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Month Items

APRIL

In Camera:

Carbon Neutral Capital Program (CNCP) (1st regular meeting)

Presentation of preliminary budget (1st regular meeting)

Q3 report (2nd regular meeting)

Public:

Budget presentations by delegations (2nd special meeting)

Final budget presentation and approval (2nd regular meeting)

Presentation of preliminary budget; open house following meeting (1st special meeting)

Presentation of Secondary School Apprenticeship Scholarships (2nd regular meeting)

Twitter chat (between special budget meetings)

Event:

BCSTA AGM

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Month Items

MAY

In Camera:

Receive administrative appointments for information

Receive Principal and Vice Principal reassignments for information

Public:

Approve Non-Teaching Pension Plan Audited Financial Statements

Q3 report

Receive schedule of Board meetings for next school year

Welcome to Kindergarten or Strong Start presentation

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Month Items

JUNE

Working Session:

Develop and approve annual Board advocacy plan

In Camera:

FOI summary Report

Pension admin report

Public:

Approve annual Board work plan

Approve Trustee School Liaison Assignments

Board development plan

Board self-evaluation

FOI Summary Report

International Education report

Q4 report (2nd meeting in June)

Use of surplus: restricted/debt repayment/unfunded liabilities

Events:

Commencement ceremonies

CPVPA Retirement Dinner

Employee Retirement dinner

JULY

Meetings held at the call of the Chair AUGUST

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Month Items

ONGOING THROUGHOUT SCHOOL YEAR

Advance Board positions through BCPSEA

Advance District positions and priorities through BCSTA Metro Branch meetings

AP Review Report (as needed)

Approve acquisition of school sites (capital reserves)

Approve Board/Authority Authorized Courses

Approve disposition of real property (lands and buildings)

Approve naming of educational facilities

Approve tender selection for contracts greater than $7.5M

Board working session and in service meetings as necessary

Cities and Villages Liaison Committee meetings

Hear appeals as needed

Learning, Land and Neighbourhoods

Meetings with MLAs and MPs

Meetings with Partner Groups

Ratify MOAs with bargaining units

Respond to media requests regarding governance matters

Review DLT portfolios

Trustee attendance at school functions (as invited)

Trustee professional development

Trustees will contact MLAs periodically

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MEMORANDUM

TO: Mark Ferrari, Secretary-Treasurer

FROM: Ivano Cecchini, Assistant Secretary-Treasurer

DATE: July 5, 2016

SUBJECT: Smiling Creek Elementary School Contract Tender Award


Recommended Action: That the Board of Education approve the contract tender award for the construction of the Smiling Creek elementary school. Background: As per Administrative Procedure 514 Purchasing, and Administrative Procedure 515 Signing Officers and Authority, the process was followed for the tendering and recommended awarding of the construction of the Smiling Creek elementary school. The tender documents for the above project was provided to seven prequalified vendors. The tender closed on June 16, 2016 and three bids were received. After a careful analysis, the lowest bid was found compliant. The District therefore recommends the awarding of the Smiling Creek elementary school construction project contract to Yellowridge Construction Ltd., in the amount of $14,194,000 excluding applicable taxes.

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MEMORANDUM



DATE: July 5, 2016

SUBJECT: Banting Middle School Contract Tender Award


Recommended Action: That the Board of Education receive for information the contract tender award for the partial demolition and alterations to Banting Middle School. Background: As per Administrative Procedure 514 Purchasing, and Administrative Procedure 515 Signing Officers and Authority, the process was followed for the tendering and recommended awarding of the partial demolition and alterations to Banting Middle School. The above project was advertised on the BC Bid website and the Journal of Commerce. One bidder responded to the tender call which closed on June 22, 2016, and after careful review, the bid was found compliant. The District therefore awarded the Banting Middle School partial demolition and alterations project contract to NY Construction Management Ltd., in the amount of $799,900 excluding applicable taxes.

