1. call to order 2. consideration and approval of agenda 3

QUESNEL SCHOOL DISTRICT

BOARD OF EDUCATION

FINANCE COMMITTEE MEETING

ADMINISTRATION BUILDING

NOTICE OF MEETING AND AGENDA

FEBRUARY 23, 2012

1:15 p.m.

Page

1. Call to Order

2. Consideration and Approval of Agenda

3. Adoption of Minutes

a) Minutes of Thursday, October 20, 2011

4. Transportation

a) Transportation Report - Bob Preston

b) Policy & Procedures 630 - Transportation & Boarding Allowances

c) Policy & Procedures 800 - Regular Bus Routes

5. Buildings & Maintenance

a) Maintenance Report - Rod Grimm

b) Policy & Procedures 720 - School Kilns

3-4

5

6-7

8-10

11

12-13

of 14

Finance

a) Finance Expenditure Report - Laurie Rice

7. Technology

a) Technology Report - Randy Curr

8. Any Other Matters

9. Next Meeting Date

a) Thursday, March 29, 2012

10. Adjournment

14

of 14

QUESNEL SCHOOL DISTRICT

BOARD OF EDUCATION

Minutes of a Finance Committee Meeting of the Board of Education held in the Board Room on Thursday, October

20, 2011 at 2:30 p.m.

PRESENT Ms. G. Jackson (Committee Chairperson), Mr. D. Chapman, Mr. R. Caskey, Ms. C.

Mitchell

IN ATTENDANCE Superintendent of Schools S. Miller

Secretary Treasurer T. Stoneman

Director of Instruction-Human Resources R. Curr

Manager of Operations R. Grimm

Transportation Supervisor B. Preston

Manager of Finance/Controller L. Rice

Recording Secretary S. Backer

OTHER CUPE Representative V. Kimmie

Call to Order

The Chairperson called the Meeting to order at a 2:34 p.m.

Consideration and Approval of Agenda

Chairperson calls for additions to the Agenda.

M/S/C THAT the Finance Committee accept the Agenda as presented.

Adoption of Minutes

Minutes of Thursday, September 29, 2011

M/S/C THAT the Minutes of the Finance Committee Meeting held Thursday,

September 29, 2011 be adopted as circulated.

Transportation

Transportation Department Report

Secretary Treasurer Stoneman on behalf of Transporation Supervisor Preston

provided a brief report, highlights of which included:

On Sepetmber 30th an RCMP member rode Bus #55 in morning. This was a

trial run for the RCMP to see what is happening with bus safety and vehicles

passing busses illegally. Two cars went through the red light on Maple Drive

during this ride. The RCMP felt this was worth doing again and will be riding

intermittently over the next year. Consulation with the RCMP regarding safety

protocol on busses and safety violations continues.

The transportation department is gearing up for winter; this includes ongoing

consultation with HMC.

Policy & Procedures 630 - Transportation & Boarding Allowances

Secretary-Treasurer Stoneman provided an overview of the proposed changes to

Policy & Procedures 630 Transporation & Boarding Allowances.

M/S/C THAT the Finance Committee table Policy & Procedures 630 - Transportation & Boarding Allowances to the next Finance Committee meeting.

Page 1 of 2

Agenda Item # 3a)

Minutes of Thursday, October 20, 2011 of 14

Finance Committee Meeting Thursday, October 20, 2011

Policy & Procedures 805 - Infants on Busses

Secretary-Treasurer Stoneman advised that this policy is no longer relevant and

feels it should be deleted.

M/S/C THAT the Finance Committee recommend to the Board of Education

deletion of Policy & Procedures 805 - Infants on Busses.

Buildings & Maintenance

Operations Manager Grimm provided an overview of the preparations the

Maintenance Department is making for Halloween night.

Finance

Financial Expenditure Report

Manager of Finance/Controller Rice provided an overview and explanation of the

expenditure report.

Discussion ensued with queries being answered.

Policy & Procedures 640 - Charitable Donations

Manager of Finance/Controller Rice explained that very few charitable donations

are received by the district and explained the use of charitable donations.


M/S/C THAT THAT the Finance Committee recommend to the Board of

Education acceptance, as is of Policy & Procedures 640 - Charitable Donations.

Technology

Director Curr provided an overview of the projects such as Kurzweil upgrades and

struggles while staffing is low. He is assisting the department with prioritization of

issues and projects while staffing down.


Next Meeting Date

November 17, 2011 at 1:15 p.m.

Adjournment

The Meeting was adjourned at 3:05 p.m.

