BOARD MEETING

VANCOUVER BOARD OF EDUCATION

BOARD MEETING

AGENDA

The meeting is being held on the traditional unceded territory of the Musqueam, Squamish and Tsleil-Waututh Coast Salish peoples. 1. PROGRAM HIGHLIGHTS 1.1 Virtual Tour of L’Ecole Bilingue – a Personal Interest Project 2. SWEARING IN CEREMONY OF STUDENT TRUSTEE 3. CONFIRMATION OF MINUTES 3.1 Meeting of June 25, 2018 3.2 Matters Arising from the Minutes 3.2.1 Disposable Plates, Cups and Cutleries 3.3 Meeting of July 4, 2018 3.4 Matters Arising from the Minutes 4. SUPERINTENDENT’S UPDATE 5. COMMITTEE I: MANAGEMENT CO-ORDINATING 5.1 Report: Meeting of September 19, 2018 5.2. Matters Arising from the September 19, 2018 Report 5.2.1 Board Policy Handbook That the draft Board Policy Handbook and draft Administrative Procedures Manual be

forwarded to the Board of Education’s September 24, 2018 Public Board Meeting for discussion and possible adoption.

5.3 New Business / Enquiries 5.3.1 Board Policy Handbook 6. COMMITTEE II: PLANNING & FACILITIES 6.1 Report: Meeting of September 19, 2018 6.2 Matters Arising from the September 19, 2018 Report 6.2.1 Lead in Drinking Water 6.2.1.1 That the Board explore a strategy of permanently closing all drinking fountains

that have tested between 5-10 ppb so that no drinking fountain would exceed 5 ppb and replacing them with water bottle filling stations.

6.2.1.2. That the Board direct staff to request additional Ministry capital funding through

the School Enhancement Program and approve funding from the Annual Facilities Grant to accelerate the re-piping and installation of water bottle filling stations in the remaining elementary schools, such that all elementary schools will have a water bottle filling station installed.

6.3 New Business / Enquiries 6.3.1 Notice of Motion from Trustee Bercic: Lead in Drinking Water That the VBE direct staff to move forward with the immediate development and

implementation of a comprehensive plan to address the issue of drinking water safety in all Vancouver schools. At least one water refilling station that specifically filters out lead to the highest degree possible should be installed in each school immediately while the plan is developed.


BOARD MEETING Monday, September 24, 2018 at 7:00 pm in the Boardroom

The plan should include: • Ensuring that all water refilling station models currently installed in Vancouver

schools filter out lead to the highest degree possible. • Ensuring that any future water refilling stations that may be installed in

Vancouver schools filter out lead to the highest degree possible. • Ensuring all schools with the potential for lead leaching into the water have at

least one water refilling station in the building that is fully accessible to all staff and students at all times, regardless of the past test results on taps or fountains in the school.

• Ensuring that every parent/guardian is immediately informed of the potential for lead in the water in affected Vancouver schools, regardless of past test results, so that they may make informed decisions as to whether or not their children should risk drinking the water on-site, or should bring bottled water from home as a temporary measure.

And that:

• The VBE prioritize this safety issue in any facilities planning. • The VBE set a firm date for completion of these goals. • The VBE immediately advocate to the Ministry of Education for additional

funding to help accomplish these goals. 7. COMMITTEE III: EDUCATION & STUDENT SERVICES 7.1 Report: Meeting of September 12, 2018 7.2 Matters Arising from the September 12, 2018 Report 7.2.1 French Immersion Priority Registration Zones That the suspension of “Priority Registration Zones” for Early French Immersion, as

outlined in section 11 of Board Regulation JECC-R be suspended for the 2019-2020 school year Kindergarten intake.

7.2.2 Modification of Mini School Programs at Vancouver Technical Secondary That the Flex Humanities and Summit Mini School programs at Vancouver Technical

Secondary be expanded to include grade 11 and grade 12 students starting in the 2019-2020 school year.

7.3 New Business / Enquiries 8. COMMITTEE IV: PERSONNEL & STAFF SERVICES 8.1 Report: Meeting of September 12, 2018 8.2 Matters Arising from the September 12, 2018 Report 8.3 New Business / Enquiries 9. COMMITTEE V: FINANCE & LEGAL 9.1 Report: Meeting of September 19, 2018 9.2 Matters Arising from the June 11, 2018 Report 9.2.1 2017/2018 Audited Financial Statements That the June 30, 2018 Audited Financial Statements for the Board of Education of

School District No. 39 (Vancouver) be approved.

9.2.2 Honorarium for Student Trustee That the Board approve an Honorarium of $2,400.00 to recognize the Student Trustee for

2018-2019.

9.3 New Business / Enquiries (Submit completed Question Period forms to the Recording Secretary.) 10. REPORT OF PRIVATE SESSION ITEMS

11. REPORTS FROM REPRESENTATIVES TO OTHER ORGANIZATIONS / ADVISORY

COMMITTEES 11.1 Report from Trustee Fraser on the Vancouver City Planning Commission meeting held July 18,

2018 11.2 Report from Trustee Fraser on the Vancouver City Planning Commission meeting held

September 9, 2018 11.3 Report from Trustee Fraser on the Urban Indigenous Peoples Advisory Council meeting held

September 17, 2018 11.4 Report from Trustee Zaichkowsky on the Vancouver Heritage Committee meeting held

September 10, 2018. 11.5 Report from Trustee Zaichkowsly on the Vancouver Public Library meeting held

September 14, 2018. 11.6 Report from Trustee Alexander on the SEAC meeting held June 18, 2018 11.7 Report from Trustee Alexander on the Vancouver Food Policy Council meeting held

September 12, 2018 12. NEW BUSINESS / ENQUIRIES 12.1 Notice of Motion from Trustee Dominato: Enhancing Arts Education in Vancouver Schools 12.2 Notice of Motion from Trustee Gonzalez: Workforce Housing 13. QUESTION PERIOD 14. ADJOURNMENT

