07 - business committee meeting - 11 apr 2018

THE BOARD OF EDUCATION OF SCHOOL DISTRICT 68

BUSINESS COMMITTEE MEETING

TO BE HELD WEDNESDAY, APRIL 11, 2018 – 6:00 PM

BOARD ROOM

A G E N D A . CALL TO ORDER

The Chair will call the meeting to order and recognizes that tonight’s meeting is being held on the traditional territory of the Snuneymuxw people.

2. ADDITIONS TO THE AGENDA

3. DELETIONS TO THE AGENDA

4. CHANGE IN ORDER

5. APPROVAL OF THE AGENDA

6. APPROVAL OF THE MINUTES

6.1 Minutes - March 7, 2018

That the minutes from the Business Committee meeting held March 7, 2018, be approved.

06 - Mar 7 2018

3 - 5

7. PRESENTATIONS

8. SENIOR STAFF REPORTS

8.1 Secretary-Treasurer McVeigh and Director of Planning and Operations Sabo Re: Appointment of Architect - Ecole Hammond Bay Elementary Expansion

AS - Appointment of Architect – École Hammond Bay Elementary Expansion

6 - 7

8.2 Secretary-Treasurer McVeigh Re: Special Education Audit Report

Special Education Audit Report Final

8 - 13

8.3 Secretary-Treasurer McVeigh Re: Operating Surplus/Deficit Policy

Operating Surplus / Deficit Policy

14 - 29

8.4 Superintendent Blain Re: Review of Budget Strategies, Requested Presentations, Q&A

Focus Schools Presentation

NSAA Presentation

30 - 49

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http://sd68.civicweb.net/FileStorage/D005153C43484CD4967DCCA0D5DD320B-AS%20-%20Appointment%20of%20Architect%20–%20École%20Hammond%20Bay%20.pdf

http://sd68.civicweb.net/FileStorage/D005153C43484CD4967DCCA0D5DD320B-AS%20-%20Appointment%20of%20Architect%20–%20École%20Hammond%20Bay%20.pdf

Please note that the proceedings of this meeting are being recorded to assist in the preparation of the minutes of the meeting. The recording of this meeting are records of the School District, as defined in the Freedom

of Information and Protection of Privacy Act, and as such may be the subject of access requests under the Act.

Page

8.5 Director of Planning and Operations Sabo Re: Rutherford/FJN Transportation

IS - Rutherford - FJN Transportation

Rutherford - FJN Transportation Presentation

50 - 71

9. CORRESPONDENCE REFERRED FROM REGULAR BOARD MEETING

10. UNFINISHED BUSINESS

10.1 Secretary- Treasurer McVeigh Re: Memorial Plaque for June Harrison

11. NEW BUSINESS

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. Questions and responses will be included in the video of the meeting and the meeting minutes and will be part of the public record.

Forms are available in the information rack near the entrance of the Board Room

14. ADJOURNMENT

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THE BOARD OF EDUCATION OF SCHOOL DISTRICT 68

MINUTES OF BUSINESS COMMITTEE MEETING

HELD MARCH 7, 2018

PRESENT:

Trustees

S. Kimler, Chair

J. Solomon, Vice-Chair

T. Brzovic

S. Higginson

B. Robinson

ABSENT:

J. Brennan

N. Bob

S. Rae

N. Routley

Staff

J. Blain, Superintendent/CEO

C. McVeigh, Secretary-Treasurer

S. Saywell, Assistant Superintendent

D. Burgos, Executive Director of Communications

K. Matthews, Senior Executive Assistant

IN ATTENDANCE

D. Wood, NDTA Rep

S. Fielden, CUPE Rep

A. Cameron, DPAC Rep

W. Dirksen, DASG Rep

Meeting No. B06

CALL TO ORDER The Chair called the meeting to order at 6:00 pm and recognized that tonight’s meeting is being held on the traditional territory of the Snuneymuxw people.

ADDITIONS TO THE AGENDA There were none.

DELETIONS TO THE AGENDA

Folio

BC18/03/07-01

That Memorial Plaque for June Harrison be deleted from the Agenda.

CARRIED UNANIMOUSLY

CHANGE IN ORDER There were none.

APPROVAL OF THE AGENDA

Folio That the Agenda be approved.

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Minutes of the Business Committee Meeting held March 7, 2018

BC18/03/07-02

CARRIED UNANIMOUSLY

APPROVAL OF THE MINUTES

Minutes - February 14, 2018

Folio

BC18/03/07-03

That the minutes from the Business Committee meeting held February 14, 2018, be approved.

CARRIED UNANIMOUSLY

PRESENTATIONS

NDTA (20 minutes) NDTA President D. Wood presented to the Board. The presentation is attached to the Agenda.

SENIOR STAFF REPORTS

Superintendent Blain

Re: Local School Calendar 2018-2019

IT WAS MOVED BY Trustee Solomon IT WAS SECONDED BY Trustee Brzovic

Folio

BC18/03/07-04

That the Business Committee recommend that the Board of Education of School District No. 68 (Nanaimo-Ladysmith) approve the attached draft 2018/19 Local School Calendar, in principle, while discussions continue with NDTA, CUPE, Calendar Committee and the Nacu Mat Tatulat Committee, to bring forward a finalized document to the regular March Board meeting. This adjustment to process will maintain the Ministry timeline for calendars to be submitted by March 31, 2018.

