Special Public Board Meeting Highlights | June 22, 2021
2021 - 2022 Annual Budget Bylaw
The Board of Education of School District No. 75 (Mission) adopted the Annual Budget Bylaw for fiscal year 2021/2022.
You can view the Bylaw and Supplemental Preliminary Budget Document.
2020-2021 Projected Operating Surplus
The Board approved a motion that the projected accumulated unrestricted operating surplus of approximately $2 million at the end of 2020 – 2021 be accounted for as follows in the 2020 – 2021 Financial Statements:
|Transfer 2% of operating revenue to contingency ||estimate $1,360,000 |
|Transfer to Local Capital || $ 300,000|
|Transfer to reserve for Strategic Initiatives ||estimate $ 340,000 |
AND THAT any additional surplus be added to the reserve for Strategic Initiatives;
AND THAT a report for the potential use of the funds transferred to strategic initiatives and local capital be presented to the Board in September 2021.
2021 - 2022 Annual Facilities Grant
The board has reviewed a list of facilities that SD75 will be submitting Annual Facilities Grants application for.
2022 - 2023 Major Capital Projects
The Board has approved a motion that the following Major Capital Projects be submitted to the Ministry of Education for consideration of funding in 2022-2023:
- Mission Secondary Full Replacement with additional capacity
- Albert McMahon Addition
- Hatzic Elementary Full Replacement with additional capacity
- Cedar Valley Elementary New School
- Land acquisition for Hatzic Elementary
- Land acquisition for Mission Secondary School
Board Meeting Highlights | June 15, 2021
2019-2022 Strategic Plan
The Board has adopted and amended 2019-2022 Strategic Plan (you can view it here) and has instructed staff to create a work plan to achieve the goals considering the strategies of the Strategic Plan. Staff and Board are also to create a formalized reporting structure considering the Framework for Enhancing Student Learning (FESL).
Trades Training Advisory Committee (TTAC)
Mission has Trades training opportunities for students. The Board has received the TTAC's Final Report and will review and discuss the document with partner groups at the September Committee of the Whole Meeting.
School District No. 75 has observed a steep decline in exposure notifications from Fraser Health, as BC has been anticipating lifting of restrictions this week. Schools; however, are not part the Fraser Health's reopening plan until September. That means, that FOOD is still NOT ALLOWED at any school events.
School District 75 has been excited about international interest in studying in Mission; however, has approached student recruitment conservatively, considering school capacity. Currently, there are 95 international students registered for 2021-2022 across the SD75.
Summer School Update
Mission Secondary School is offering Summer school programming again this year, for students in Grade 9, 10, and 11. Information and registration form has been uploaded to the MPSD Website.
This Summer, IT will collect all the SD75 laptops and tablets again for maintenance, to ensure all
devices are updated and up to speed. New IT plan will be developed encompassing not only technical and hardware, but considering digital threats, software, and finances as well. More volunteers are still needed to create the new IT Plan.
Superintendent Year-End Report
The Superintendent provided a brief annual report on 2020-2021 and has acknowledged the efforts and hard work of the entire School District 75. Staff and students are encouraged to take a well-deserved break this Summer to recharge.
Meeting formats and locations for 2021/2022
The Board has approved the presented schedule of the Board of Education and Committee of the Whole Meetings. Selected locations are tentative. Meetings will be held in person and if needed (due to adverse weather conditions or unforseen circumstances like COVID) may move back videoconference.
Special Public Meeting Highlights | June 1, 2021
Electric Bus Business Case
Clean energy, utilizing modern technology, and estimated life cycle cost savings of approximately $100,000 have lead he Board of Education to a decision to purchase an electric school bus, while incentive grants and funding is available to partially cover the cost of the Bus. Staff were directed to apply for funding from Clean BC ($116,668), Ministry of Education ($30,000), and CNCP ($50,000). The balance of $24,094 after the Ministry of
Education’s Core funding of $178,448 will be funded from local capital.
Board Meeting Highlights | May 18, 2021
Fraser Health invited SD75 employees to get vaccinated. By now, those who opted to get vaccinated, have received their first dose.
Fraser Health is taking a more conservative, cautious approach and isolates larger groups of people should exposure occur. This has lead to two functional closures to date. Hatzic Elementary School (May 5 - May 14), and Hatzic Middle School (May 13 - May 24).