Page 2 of 2

Agenda Item # 3a)

Minutes of Thursday, October 20, 2011 of 14

FINANCE COMMITTEE Transportation Report BOB PRESTON TRANSPORTATION SUPERVISOR 2012 02 20 Transportation Supervisor Preston provided his report with respect to the Transportation Department, highlights of which included: Bus Garage was broken into on Nov. 4, 2011 evening. Entrance was made by destroying the gate. An investigation by the RCMP revealed that the only item stolen was an employees vehicle that was parked in the compound. Gate has now been repaired and vehicle has not been located. Shortage of diesel fuel available to consumers. From Oct 18th to Dec. 16th there was a shortage of diesel fuel for all Western Provinces. Priority was given to School Districts enabling all School Bus Transportation to continue without interruption. Prices resumed back to normal and have stayed the same. Dec. 1st - Lock down at CSS Protocol was followed with busses and dispatch. After debriefing, Transportation Supervisor Preston will make a few minor changes. Revised protocol is being developed. HMC has kept the road in good shape HMC has been able to clear drifting snow before busses are on route, maintaining safety on the roads. Other varying weather conditions are creating challenges which HMC have also kept on top of. Bob Preston _______________________ Bob Preston Transportation Supervisor BP/sb

Agenda Item # 4a)

Transportation Report - Bob Preston of 14

DRAFT Adopted: January 1975 Amended: September 1992; March 2012

Formatted: Font: 14 pt

SCHOOL DISTRICT NO. 28 (QUESNEL)

P O L I C Y

NO.: 630 - TRANSPORTATION & BOARDING ALLOWANCES

Finance Committee Ref: School Act; Policy 800

RATIONALE: There are limitations of geography and finance which preclude having schools close to all children in the School District. The Board recognizes that Policy is required to ensure that transportation arrangements or allowances are in place for its students. POLICY: It shall be the responsibility of the Secretary-Treasurer to ensure that appropriate transportation assistance is made available to all qualifying District students.

Deleted: S. 103 (2) (c) (iv) & (v)

Deleted: ¶

Adopted: January 1975 Amended: September 1992¶¶

Agenda Item # 4b)

Policy & Procedures 630 - Transportation & Boarding Allowances of 14

DRAFT Adopted: January 1975 Amended: June 2000 Reviewed: March 2012


P R O C E D U R E S

NO.: 630 - TRANSPORTATION & BOARDING ALLOWANCES

Finance Committee Ref: School Act Policy 800

PROCEDURES: 1. Transportation or transportation assistance is available to all students who live more than

the distances shown from a school providing the grades noted. These limits do not apply if the student lives within 3.2 kilometres (2.0 miles) of a School District bus stop. Year 1 through Year 4 - 4.0 kilometres (2.5 miles) Others - 4.8 kilometres (3.0 miles)

2. Students with special needs are not limited by the walk limits set out in Procedure 1 above. They shall be transported by the District bus fleet wherever possible. Where they reside beyond route service by the fleet, they will be considered for transportation assistance as in Procedure 3 below.

3. 3.1. Transportation assistance may be claimed in arrears at the rate of 30 cents per pupil

per day (maximum 2 pupils per family), plus 20 cents per kilometre travel per day to a maximum of 80 kilometres. The total maximum claim per family shall be limited to $16.60 per day.

3.2. Application forms are available at the School Board office for the initial application and payment will only be made to the parent or legal guardian of the student. A monthly claim form must be submitted thereafter.

3.3. Automobile owners must ensure the adequacy of their own personal liability coverage.

4. Boarding allowance of $350. per month may be authorized where appropriate. To be eligible, the student must be boarding outside the family home with persons other than one or both of his/her parents or legal guardians. Boarding allowance may only be combined with weekend transportation allowance. Neither allowance is available to students who are enrolled in correspondence courses from the Ministry of Education which are taken at home.

5. The Secretary-Treasurer shall review the rates in this policy during Budget preparations in every second (even numbered) year and shall recommend any changes to the Board at that time.

Deleted: S. 103 (2) (c) (iv) & (v);

Deleted: 10

Deleted: Adopted: January 1975 Amended: June 2000 ¶

Agenda Item # 4b)

Policy & Procedures 630 - Transportation & Boarding Allowances of 14

DRAFT – Adopted: September 1976 Amended: September 1992; March 2012


P O L I C Y

NO.: 800 - REGULAR BUS ROUTES

Finance Committee Ref: School Act, Policy 630

RATIONALE: The geographic dispersion of this District's students necessitates the operation of a safe and reliable bus route network for eligible students and others. POLICY: Procedures will be formulated under this policy to set walk limits, to guide the establishment of regular bus routes, and to define circumstances under which non-student riders may be accommodated.