BOARD MEETING

Monday, June 25, 2018 at 7:00 pm

The Board of Education of School District No. 39 (Vancouver) met in the Boardroom, VSB Education Centre, 1580 West Broadway, and Vancouver, BC on Monday, May 28, 2018 at 7:00 pm. Trustees Present: Janet Fraser (Chairperson), Joy Alexander, Fraser Ballantyne, Carrier Bercic, Ken Clement, Lisa Dominato, Estrellita Gonzalez, Allan Wong, and Eugene Jeoung (student trustee) Trustees Absent: Judy Zaichkowsky Also Present: Suzanne Hoffman, Superintendent of Schools J. David Green, Secretary Treasurer David Nelson, Associate Superintendent-School Services Jody Langlois, Associate Superintendent-Learning Services Rob Schindel, Associate Superintendent-School Services Aaron Davis, Director of Instruction-School Services Magdalena Kassis, Director of Instruction-School Services Adrian Keough, Director of Instruction-Learning Services Pedro da Silva, Director of Instruction-School Services Richard Zerbe, Director of Instruction-School Services Lisa Landry, Assistant Secretary Treasurer-District Operations Shehzad Somji, Assistant Secretary Treasurer-Finance Operations Patricia MacNeil, Director of Communications Jim Meschino, Director of Facilities Marlene Phillips, Administrative Office Assistant (Recorder) The Chairperson called the meeting to order and acknowledged that the meeting is being held in the traditional unceded territory of the Musqueam, Squamish and Tsleil-Waututh Coast Salish peoples. She informed everyone Trustee Zaichkowsky sends her regrets for being unable to attend. The Chairperson acknowledged the presence of six members of the New Zealand School Boards’ Association, who are visiting Vancouver as guests of the British Columbia School Trustees’ Association (BCSTA) and the Canadian School Boards’ Association. She also acknowledged the presence of G. Swan, President of the BCSTA. 1. PROGRAM HIGHLIGHTS

1.1 Summit Leaders’ Program

P. da Silva, Director of Instruction-School Services, provided opening remarks. D. Wilmann, Principal of John Oliver Secondary School introduced the presenters and described the program. A. Parashar, teacher, provided further information on the Summit Leaders’ Program. The following students provided information on their experiences with the Summit Leaders’ Program and the Summit Leaders national competition: E. Chu, R. Livesey, and M. Vasibord. 2.1 Drumming Our Way Home J. Langlois, Associate Superintendent, introduced students from Tillicum Annex, C. Desjarlais, District Vice Principal of Indigenous Education, and T. LaPorte, Indigenous Education Worker. The following students performed the Coast Salish anthem: J. Hoostie-Hotomanie, T. Adrian, K. Belleperche, M. Wilson, E. Barry, and C. Utovic. The students gifted the New Zealand guests with blankets.

2. CONFIRMATION OF MINUTES 2.1 Meeting of May 28, 2018

Board Meeting Minutes Page 2 June 25, 2018

Moved by A. Wong, seconded by L. Dominato, the minutes of the May 28, 2018 meeting be approved.

CARRIED UNANIMOUSLY

2.2 Matters Arising from the Minutes 2.2.1 City Development Permit Process

The Superintendent provided an update of the City Development Permit process and reviewed the motion which was postponed from the May 28, 2018 Board meeting. It was moved and seconded at the April 30, 2018 Board meeting, that the Board write Vancouver City Council in support of City policy that would prioritize and fast-track development and building permits for all new and replacement schools. Trustees discussed the motion and a vote was taken.

DEFEATED For: F. Ballantyne, K. Clement, L. Dominato, E. Gonzalez Against: J. Alexander, C. Bercic, J. Fraser, A. Wong

3. BC HYDRO PROPOSAL

The Secretary Treasurer presented and reviewed the memorandum dated June 25, 2018 entitled BC Hydro Substation Proposal. This was provided as a follow up to the Planning and Facilities Committee (Committee II) meeting held on June 20, 2018.

The Chairperson read the following Public Statement, which was approved in the June 25, 2018 Private Board meeting. “District staff, under the direction of the Board of Education, have been working with the BC Hydro staff and respective legal counsel to develop the agreements that would need to be in place should the Board accept BC Hydro's proposal to construct an underground substation at LRA.   The business terms in the agreements would provide fair financial value to the district, as confirmed by independent appraisals commissioned by the district and by BC Hydro which have been reviewed by an independent real estate consultant retained by the district. The Board has reviewed the key business terms of the agreements and will take them into consideration when debating the merits of the proposal.  The proposal includes a conditional purchase agreement with other related agreements. The purchase agreement conditions include the adoption of a bylaw by the Board for the disposal of the underground parcel, a construction lease and various encumbrances, and the Minister of Education's approval of the disposals as well as approval by the BC Hydro Board of Directors.  Should the proposal be accepted by the Board and all conditions to the purchase agreement are met and all registrations are filed, the VSB and BC Hydro would prepare a joint statement providing more details, including financial aspects, of the project.   The Board of Education wishes to thank all community members for their engagement with the VSB and would like them to know that their input is appreciated.” The Chairperson also read the motion below, which was approved in the June 25, 2018 Private Board meeting.


“That the Board of Education approves the release to the June 25, 2018 public board meeting of all motions related to the BC Hydro substation proposal made in private meetings before June 25, 2018. The four motions are:  February 26, 2018 Private Board 

- That the Board of Education supports engaging with BC Hydro regarding future opportunities to develop a sub-station at the Roberts Annex and requests that staff work with BC Hydro staff to create a work plan including any potential benefits and opportunities for the VSB, timeline and community engagement plan.  

- That the Board of Education approves the release of this motion to the public once the district and BC Hydro have developed a joint communication about the project.  