The overall Covid numbers have been decreasing, as we observe reports from CDC.
2021/2022 Capital Bylaw
The Board reviewed the financial information and has approved the Capital Bylaw as presented after three readings. Based on recent information and incentive from the Ministry, the Board has also directed staff to present a business case for the feasibility of purchasing an electric bus versus a diesel bus.
MSS Project Design Report (PDR)
SD75 has had a consultant working on the project. Once the project plan is
approved, the PDR costs will be reimbursed. Geo-technical study supports full MSS replacement, but may still take some time.
The Board passed the motion that the excess enrolment at Hatzic Elementary be managed as follows:
a. by limiting the number of cross boundary students allowed to attend Hatzic Elementary,
b. by allowing students from the Durieu area to attend Dewdney Elementary as their catchment school, with busing if necessary.
As two of the five trustees were not present at the meeting, the
option of adding a portable will be considered at the Budget meeting on May 25, 2021.
Summit Learning Centre
The Board has reviewed survey results on shifting Grade 8 & 9 Summit students to MSS. Most of the parents are in favour of their children being moved to MSS Summit premises.
Quarterly Financial Report ending March 31, 2021
Financial accountability report was provided to the board for information and has been posted to MPSD website.
Year-end Financial Position Projection
The Board reviewed projected year-end financial data. Some funds can be put towards special projects in alignment with the Strategic plan. Information can be brought back to the Budget Meeting on May 25, 2021.
Board Meeting Highlights | April 20, 2021
Staff shared newest resources and information on recent exposures. Fraser Health and SD75 are sending notices out as they become known. If less than 5 individuals are affected, Fraser Health will
only send notice to the individuals. Where more than 5 people get exposed, they
send request to isolate to larger groups.
Student Safety Follow-Up
Staff has been working with Safer Schools Together, and several district staff have attended SST Mental Health Session on Substance Use and Addiction in Youth. District staff is training on Violence Threat Risk Assessments (VTRA).
Schools are developing Student Working Groups, and HMS is working on a Virtual Student Forum. The Superintendent and the Board would like to get constructive feedback from all groups before the end of the school year.
The original budget planning has been delayed slightly, as Ministry funding has been in progress. This is the upcoming schedule:
- April / May Preliminary budget forecasts developed based on enrolment / Preliminary staffing plans
- April / May Confirmation of funding from the Ministry of Education
- May 11, 2021 Committee of the Whole – review enrolment projections for September and preliminary staffing needs, preliminary options
- June 8, 2021 Committee of the Whole – draft Budget Bylaw review
- June 22, 2021 Special Public Board Meeting – to approve Budget Bylaw, present supplementary information document
Information Item: BCSTA Advocacy
Moving Forwards after COVID-19: you can read the report and letter to Minister Whiteside here.
Board Meeting Highlights | March 9, 2021
Letter to Minister Whiteside RE: Trades
The Board of Education approved the letter brought in by the Trades & Training Advisory Committee to advocate for funding of Trades. The letter has been sent to the Minister and MLAs Alexis and D'Eith.
Holding Seats for September
The Board of Education approved a motion that until June 30, 2021 only, School District No. 75 will continue to hold spaces that were held for students that normally enroll in catchment or choice elementary and middle schools, but were instead enrolled in the Summit Distance Learning school for the 2020/2021 school year; and
THAT for the 2021 / 2022 school year, School District No. 75 will not hold spaces in catchment or choice elementary and middle schools for students that are enrolled in the Summit Distance Learning school. Superindendent Wilson has issued a Notice to Parents following the Meeting of the Board.
School District Calendar
The Board of Education reviewed and approved new District Calendars to be submitted to the ministry:
2021-2022 | 2022-2023 | 2023-2024
The the Board of
Education reviewed existing Dress Codes from SD75 schools and directed Staff to draft a
district-wide, gender neutral new dress code, written from a Student’s
Special Board Meeting Highlights | February 23, 2021
2020/2021 Amended Budget Bylaw
The Board approved the 2020/2021 Amended Budget. The Supplemental Information can be viewed here.
Board Meeting Highlights | February 16, 2021
A list of COVID exposures has been shared, along with the Memo to Parents published on February 5, 2021.
The quarterly report provides a summary of department activities for 2020/ 2021 as of February 2021. The report is available by clicking here.
