MINUTES OF THE REGULAR MEETING OF THE BOARD OF TRUSTEES OF THE PRAIRIE SPIRIT SCHOOL DIVISION, HELD AT THE BOARD OFFICE, SWAN LAKE, MANITOBA AT 6:35 P.M. ON TUESDAY, MAY 27TH, 2014. PRESENT: B. Beyak, L. Bridges, M. Hoger, D. Larson, J. McIntyre, K. Noel, C. Philippot, C. Ronceray REGRETS: A. Devloo ADMINISTRATION: K. Murray, J. Parsonage Vice Chair McIntyre chaired the meeting. INVOCATION 1:01 AGENDA a) The agenda was received. C. Philippot – M. Hoger That the agenda be adopted as presented with additions. Carried 1:02 MINUTES a) Minutes of the regular board meeting of May 13th, 2014 were circulated. B. Beyak – K. Noel That the minutes of the regular board meeting of May 13th, 2014 be adopted. Carried 1:03 ACCOUNTS #150/2014 L.Bridges – K. Noel That the Board of Trustees of the Prairie Spirit School Division approve the accounts being cheque numbers 127606 to 127672; Direct Deposit cheque numbers 3788 to 3904; US cheque numbers 198 and 199; and the payroll debits all in the amount of $$1,153,410.89. Carried 1:04 DELEGATIONS/PRESENTATIONS 1:05 REPORT OF SENIOR ADMINISTRATION 1. Staffing K. Murray #152/2014 D. Larson – B. Beyak That the Board of Trustees of the Prairie Spirit School Division approve the staffing as attached in Appendix “A” dated May 27th, 2014. Carried 2. Student Suspensions The following student suspension was received: 1 – 2 days out of school suspension Refer to File K. Murray 3. Extended Field Trip K. Murray Permission was granted to the Prairie Mountain Elementary grades 7 and 8 students to attend an overnight trip at the Boundary Trails Outdoor Education Camp on June 12 th & 13th, 2014 at no cost to the division. Refer to File 4. Thoughtstream K. Murray The results are being reviewed for confidentiality reasons. Names have been detected and Thoughtstream contacted to have them removed. Once all schools have confirmed the data is clean then it will be posted on the division website. Refer to Administration 5. New Bus Garage Facility / Project update R. de Rocquigny Refer to In-Camera 6. Five Year Capital Plan R. de Rocquigny The five year capital plan was discussed with the Board. The plan to be submitted to the PSFB will include requests for: Cartwright & Baldur science labs, Holland grooming room, St. Claude stair climber, Roof sections at various schools, Mechanical heating system replacements at Thomas Greenway Middle Years and Holland schools, and structural modifications at Cartwright (recladding walls) and Pilot Mound Industrial Art shop walls. Refer to File 7. Driver Ratification J. Parsonage #153/2014 B. Beyak – L. Bridges That the Board of Trustees of the Prairie Spirit School Division ratify the employment of Garry Avery as a driver to transport a student to and from Pilot Mound Collegiate for 3 hours per day commencing May 12th, 2014 to June 26th, 2014. Carried 8. Ratification of Custodian Assistant J. Parsonage Applications were received for the position of custodian assistant for Treherne Collegiate Institute. #154/2014 D. Larson – C. Ronceray That the Board of the Prairie Spirit School Division ratify the employment of Michelle Leaver as custodian assistant for 4.0 hours per day at the Treherne Collegiate Institute effective May 26th, 2014. Carried 9. Ratification of Regular Bus Driver J. Parsonage An application was received for the regular bus driver posting at Manitou. #155/2014 K. Noel – C. Philiipot That the Board of the Prairie Spirit School Division ratify the employment of Linda Griffin for the position of regular bus driver in the Manitou catchment area effective September 3rd, 2014. Carried Senior Admin Report M. Hoger – C. Philippot That the Senior Administration Report be received and filed. Carried In-Camera – Committee of the Whole K. Noel – B. Beyak That the Board of Trustees