CARRIED UNANIMOUSLY

Director of Planning and Operations Sabo and Facilities Planning Manager Ross

Re: AFG Plan

Director of Planning and Operations Sabo and Facilities Planning Manager Ross presented the proposed 2018-2019 AFG Plan. The presentation is attached to the Agenda.

IT WAS MOVED BY Trustee Higginson IT WAS SECONDED BY Trustee Brzovic

Folio

BC18/03/07-05

That the Board of Education of School District No. 68 (Nanaimo-Ladysmith) receive for information the attached Proposed 2018-2019 AFG Plan.

CARRIED UNANIMOUSLY

Director of Planning & Operations Sabo

Re: Harewood Interpretive Board

Director of Planning and Operations Sabo gave an update on the Harewood Interpretive Board. The presentation is attached to the Agenda.

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Minutes of the Business Committee Meeting held March 7, 2018

CORRESPONDENCE REFERRED FROM REGULAR BOARD MEETING

There was none.

UNFINISHED BUSINESS There was none.

NEW BUSINESS There was none.

FOR INFORMATION

QUESTION PERIOD There were none.

ADJOURNMENT

That the meeting be adjourned.

The meeting adjourned at 7:17 pm.

IT WAS MOVED BY Trustee Brzovic IT WAS SECONDED BY Trustee Higgison

Folio

BC18/03/07-06

CARRIED UNANIMOUSLY

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NANAIMO LADYSMITH PUBLIC SCHOOLS

BUSINESS COMMITTEE

ACTION SHEET DATE: April 11, 2018 TO: Business Committee FROM: Carrie McVeigh, Secretary-Treasurer and

Pete Sabo, Director of Planning and Operations SUBJECT: Appointment of Architect – École Hammond Bay Elementary Expansion Reference: Ministry Response to the Annual Five Year Capital Plan submission for 2018/19 Dated March 26, 2018. Recommendation:

The Business Committee recommends that the Board of Education of School District No. 68 (Nanaimo-Ladysmith) direct staff to award the contract to KMBR Architects Planners Inc. for the design and construction supervision for the expansion of École Hammond Bay Elementary subject to the successful negotiation of a client/architect agreement.

Background: KMBR were retained as consultants to develop a Project Definition Report (PDR) for the expansion of the Gymnasium, which included a thorough site/building analysis along with estimated project cost. KMBR also completed a master plan process for the optimum expansion of the building. This report was completed in January 2017. On February 14, 2018, the Business Committee recommended to the Board of Education that the Board direct staff to begin the École Hammond Bay gym expansion project with funding to come from Local Capital surplus. On February 21, this work was awarded to KMBR. On March 26, the Ministry of Education in its 18/19 Capital Plan Response letter supported the École Hammond Bay Classroom Expansion Project and requested the submission of a PDR (Project Development Report) be submitted by September, 2018 for consideration of Ministry funding.

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Discussion: In respect of the Board’s urgency to commence this project and in consideration of District

Administrative Procedure 513 (Purchasing) and AP501 (Selection of Architect), staff recommends

a variance to the tendering requirements for the sole sourcing of an Architect by engaging the

services of KMBR to provide fu l l design services in a prime consulting role.

Given that KMBR were the consultants who prepared the initial PIR and master plan and were

awarded the gym expansion architecture work, the District will realize savings in costs, as well as

design consistency and project efficiencies by continuing with this firm through the design and

construction of the addition.

KMBR would assume the role of Prime consultant and lead a team of qualified sub-consultants in preparing the PDR. KMBR have substantial experience in elementary school planning and construction for the District including additions to Hammond Bay, Randerson Ridge and Cinnabar Valley.

Staff recommends that KMBR be engaged immediately to permit the appropriate level of District

input/involvement and to ensure that planning and design are completed in the most efficient

manner and that the required PDR is submitted in a timely manner.

The gym design and construction will continue as a separate project and will be completed

concurrently with the PDR completion for the expansion of classroom space at École Hammond

Bay.

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Ministry of Education

Resource Management and Executive Financial Office Division School District Financial Reporting Unit

Mailing Address: PO BOX 9151 STN PROV GOVT VICTORIA BC V8W 9H1 Telephone: (250) 415-1073 Facsimile: (250) 953-4985

Location: 620 Superior Street Victoria BC CANADA http://www.bced.gov.bc.ca

CLIFF#200989 March 27, 2018 VIA EMAIL John Blain, Superintendent/CEO School District No. 68 (Nanaimo-Ladysmith) 395 Wakesiah Avenue Nanaimo BC V9R 3K6 [email protected] Dear Mr. Blain: Re: 2017/18 Special Education Compliance Audit Final Report The Ministry of Education has concluded the 2017/18 Special Education Compliance Audit in your School District. The audit report detailing the auditors’ observations and recommendations is included for your review. Should you disagree with these findings, you may appeal the decision within 30 calendar days from the date of this letter. Appeals must be submitted in writing with documentation to support the appeal to Joanne Armstrong, Compliance Program Manager, School District Financial Reporting Unit. Appeals received later than April 30, 2018 will not be accepted. On behalf of the Ministry of Education, please convey my gratitude to your staff for the cooperation and hospitality shown towards the auditors. If you have any questions regarding the audit, please contact Joanne Armstrong at (250) 356-2789. Yours sincerely,