Governance and Accountability
The Board of Education passed a motion to direct Staff to begin the development of accountability and reporting policy.
Respectful Schools and Workplaces - Anti-bullying, Harassment and Discrimination Policy Update
The Board of Education reviewed the Policy. Specific definitions are being inserted and further review of the Policy was referred to April 6th, 2021 Committee of the Whole Meeting.
Letter to Minister Whiteside RE: Trades
The Board of Education reviewed a letter brought in by the Trades & Training Advisory Committee to advocate for funding of Trades. The letter has been referred to the Committee of the Whole for review and sending will be approved at the next Meeting of the Board.
Pink Shirt Day
The Board of Education supports and recognizes the Pink Shirt Day on February 24, 2021. International Day of Pink (April 14, 2021) is a day against homophobic, transphobic, and all forms of bullying. Celebrate diversity by wearing pink and challenge stereotypes .
Board Meeting Highlights | January 19, 2021
COVID Update – provided on January 19, 2021
- There was a COVID exposure at Hillside one week before the winter break. Fraser Health (FH) notified the school the first week of the break at which time the principal shared the information with necessary parties.
- The was an exposure at Hatzic Elementary that also involved a bus route. Students have been advised to self-monitor for symptoms.
- FH has revised its communication process. The turnaround time for communication has decreased. FH is working on improving tracking exposures of itinerant staff. They are piloting this in another SD.
- There has been a recent exposure at Dewdney Elementary School.
Éy St'elmexw Sqwelqwel, Good Medicine Stories, Edition #1
The Éy St'elmexw Sqwelqwel, Good Medicine Stories, Edition #1 is a newsletter of good stories happening in the School District. It touches on the work that is completed in the community by the Indigenous council and workers. To view the newsletter, click here.
Statement from the Board regarding an incident at Heritage Park Middle School
To view a copy of the statement, click here.
Family Mental Health & Wellness Forum
The School District is co-hosting a Family Mental Health and Wellness forum with DPAC on January 28, 2021 at 7 pm. Register here.
Board Meeting Highlights | December 15, 2020
District Parent Advisory Council
The Board of Education appointed Trustee Shelley Carter as the 1st Trustee Liaison for the District Parent Advisory Council (DPAC) and Trustee Tracy Loffler as the Alternate Liaison. For a detailed list of Trustee Committee and Liaison Appointments for 2020-21, click here.
Assessing and Communicating Student Learning Policy
The Board approved the Assessing and Communicating Student Learning Policy. The policy has been reviewed by the Committee of the Whole and the Joint Educational Advisory Committee. This year we have 20-24 elementary teachers from 6 elementary schools who have asked to participate in the Communicating Student Learning (CSL) pilot. This will help the SD revise our methods of communicating student learning. Click here to view a copy of the policy.
2020 Annual Report
The annual report summarizes the School District's operations for the 2019/2020 year. It also includes a summary and discussion of financial results, along with the audited financial statements. This year the School District solicited students for their artwork to be featured on the cover of the report. Congratulations to Mischa Swan of Edwin S. Richards. Her artwork was selected to be featured on the cover of the report. Click here to view a copy of the report.
2019-2020 Statement of Financial Information (SOFI)
The 2019-2020 Statement of Financial Information includes details on employees earning more than $75,000 a year, including their expenses, payments to suppliers of more than $25,000 a year, and the audited financial statements. Click here to view a copy of the SOFI report.
Fraser Health has made some recent changes to its reporting and tracing process. Click here for information on exposures at Mission school sites.
Spread the Word
The Board has taken The Spread the Word Pledge in support of making our schools, community, and workplace more inclusive. Show your support and take the pledge today.
Whistle Blower Policy
The Board approved the amended Whistle Blower Policy. The procedure has been referred to legal counsel for review, as reporting to legal counsel is part of the procedure. Staff anticipate that this will result in further revisions. The policy will also be referred, and any recommended amendments will be returned to the Board in the new year. Click here for the policy. Click here to view the draft procedure.
Black Shirt Day
The Board approved a motion that Mission Public Schools support and encourage Mission students and employees to participate in Black Shirt Day on January 15, 2021. Black Shirt Day is meant to promote awareness of anti-racism and civil rights. It is similar in this aspect to events related to Pink Shirt Day and Orange Shirt Day.