  May 14, 2018 Private Board

- That the Board directs the Secretary Treasurer to continue negotiating with BC Hydro for the fee simple disposition of the volumetric parcel of property owned by the Board located at 1150 Nelson Street, Vancouver.

- That the Board approves that the Board Chair speak to the Mayor of Vancouver and Minister of Education about the BC Hydro content of the May 14, 2018 Private Meeting.”

BC Hydro Proposal Motion 1 Moved by A. Wong, seconded by F. Ballantyne, that the Board of Education enter into an agreement to sell a subsurface portion of the land owned by the Board at the Lord Roberts Annex site to British Columbia Hydro and Power Authority ("BC Hydro") for the construction of an underground electrical power substation (the "Substation") for financial and other compensation to the Board, subject to conditions that include Board bylaw approval and approval by the British Columbia Minister of Education.

CARRIED For: J. Alexander, A. Wong, F. Ballantyne, L. Dominato, J. Fraser, E. Gonzalez Against: C. Bercic, K. Clement BC Hydro Proposal Motion 2 Moved by J. Alexander, seconded by E. Gonzalez, that the proceeds from the sale of an underground parcel at Lord Roberts Annex to BC Hydro, should the sale be finalized through satisfying all necessary conditions, be used to construct a new school at Coal Harbour School and a replacement Lord Roberts Annex.

CARRIED For: J. Alexander, F. Ballantyne, L. Dominato, J. Fraser, E. Gonzalez, A. Wong Against: C. Bercic, K. Clement BC Hydro Proposal Motion 3 Moved by E. Gonzalez, seconded by L. Dominato, that the Board of Education ensure that EMF is monitored to ensure safety.

CARRIED For: J. Alexander, F. Ballantyne, L. Dominato, J. Fraser, E. Gonzalez, A. Wong Against: C. Bercic, K. Clement

BC Hydro Proposal Motion 4


Main Motion: Moved by E. Gonzalez, seconded by J. Alexander, that the Board of Education work with BC Hydro in the implementation of this project to mitigate noise and EMF concerns as outlined in the February 17, 2017 Vancouver Coastal Health letter. Amendment: Moved by C. Bercic, seconded by K. Clement, the motion be amended to read: that the Board of Education work with BC Hydro and the community in the implementation of this project to mitigate noise and EMF concerns as outlined in the February 17, 2017 Vancouver Coastal Health letter.

A vote was taken on the amendment.

CARRIED

For: J. Alexander, C. Bercic, K. Clement, L. Dominato, E. Gonzalez, J. Fraser, A. Wong Abstained: F. Ballantyne Amended Main Motion: A vote was taken on the amended main motion.

CARRIED UNANIMOUSLY 4. SUPERINTENDENT'S UPDATE

The Superintendent of Schools provided an update on the Strategic Plan. The Chairperson acknowledged C. Caparas for her work with the Board as recorder.

The Chairperson called a recess at 9:02 pm. The Board re-convened at 9:10 pm. Trustees Present: Janet Fraser (Chairperson), Joy Alexander, Fraser Ballantyne, Carrier Bercic, Ken Clement, Lisa Dominato, Estrellita Gonzalez, Allan Wong, and Eugene Jeoung (student trustee) Trustees Absent: Judy Zaichkowsky Also Present: Suzanne Hoffman, Superintendent of Schools J. David Green, Secretary Treasurer David Nelson, Associate Superintendent-School Services Jody Langlois, Associate Superintendent-Learning Services Rob Schindel, Associate Superintendent-School Services Aaron Davis, Director of Instruction-School Services Magdalena Kassis, Director of Instruction-School Services Richard Zerbe, Director of Instruction-School Services Lisa Landry, Assistant Secretary Treasurer-District Operations Shehzad Somji, Assistant Secretary Treasurer-Finance Operations Patricia MacNeil, Director of Communications Jim Meschino, Director of Facilities Marlene Phillips, Administrative Office Assistant (Recorder)

Board Meeting Minutes Page 5 June 25, 2018 5. STUDENT TRUSTEE REPORT The Student Trustee introduced Hazel Pangilinan who has been elected by the Vancouver District

Student Council (VDSC) for the 2018/2019 school year. He also reported on the following items:

• VDSC election of executive members for 2018/2019 • VDSC Arts Gala held on June 5, 2018 • BC Youth Council (BCYC) meeting postponed to late July • Role of the Student Trustee

The Chairperson acknowledged and thanked the 2017/2018 Student Trustee for his contribution to the district. The Chairperson provided welcoming remarks to the 2018/2019 Student Trustee. 6. COMMITTEE I: MANAGEMENT CO-ORDINATING 6.1 Report: Meeting of June 6, 2018

The Chairperson of the Committee, J. Fraser, presented the report of June 6, 2018, a copy of

which is filed with these minutes. The report included the following items:

• School Fees • Naming and Renaming • Live Streaming / Video Archiving of Board and Standing Committee Meetings • Notice of Motion – Educational Cycling Programs • Notices of Motion – Disposable Plates, Cups and Cutleries • Communications Outline

Moved by J. Fraser, seconded by K. Clement, that the report of the June 6, 2018 meeting be

received. CARRIED UNANIMOUSLY

6.2 Matters Arising from the June 6, 2018 Report

6.2.1 School Fees

Moved by J. Fraser, seconded by K. Clement, that the Board approve publication of all school fee schedules for the 2018-2019 school year.

CARRIED UNANIMOUSLY

6.2.2 Naming and Renaming

Moved by J. Fraser, seconded by F. Ballantyne, that a Naming/Renaming Working Group be formed to develop draft guidelines and considerations in the revision of Board policies governing the naming and renaming of facilities (FF: Naming New Facilities and FFC: Re-naming Existing School Facilities).