Ian H. Aaron, CPA (CA), MBA Director pc: Carrie McVeigh, Acting Secretary-Treasurer [email protected] Bob Esliger, Assistant Superintendent-Diversity and Equity [email protected]

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mailto:[email protected]



Ministry of Education Resource Management and Executive Financial Office Division

School District Financial Reporting Unit

2017/18 Special Education Enrolment Audit

AUDIT REPORT

SCHOOL DISTRICT No. 68 (Nanaimo-Ladysmith)

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2017/18 SPECIAL EDUCATION ENROLMENT AUDIT REPORT SCHOOL DISTRICT No. 68 (Nanaimo-Ladysmith)

Background The Ministry of Education funds boards of education based on the boards’ reported enrolment as of September 30th each year and supplemental Special Needs classifications in September and February. The boards report students with special needs to the Ministry on Form 1701: Student Data Collection (Form 1701). In the 2017/18 school year, school boards reported 29,359 students enrolled in the low incidence supplemental special education funding categories at September 2017. School District No. 68 (Nanaimo-Ladysmith) reported 683 students in the supplemental special education funding categories as of September 29, 2017. For the purpose of this compliance audit, School District No.68 (Nanaimo-Ladysmith) reported 14 student claims in the Physically Dependent Category (Code A), one student claim reported in the Deafblind Category (Code B), 43 student claims in the Moderate to Profound Intellectual Disability Category (Code C), 145 student claims in the Physical Disability or Chronic Health Impairment Category (Code D), five student claims in the Visual Impairment Category (Code E), ten student claims in the Deaf or Hard of Hearing Category (Code F), 226 student claims in the Autism Spectrum Disorder Category (Code G), and 239 student claims in the Intensive Behavior Intervention/Serious Mental Illness Category (Code H). The Ministry of Education annually conducts Special Education enrolment audits, in selected school districts, to verify reported enrolment on Form 1701. School districts are selected for audit based on a variety of factors, including the length of time since their last audit, the district’s incidence levels compared to the provincial incidence levels, and changes in enrolment. Purpose The purpose of the Special Education enrolment audit is to provide assurance to the Ministry of Education and boards of education that school districts are complying with the instructions contained in Form 1701: Student Data Collection, Completion Instructions for Public Schools and Ministry policies are being followed. The audit also provides assurance that the students reported are receiving the service and have been placed in the appropriate special education category, as per the Special Education Services: A Manual of Policies, Procedures and Guidelines (April 2016). Description of the Audit Process A Special Education enrolment audit was conducted in School District No. 68 (Nanaimo-Ladysmith) during the week of November 15, 2017. This audit was to follow up on the recommendations of the District’s 2010/11 Special Education Enrolment audit. An entry meeting was held on November 15, 2017 with the Superintendent Designate, Executive Assistant, Assistant Superintendent Diversity and Equity, Assistant Superintendent – Secondary,

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http://www.bced.gov.bc.ca/datacollections/

https://www2.gov.bc.ca/assets/gov/education/administration/kindergarten-to-grade-12/inclusive/special_ed_policy_manual.pdf

https://www2.gov.bc.ca/assets/gov/education/administration/kindergarten-to-grade-12/inclusive/special_ed_policy_manual.pdf

…/3

Assistant Superintendent – Elementary, Assistant Secretary Treasurer and the District Vice Principal – Learning Services. The District staff shared information with the auditors to help them understand the unique features of the District and how they delivered programs and services to students with special needs. The District policy to support the practise of inclusion by serving all students not only those with special need through the Response to Intervention framework was evidenced as the auditors reviewed the student files. There is a strong commitment being made by the District to build Professional Learning Communities. IEP “Boot Camp” is one example and the consistency of well written IEPs speaks to the effectiveness of this commitment The excellent relationship the District has established with parents and outside agencies was also evident in the student files. Daily meetings with the Assistant Superintendent Diversity and Equity and District Vice Principal – Learning Services were held to present preliminary findings and to seek clarification related to the contents of files. A sample of 100 student files in Physical Disability or Chronic Health Impairment (Code D), and 100 student files in Intensive Behavior Interventions/Serious Mental Illness (Code H) special needs categories were reviewed and evaluated to determine if the students in these categories were accurately reported on Form 1701. The file review process did not encounter issues requiring school visits. Meeting daily with the Assistant Superintendent Diversity and Equity and District Vice Principal – Learning Services enabled the audit team to keep the District staff apprised of the audit progress. An exit meeting was held with the Superintendent Designate, Assistant Superintendent Diversity and Equity, Secretary Treasurer and the District Vice Principal – Learning Services on November 17, 2017. The auditors reviewed the purpose of the audit and the audit criteria, explained the audit reporting process, reported their findings and expressed appreciation for the assistance provided. Observations: There were no recommended reclassifications for the 200 student files reviewed by the auditors in Code D and Code H. The auditors found that: • The student files were comprehensive, well organized and the evidence needed to support the

criteria was readily available. • All the documentation was current, dated and relevant. • Each student’s documentation was contained in a file folder. Each file folder was divided

under the following headings: o Additional Supports Checklist o Determination of Eligibility Forms

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o Copies of All IEPs o Psychological Assessments o Medical Reports/Assessments/Letters/Plans/Consult o School Based Assessments/Reports o Behavior Assessments/Reports o Outside Agencies o Forms/Applications

• The diagnostic information supported the category in which the student was claimed. • The IEPs were very comprehensive with all the criteria areas evident. The objectives were

measureable. The methods for measuring progress were well documented and relevant to the goals and specific objectives.