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School District No. 43 (Coquitlam)

M E M O R A N D U M

TO: Patricia Gartland, Superintendent

FROM: Peter Chevrier, Manager, Community Relations

DATE: June 30, 2016

RE: Administrative Procedures Review Update

For the Board’s Information Here is an update on the ongoing Administrative Procedures (AP) review. These 23 APs and 4 associated forms have been reviewed and subject to their review status, they remain unchanged, deleted, revised, or rewritten. All updated APs are published online and being communicated to stakeholders.

AP 312 Fire Protection and Safety No changes. No Change

AP 316 Student Accidents / Injuries Changes to report filing and notification. Addition of 2 new support documents / forms F316-1, F316-2. Revise

F316-1 Concussion Information Updated form to align with its updated AP 316 Revise

F316-2 Neck and Back Injury Information Updated form to align with its updated AP 316 Revise

AP 318 Management of Lice in Schools No changes. No Change

AP 361 Secondary Transcript of Marks and Dogwood Graduation Certificates Clarify free fee for current graduating students and small fee for previous graduates. Revise

AP 165 Personal, Discriminatory and Sexual Harassment To reflect new LGBTQ and harassment info, to be specifically focused on students, and renumbered from AP165 to 356 (student section). Revise

AP 560 Joint Municipal / Board Use No changes. No Change

AP 519 Vandalism Costs Personnel titles update. Revise

AP 566 Field Lighting by Community Groups Not needed as these requests occur so infrequently. When they do, they are handled on a case-by-case basis, and usually accompany a new field. Delete

AP 265 Reconsideration of Resource Materials which are Challenged No changes. No Change

AP 405 Employees’ Disclosures Not required based on BCSTA legal recommendation as it is covered in other APs (AP 406 – Conflict of Interest Guidelines) Delete

AP 410 Vandalism or Hit & Run – Employees’ Motor Vehicles

This AP is replaced by 528 and moved from HR (400) to Business category (500). It provides reimbursement levels and deadlines also. Delete

AP 528 Employee Vehicle Damage This new AP replaces AP 410 and is moved from HR (400) to Business category (500). New

F528-1 Vehicle Damage Form - Deductible Reimbursement Form Rename and minor changes Revise

AP 504 School Allocations and Carry Forward

A new AP that replaces AP 501, 502, 503 [with name change from Outdoor Ed. Assistance] as the allocations of funds provided by the Board can be used at the discretion of the Principal unless specifically targeted. Rewrite

F504-1 School Allocations and Carry Forward Updated form to align with its updated AP 504 Revise

AP 501 Equipment Replacement No longer relevant and replaced by AP 504 as a major rewrite. Delete

AP 502 Graduation Assistance Grant No longer relevant and replaced by AP 504 as a major rewrite. Delete

AP 503 Transportation Grant to Schools No longer relevant and replaced by AP 504 as a major rewrite. Delete

AP 131 School Year and Day Revisions to align with School Calendar Regulations School Act. Rewrite

AP 300 Student Registration Revised to reference updated forms. Revise

AP 311 Earthquake / Emergency / Disaster Planning Small revisions referencing correctly named documents. Revise

AP 540 Purchase of School Site No changes No Change

AP 350 Student Transportation Conduct Not required. Focuses on buses and we do not use buses anymore for the most part. Covered under other APs that guide student behavior. Delete

AP 506 General Banking A new AP to establish the authority of the Secretary-Treasurer over banking determination and decisions for the school district, including School Bank Accounts. New

AP 507 Internal Audit New AP to outline Internal Audit requirements and procedures to promote accountability and best practices in school operations. New

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MEMORANDUM

TO: Mark Ferrari, Secretary-Treasurer Patricia Gartland, Superintendent

FROM: Ivano Cecchini, Assistant Secretary-Treasurer, Facilities and Planning Services Devon Ross, Acting Principal, Facilities Initiatives

DATE:

June 30, 2016

SUBJECT: School Naming for 3456 Princeton Avenue, Coquitlam

COPIED TO: DLT

Recommendation: That the Board of Education accepts and considers the recommended submissions from the School Naming Committee for the elementary school to be located at 3456 Princeton Avenue, Coquitlam. The recommended name submissions from the School Naming Committee are: Black Bear Elementary, Burke Mountain Elementary, and Smiling Creek Elementary. Background as per Administrative Procedure 542: The School Naming Committee is made up of partner representatives, a DLT member, Communications Manager, and Principal of Facilities Initiatives. The Committee requested submissions for a school name along with a rationale by placing announcements in schools and emailed out, on our website, on our social media, and an ad in the local newspaper. The Committee received a good response to the request. For the selection criteria, the Committee followed AP 542. The unique names submitted were:

Black Bear Elementary

Burke Mountain Elementary

Burke Top Elementary

Captain George Richards Elementary

Dave Barrett Elementary

David Suzuki Elementary

Edmund Burke Elementary

Eleanor Ward Elementary

Lui Passaglia Elementary

Michael Cuccione Elementary

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Pinecone Elementary

Princeton Elementary

Queenston Park Elementary

Schooly McSchoolface Elementary

Sky View Elementary

Smiling Creek Elementary

Vermont Elementary Committee Process:

Committee members reviewed the name submissions and rationales.

Detailed discussion around submissions and rationales occurred.

Submissions and rationales were voted on and then further discussions occurred as the shortlisting process continued.

The committee decided to put forward three names to the Superintendent for recommendation to the Board for final approval.

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School District No. 43 (Coquitlam) Page 1

Administrative Procedure 542

NAMING NEW SCHOOLS

Background The school is the focus of the community for education, activities and identity. By naming the school in recognition of the community, the District encourages community pride and involvement. The naming of new schools may coincide with the geographic location of the school. Procedures 1. The District School Naming Committee will be coordinated through of the Office of

the Assistant Secretary-Treasurer for Facilities and Planning Services. This committee has the responsibility of recommending names for new schools. The Committee will seek suggestions for school names from students, employee groups, families, community members, and municipalities for consideration and appropriateness as a school name.

2. The selection of a name for a new school shall take place following receipt of

construction funding and approval from the Ministry of Education so that all future references in correspondence, publications, design drawings, and specifications contain the correct names.

3. When the Committee’s work has been finalized, a small list of recommended names

for the new school will be submitted to the Superintendent for recommendation to the Board for final approval.

Reference: Section 65, 85, School Act Last revised: March 2016

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MEMORANDUM



DATE: July 5, 2016

SUBJECT: Capital Plan Bylaw


Recommended Action: That the Board of Education, at its July 5th meeting, pass a motion to hold all three readings and have all three readings, final passage and adoption of the Capital Plan Bylaw No. 15/16-CP-SD43-01. Background: The Ministry of Education recently revised its bylaw policy and annual capital plan approval process. The new process no longer requires bylaws for individual projects and instead requires one bylaw that adopts the 2015/16 capital plan. The Capital Plan Bylaw No. 15/16-CP-SD43-01 provides for Board of Education adoption of the Ministry approved Capital Plan 2015/16 as per the attached Ministry letter of May 24, 2016. It is important to note that the Ministry letter is advising of Ministry support for advancing school project development and that project timelines and funding commitments are still pending. In addition, the dates included in the letter for school project next steps and timing may be altered due to various project components. As well, the 2016/17 Capital Plan submission has been extended further to September 30, 2016.

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CAPITAL BYLAW NO. 15/16-CP-SD43-01 CAPITAL PLAN 2015/16

A BYLAW by the Board of Education of School District No. 43 (Coquitlam) (hereinafter called the "Board") to adopt a Capital Plan of the Board pursuant to Sections 143 (2) and 144 (1) of the School Act, R.S.B.C. 1996, c. 412 as amended from time to time (called the “Act”). WHEREAS in accordance with provisions of the School Act the Minister of Education (hereinafter called the "Minister") has approved the Board’s Capital Plan. NOW THEREFORE the Board agrees to the following: (a) authorizes the Secretary-Treasurer to execute project agreements related to the expenditures contemplated

by the Capital Plan; (b) upon approval to proceed, commence the Project and proceed diligently and use its best efforts to complete

each Project substantially as directed by the Minister; (c) observe and comply with any rule, policy or regulation of the Minister as may be applicable to the Board or the