CARRIED UNANIMOUSLY During discussion of the above motion, the following motion was moved and seconded. The

Chairperson agreed to consider it as a separate, urgent motion. Moved by C. Bercic, seconded by A. Wong, that the Naming and Renaming Working Group include a trustee representative in the list of representatives listed in item 2 from the


June 6, 2018 Committee I report. DEFEATED

For: C. Bercic, A. Wong Against: F. Ballantyne, K. Clement, L. Dominato, E. Gonzalez, J. Fraser Abstained: J. Alexander 6.2.3 Live Streaming / Video Archiving of Board and Standing Committee Meetings Moved by J. Fraser, seconded by A. Wong, that the Board of Education directs staff to investigate a live streaming solution for Board and standing committee meetings for implementation in September 2018.

CARRIED UNANIMOUSLY 6.2.4 Educational Cycling Programs Moved by J. Fraser, seconded by L. Dominato, that the Vancouver School Board direct staff to explore working in co-partnership with City of Vancouver staff on delivering improved educational cycling programs for students in our schools, and to report back to the board during the 2018/19 school year.

CARRIED UNANIMOUSLY

6.2.5 Disposable Plates, Cups and Cutleries 6.2.5.1 Notice of Motion The following Notice of Motion was previously referred to the Management Coordinating Committee (Committee I) and has been brought back to the Board.

That all VSB meetings where beverages are served, paper and plastic disposable cups be banned. Ceramic cups or glasses to be provided by the cafeteria, collected later to be washed.

The Chairperson reported that additional information had been received from staff regarding this item.

Amendment (by substitution) Moved by E. Gonzalez, seconded by L. Dominato, that the motion be amended by substitution to read as follows: That VSB staff prepare a plan regarding all VSB meetings at the Education Centre where beverages are served to eliminate the use of paper and plastic disposable cups.

CARRIED UNANIMOUSLY

A vote was taken on the amended motion. CARRIED UNANIMOUSLY

6.2.5.2 Notice of Motion

The following Notice of Motion was previously referred to the Management Coordinating Committee (Committee I) and has been brought back to the Board.


That all VSB meetings where food is served, paper plates and plastic/disposable utensils be banned. Ceramic plates and metal utensils to be supplied by the cafeteria, collected later and washed. Moved by J. Fraser, seconded by E. Gonzalez, that all VSB meetings where food is served, paper plates and plastic/disposable utensils be banned. Ceramic plates and metal utensils to be supplied by the cafeteria, collected later and washed.

Amendment (by substitution)

Moved by J. Fraser, seconded by J. Alexander, that the motion be amended by substitution to read: That VSB staff prepare a plan regarding all VSB meetings at the Education Centre where food is served to eliminate the use of paper plates and plastic / disposable utensils.

CARRIED UNANIMOUSLY

A vote was taken on the amended motion. CARRIED UNANIMOUSLY

7. COMMITTEE II: PLANNING & FACILITIES

7.1 Report: Meeting of June 13, 2018

The Chairperson of the Committee, A. Wong, presented the report of June 13, 2018, a copy of which is filed with these minutes. The report included the following items:

• Delegation – K. Keeney • Delegation – A. Apeldoorn and A. Simmons • Delegation – J. Maclaren • Delegation – S. Kalley, Vice-Chair of the Vancouver DPAC • Delegation – A. Low, Co-Chair of PAC of University Hill Elementary • University Hill Family of Schools Grade Reconfiguration • Maple Grove Elementary Hydro Statutory Right of Way • 2019/2020 Annual Capital Plan Submission • School Attendance Area Boundary Review • Long Range Facilities Plan (LRFP) Update • Modular Housing Update

Moved by A. Wong, seconded by K. Clement, that the report of the June 13, 2018 meeting be



7.2.1 University Hill Family of Schools Grade Reconfiguration Moved by A. Wong, seconded by L. Dominato that the Board approve the proposed changes in grade configuration for the University Hill Family of schools.

CARRIED UNANIMOUSLY 7.2.2. Maple Grove Elementary Hydro Statutory Right of Way


Moved by A. Wong, seconded by K. Clement, that the Board authorize the Secretary Treasurer to sign the Statutory Right of Way on their behalf, with regards to Maple Grove Elementary Hydro Statutory Right of Way.

CARRIED UNANIMOUSLY

7.2.3 2019 / 2020 Annual Capital Plan Submission (Attachment) Moved by A. Wong, seconded by L. Dominato, that in accordance with provisions under section 142 (4) of the School Act, the Board of Education of School District No.39 (Vancouver Board of Education) approves the proposed Five-Year Capital Plan, which is attached.

CARRIED UNANIMOUSLY


The Chairperson of the Committee, A. Wong, presented the report of June 20, 2018, a copy of which is filed with these minutes. The report included the following items: • Delegation – H. Charlton • Delegation – G. Chopiuk & L. Dospital, Lord Roberts PAC • Delegation – P. Ryan • Delegation – S.C. Herbert, MLA of Vancouver West End • Delegation – H. McDonell, Chair of the Board of Mole Hill Housing Society • BC Hydro Substation Proposal • School Attendance Area Boundary Review

Moved by A. Wong, seconded by F. Ballantyne, that the report of the June 20, 2018 meeting be



7.4.1 School Attendance Area Boundary Review Moved by A. Wong, seconded by C. Bercic, that the following three motions be approved in seriatum:

7.4.1.1

That the current catchment review process timeline be extended to allow staff time to adjust and amend catchment. 7.4.1.2

That staff conduct a detailed review of current policies governing catchment adjustments and registration/enrolment to identify possible revisions to current policies taking into consideration feedback received through the catchment review consultation.

7.4.1.3

That staff revisit and revise catchment adjustment proposals for Board consideration.