• Evidence of the support services students were receiving was clearly indicated on the Learning Services Supports Checklist that was found in every student file.

• The services students were receiving corresponded appropriately with the category in which they were claimed.

• The educational program being provided for students reflected the needs and recommendations outlined in various assessments and reports found in the student binder.

• There was consistent use throughout the District of Instructional Support Planning for the two categories being audited. This document provided useful information to support the category claim.

• There was evidence in the student files that the District staff reviewed student designations and made changes as needed.

• The files for students claimed in Code H contained not only comprehensive IEPs but a Behavior Support Plan, Safety Plan, or both.

• There were a number of forms developed by the District and available to teachers on their website that were used consistently throughout the District and found in the student files. These included: o Eligibility Evaluation (for the category being claimed) o Designation Renewal o Eligibility Removal o Record of Communication o Contact Notes o Integrated Case Management Meeting Notes o Release of Information Form o Referral to Learning Services Support Team o Emergency Plan Protocols

• Any request for clarifications were responded to in a timely comprehensive manner. Recommendations: The auditors recommend that: • The District continue with their exemplary practises and programs to support students with

special needs. • The District continue the professional development currently being provided to ensure the

present level of consistency developing student IEPs is maintained.

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• The District find ways of sharing their comprehensive file format, processes and best

practices with their colleagues in other school districts throughout province. • There were no recommended funding adjustments in accordance with the following table:

Code Category of Special Education Enrolment

Sampled Audit

Adjustments +/-

Net Total

Funding Adjustments

D Physical Disability/Chronic Health

100 +0/-0 100 $0

H Intensive Behavior Interventions or Serious Mental Illness

100 +0/-0 100 $0

Totals 200 +0/-0 200 $0 Auditors’ Comments The auditors wish to express their appreciation to the District staff for their cooperation and hospitality during the audit. School District Financial Reporting Unit Resource Management and Corporate Services Division Ministry of Education November 19, 2017

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V?

Objectives

Created: April 2018

Accumulated operating surplus represents the extent to which operating revenues from

all previous years exceeds operating expenditures from all previous years. Conversely,

when operating expenditures from all previous years exceeds operating revenues from

all previous years, an accumulated operating deficit results. When an accumulated deficit

occurs, it means future revenues are needed to pay for past expenditures. SchoolDistricts in BC are not permitted to budget for or incur expenditures that result in an

accumulated operating deficit.

An accumulated operating surplus allows a School District to budget for expenditures in

excess of revenues in a given year and also serves to reduce financial risk that can resultfrom financial forecasting uncertainty and unforeseen circumstances.

The Board of Education of School District No.68 (Nanaimo-Ladysmith) is responsible for

ensuring the districtisprotected financially from extraordinary circumstances which couldnegatively impact the education of students. In this regard, the Board willestablish and

adhere to the Operating Surplus / Deficit Policy as outlined in this Policy and the

corresponding Administrative Procedure.

1 The purposes of this policy are:

a) To ensure that operating surpluses, beyond reserves, are directed to supporting

students in alignment with the Boards Goals; and

b) To establish a priority framework forthe allocation of any operating surpluses andelimination of any operating deficits through the use of the same priority

framework.

This policy applies to all of the Board of Education and Staff

The School District’s objectives in terms of its accumulated operating surplus andoperating deficit are set out in this Operating Surplus / Deficit Policy and corresponding

Administrative Procedure. By reaching a clear understanding of its operating surplus and

deficit monitoring objectives, and by continually measuring progress towards achieving

those objectives, the School District can attain greater fiscal stability and better support

educational goals.

Purpose and Scope

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Guiding Principles

Created: April 2018

To discharge this responsibility, the Board endeavors to:

1. Establish restricted and unrestricted portions of its accumulated operating surplus,as Contingency Reserves, which would be used to mitigate any negative impactsuch circumstances might cause. The targeted amount of unrestricted surplus wil

lbe a reserve fund of approximately .5 to 2% of the total operating budget expensesfor that year. The targeted amount of restricted operating surplus willbe partiallydependent on various funds that are targeted funding and allow for a carry-overfrom one yearto the next e.g. Aboriginal Education Funding. The targeted amountof the restricted surplus will be a reserve fund of approximately 1.2 to 2.5% of thetotal operating budget expenses for that year.5

2 Monitor any potential for an operating deficit by reducing expenses and/or applyingContingency Reserves where policy and procedure permit.