Project(s); and, (d) maintain proper books of account, and other information and documents with respect to the affairs of the

Project(s), as may be prescribed by the Minister. NOW THEREFORE the Board enacts as follows: 1. The Capital Bylaw of the Board approved by the Minister that specifies the supported projects in the Ministry’s

letter of 05/24/2016 from the 2015/16 Capital Plan is hereby adopted. 2. This Bylaw may be cited as School District No. 43 (Coquitlam) Capital Bylaw No. 15/16-CP-SD43-01. READ A FIRST TIME THE 5TH DAY OF JULY, 2016; READ A SECOND TIME THE 5TH DAY OF JULY, 2016; READ A THIRD TIME, PASSED AND ADOPTED THE 5TH DAY OF JULY, 2016. _________________________________ Board Chair _________________________________ Secretary-Treasurer I HEREBY CERTIFY this to be a true and original School District No. 43 (Coquitlam) Capital Bylaw No. 15/16-CP-SD43-01 adopted by the Board the 5th day of July, 2016. ____________________________________ Secretary-Treasurer

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MEMORANDUM



DATE: July 5, 2016

SUBJECT: Moody Middle Encumbrance Bylaw


Recommended Action: That the Board of Education, at its July 5th, 2016 meeting, pass a motion to hold all three readings and have all three readings, final passage and adoption of the Moody Middle Encumbrance Bylaw 2016. Background: As part of the construction at Moody Middle, a utility right of way will be required for services to the new school.

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THE BOARD OF EDUCATION OF SCHOOL DISTRICT NO. 43 (COQUITLAM)

MOODY MIDDLE ENCUMBRANCE BYLAW 2016

WHEREAS a board of education may dispose of land or improvements owned or administered by the board under the authority of Section 96(3) of the School Act, subject to the Orders of the Minister of Education (the “Minister”); AND WHEREAS Section 65(5) of the School Act requires a board of education to exercise a power with respect to the acquisition or disposal of property only by bylaw; AND WHEREAS:

(i) the granting of the Encumbrances does not require the Minister’s consent; and (ii) the Board is satisfied that the Encumbrances are reasonable and granting them will be in

the best interests of the Board. NOW THEREFORE be it resolved as a Bylaw of the Board that the granting by the Board of the Encumbrances for services to Moody Middle be and is hereby approved, ratified and confirmed; AND BE IT FURTHER resolved as a Bylaw of the Board that the Secretary-Treasurer be and is hereby authorized, on behalf of the Board to execute and deliver all documents required to grant the Encumbrances and that any documents previously executed and delivered by the Secretary-Treasurer in furtherance thereof be and are hereby approved, ratified and confirmed. This Bylaw may be cited as “School District No. 43 (Coquitlam) Moody Middle Encumbrance Bylaw 2016”. Read a first time the 5th day of July, 2016. Read a second time the 5th day of July, 2016. Read for a third time, passed and adopted the 5th day of July, 2016. Board Chair Secretary-Treasurer I HEREBY CERTIFY this to be a true original of School District No. 43 (Coquitlam) Moody Middle Encumbrance Bylaw 2016, adopted by the Board the 5th day of July, 2016. Secretary-Treasurer

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MEMORANDUM


FROM: Stephen Whiffin, Associate Director of Instruction, Learning & Information Services

DATE: July 5, 2016

SUBJECT: Wireless Capital Project


Recommended Action: That the Board of Education pass a bylaw to provide support and funding for the Wireless Capital Project. Background: Reliable wireless access to network resources, including the Internet, has become a fundamental requirement for effective working and, more importantly, learning in modern education systems. The BC Education Plan and the changing nature of learning technologies dictate that investments are needed to update our wireless infrastructure and allow students and staff access to our recently modernized network. School District 43’s current wireless network has the following challenges:

• 70% of our Access Point models are over 10 years old and must be replaced • The existing model was designed to “cover” as much of the building as possible and assumed

limited numbers of devices accessing the network from any one place. This model does not work for current demands where “density” is required so that 30 students can all access at the same time from a single room.