of the Prairie Spirit School Division go into “Committee of the Whole In-Camera” at 6:45 p.m. Carried C. Philippot – D. Larson That the Board of Trustees of the Prairie Spirit School Division come out of “Committee of the Whole In-Camera” at 8:17 p.m. Carried 1:06 UNFINISHED BUSINESS  Glenboro South Cypress New Facility Steering Committee Kevin Newton and Robert de Rocquigny were in attendance. Refer to Next Meeting  Disposal of old School Buses All old buses have been sold so unfortunately fire departments will not have a chance to use them for training. There may be opportunity for this to happen in the future. Refer to File 1:07 REPORT OF COMMITTEES Human Resources:  Collective Bargaining Committee  Staff Liaison Committee  Succession Planning Operations / Finance Committee:     Buildings, Maintenance and Transportation Committee Contracts & Agreements Finance Ad Hoc Bus Garage Committee Education / Public Relations Committee:  Technology  Communications  Policy Manual Appendix B is attached. Refer to Notice of Motion 1:08 COMMUNICATION FOR ACTION a) Barbara Marginet, May 12th, 2014 – letter requesting a leave of absence from her position of educational assistant at the Holland School for the 2014-2015. #156/2014 K. Noel – B, Beyak That the Board of Trustees of the Prairie Spirit School Division grant Barbara Marginet a leave of absence from her position as educational assistant at the Holland School for the 2014-15 school year as per her request. Carried b) Allison Simon, May 14th, 2014 - letter requesting a leave of absence as teacher at Treherne Elementary School effective October 27th, 2014 to September 1st, 2015. #157/2014 C. Philippot – C. Ronceray That the Board of Trustees of the Prairie Spirit School Division grant Allison Simon a leave of absence as teacher at Treherne Elementary School effective October 27 th, 2014 to September 7th, 2015, as per her request. Carried c) Catherine Lee, May 22nd, 2014 - letter advising she is retiring from her position as teacher at Crystal City Early Years School effective June 27th, 2014. #158/2014 K. Noel – M. Hoger That the Board of Trustees of the Prairie Spirit School Division accept the resignation of Catherine Lee from her position as teacher at Crystal City Early Years effective June 27 th, 2014. Carried d) Harold Turnbull, May 23rd, 2014 - letter advising he is retiring from his position as custodian assistant at Treherne Elementary School effective July 31st, 2014. #159/2014 C. Philippot – B. Beyak That the Board of Trustees of the Prairie Spirit School Division accept the resignation of Harold Turnbull from his position as custodian assistant at Treherne Elementary School effective July 31st, 2014. Carried e) Craig Cuddy, May 26th, 2014 - letter advising he is retiring from his position as Technology Coordinator for the Division effective June 30th, 2014. Craig emphasizes his sincere appreciation and respect he has for Senior Administrators and the huge role they have played in his love and joy of being a member of this division. He thanks the Board of Trustees for their support over the many years. #160/2014 M. Hoger – C. Ronceray That the Board of Trustees of the Prairie Spirit School Division accept the resignation of Craig Cuddy as Technology Coordinator for the Division effective June 30th, 2014. Carried 1:09 COMMUNICATION FOR INFORMATION a) Louis Riel School Division - Report to the Community Spring 2014 - A copy was provided. Refer to File b) Manitoba School Boards Association, May 21st, 2014 – invitation to all Superintendents and Trustees that may be interested in taking part in their Aboriginal Education Study Tour July 6 th – 12th, 2014. A copy was provided. Refer to File c) Manitoba Association of School Business Officials, May 2014 – article on Property Taxation