The following principles form the basis for this Policy:

0 Healthy surplus levels are important in achieving educational goals includingfinancial health and stability;

o Actual surplus balances need to be benchmarked with other school "districtsandjurisdictions and with pre-determined targets on an ongoing basis to gaugewhether financial health is being achieved;

a Surplus goals need to be consistent with and supportive of realistic long-termfinancial plans;

0 Surpluses not required to fund reserve balance thresholds, shall be distributed asoutlined in the “Priority Application for Operating Surpluses” in the OperatingSurplus / Deficit Administrative Procedure.

o Monitoring of budgets for any potential of an annual operating deficit must beregular and result in action to prevent the actualization of a deficit. A deficit shallbe funded as outlined in the "Priority Application for Operating Deficits" in theOperating Surplus / Deficit Administrative Procedure.

o Department staff will respect the nature of and manage a global budget by firstoffsetting higher than expected spending in one area through savings in another

In addition to any information requested by the Board, or that the Secretary Treasurerconsiders appropriate, the Board shall receive a report detailing the recommended

Reporting Requirements

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Created: April 2018

distribution of the operating surplus, including transfers to reserves, or deficit funding bySeptember 30”‘of each year for their approval.

This policy will be reviewed annually after the year end surplus or deficit figures havebeen verified.

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Created: April 2018

NLPS Administrative Procedure

Operating Surplus I Deficit Policy

Operating Surplus / Deficit Procedure Statement ................................................................................

..2

Internally Restricted Operating Surplus ................................................................................................

..2

Planning Reserve (Multiple Years) ....................................................................................................

..3

Staffing/Unusual Expenses Reserve .................................................................................................

..3

Targeted Constraints Reserve ............................................................................................................

..3

Emergency Events I Project Contingency Reserve ........................................................................

..4

Emergency Capital Asset Replacement Reserve ...........................................................................

..4

Unrestricted Operating Surplus ..............................................................................................................

..5

Administration............................................................................................................................................

..5

Increases to Restricted Surplus .........................................................................................................

..5

Minimumand Maximum Surplus Balances ......................................................................................

..5

Responsibilities .....................................................................................................................................

..6

Restriction Increases/Decreases and Transfer of Funds ...............................................................

..6

Priority Allocation of Operating Surpluses ....................................................................................

..6

Priority Application for Operating Deficits .....................................................................................

..7

Transfers between Funds ................................................................................................................

..7

Guide and Transition ................................................................................................................................

..8

Glossary ......................................................................................................................

..8

References ................................................................8

Appendix A — Surplus Summary ......................................................9

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Operating Surplus I Deficit Procedure Statement

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The following categories of internally restricted operating surplus have been establishedfor the purpose(s) so identified:

To support effective planning, there willbe situations where monies willneed to be carriedover to future years’. These could be for categories such as:

o Future years’ Operations/Budget (not beyond the next two fiscal years)

c Schools and Department surplus/carry-fonrvards (not beyond the next twofiscal years)

0 Operating projects in progress

0 Technology, utilities, equipment and Capital projects (includes amounts tobe transferred to Local Capital, but have not yet been identified for specificinitiatives)

o Purchase order commitments

0 Distributed learning, International Program

The amount of Accumulated Operating Surplus restricted for Operations Spanning futureSchool Years at the end of a fiscal year should be a minimum of .5% and a maximum of

1.0% of actual OperatingExpenses of that fiscal year.

To support effective planning, there will be situations where senior management hasanticipated and identified unusual/non-recurring expenses anticipated to be spent in theupcoming fiscal year that not be funded by revenues of that year. These could be forcategories such as:

o Staffing, labour relations, employee benefits, severance

0 Implementation of new curriculum

The amount of Accumulated Operating Surplus restricted for Anticipated UnusualExpenses Identified at the end of a fiscal year should be a minimum of 0.5% and amaximum of 1.0% of actual Operating Expenses of that fiscal year

In recognition of some monies having constraints as to how they can be spent, funds mayneed to be internally restricted at the end of the fiscal year. Funds with external restrictions

Targeted Constraints Reserve

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Created: April 2018

are to be included in Special Purpose Funds, not covered underthis Policy. These internalrestrictions could be for categories such as:

- Contractual obligations (ie. professional development)

0 Aboriginal education

- School Generated Funds (not externally restricted)

0 Education Plan

0 Donator named funds (not restricted by the donor)

The amount of Accumulated Operating Surplus restricted for specific constraints on the

Funds at the end of a fiscal year cannot be quantified as a range of minimum to maximum.

To support effective planning, there will be situations where contingency funds need to

be available for unexpected increases in expenses and/or decreases in revenues.Budgeted annual operating expenses should be reflective of actual estimated costs or,

where applicable, contractual expenditure requirements. The contingency reservemitigates the risk of actual costs being greater than estimated. These could be for

categories such as:

o For major emergent operating issues — the School District is exposed tomajor non-reoccurring costs related to various emergency events orsituations, e.g. inclement weather, forest fires, etc. These emergent

situations cannot be anticipated and budgeted for and it may not be feasibleto absorb the cost of such events in other budget areas in any given year.

c For one-time and intermittent projects — the School District undertakescertain one-time and/or intermittent projects that are larger in terms of costs.Ifthese projects were funded from annual per-pupil based Operating grants

from the Ministry of Education, annual fluctuations in educational servicelevels may result; therefore, it is not financially prudent to fund theseprojects from block funding.