• Improvements will be needed to maintain network security requirements • The existing model is labour intensive to maintain

To address these challenges, we have crafted a proposal based on the following guiding principles:

• Connectivity must be treated as a utility – always on • Must have reliable coverage in all places where learning is taking place • Must have capacity (density) to support all students actively using at least one device • Infrastructure investment: building for a decade • Understand site-specific limitations – there are trade-offs to be made • Leverage existing infrastructure to reduce cost • Ensure effective manageability (reduce operating costs)

With these principles in mind, we recommend an upgrade plan which includes:

• Use existing centralized control infrastructure to manage every AP in district to eliminate individual school controllers, reduce support costs and increase security at minimal cost

• Keep 200 existing access points • Add 1400 new compatible access points • Install 2 cables as much as practical to allow inexpensive future upgrade

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Costs for this project include:

Upgraded switching infrastructure: $690,000

Access Points to increase number to 1600 total: $849,000

Wiring and Mounting: $841,000

Project Total: $2,380,000

Funding for this project would come from local capital. The Finance department confirms that there is sufficient funds within the local capital reserve to support this project.

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WIRELESS CAPITAL PROJECT BYLAW 2016

A BYLAW by The Board of Education of School District No. 43 (Coquitlam) (the "Board") to adopt a local capital project pursuant to Section 141 (b)(i) of the School Act, R.S.B.C. 1996, c. 412 as amended from time to time (the “School Act”). WHEREAS the Board proposes to proceed with a local capital project for implementation of wireless technology in Board facilities (the “Project”) as described in the executive summary presented to the Board by Board staff (the “Project Description”), and to spend up to $2,380,000 on the Project in accordance with the Project Description. NOW THEREFORE the Board hereby adopts the following bylaw: 1. The Project as described in the Project Description and the expenditure of up to $2,380,000 on the Project

be and is hereby approved, and the Board:

(a) proceed diligently and use its best efforts to complete the Project substantially in accordance with the Project Description;

(b) observe and comply with any rule, policy or regulation of the Minister as may be applicable to the

Board or the Project; and, (c) maintain proper books of account, and other information and documents with respect to the affairs

of the Project, in accordance with good accounting practices, Board policies, the School Act and as may be prescribed by the Minister.

2, This Bylaw may be cited as School District No. 43 (Coquitlam) Wireless Capital Project Bylaw 2016. READ A FIRST TIME THE 5th DAY OF JULY, 2016; READ A SECOND TIME THE 5th DAY OF JULY, 2016; READ A THIRD TIME, PASSED AND ADOPTED THE 5th DAY OF JULY, 2016. _________________________________ Board Chair _________________________________ Secretary-Treasurer I HEREBY CERTIFY this to be a true and original School District No. 43 (Coquitlam) Wireless Capital Project Bylaw 2016 adopted by the Board the 5th day of July, 2016. ____________________________________ Secretary-Treasurer

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CORPORATE and FINANCIAL SERVICES DEPARTMENT

MEMORANDUM


FROM: Mark Ferrari, Secretary Treasurer and Chris Nicolls, Assistant Secretary Treasurer

DATE: July 5, 2016

SUBJECT: Non-Teaching Pension Plan (NTPP): Audited Financial Statements Dec 31, 2015

Recommendation: For the Board of Education to pass a motion: to receive and approve the Audited Financial Statements for the Non-Teaching Pension Plan for the period ending December 31, 2015. The financial statements for the Non-Teaching Pension Plan for the period ending December 31, 2015 have been prepared by District Finance staff and independently audited by Barkman & Tanaka in accordance with Canadian generally accepted auditing standards. They have provided a ‘clean’ opinion on these statements. The Non-Teaching Plan Retirement Committee reviewed the December 31, 2015 audited financial statements and passed the following motion at their June 9, 2016 committee meeting;

“…moved to receive the Audited Financial Statements for the year ended December 31, 2015 and recommend approval by the Board of Education.”