CARRIED UNANIMOUSLY

8. COMMITTEE III: EDUCATION & STUDENT SERVICES


The Chairperson of the Committee, J. Alexander, presented the report of June 6, 2018, a copy of which is filed with these minutes. The report included the following items:

• Student Presentation – Coding and Computational Thinking Initiatives • French Immersion Program Review • Board/Authority Approved Courses (BAA) • Special Education Review – Questions Arising from the Report • School Plans Update • Archives

Moved by J. Alexander, seconded by K. Clement, that the report of the June 6, 2018 meeting be



8.2.1 French Immersion Program Review

Moved by J. Alexander, seconded by K. Clement, that the VSB endeavor to enroll two

Kindergarten French Immersion divisions in each of the Early French Immersion sites which could involve a combination of consolidating, relocating or adding programs.

CARRIED UNANIMOUSLY 8.2.2 Board/Authority Approved Courses Moved by J. Alexander, seconded by F. Ballantyne, that the Board approves the one revised

Grade 10 BAA course, Computer Hardware 10, and the two revised Grade 10 BAA ELL courses Academic Strategies for English Language Learners 10 and English Language Development 10 as submitted.

CARRIED UNANIMOUSLY

9. COMMITTEE IV: PERSONNEL & STAFF SERVICES 9.1 Report: None 9.2 New Business / Enquiries

9.2.1: Year-End Wrap Up D. Nelson, Associate Superintendent, provided a verbal update on the work done on


recruitment and remedy. He also reported on Committee IV staffing updates for 2018-2019.

10. COMMITTEE V: FINANCE & LEGAL 10.1 Report: Meeting of June 11, 2018

The Chairperson of the Committee, L. Dominato, presented the report of June 11, 2018, a copy of which is filed with these minutes. The report included the following items: • 2017/2018 Audit Plan Presentation by the Office of the Auditor General of BC • Trustee Elections Bylaw • 2017/2018 Annual Financial Update • 2018/2019 Budget Update • Funding Formula Review “What we heard” • Creating a Student Funding Mechanism (Scholarships)

Moved by L. Dominato, seconded by A. Wong, that the report of the June 11, 2018 meeting be



10.2.1 Trustee Elections Bylaw Main Motion: Moved by L. Dominato, seconded by E. Gonzalez, that the Board of Education consider adopting a new Trustee Elections Bylaw at its June 25, 2018 meeting that would include changing the order of names on the ballot to be selected by lot to agree with the City of Vancouver.

Amendment: Moved by A. Wong, seconded by L. Dominato, the motion be amended to change “consider adopting” to “adopt”.

CARRIED UNANIMOUSLY Amended Main Motion: A vote was taken on the amended motion that reads: That the Board of Education adopt a new Trustee Elections Bylaw that would include changing the order of names on the ballot to be selected by lot to agree with the City of Vancouver.

CARRIED UNANIMOUSLY

10.2.2 Creating a Student Funding Mechanism


Moved by L. Dominato, seconded by F. Ballantyne, that the VSB develop a web link for donations for scholarships for secondary students to transfer to local universities (SFU and UBC). These funds would be managed by each school to fund needy talented students.

CARRIED UNANIMOUSLY

In discussing the motion, the Superintendent noted this item could be brought back to the board once the web link has been developed.

10.3 New Business / Enquiries

10.3.1 Annual Budget Bylaw 2018-2019 Final Reading Moved by L. Dominato, seconded by K. Clement, the Board of Education of School District No. 39 (Vancouver) 2018/2019 Annual Budget Bylaw be: Read a third time on the 25th day of June 2018; and Adopted on the 25th day of June 2018. Trustees discussed the motion. For: J. Alexander, F. Ballantyne, L. Dominato, J. Fraser, E. Gonzalez, A. Wong Against: C. Bercic, K. Clement

CARRIED 11. REPORT OF PRIVATE SESSION ITEMS The Chairperson reported that at the Private Board meeting of June 4, 2018, the Board approved a

motion regarding exempt staff compensation.

The Chairperson reported that at the Private Board meeting of June 11, 2018, the Board approved a motion pursuant to Section 11 of the School Act.

12. REPORTS FROM REPRESENTATIVES TO OTHER ORGANIZATIONS / ADVISORY

COMMITTEES 12.1 A report was received from Trustee Zaichkowsky on the Vancouver Heritage Committee meeting held May 31, 2018 12.2 A report was received from Trustee Zaichkowsky on the Vancouver Heritage Committee meeting held June 4, 2018 12.3 A report was received from Trustee Fraser on the Vancouver City Planning Commission Meeting held June 13, 2018. 12.4 A report was received from Trustee Gonzalez on the Arts and Culture Policy Council meeting held June 12, 2018 12.5 A report was received from Trustee Gonzalez on the Joint Council on Childcare meeting held May 24, 2018 12.6 Trustee Wong reported on an upcoming Canada Day Drumming Celebration 12.7 Trustee Dominato reported on the recently held District Parent Advisory Council (DPAC)

Annual General Meeting. 13. NEW BUSINESS / ENQUIRIES: None 14. QUESTIONS PERIOD The Chairperson responded to questions regarding:


• Paper and plastic disposables ban • Robert’s Rules of Order.

The Secretary Treasurer provided clarification on amendment by substitution. 15. ADJOURNMENT Moved by J. Alexander, seconded by K. Clement, that the meeting be adjourned.

CARRIED UNANIMOUSLY The meeting adjourned at 10:04 pm.

___________________________________ Janet Fraser, Chairperson

____________________________________________ J. David Green, Secretary Treasurer

1

Date: September 24, 2018

To: Board of Education

From: J. David Green, Secretary-Treasurer

Re: Matters Arising from Committee I – Disposable Dishes & Cutlery REFERENCE TO STRATEGIC PLAN: Goal 4: Provide effective leadership, governance and stewardship Objectives:

• Effectively utilize school district resources and facilities. • Support effective communication, engagement and community partnerships. • Implement the recommendations of the Sustainability Action Plan

INTRODUCTION: At the public Board meeting held on June 25, 2018 the Board passed the following two motions:

That VSB staff prepare a plan regarding all VSB meetings at the Education Centre where beverages are served to eliminate the use of paper and plastic disposable cups. That VSB staff prepare a plan regarding all VSB meetings at the Education Centre where food is served to eliminate the use of paper plates and plastic/disposal utensils.