Deleted: S. 103 (2) (c) (iv);

Deleted: ¶

Adopted: September 1976 Amended: September 1992¶¶

Agenda Item # 4c)

Policy & Procedures 800 - Regular Bus Routes of 14


P R O C E D U R E S


Finance Committee Ref: School Act; Policy 630

PROCEDURES: 1. Proposed new bus routes and services must be approved in advance by the Finance

Committee. 2. The Transportation Supervisor may make minor adjustments to routes for safety or

operational reasons, or may add service where existing busses cannot accommodate the number of students requiring transportation within legal bus capacity..

3. Walk limits generally used in School Districts in British Columbia will be utilized in this

District. Students with Special Needs, or for situations deemed hazardous by the District Transportation Department will have no walk limits. Others will be as follows: 3.1. Year 1 to Year 4 - 4.0 kilometers (2 1/2 miles) 3.2. All other students - 4.8 kilometers (3 miles)

4. Students must register for bus transportation. Bus transportation will be provided in the

following order of priority for service:

4.1. Elementary students beyond walk limits. 4.2. Secondary students beyond walk limits. 4.3. Students within walk limits being transported for specified safety reasons. 4.4. Elementary students within walk limits. 4.5. Secondary students within walk limits. 4.6. Private school students. 4.7. C.N.C. students. 4.8. Qualifying non-students as defined in Procedure 7 below.

5. To be eligible for bus service, students must attend their catchment area school except

where certain courses are not available or the catchment school is over-enrolled. Transportation will only be provided out of the catchment area when seats are available.

6. Students who remain at school for special activities, and do not take their normal bus, are not assured of return transportation on a later schedule.

7. On a space available basis, the following are eligible for transportation on Quesnel District

School busses:

Formatted: Superscript

Formatted: Bullets and Numbering

Deleted: S. 103 (2) (c) (iv)

Deleted: load limits

Deleted: by September 17th

Deleted: .

Deleted: <#>Infants on busses.¶

Deleted: ¶¶

Deleted: .. more¶¶¶NO.: 800 - REGULAR BUS ROUTES – cont’d¶¶

Agenda Item # 4c)


DRAFT – Adopted: September 1976 Amended: December 2000; March 2012


7.1. Staff members on school or parental duty. 7.2. Pre-schoolers and others may be accommodated only in emergent or extra-ordinary

circumstances as approved by the Transportation Supervisor.

8. The transportation of students with medical and special needs may be authorized by the Transportation Supervisor if there are simple precautionary measures available during transit times. Parents must assume ultimate responsibility in such cases, however, recognizing that regular bus routes are not staffed by personnel possessing medical expertise.

9. Students unable to use regular school bus services because of their Special Needs may be permitted to ride the District's Special Needs Bus Service. The determination of eligibility for this status will be made by the Principal of Support Services in consultation with the student's parents, teacher, physician and the Transportation Supervisor.

10. K & Grade 1 Students are not to be let off the bus unless a responsible adult or older student is present to ensure the child's safety. If no responsible person is present at the bus stop, the student is to be returned to the school.

Formatted: Bullets and Numbering

Deleted: <#>Parents/legal guardians of students on school related business, with the prior approval of the Transportation Supervisor.¶

Deleted: <#>A student who does not utilize the bussing service for which he/she registered, over a significant period of time, may forfeit the service. ¶

Deleted: Year 1 students

Deleted: <#>Infants will be covered by separate policy.¶

Deleted: ¶Adopted: September 1976Amended: December 2000 ¶¶

Agenda Item # 4c)


FINANCE COMMITTEE MAINTENANCE REPORT ROD GRIMM OPERATIONS MANAGER 2012 02 20

- The Maintenance Department has been concentrating on work requests.

- The Grounds Department has been dealing with winter conditions.

- We have hired two new casuals in the Custodial Department.

- We are starting to get Annual Facilities Grant (AFG) projects organized for the upcoming budget year. The AFG budget year is from April 2012 to March 2013.

Rod Grimm _______________________ Rod Grimm Operations Manager RG/sb

Agenda Item # 5a)

Maintenance Report - Rod Grimm of 14

DRAFT Adopted: June 1986 Amended: September 1992 Reviewed: March 2012


P O L I C Y

NO.: 720 - SCHOOL KILNS

Finance Committee Ref: School Act S. 103 (2) (c) (iv)

RATIONALE: The Board recognizes the value of pottery kilns in the teaching of Fine Arts programs and encourages safety in their utilization. POLICY: Only high grade kilns will be purchased for District schools and they must be used by staff possessing the necessary knowledge and skills to ensure the highest degree of safety to pupils and schools. Deleted: ¶