Supporting Education: Fact and Fiction by René Appelmans, Secretary Treasurer, Winnipeg School Division and Brian Spurrill, Secretary Treasurer, Lord Selkirk School Division. A copy was provided. Refer to File d) MERN Treaties and Reconciliation Education Summer Seminar to be held June 6th, 2014 at the Brandon University. A copy was provided. Refer to File e) Minister of Education, May 16th, 2014 – letter granting approval to a pilot project of the Balanced School Day concept at Holland School during the 2014-15 school year. A report which outlines the observed benefits derived, assurance that requirements for curriculum / instructional time were met, that the implementation strategy allowed time for teachers to plan how to structure effective instruction and learning in light of a block schedule, and that the school community continues to be supportive of this model is required by the end of May 2015. A copy was provided. Refer to File f) Thank you cards were received as follows: Carol Frisch for the watch she received as a retirement gift. Tom & Shirley Isford for the flower arrangement they received. Larry Tarko and family for the flower arrangement they received. Refer to File 2:00 BYLAWS 2:01 GIVING OF NOTICE Trustee Bridges gave notice that at the next regular meeting of the Board of Trustees he/she will move or cause to be moved a motion to rescind Policies BGD; CB-E; DLD; EIF; EIF-E; GAB; GC; GEB; GEJ; GFC; GFG; GFN; GFS; HA; IEB-E; IFD; JC; JD; JDB-E1; JED-E; KD-E; approve new policies DLF; EAB; EAC; GAB-E; GDM; GDN; HA-R; IMA and, for housekeeping changes only, rescind Policy Files EEA-R, ID, JLI-R; JLE-E8; of the Prairie Spirit School Division Policy and Procedures Manual as recommended by the Policy Manual Committee with changes noted in Appendix “B”. 2:02 FURTHER BUSINESS Technology Department plan – The Board gave approval to advertise for an Information Technology Supervisor; the job description and salary schedule will be devised and approved at a subsequent meeting. Refer to Administration 2:03 ANNOUNCEMENTS June 10th, 2014 - Regular Board Meeting – 6:30 p.m. – Division Office June 17th, 2014 – Ad Hoc Bus Garage Committee Meeting – 7:00 p.m. – Division Office June 24th, 2014 - Regular Board Meeting – 6:30 p.m. – Division Office July 8th, 2014 - Regular Board Meeting – 6:30 p.m. – Division Office August 19th, 2014 - Regular Board Meeting – 6:30 p.m. – Division Office September 9th, 2014 - Regular Board Meeting – 6:30 p.m. – Division Office September 23rd, 2014 - Regular Board Meeting – 6:30 p.m. – Division Office October 14th, 2014 - Regular Board Meeting – 6:30 p.m. – Division Office October 20th, 2014 – Support Staff Liaison Committee Meeting – 7:00 p.m. – Division Office October 28th, 2014 - Regular Board Meeting – 6:30 p.m. – Division Office November 4, 2014 – Inaugural and Regular Board Meeting – 6:30 p.m. – Division Office November 25th, 2014 - Regular Board Meeting – 6:30 p.m. – Division Office 2:04 ADJOURNMENT L. Bridges That we do now adjourn at 9:45 p.m. Carried Albert Devloo, Chairperson Jody Parsonage, Secretary Treasurer Prairie Spirit School Division Appendix “A” May 27th, 2014 DIVISION OFFICE MANNING, MARYANNE (revised from May 13th, 2014 Board Meeting) Authorize the Secretary Treasurer and the Chairperson to sign a Limited Term Teacher General Contract with Maryanne Manning for a .50 position and assign her .25 as School Counsellor at Holland, Ste. Marie and Crystal City Early Years School and .25 for the Early Years Guidance Program for the 2014-2015 school year only. WILLIAMSON, ROBERT H. Authorize the Secretary Treasurer and the Chairperson to sign a Limited Term Teacher General Contract with Robert H. Williamson for .50 position and assign him to Evergreen, Treherne Elementary and Valleyview