DISCUSSION: Given that these motions pertain to the Education Centre and there is a cafeteria (Central Café) equipped with a dishwasher it would seem the simplest plan to eliminate the use of paper and plastic disposable cups, paper plates and plastic/disposal utensils would be to use ceramic dishes and cups and metal utensils and collect the dishes, cups and utensils and clean them in the dishwasher. The dishwasher that had been in the Central Café was taken out of service because it was leaking badly and had been repaired several times. When the Café equipment failed we installed new equipment meeting the City bylaws. It is lighter duty and provides a different service from the prior set up. The new dishwasher is designed for preparation dishes. It is a low steam unit and is too small to continually accommodate glass dishes and cutlery. To install a larger unit would require the District having to install a ventilation system in order to comply with City bylaws. According to the District’s Maintenance Department, the installation of the ventilation system to support such a machine would cost approximately $100,000, which could be considered to be cost-prohibitive.

ITEM 3.2.1

2

While the new dishwasher could certainly handle taking care of glass/ceramic dishes and cups and metal cutlery on an occasional basis, to develop the plans mentioned in the two Board motions in a more cost effective manner necessitates a different solution. Two potential approaches could be considered:

1) When orders are placed with caterers, staff could request cutlery and glass dishes be delivered and returned. While that would address the end result of the motions, more work would be required to determine the cost effectiveness of this approach as there would be an additional cost over and above the cost of the food by having the caterer handle the dishes;

2) The District’s Purchasing Department, which oversees the various food programs in the district, is currently working on a project with a supplier in relation to compostable products which is set for implementation in December. It is a district wide project and does not specifically focus on meetings, but the department could develop a plan to address the issue of meetings in the Education Centre.

To address the Education Centre meetings concern the plan could likely involve a combination of both of these strategies, always subject to budget constraints. The potential use of compostable supplies for meetings does have the support of District’s Manager of Energy and Sustainability. Compostable plates and utensils are becoming quite common and suppliers have a number of product lines. He does caution though to be sure to confirm with the supplier that the products are properly labelled (logos stamped on them) and confirm with the waste contractor that the products are acceptable for the compost stream. RECOMMENDATION: There is no recommendation. This report is provided for information.

SPECIAL BOARD MEETING

Wednesday, July 4, 2018 at 7:16 pm

The Board of Education of School District No. 39 (Vancouver) met in the Boardroom, VSB Education Centre, 1580 West Broadway, and Vancouver, BC on Wednesday, July 4, 2018 at 7:16 pm. Trustees Present: Janet Fraser, Chairperson, Joy Alexander, Carrier Bercic, Lisa Dominato, Estrellita Gonzalez, Allan Wong, and Judy Zaichkowsky Trustees Absent: Fraser Ballantyne Also Present: Suzanne Hoffman, Superintendent of Schools J. David Green, Secretary Treasurer David Nelson, Associate Superintendent-School Services Jody Langlois, Associate Superintendent-Learning Services Rob Schindel, Associate Superintendent-School Services Patricia MacNeil, Director of Communications Marlene Phillips, Administrative Office Assistant (Recorder) The Chairperson called the meeting to order and acknowledged that the meeting is being held in the traditional unceded territory of the Musqueam, Squamish and Tsleil-Waututh Coast Salish peoples. 1. CALL MEETING TO ORDER The Chairperson called the meeting to order and acknowledged that the meeting is being held in

the traditional unceded territory of the Musqueam, Squamish and Tsleil-Waututh Coast Salish peoples.

2. NEW BUSINESS / ENQUIRIES 2.1 Trustee Election Bylaw No. 5 The Secretary Treasurer presented and reviewed a memorandum entitled Trustee Election Bylaw

No. 5, dated July 4, 2018. This was provided as follow up to the following motion approved at the June 25, 2018 Board meeting:

That the Board of Education adopt a new Trustee Elections Bylaw that would include changing the

order of names on the ballot to be selected by lot to agree with the City of Vancouver. The Secretary Treasurer provided clarification on the procedure for names being organized by lot

and the resulting ballots.

Moved by J. Fraser, seconded by J. Zaichkowsky, that the Board of Education of School District No. 39 (Vancouver) Bylaw No. 5 be given all three readings on the 4th day of July, 2018. Read a first time the 4th day of July, 2018. Read a second time the 4th day of July, 2018. Read a third time, passed and adopted the 4th day of July, 2018.

CARRIED UNANIMOUSLY

Board Meeting Minutes Page 2 July 4, 2018

2.2 Disposal of Property re BC Hydro Substation Proposal

The Secretary Treasurer presented and reviewed a memorandum entitled Lord Roberts Annex Partial Land Disposal Bylaw 2018, dated July 4, 2018. This was provided as follow up to the following motion approved at the June 25, 2018 Board meeting:

That the Board of Education enter into an agreement to sell a subsurface portion of the land owned

by the Board at the Lord Roberts Annex site to British Columbia Hydro and Power Authority ("BC Hydro") for the construction of an underground electrical power substation (the "Substation") for financial and other compensation to the Board, subject to conditions that include Board bylaw approval and approval by the British Columbia Minister of Education.

In reviewing the required disposal bylaw, the Secretary Treasurer reported that six trustees had

reviewed the purchase agreement documents in his office, meeting the requirements of item viii.

Moved by J. Fraser, seconded by A. Wong, that the Board of Education of School District No. 39 (Vancouver) Lord Roberts Annex Partial Land Disposal Bylaw 2018 be given all three readings on the 4th day of July, 2018. Read a first time the 4th day of July, 2018. Read a second time the 4th day of July, 2018. Read a third time, passed and adopted the 4th day of July, 2018.