Following are a few highlights from the audited financial statements which have been prepared on a ‘going concern’ basis. Statement 1 – Statement of Financial Position

Total assets increased 2.2% from $152.9 million to $156.3 million ($3.4 million), primarily from investment returns for the year.

During this same period Pension obligations increased by $7.1 million.

The resulting difference of $3.7 million results in a decrease to the funded surplus with a balance at December 31, 2015 of $8.9 million.

Statement 2 – Statement of Changes in Net Assets Available for Benefits

Employer contributions to the Plan are down slightly to the previous year as a result of a full year of solvency exemption payments. Returns on investment are down considerably

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to the previous year ($10.9 million) due to flat market conditions and global equity underperformance.

Benefits paid increased 9.9% as the number of retirees increased.

Plan expenditures other than benefits increased by $294,000. The vast majority of this increase is associated with investment management fees – which are calculated as a percentage of investments under management, and incremental one-time costs associated with actions to comply with new regulatory requirements including an updated plan text document.

Notes to the Financial Statements An aspect of compliance with the new regulations is a significant expansion of the discussion pertaining to risk management – Note 9. This increases the complexity and time in the preparation of financial statements. Should you have any questions or require clarification on the statements we would be pleased to respond.

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Office of the Secretary Treasurer

MEMORANDUM


FROM: Mark Ferrari, Secretary Treasurer

DATE: July 5, 2016

SUBJECT: Evaluation of Consent Agenda

COPIED TO: Patricia Gartland, Superintendent

Recommended Action: That the Board of Education evaluate the use of the consent agenda.

Should the Board decide to continue using the consent agenda, it is recommended that the Board

pass a motion to adopt its use and provide notice of motion to revise policy 7 Board Operations, to

reflect this change in Board process.

Background: In January 2016, the Board of Education passed a motion to pilot the use of the

consent agenda for a six month period. The use of a consent agenda is common with many

governing bodies as it provides a means to expeditiously deal with routine, procedural or informational

items so that there is more time and energy for substantive issues. Consent agendas provide for the

removal of any item should a trustee request discussion on the item.

As the six month pilot period has come to an end, it is time for the Board to evaluate the use of the

consent agenda and determine how it would like to proceed.

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Office of the Secretary-Treasurer

MEMORANDUM


FROM: Mark Ferrari, Secretary-Treasurer

DATE: January 12, 2016

SUBJECT: Use of Consent Agenda

COPIED TO: Patricia Gartland, Superintendent

Recommended Action: That the Board of Education pass a motion to pilot the use of a consent agenda until July 1, 2016. Background: The use of a consent agenda is common with many governing bodies as it provides a means to expeditiously deal with routine and non-controversial items so that there is more time and energy for substantive issues. The information below provides information on consent agendas so that the Board can determine whether they would like to adopt their use on a pilot basis. What is a consent agenda? A consent agenda groups routine, procedural, informational and self-explanatory items typically found in agendas. The purpose of consent agendas is to make meetings efficient so that more focus can be placed on substantive issues. What normally is found on a consent agenda? Routine, informational and self-explanatory items are generally placed on the consent portion of the agenda. Some typical items include:

Approval of board and committee minutes

Correspondence requiring no action

Committee and staff reports

Updates or background reports provided for informational purposes only

Appointments requiring board confirmation

Final approval of proposals that have been thoroughly discussed previously, where the

board is comfortable with the implications

Dates of future meetings

What is the process for using a consent agenda? For a consent agenda to be effective, all documentation must be received by the Board in advance of the meeting, and the required action for each report must be clearly stated at the beginning of the report. Also, the agenda for the meeting will show all items on the consent agenda and the required action for each.

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It is important to note that not all Board members might agree on the items on a consent agenda. Therefore it is possible for any Board member to remove an item from the consent agenda should they want a discussion on the item. The process typically unfolds as follows:

The Board Chair will ask if anyone wishes to remove an item from the consent portion of

the agenda.

Any items which are removed are placed on the regular agenda.

The Board Chair then asks for a motion to accept the consent agenda.