The Board approved a motion for staff to complete a detailed analysis of the Durieu area in consideration of changing the boundary to Dewdney, and that staff complete the same analysis for Steelhead in consideration of changing the boundary to Stave Falls.
Motion regarding Masks in Schools
A motion was presented by Trustee Cairns that would require the wearing of masks in Mission schools. The recommendation was brought forward to enhance the safety of our staff and mitigate transmission. The motion was not supported as presented. An amendment was presented, and the amended motion was approved. Trustee Cairns requested to register a negative vote against the amendment. The following motion was approved: THAT the Board of Education and SD 75 expect masks to be worn in all school buildings and workplaces in the District as mandated in the guidelines provided by the Public Health Authority until such time that these guidelines are revised.
Board Meeting Highlights | November 17, 2020
Board Meeting Procedures Policy
The Board approved a motion to amend the Board Meeting Procedures Policy. The intent of the amendment is to establish a process for breaking a tie vote for the election of the Chair and Vice-Chair positions. To view the amended policy, click here. See section 2 item 2.2.9 of the policy.
District Parent Advisory Council (DPAC) – Trustee Liaison
The Board of Education supported the motion to assign Trustee Liaisons to the District Parent Advisory Council. At this time, this appointment has not taken place but will be included as an item on a future agenda.
School District Representatives to External Organizations Policy
The policy was updated by removing the University of Fraser Valley Community Council, as this council has not been active for a few years. The Board also added DPAC as an organization appointed with a Trustee representative and updated the name of the Aboriginal Education Advisory Council by replacing it with Indigenous Education Advisory Council. Click here to view the policy.
Quarterly Report - September 30, 2020
Staff have prepared a report to provide a summary of School District activities and operations. This is the first report of its kind. As staff continue with these reports, they will become lighter but will provide a good summary of each quarter. The goal is to include information on one or two of the strategic priorities with each report. Click here to view the report.
Assessing and Communicating Student Learning Policy
The policy was approved in principle and will be referred to partner groups at the next Committee of the Whole meeting for a more fulsome review. Click here to view the policy.
District Class Size Averages
The Superintendent provided information for Class Size averages for the School District based on October 1701 data. The information (below) is current as of 10/29/2020 but may change.
Clarke Theatre Agreement
The Board approved the agreement for the District of Mission to undertake community programming for the Clarke Theatre beginning 2021. Under the new agreement, the School District will continue to use the Theatre for school activities and programs and the District will assume responsibility for community-based activities and programs.
Board Meeting Highlights | October 20, 2020
Executive Compensation Disclosure Report - REVISED
The Executive Compensation Disclosure report for 2019-2020 has been updated to include the salary for Mr. Jepsen. No other changes were made to the report.
The Board approved a resolution at last month's Public meeting that supports the creation of an anti-racism policy to supplement the Anit-Bullying, Harassment and Discrimination Policy. The draft anti-racism policy was presented for the initial review by the Board and is being forwarded to the November Committee of the Whole.
The Superintendent advised that on October 5, 2020, the School District experienced a COVID exposure at Hatzic Middle School. An overview was provided on the process for the event notification, further steps, and considerations for any future exposures.
Trustee Appointments for Committees and Community Liaison Groups
In the past, the Liaison Appointments were appointed by the Board Chair and the revised list was presented as an information item. This year the item was presented as an action item. Policy 1.6 covers guidelines that representation is established by the Board. The Board decided that it makes sense to present this item as an action item and approved the resolution. Click here to view the 2020-21 appointments.
Joint Transportation Letters with First Nations Bands
Each year, Mission Public Schools and the local First Nations Bands engage in shared planning and decision making for a Joint Transportation Plan. In consultation with the First Nations Bands, it was determined that no additional funds are required for this year. As such, the Bands have agreed that no revisions are required for the services and funding for the 2020-21 school year.
Motion to Amend Policy 1.4 - Board Meeting Procedures
The Board discussed amending section 2 - Election of Chair and Vice-Chair to include guidelines for a prolonged vacancy or absence of a Trustee. The Board approved the motion in principle and referred it to staff to ensure the revisions comply with appropriate legislation. The revised policy will be included on the November Public agenda.