The amount of Accumulated Operating Surplus restricted for Emergency Events / Project

Contingency Reserves at the end of a fiscal year should be a minimum of 0.1% and amaximum of .25% of actual Operating Expenses of that fiscal year.

For emergency capital asset replacement; that is capital assets already in existence that

are in immediate need of replacement or repair

Emergency Capital Asset Replacement Reserve

Emergency Events / Project Contingency Reserve

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Created: April 2018

The amount of Accumulated Operating Surplus restricted for Emergency Capital AssetReplacement Reserve at the end of a fiscal year should be a minimum of 0.1% and amaximum of .25% of actual Operating Expenses of that fiscal year

The School District needs to maintain Unrestricted Operating Surplus balances forworking capital purposes, i.e. to provide for operating expenditures before operatinggrants from the Ministry of Education are received. Maintaining minimum working capitallevels eliminates or reduces the need to borrow externally and/or internally for operations.

The School District may also require emergency funds from time to time, from itsUnrestricted Operating Surplus balance, for unforeseen costs. When this occurs theSchool District needs to rely upon sufficient balances being available.

Included in the Unrestricted Operating Surplus are funds that may be used in budgetyears beyond the next two fiscal years.

Also, the district may need to offset unrealized revenues — some of the School District’srevenue sources, e.g. off—shorestudent enrolment, rentals, etc., are cyclical in nature andthus are subject to downturns in the economy. The School District tries to anticipateeconomic downturns by budgeting for a base dollar amount of these revenues in itsgeneral operations. Despite its best efforts, the School Districtis exposed to the possibilityof unrealized revenues and/orto declines in base revenues from yearto year. One cannotalways count on budgetary savings or other revenues to offset these shortfalls.

The amount of Unrestricted Operating Surplus at the end of a fiscal year should be aminimum of 0.5% and a maximum of 2% of actual Operating Expenses of that fiscal year.

Annual and/or periodic increases to the restrictions on the Accumulated OperatingSurplus shall be specific to each category of restriction, as outlined in the PriorityAllocation section of this procedure and as approved by the Board through the SchoolDistrict’s annual financial planning/budgeting process

Minimum and maximum surplus balance guidelines have been set for some of thecategories in the School District’s Accumulated Operating Surplus as shown in attachedAppendix The purpose of each category of Accumulated Operating Surplus is alsoshown in this Appendix. The minimum balances ensure that the respective balances arenot depleted to the degree that those balances are no longer able to serve their intended

Minimum and Maximum Surplus Balances

AdministrationIncreases to Restricted Surplus

Unrestricted Operating Surplus

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Guide and Transition

Created: April 2018

The minimum and maximum operating surplus Reserve balance guidelines shown in thisProcedure serve as a guide in moving the School District towards the goals or targets itwishes to attain, in terms of individual Reserve balances. It is recognized that the SchoolDistrict’s Reserve balances may not be at the minimum or maximum levels at the time ofenacting this Policy, however, the School District is transitioning towards its maximumtargets.

The following terms used in this Policy are defined as follows:

"Accumulated Operating Surplus" means the accumulated excess of Operating revenuesover Operating expenses from prior years.

"Accumulated Operating Deficit" means the accumulated excess of Operating expensesover Operating revenues from prior years.

"Annual Operating Deficit” is the amount by which a fiscal year’s Operating expensesexceed that same fiscal year’s Operating revenues.

“Operating Expenses” are the total of all expenses in the Operating Fund as disclosed onSchedule 2 of the financial statements.

“Operating Revenues” are the total of all revenue in the Operating Fund as disclosed onSchedule 2 of the financial statements.

“Annual Operating Surplus” is the amount by which a fiscal year’s Operating revenueexceeds that same fiscal year’s Operating expenses.

“Contingency Reserve(s) or Reserve(s)" are funds taken from an Accumulated OperatingSurplus that are either restricted or unrestricted. They are established for unexpectedincreases in expenses and/or decreases in revenues. They are used to mitigate the riskof costs being greater than estimated.

“Unrestricted Operating Surplus” means the accumulated Operating surplus in the SchoolDistrict’s Operating Fund that has not been designated for specific uses.

“Restricted Operating Surplus” means the accumulated Operating surplus in the SchoolDistrict’s Operating Fund that has been designated for specific uses.

o The School Act of BC, Regulations and Ministerial Orderso Operating Surplus / Deficit Policy

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Department of Learning ServicesFocus School Modeland Community LINK2018-19

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Data Reviewed

• MCFD Vulnerability Index

• EDI (Early Development Instrument)

• Report Card Marks

• Aboriginal Student Population

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Focus School Initiative Beliefs

• Focus on reading rates, as these are a critical determinant in school success as well as a clear indicator of life chances.

• Focus on staff in the classroom with a wrap-around approach to co-teaching and co-learning.