Schools for the 2014-2015 school year only. BOYNE VALLEY COLONY SCHOOL DRINKWATER, NANCY That the Board of Trustees of the Prairie Spirit School Division appoint Nancy Drinkwater as Principal/Teacher at Boyne Valley Colony School effective the 2014 – 2015 school year. ST-CLAUDE SCHOOL COMPLEX ATKINS, BROOKE Authorize the Secretary Treasurer and the Chairperson to sign a Limited Term Teacher Contract with Brooke Atkins for a half time position for the 2014 – 2015 school year only, and assign her at St-Claude School Complex. VALLEYVIEW COLONY SCHOOL & STE. MARIE SCHOOL YOUNG, TERI Authorize the Secretary Treasurer and the Chairperson to sign a Limited Term Teacher General Contract with Teri Young for a full time position for the 2014-2015 school year only, and assign her half time at Ste. Marie School and half time at Valleyview Colony School. Prairie Spirit School Division May 27th, 2014 Appendix “B” MANUAL OF POLICIES AND PROCEDURES Highlight of Changes MASTER LIST NEW, REVISED & DELETED POLICIES 1) BGD SCHOOL BOARD MEMBER ETHICS  An addition was made at the end of the Code of Ethics for the trustee to sign and date indicating that they agree to abide to the Code of Ethics  Remove & replace File BGD 2) CB-E PSSD Organization Chart  Changes made to reflect the split of the Transportation/Maintenance Director position. New positions have been renamed as Transportation Supervisor and Maintenance Supervisor  Remove and replace File CB-E 3) DLD EXPENSE REIMBURSEMENTS  An addition was made to the Travel/Meal expense portion to note that traffic violations and alcohol would not be reimbursed; a per diem of $50 would be reimbursed if an employee chose to stay at a private residence and that travel expenses should be kept to a minimum.  Remove & replace File DLD 4) DLF SENIOR ADMINISTRATION TRAVEL & EXPENSES  This is a new policy.  Insert File DLF 5) EAB MAINTENANCE SUPERVISOR – JOB DESCRIPTION  This is a new position (formerly a combined position with Transportation/Maintenance Director)  Insert File EAB 6) EAC TRANSPORTATION SUPERVISOR – JOB DESCRIPTION  This is a new position (formerly a combined position with Transportation/Maintenance Director)  Insert File EAC 7) EIF FIRE DRILLS, ALARM SYSTEMS TESTS AND LOCKDOWN DRILLS  Lockdown Drill Tests have been added to File EIF.  Remove & replace File EIF 8) EIF-E SCHOOL SAFETY DRILL RECORD FORM  This form has been completely revamped  Remove & replace File EIF-E 9) GAB CRIMINAL RECORD AND CHILD ABUSE REGISTRY CHECKS  A statement was added to the Change in Status regarding failing to disclose a change in status may result in suspension with or without pay.  Remove & replace File GAB 10) GAB-E CRIMINAL RECORD/VULNERABLE SECTOR AND CHILD ABUSE REGISTRY DECLARATION FOR SUPPORT STAFF  This is a new policy  Insert File GAB-E 11) GC PROFESSIONAL STAFF POSITIONS  Add School Psychologist and Career & Technology Studies (CTS) Teacher to the list. This is a new position.  Insert File GC 12) GDM SCHOOL PSYCHOLOGIST – JOB DESCRIPTION  This is a new position  Insert File GDM 13) GDN CAREER & TECHNOLOGY STUDIES (CTS) TEACHER – JOB DESCRIPTION  This is a new position.  Insert File GDN 14) GEB SUPPORT STAFF WORKING CONDITIONS AND BENEFITS  Sick Leave  Sick Leave was updated to include employee’s spouse, partner, children, parents or parentsin-law  Leave of Absence  Support staff taking personal leave must find own replacement. The following statement was added: “Approval by Senior Administration is contingent upon the employee’s ability to secure a suitable replacement”. 