¶

Adopted: June 1986 Amended: September 1992¶¶

Agenda Item # 5b)

Policy & Procedures 720 - School Kilns of 14

DRAFT Adopted: June 1986 Amended: September 1992; March 2012


P R O C E D U R E S

NO.: 720 - SCHOOL KILNS

Finance Committee Ref: School Act S. 103 (2) (c) (iv)

PROCEDURES: 1. Kilns shall be placed only in areas appropriately set up to accommodate them. Current

Fire and Building Codes must be adhered to. 2. On new kilns, test firing shall be carried out prior to actual usage, and attendance by the

individual responsible for the testing is mandatory. 3. Kilns will not be used to heat spaces or for any other function other than that for which

they are intended. 4. The lid shall be kept closed at all times during firing. Kiln operation with an open lid is

strictly prohibited due to the obvious fire hazard associated with the tremendous heat produced by the kiln.

5. Under no circumstances shall unsupervised overnight or weekend firings take place.

Deleted: except in the case of secondary schools when the prior approval of the Maintenance Department has been given.¶

Deleted: ¶

Adopted: June 1986 Amended: September 1992¶¶

Agenda Item # 5b)

Policy & Procedures 720 - School Kilns of 14

02/17/12 11:41:26 School District 28 PAGE 1

SDS GUI PROGRAM LEVEL SUMMARY AT JANUARY 31, 2012 ACR0L31-E

Report ID 99997 ( Fund-Function-Program ) Expenditure

Fund : 0 Operating Fund

FULL YEAR

PR TITLE JAN YEAR TO DATE ENCUMBERED BUDGET AVAILABLE PERC

Function : 1 Instruction

02 Regular Instruction 1,800,395.30 9,322,209.80 7,180.40 18,733,635 9,404,245 50

03 Career Preparation 27,201.62 144,257.98 297,140 152,882 51

07 Library Services 85,699.98 471,089.24 112.00 916,846 445,645 49

08 Counselling 84,090.97 408,194.03 884,466 476,272 54

10 Special Education 534,959.68 2,734,078.52 6.86 5,131,912 2,397,827 47

30 ESL/ESD 22,501.05 137,108.15 254,502 117,394 46

31 Aboriginal Education 87,300.38 470,192.03 975,608 505,416 52

41 Business/School Administration 170,679.29 1,181,128.36 491.52 2,060,724 879,104 43

60 Summer School 24,161.46 19,200 4,961- 26-

61 Continuing Education 27,302.85 242,842.93 293,801 50,958 17

62 Offshore Education 66,440.05 214,375.20 379,522 165,147 44

64 Other 917.96 9,140.27 19,000 9,860 52

--------------- ---------------- ---------------- ---------- ----------- ---

TOTAL FOR Function - 1 2,907,489.13 15,358,777.97 7,790.78 29,966,356 14,599,787 49

Function : 4 District Administration

11 Education Administration 39,820.66 267,610.31 .56 466,217 198,606 43

40 School District Governance 15,883.41 110,197.45 165,189 54,992 33

41 Business/School Administration 61,777.74 450,087.20 .57 797,284 347,196 44

--------------- ---------------- ---------------- ---------- ----------- ---

TOTAL FOR Function - 4 117,481.81 827,894.96 1.13 1,428,690 600,794 42

Function : 5 Operations and Maintenance

41 Business/School Administration 11,636.73 84,001.55 144,370 60,368 42

50 Maintenance Operations 205,990.50 1,562,475.70 4,704.00 2,618,454 1,051,274 40

52 Maintenance Of Grounds 18,666.97 173,148.70 277,772 104,623 38

56 Utilities 70,042.87 323,675.03 833,585 509,910 61

--------------- ---------------- ---------------- ---------- ----------- ---

TOTAL FOR Function - 5 306,337.07 2,143,300.98 4,704.00 3,874,181 1,726,176 45

Function : 7 Transportation & Housing

41 Business/School Administration 9,327.72 66,269.51 117,183 50,913 43

70 Student Transportation 137,554.43 839,529.10 1,684,354 844,825 50

73 Housing 3,500 3,500 100

--------------- ---------------- ---------------- ---------- ----------- ---

TOTAL FOR Function - 7 146,882.15 905,798.61 0.00 1,805,037 899,238 50

--------------- ---------------- ---------------- ---------- ----------- ---

TOTAL FOR Fund - 0 3,478,190.16 19,235,772.52 12,495.91 37,074,264 17,825,996 48

=============== ================ ================ ========== =========== ===

Agenda Item # 6a)

Finance Expenditure Report - Laurie Rice of 14

1. call to order 2. consideration and approval of agenda 3

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