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Focus Schools Expansion

• 0.450 FTE Elementary Admin time

• 7 CYFSW

• 3 Elementary Counsellors

• 4 Literacy Coordinators

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Focus SchoolsWave One

Begun 2014-15

Wave Two

Beginning 2018-19

Additional

Supports

1. Bayview

2. Brechin

3. Fairview

4. Georgia

1. Park Avenue

2. Forest Park

3. Cilaire

4. Rock City

5. North Oyster

(English)

6. Ladysmith

Intermediate

7. Seaview

8. Chase River

1. Ladysmith Primary

2. Cedar Elementary

3. Coal Tyee

4. Pleasant Valley

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Resource AllocationSchool Administrator

(1.00 fte)

Literacy

Coordinator

(0.50 fte)

Elementary

Counsellor

(0.50 fte)

CYFSW

(33 hours)

Additional VP

Administrator

(0.20 fte)

Other

Bayview CSCMeals Person

Brechin CSC

Fairview CSCMeals Person

Georgia Ave. CSC

Park Avenue

Forest Park

Cilaire

Rock City CSC

North Oyster

(English)

Ladysmith Int.

Seaview

Chase River

Ladysmith Prim. increased

Cedar El. increased

Coal Tyee increased

Pleasant Valley increased CSC

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Community LINK

• Maintain 5 CSC for an additional year; create portfolios; review/reenvision Community Schools

• Maintain School Meals Assistants

• Maintain Street Worker

• Ensure EA time is maintained as per previous year LINK budget

• Create a fund for vulnerable students

• Add 7 CYFSWs

• Increase all CYFSWs from 30 hrs/wk to 33 hrs/wk

• Create a Mental Health and Addictions Coordinator (Excluded)

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Thank you.

Questions?

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The evolving role of principals and vice-principals

The purposes of the Association are to:

a. to foster educational leadership as a means of

promoting and advancing education at all levels

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The 21st Century Principal and Vice-Principal: Educational Leaders

“To lead is to live dangerously because when leadership counts, when you lead people through difficult change, you challenge what people hold dear - their daily habits, tools, loyalties, and ways of thinking – with nothing more to offer perhaps than a possibility.”

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Beginning Developing Applying Extendingto acquire knowledge,

skills, strategies and

processes.

the ability to apply

knowledge, skills,

strategies and

processes.

knowledge, skills,

strategies and

processes consistently.

Knowledge, skills,

strategies and

processes creatively and

strategically.

The speed of change is breathtaking, as is the role of a principal and vice-principal.

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How do we influence student success?We Lead..everyday.

Mission, Vision, Values

School Goals

Facilitate Professional Learning Opportunities

Staff MeetingsProfessional Learning

Communities

Learning Leaders

PAC

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All NLPS P/VP’s have a professional growth plan.

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And every domain contains the BCPVPA standards:

Based on four domains..

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Specific dimensions od instructional leadership that had the greatest effects on student outcomes were promoting and participating in teacher learning and development.

(d = 0.91)

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Planning, coordinating and evaluating teaching and the curriculum (i.e. direct involvement in the support and evaluation of teaching through regular classroom visits and provision on formative and summative feedback to teachers)

(d = 0.74)

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Collective Teacher Efficacy

Collective teacher efficacy (CTE) refers to a staff’s shared belief that through their collective action, they can positively influence student outcomes, including those who are disengaged and/or disadvantaged.

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The Learner at the Centre

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Thank you

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MM

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Monday yAM

AM

Moy

Option 1 — onday to Frida -

Bell 8:40

-F?daTRIP 1 - Rutherford Site to Frank Ney ElementaryRutherford Site (Leave) 7:39 A

MFrank Ney Elementary Bell 8:38 7:47 AM

TRIP 2Aulds Rd. Area & Mt. Benson Area To Pleasant ValleyAulds & Clark 8:02 AMAulds Road &Arbutus Crescent 8:03 AMMontery Dr. 8:11 AMJingle Pot Rd 8:15 AMlsland Connect Ed. 8:25 AMPleasant Valley Elementary 8:38 AM

nda - Frida ATRIP 1 — Rutherford Site to Frank Ney ElementaryRutherford Site to Frank Ney ElementarySHUTTLE 1 — Rutherford Site (Leave) 7:22 AMFrank Ney Elementary Bell 8:38 7:30 AMSHUTTLE 2 - Rutherford Site (Leave) 7:39 AMFrank Ney Elementary Bell 8:38 7:47 AM

TRIP 2Aulds Rd. Area & Mt. Benson Area To Pleasant ValleyAulds &Clark 8:02 AMAulds Road &Arbutus Crescent 8:03 AMMontery Dr. 8:11 AMJingle Pot Rd 8:15 AMIsland Connect Ed. 8:25 AMPleasant Valley Elementary 3:38 AM

2

Bell 8:40

Page

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8.5

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Iv

Bell 2:30

Option 1 - Tuesday to Frida - P

Tuesda to Frida PTRIP 1 - Pleasant Valley Elementary to Mt. Benson Area & Aulds Rd. Area

Island Connect Ed.Montery DrJinglepot & CavendishAulds & ClarkAulds Road &Arbutus Crescent

TRIP 2 — Frank Ney Elementary to Rutherford SiteFrank Ney Elementary (Leave)Rutherford Site

2A7PM

2:56 PM3:05 PM3:08 PM3:13 PM3:14 PM

3:28 PM3:36 PM

Bell 2:30

Tuesday to Friday PTRIP 1 - Pleasant Valley Elementary to Mt. Benson Area & Aulds Rd. Area

Island Connect Ed.Montery DrJinglepot & CavendishAulds & ClarkAulds Road &Arbutus Crescent