15) GEJ SUPERVISION AND EVALUATION OF SUPPORT STAFF  Housekeeping  Library Technicians and Technology Technicians were added to the list of support staff (the last paragraph)  Remove and replace File GEJ 16) GFC ADMINISTRATIVE ASSISTANT – JOB DESCRIPTION  Housekeeping  Remove and replace File GFC 17) GFG CUSTODIAN ASSISTANT – JOB DESCRIPTION  This policy has been revised to reflect a more detailed job description  Remove and replace File GFG 18) GFN BUS DRIVER EVALUATION  This policy has been revised to include the statement: “Regular Drivers will be evaluated once every three years or at the discretion of the Transportation Supervisor.”  Remove and replace File GFN 19) GFS TRANSPORTATION/MAINTENANCE ASSISTANT – JOB DESCRIPTION  This position no longer exists.  Remove Policy GFS from Policy Manual 20) HA NEGOTIATIONS GOALS  A reference was added to File HA regarding the new File HA-R to reflect the scheduling of support staff group negotiations  Remove & replace File HA 21) HA-R NEGOTIATIONS GOALS 3 YEAR SCHEDULE  This is a new policy  A three year rotation schedule has been set up for all support staff groups  Insert File HA-R 22) IEB-E KINDERGARTEN PROGRAM  This policy has been updated to include specific therapy services. The section on care arrangements has been deleted. A question regarding health issues is included.  Remove and replace File IEB-E 23) IFD PROGRAMS FOR STUDENTS WITH SPECIAL NEEDS  Housekeeping  Level 1 has been changed to “Student Services Grant” as the Level 1 designation no longer exists  Coordinator of Student Services has been changed to Program Support Services Administrator  Manitoba Education Citizenship and Youth has been changed to Manitoba Education and Advanced Learning  References were updated  Remove and replace File IFD 24) IMA SERVICE ANIMALS  This is a new policy  Insert File IMA 25) JC SCHOOL ATTENDANCE AREAS – SCHOOL OF CHOICE  Under the Transportation portion of The Non-Resident Pupils section, the statement “and no change is required in the existing bus route” was removed from the policy.  Remove and replace File JC 26) JD COMPULSORY ATTENDANCE AGES  The pupil compulsory attendance age has increased from 16 to 18 as per the “Learning to Age 18” legislation.  Remove (e) as the “School Leaving Certificate” no longer exists.  Remove and replace File JD 27) JDB-E1 STUDENT REGISTRATION  The 6-digit Manitoba Medical Registration# can no longer be collected as per PHIA/FIPPA on the Student Registration form (Page 2)  The URIS application (Page 3 & 4) has been removed from the Student Registration package (File JDB-E1)  An addition was made below the Treaty # to identifying whether or not a child has lifethreatening health conditions. If the child has a condition, they will be referred to the Resource Teacher to complete the URIS application  The Aboriginal Identity Declaration has been updated to reflect the minor changes from the aboriginal Directorate and it will become Page 3  Remove & replace File JDB-E1 28) JED-E PRINCIPALS REPORT  Fire evacuation and Lockdown Drill test have been removed from the Principals Report. These items are now reported electronically on File EIF-E.  Remove & replace File JED-E 29) KD-E OUTSIDE USER POLICY: APPLICATION FOR SCHOOLS FACILITIES – PART 2  Housekeeping  The single day use has been changed to allow multiple days used  RST was increased from 7% to 8%  Please Note: This change was made in November 2013 on the web Housekeeping:  EEA-R, ID, JLI-R – These policies were changed to reflect to renaming/reconfiguration of Westmount School to Prairie Mountain Elementary and École Somerset School to Prairie Mountain High School. This change was made to the Policy Manual on July 1st, 2013.  Replace Transportation/Maintenance Director with Transportation Supervisor OR Maintenance Supervisor throughout the policy.  Replace File JLE-E8 to update the new Transportation Supervisor  Replace Manitoba Education Citizenship & Youth with Manitoba Education and Advanced Learning CODE FINDERS – will be updated