A reminder that a Special Committee of the Whole is scheduled for October 27, 2020 for Boundary Review. Also, a Trades & Training Advisory Committee meeting is scheduled for October 29, 2020 at 4 pm. Click here to view the Board and Committee meeting schedule.
Board Meeting Highlights | September 22, 2020
Election of Board Chair and Vice-Chair
We are pleased to announce that Tracy Loffler has been re-elected as Board Chair and Shelley Carter has been elected as Vice-Chair. The School District would also like to thank our outgoing Vice-Chair, Randy Cairns for his time as Vice-Chair. Trustee Cairns remains a School Trustee of the Board of Education for Mission Public Schools along with Trustee McKamey and Trustee Renkema.
2019-2020 Audited Financial Statements
The Board of Education approved the Audited Financial Statements for 2019-2020. The findings of the audit will result in a letter expressing an opinion on the audit, from the Auditor and will be included in the financial statements. Comprehensive information on the financial statements will be published in the annual report in December.
École Mission Senior Secondary – Seismic and Replacement Project
The cost estimates for the Seismic Repairs or Building Replacement project for MSS have been submitted to the Ministry. The Seismic Upgrade is estimated to be between $61 million and $66 million. The estimated replacement cost is estimated to be around $87 Million. We don't expect any further information from the Ministry regarding the project until March or April 2021.
Superintendent's School Opening Update
Approximately 10% of students are not attending regular school at this time. Overall enrolment is tentatively up slightly from projections, but the numbers are not stable yet. A number of schools are full, particularly with seats being held. The projected enrolment information for 2020-21 is still a rough estimate due to student movement between their home school, Summit, and transfers out to other Districts DL schools.
International Program Update
A typical year sees approximately 150 International Students in Mission, generating approximately $2M in revenue (gross). Currently, we have 52 international students with 25 more students arriving in January.
Executive Compensation Disclosure Update
Boards of Education are required to complete the Public Sector Executive Compensation ("PSEC") Disclosure Report for fiscal 2019-2020, (year ending June 30, 2020). The disclosure requirements apply to chief executive officers and the next four highest-paid executives, where these positions are paid an annual base salary of $125,000 or more. View page 49 of the agenda for the full compensation report.
Ministry Funding Protection – Financial Risk
The Ministry of Education has referred to funding protection to protect school districts during the pandemic. The School District would need to lose 284 students from the 2019/2020 September enrolment count, or 303 students from the 2020/2021 budget (and the revenue for these students), before funding protection would be available. The School District is at risk of losing $2,287,617 of funding before funding protection is available.
District Restart Plan
The Board of Education passed a motion that endorses the Restart Plan and the Return to School Safety Guidelines for COVID-19 for Mission Public Schools.
Holding Seats during COVID-19
The Board discussed deferring any action on enrolment space allotment until February 2021. The SD will hold seats for students that are enrolled in the Distance Learning Program at Summit Learning Centre. Refer to page 61 of the agenda for the full requirements.
The resolution authorizes the Superintendent and Secretary to borrow funds (if required) on behalf of the school district. This is more a procedural process required by Scotia Bank.
The School District has a Respectful Schools & Workplaces Policy, but the policy does not specifically address systemic racism. The purpose of this policy is to build a foundation of change that is free of racism.
BCSTA/ FNESC Conflicting Conference Dates
The motion was originally approved at the Public Board meeting on October 15, 2019 and was forwarded to the British Columbia School Trustees Association to be debated at the AGM. Due to COVID, the AGM was cancelled, and the motion was not addressed. The motion will be re-submitted to the BCSTA AGM.
Strategic Plan Review
The Board requested that Staff report on the Strategic Plan throughout the year based on the timing for when data/ information becomes available.
Public Interest Disclosure Act
The Province is trying to determine whether Public School Districts would be able to comply with the Public Interest Disclosure Act (PIDA) legislation before December 31, 2021.
The School District has a whistleblower protection policy 2.6, which is scheduled to be updated. As such, the School District should be able to comply with the legislation, if the act is extended to be applicable to school districts. Staff will conduct a review of whistleblower policy and bring forward some recommendations to a future Committee of the Whole meeting.
Special Committee of the Whole
A Special Committee of the Whole meeting is scheduled for Tuesday, September 29, 2020 to discuss Boundary Review. For more information about Board and Committee meetings, please contact the School Board Office directly or visit www.mpsd.ca.