CARRIED

For: J. Alexander, L. Dominato, J. Fraser, E. Gonzalez, A. Wong Against: C. Bercic, J. Zaichkowsky

3. ADJOURNMENT Moved by J. Alexander, seconded by L. Dominato, that the meeting be adjourned.

CARRIED UNANIMOUSLY

The meeting adjourned at 7:33 pm.

___________________________________ Janet Fraser, Chairperson

____________________________________________ J. David Green, Secretary Treasurer


COMMITTEE MEETING

COMMITTEE I – MANAGEMENT CO-ORDINATING

WEDNESDAY, September 19, 2018

Committee Report to the Board, September 24, 2018 The Chairperson of the Committee called the meeting to order acknowledging the meeting is being held on the traditional unceded territory of the Musqueam, Squamish and Tsleil-Waututh Coast Salish peoples. 1. Live Streaming of Board and Standing Committee Meetings

B. Kuhn, Director of Learning and Information Technology & CIO, presented and reviewed a memorandum dated September 19, 2018 entitled Live Streaming of Board and Standing Committee Meetings. B. Kuhn provided a short demonstration using Skype for Business. The system is anticipated to be ready to stream and archive Board and Standing Committee meetings in November. The Committee members and stakeholder representatives provided feedback and staff answered questions and provided clarification on various points. This item was provided for information.

2. Draft Vancouver School Board (VSB) Board Policy Handbook and Draft Administrative

Procedures Manual

S. Hoffman, Superintendent, presented and reviewed a memorandum dated September 19, 2018 entitled Board Policy Handbook. The report includes:

• background information on VSB policies • changes made during a review of governance structures • an overview of the timeline and process undertaken in developing the draft Board

Policy Handbook and draft Administrative Procedures Manual • an overview of stakeholder engagement and consultation undertaken and feedback

received • links to the draft Board Policy Handbook, draft Administrative Procedures Manual,

and a disposition document.

The Superintendent showed a PowerPoint presentation entitled Board Policy Handbook dated Wednesday September 19, 2018, which provided an overview of the staff report, next steps, and the opportunity to hear feedback from stakeholders. She reviewed governance structure as required by the School Act, with administrative procedures to be consistent with policies in the Board Policy Handbook. The Committee members and stakeholder representatives provided feedback and staff answered questions and provided clarification on various points. The following friendly amendment was recommended prior to adopting to the Board Policy Handbook: On page 64, Policy 8 – Board Committees, change the wording in the first sentence from “The Board may establish standing and ad hoc committees” to “The Board will establish standing committees and may establish ad hoc committees”.

Committee I - 2 - September 19, 2018

The following recommendation was supported by the majority of trustees on Committee I. IT IS RECOMMENDED that the draft Board Policy Handbook and draft Administrative Procedures Manual be forwarded to the Board of Education’s September 24, 2018 Public Board Meeting for discussion and possible adoption.

3. Information Item Requests: None 4. Date and time of Next Meeting

To be determined.

Meeting adjourned at 8:15 pm.

________________________________________ Janet Fraser, Chairperson Committee I Members Present: Other Trustees Present: District Management Present:

Janet Fraser, Joy Alexander, Carrie Bercic, Lisa Dominato, Allan Wong Fraser Ballantyne, Estrellita Gonzalez Carmen Batista, Aaron Davis, J. David Green, Suzanne Hoffman, Brian Kuhn, Lisa Landry, Jody Langlois, Patricia MacNeil, David Nelson, Rob Schindel, Shehzad Somji

Association Representatives Present: Katherine Shipley, VSTA Chloe McKnight, VESTA Jagruti Desai, VASSA David Murphy, VEPVPA Tyson Shmyr, PASA Shaun Kalley, DPAC Lilianna Gut, CUPE 15 Tim Chester, IUOE

DRAFT

BOARD POLICY HANDBOOK

VANCOUVER SCHOOL BOARD

September 24, 2018

This Board Policy Handbook has been developed to highlight and support the very important governance function of the Board. In addition to clearly defining the role of the Board, the role of the Superintendent and the delegation of authority from the Board to the Superintendent, it includes the following as policies:

1. Foundational statements which provide guidance and direction for all activities within the District;

2. Directions for how the Board itself is to function and how individual trustees are to conduct themselves; how Board committees and representatives are to function;

3. Statements as to how appeals and hearings will be conducted; 4. Non-delegable matters such as policy-making and school closures; and 5. Specific matters which the Board has chosen not to delegate to the

Superintendent. This Board Policy Handbook is intended to be supplemented by an Administrative Procedures Manual; the primary written document by which the Superintendent directs staff. The Administrative Procedures Manual must be entirely consistent with this Board Policy Handbook. The development of two separate and distinct documents is meant to reinforce the distinction in the District between the Board’s responsibility to govern and the Superintendent’s executive or administrative duties. It is to be noted that the electronic versions of both the Board Policy Handbook and the Administrative Procedures Manual as well as any other handbooks/manuals referenced are always the most current documents available.

Table of Contents

Vancouver School Board July, 2018 Board Policy Handbook

Policy 1 - Foundational Statements _________________________________________ 1

Policy 2 - Role Of The Board ______________________________________________ 4 Appendix A - Board Annual Work Plan (Typical – Subject To Change) ___________________________ 9 Appendix B - Detailed Board Work Plan _________________________________________________ 14 Appendix C - Facilitated Board Self-Evaluation Process _____________________________________ 35

Policy 3 - Role Of The Trustee ____________________________________________ 40 Appendix - Services, Materials And Equipment Provided To Trustees __________________________ 43

Policy 4 - Trustee Code Of Conduct ________________________________________ 44 Appendix - Trustee Code Of Conduct Sanctions ___________________________________________ 46

Policy 5 - Role Of The Board Chair _______________________________________ 50

Policy 6 - Role Of The Vice-Chair ________________________________________ 52

Policy 7 - Board Operations ______________________________________________ 53

Policy 8 - Board Committees _____________________________________________ 64

Policy 9 - Board Representatives __________________________________________ 76 Appendix A - Trustee Representatives To Civic Committees _________________________________ 81 Appendix B - Administrative Committee Representation _____________________________________ 82