Once the motion has been received, the Board Chair opens the floor for any questions or

discussion on the items remaining on the consent agenda. The understanding is that all

Board members have come prepared and, other than a quick comment or question, they

are comfortable voting for the items or they would have asked to have them removed.

The Board then votes on the motion and if passed, all items on the consent agenda are

considered to be passed.

It is recommended that should the Board want to proceed with the use of a consent agenda that they proceed with a 6 month pilot. At the end of the pilot the Board can evaluate whether they would want a consent agenda to form a regular part of the agenda. If this is the case then Policy 7 would be updated accordingly.

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POLICY 10

POLICY MAKING

Policy development is a key responsibility of the Board. Policies constitute the will of the Board in determining how the District will be operated. Policies provide effective direction and guidelines for the action of the Board, Superintendent, staff, students, electors and other agencies. Policies also serve as sources of information and guidelines to all who may be interested in or connected with the operation of the District. Adoption of new Board policies or revision of existing policies is solely the responsibility of the Board. The Board shall be guided in its approach to policy making by ensuring adherence to the requirements necessary to provide public education and compliance with the School Act and other provincial legislation. Further, the Board believes that the development and review of policies are enhanced when the process allows for the meaningful involvement of staff and other interested groups and persons. Board policies shall provide an appropriate balance between the responsibility of the Board to develop the broad guidelines to guide the District and the opportunity for the Superintendent to exercise professional judgment in the administration of the District. The Board shall adhere to the following stages in its approach to policy making:

1. Planning

The Board, in cooperation with the Superintendent, shall assess the need for a policy, as a result of its own monitoring activities or on the suggestion of others, and identify the critical attributes of each policy to be developed.

2. Development

The Board may develop the policy itself or could delegate the responsibility for development to the Superintendent. The process for the development and review of policies will allow for the participation of interested and concerned groups and individuals as appropriate to their circumstances.

3. Implementation

The Board is responsible for the implementation of policies governing its own processes. The Board and Superintendent share the responsibility for implementation of policies relating to the Board-Superintendent relationship. The Superintendent is responsible for the implementation of all other policies.

The Board, in cooperation with the Superintendent, shall evaluate each policy in a timely manner in order to determine whether or not it is meeting its intended purpose.

Specifically:

Policy development and approval will occur over a series of regular Board meetings where direction and/or opportunities for a consultation process may be provided, with review and possible amendment as follows:

1. Proposals to adopt, amend, or rescind a policy shall be initiated by notice of motion at a regular Board meeting. Such notice of motion will be accompanied by relevant

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background information and, as appropriate, recommendations for a consultative process which may include staff groups; or, school and community representatives.

2. At a subsequent meeting trustees, staff, or other groups, as appropriate, may offer input and reactions towards a draft policy.

3. Once input and reactions have been received, the Board will give direction on a timeline for a final draft policy to be brought forward to a regular Board meeting for:

3.1 final adoption, or

3.2 referral for additional amendments with adoption at a future meeting.

4. When appropriate, the Superintendent shall seek legal advice on the intent and the wording of the policy.

5. Adoption of a policy statement shall be by Board motion.

6. In the absence of existing policy, the Board may make decisions, by resolution, on matters affecting the administration, management, and operation of the District. Such decisions carry the weight of policy until such time as specific written policy is developed.

7. The Board may request the Superintendent to change an administrative procedure to a draft Board policy, and will provide the rationale for same.

8. The Superintendent must develop any administrative procedures specified in Policy 11 and may develop such other procedures as deemed necessary for the effective operation of the District; these must be in accordance with Board policies.

9. The Board may also repeal a policy and subsequently delegate the Superintendent authority over this area. The Superintendent may choose to then develop an administrative procedure relative to this matter.

10. All Board policies and administrative procedures shall be posted on the District’s website and distributed electronically to all Principals and central office staff.

11. The Board shall review each policy annually. Legal Reference: Section 85, School Act Board Minutes September 1993 Volume 35 page 261 Policy I-A-3 Board Policy Development June 2005 Volume 47 page 78 Policy 10 Policy Making March 2006 Volume 48 page 35

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Documents

PUBLIC MEETING AGENDA Board of Education