TRIP 2 - Frank Ney Elementary to Rutherford SiteShuttle 1 - Frank Ney Elementary (Leave)Rutherford SiteShuttle 2 - Frank Ney Elementary (Leave)Rutherford Site

2:47 PM

2:56 PM3:05 PM3:08 PM3:13 PM3:14 PM

3:28 PM3:36 PM3:44 PM3:52

4 Page

8.5

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AM

Mo

Option .— onda; to Frida -

Shuttle Service Option

onda - Frida ATRIP 1 - Rutherford Site to Frank Ney ElementaryRutherford Site (Leave) 8:22 A

MFrank Ney Elementary Bell 8:38 8:30 AM

nda - Frida ATRIP 1 - Rutherford Site to Frank Ney ElementaryShuttle 1 - Rutherford Site (Leave) 8:08 A

MFrank Ney Elementary Bell 8:38 8:15 AMShuttle 2 - Rutherford Site (Leave) 8:22 AMFrank Ney Elementary Bell 8:38 8:30 A

5 Page

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8.5

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BCTransit

YourTrip PlanStarting From:5840 Hammond Bay Rd,Nanaimo, BCV95 3C9, CanadaDestination:5301 WilliamsonRd, Nanaimo, BCV9V 1L1, Canada

Directions

8:03am - 8:14am

Walk to Eastbound HammondBay at Rutherford

Head east on Hammond Bay Rdtoward Rutherford RdDestinationwillbe on the rlght

About:2 mins (0.1 km)

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Eastbound HammondBay at Rutherford

#20 Bus towards Daverto DowntownDepart: 8:06am (3 mins, 5 stops)

Arrival Stop Name: Eastbound Hammond Bay at WilliamsonArrive: 8:09am

Provided by: BCTransit - RDNTransit System (httgz//www.bCtransit.con1/nanaimo/

Walk to 5301 WilliamsonRd, Nanaimo, BCV9V 1L1,Canada

Head northwest on Hammond Bay Rdtoward WllllanuonRdTurn rlght onto WilliamsonRdDestinationwillbe onthe left

About: 6 mins (0.5 km)

https://bctransit.com/nanaimo/schedules-and-maps/trip-planner?start— 4/4/

Arrive at Destination

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Frank J. NeyBussing InformationApril 11, 2018

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FJ Ney Bus Options

Folio R18/03/14-07

– That the Board of Education of School District No. 68 (Nanaimo-Ladysmith) direct staff to investigate the cost and ridership of a potential bus route in North Nanaimo. Staff’s findings will be presented at the April 11, 2018, Business Committee meeting.

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FJ Ney Bus Options

– Add trip to existing route (option 1)

– Add new route (option 2)

– Transit (available)

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FJ Ney Bus Options

Assumptions

– investigate available options

– from Rutherford to FJ Ney

– marshal at one point

– express route

– shuttle option

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FJ Ney Bus Options

Add trip to existing route (option 1)

– Limited due to trips on the route

– Morning

– Afternoon

TRIP 1 – Rutherford Site to Frank Ney Elementary

Rutherford Site to Frank Ney Elementary

SHUTTLE 1 – Rutherford Site (Leave) 7:22 AM

Frank Ney Elementary Bell 8:38 7:30 AM

SHUTTLE 2 - Rutherford Site (Leave) 7:39 AM


TRIP 2 – Frank Ney Elementary to Rutherford Site Bell 2:30

Shuttle 1 - Frank Ney Elementary (Leave) 3:28 PM

Rutherford Site 3:36 PM

Shuttle 2 - Frank Ney Elementary (Leave) 3:44 PM


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FJ Ney Bus Options

Add new route (option 1)

– Requires use of spare bus

– Morning

– Afternoon

TRIP 1 - Rutherford Site to Frank Ney Elementary

SHUTTLE 1 – Rutherford Site (Leave) 8:08 AM


SHUTTLE 2 - Rutherford Site (Leave) 8:22 AM


TRIP 2 – Frank Ney Elementary to Rutherford Site Bell 2:30

SHUTTLE 1 – Frank Ney Elementary (Leave) 2:40 PM


SHUTTLE 2 - Frank Ney Elementary (Leave) 2:54 PM


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FJ Ney Bus Options

Transit (available)

– Cost of 2.50 trip or $40 month

– Morning (bell at 8:38)

– Afternoon(bell at 2:30)

Morning drop off near Williamson and Hammond Bay about 8:09 am

Morning pick up near Hammond Bay and Norasea about 8:07 am

Morning pick up near Hammond Bay and Rutherford about 8:06 am

Morning pick up near Hammond Bay and Clipper about 8:05 am

Afternoon pick up near Williamson and Hammond Bay about 3:06 pm

Afternoon drop off near Hammond Bay and Norasea about 3:11 pm

Afternoon drop off near Hammond Bay and Rutherford about 3:13 pm

Afternoon drop off near Hammond Bay and Clipper about 3:15 pm

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FJ Ney Bus Options

Considerations

– Grandfather of route

– Approval for one year

– Sustainability of options

– Availability of Transit

– Alignment with AP512(Transportation)

• AP521 (School Closure and/or Alternate school use)

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• Questions/Discussion

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07 - business committee meeting - 11 apr 2018

Documents