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Beaverlodge Home and School Association January 2017 Meeting MinutesJanuary 12, 2017In Attendance:Kelly ChinRachelle IsaakMarly Abel-McNabbMelanie MelvinAlina PeerDawn ThompsonCourtney WilesBryan WissmanMeeting started at 6:08pm-Motion to approve meeting agenda by Rachelle Issak, 2nd by Brian Wissman.-Motion to approve Minutes from November meeting by Rachelle Isaak, 2nd by Courtney Wiles.Principal’s report was given by Dawn Thompson:PRINCIPAL’S REPORT TO BEAVERLODGE HOME AND SCHOOL ASSOCIATION - JANUARY, 2017ACTIVITIESDecember December 1st – Hosted annual Winter ConcertVolleyball Wind-upClothing Sale wrapped up – a couple of items were back-orderedReport Cards were sent homeTraditional Holiday Boxes were collected and donated to the Westgrove Family Resource Centre(75 boxes donated)Virtues Gatherings – every Monday morningJanuary/February January 23rd – Group of Students in grades 5/6 to attend Pembina Trails Leadership Forum withMrs. JuchnowskiFebruary 1, 2, 3, - Tri-ConferencesFebruary 13 – Grade 5 and 6 students participate in transition day at Westdale SchoolFebruary 22nd – Open House at Westdale School for parents of grades 5 and 6 studentsFebruary 23rd – Hosting Kindergarten Information Evening for parentsFebruary 27th – Jump Rope Fundraiser1

REORGANIZATION OF CHARLESWOOD SCHOOLS The division is on-track with plans for reorganizationWestwood will begin transition activities in February with a parent evening and an activitiesbased transition day for students in grades 5 and 6LUNCH PROGRAM We will need to begin advertising for supervisors for 2017/2018 in MayAdmin would like to explore alternatives to where students eat luncho For example, purchasing tables so we can combine groups to eat in the mini-gymSTAFFING Mrs. Edgar continues to support in the office until further noticeSCHOOL WEBSITE The new website continues to be under development. Ms. Thompson and Mrs. Dudych havereceived some training; training will continue in the New Year. We hope to be able to post ournew site by March, 2017.STUDENTS Currently at 138Two new enrollments since our last meeting; two have moved.KINDERGARTEN INFORMATION EVENING Hosting parents on February 23rd, at 6:30 PMSign will be posted in front of the schoolDawn is currently working with Qualico to have a sign posted in Ridgewood Community; as well,an advertisement will appear on the Ridgewood Community BlogThe Division is providing schools with signage to be posted within the school and around thecommunity.Advertised in our newsletter and further emails will be sent home.R.O.C.K.S! MURAL Almost complete! We are waiting for the background to be paintedBUILDING AND GROUNDS Staffroom, library and some classrooms have been painted over the holidaysWe have an office renovation scheduled for summer breakQuestions: Is PAC planning to fund the Golden Eye tickets for Green Kitchen in May?2

Lunch Program Report: Prepared by Diane Hinsen, presented by Dawn Thompson.-Current bank account balance: 13,524.05. Account has been reconciled and balanced as ofDecember statement.-Current outstanding invoices owed to PTSD: 589.50. Entire start up credit of 3345 for the2016/2017 school year has been used and the Programme will cover all wage costs for theremainder of the year.-There are currently 1660 in accounts for which no payment has been made.-There are currently 1660 in accounts for which partial payment has been made.-Reminders for all past due accounts have been made via email as of January 11, 2017.The likelihood of collecting all or some of this money is unknown.Programme is currently employing two full time supervisors at a total wage cost ofapproximately 17.50/day each ( 15.50 vacation, EI, WCB, CPP) and two full time supervisingcoordinators at a total wage cost of approximately 18.50/day each (16.50 payroll costs).Estimated programme costs (wages ) through to the end of the year are 9300 at current,without factoring in extra time for extra duties of one coordinator.Estimated programme costs for the 2017/2018 school year, figuring on a potential maximumenrollment of 88 1-5 students, with a start up grant of 2000, keeping current wages andcontinuing in the tradition of providing 500 annually to the Phys Ed Department for recessequipment, and keeping a 1000 “cushion” in the bank account. 11,826.00Raising staff wages to remain competitive and attract replacement staff for those moving on issomething PAC should consider. Wage increase could be immediate or effective in Septemberof 2017.Program costs with a 2/hr raise in wages for all staff would be: 13146, assuming 2 FT supervisors, 1 FT supervising coordinator and the administrativesecretary handling all financials.With a potential base of 75 users (assuming not every student will participate), this would stillallow the program to reduce fees to the neighborhood of 170/student vs. the current 200.A further one-time reduction for 2017/2018 is likely possible once further calculations based onleft over funds from the current school year. Or, PAC may choose to use leftovers monies tofund a school project.3

Treasurer’s Report:-Current bank balance of 2700.-Colibri fundraiser was very successful.-Still awaiting the final numbers from it.-December Movie Night was poorly attended generating marginal additional revenue.Motion for PAC to provide Green Kitchen with 500 to attend end of the year Gold Eyes gameand patrols with 500 for their end of the year outing. 1st by Brian Wissman, 2nd by Alina Peer.All in favor.Fundraising Report-Vetoed the Valentine’s Dance due to concerns over the cost to host the event vs. the potentialrevenue lost if poorly attended.-Discussed the idea of hosting an after school dance or movie to increase student participation.-PAC needs to start focusing attention on mapping out activities they want to host in the2017/2018 this year so there is sufficient time to plan the events, they can recruit committeesto carry out and provide families with substantial notice so they can plan to attend.-Discussed PAC doing a hot dog lunch fundraiser similar to the schools Pizza lunches. This wouldneed to be coordinated with the Lunch Coordinator and a PAC member would need tovolunteer to be present to assist.New Business:-Discussed the idea of PAC meeting monthly in the 2017/2018 school year.-PAC to put out a survey to parents to determine what type of activities they would like to seeat the school.-PAC needs to develop a summary of what PAC is and does to distribute to school/parent bodyto increase awareness of PAC and what they do. It needs to be made clear why people need toparticipate and attend events by being specific about where the money is going and what it isbeing used for.-PAC to create a report monthly to be included in the school newsletter including pictures ofwho the current PAC members are so people are aware who the PAC members are.-PAC to work with Dawn Thompson to help create a more successful and attended Meet theTeacher Event in September.-Concerns raised over the lack of accessibility to PAC Meeting Minutes and upcoming meetingdates. Dawn Thompson will email Minutes to school mailing list and ensure meeting times anddates are listed in the monthly school newsletter.-PAC will request on school registration forms email addresses of parents and whether parentsare comfortable with PAC having their email and emailing them directly. This would enable PAC4

to communicate directly with parents as opposed to everything being sent via the school. Thismay also enable parents to feel like they can communicate directly with PAC members.Remaining Parent Council Meeting Times for 2016-2017 school year:March 9, 2017 at 6pmMay 11, 2017 at 6pmAll meetings are in the school library.Meeting adjourned at 7:55pm5

and patrols with 500 for their end of the year outing. 1st by Brian Wissman, 2nd by Alina Peer. All in favor. Fundraising Report -Vetoed the Valentine’s Dance due to concerns over the cost to host the