Policy 10 - Policy Development ___________________________________________ 83

Policy 11 - Board Delegation Of Authority ___________________________________ 86

Policy 12 - Role Of The Superintendent _____________________________________ 87 Appendix A - Superintendent Evaluation Process Criteria And Timelines ________________________ 89 Appendix B - Superintendent Performance Assessment Guide _______________________________ 92 Appendix C - Interview Guide Superintendent Leadership Practices____________________________ 96

Policy 13 - Appeals Procedure ____________________________________________ 97

Policy 14 - School Closure ______________________________________________ 104

Policy 15 - Recruitment And Selection Of Personnel __________________________ 108

Policy 16 - By-Law No. 3 (I) – Indemnification _______________________________ 110

Policy 17 - Sexual Orientation And Gender Identities __________________________ 112

Policy 18 - Student Trustee _____________________________________________ 119 Appendix - Student Trustee Conflict Of Interest Guidelines __________________________________ 123

Policy 19 - Restricted And Non-Restricted Surplus Funds ______________________ 124

Policy 20 - Disposal Of Land Or Improvements ______________________________ 125

Vancouver School Board July, 2018 Board Policy Handbook Page 1

Policy 1

FOUNDATIONAL STATEMENTS Our Vision We inspire student success by providing an innovative, caring and responsive learning environment. Our Mission To enable students to reach their intellectual, social, aesthetic and physical potential in challenging and stimulating settings which reflect the worth of each individual and promote mutual respect, cooperation and social responsibility. Motto Shaping our future, together. Guiding Principles Collaboration We value strong relationships and open communication to promote the sharing of ideas and practice. Engagement We encourage and support the use of creative and innovative practices. Excellence We strive for excellence in everything we do. Inclusion We value and celebrate diversity by supporting the well-being of every individual, creating a sense of belonging. Transparency We are open, honest and accountable. Goals Goal 1: Engage our learners through innovative teaching and learning practices.

• Enhance support for students with specific needs. • Support the implementation of the curriculum. • Enhance assessment and reporting strategies to support teaching and learning. • Ensure Indigenous students achieve increased academic success in Vancouver

schools and that they participate fully and successfully from kindergarten through the completion of Grade 12.

• Provide increased opportunities to connect students to their learning.


Goal 2: Build capacity in our community through strengthening collective leadership.

• Support professional networking opportunities and collaborative practices for our staff.

• Encourage and appreciate the contributions made by our students, families, employee groups and community partners.

• Support professional development opportunities for staff in the implementation of the curriculum.

• Enhance and support opportunities for student voice. • Enhance and support opportunities for parental engagement.

Goal 3: Create a culture of care and shared social responsibility.

• Increase Indigenous students’ sense of pride, self-esteem, belonging, place, acceptance and caring in their schools.

• Increase knowledge, awareness, appreciation of, and respect for Indigenous histories, traditions, cultures and contributions by all students through eliminating institutional, cultural and individual racism within the Vancouver school District learning communities.

• Encourage and enhance practices that support cultural, emotional, physical and mental well-being.

• Support effective, thoughtful transitions for all students at each stage of their development.

• Respect and celebrate all forms of diversity. • Support collaborative relationships with community partners that enhance

student learning and well-being. Goal 4: Provide effective leadership, governance and stewardship.

• Advocate for public education. • Implement the recommendations of the Long Range Facility Plan. • Effectively utilize school District resources and facilities. • Support effective communication, engagement and community partnerships. • Develop and implement a long term financial planning model. • Implement the recommendations of the Sustainability Action Plan.

The Logo Design

Shaping our Future Together The Vancouver School Board logo shall only be used by external organizations with prior approval of the Superintendent. Legal Name The Board of Education School District No. 39 (Vancouver)


The Vancouver School Board logo is the property of the Vancouver School Board and shall only be used by external organizations with prior approval of the Superintendent. Operational name Vancouver School Board or VSB Legal Reference: Sections 65, 75, 85 School Act


Policy 2

ROLE OF THE BOARD

As the corporate entity established by provincial legislation and given authority by the School Act and attendant Regulations and the corporate body elected by the electors that support Vancouver School District No. 39, the Board of Education shall provide overall direction and leadership to the District. It is accountable for the provision of appropriate educational programs and services to enrolled students of the District to enable their success, in keeping with the requirements of government legislation. The Board is therefore charged with the responsibility of providing an education system that is organized and operated in the best interests of the students it serves. It exercises this responsibility through setting of clear strategic direction and the wise use of resources in alignment with the strategic plan and District goals. Specific Areas of Responsibility 1. Accountability to the Provincial Government

The Board shall:

1.1 Act in accordance with all statutory requirements of provincial legislation to implement educational standards and policies.

1.2 Perform Board functions required by governing legislation and existing Board policy.

2. Developing and maintaining a Culture of Student Learning

The Board shall:

2.1 Ensure board agendas reflect the Board’s relentless commitment to improving student success.

2.2 Ensure the VSB strategic plan references student learning key results.

2.3 Ensure the Framework for Enhancing Student Learning and the Indigenous Education Enhancement Agreement are reviewed at least annually including identification of trends and issues.

2.4 Ensure resources for approved initiatives to improve student outcomes are included in the annual operating budget.

2.5 Ensure the effectiveness of the Superintendent’s leadership in improving student outcomes is assessed annually.


3. Accountability to and Engagement of Community The Board shall:

3.1 Make decisions that address the needs of the student population in the District.

3.2 Establish processes and provide opportunities for community engagement.

3.3 Report District outcomes including student outcomes to the community at least once annually.

3.4 Develop procedures for and hear appeals as required by statute and/or Board policy.

3.5 Meet regularly with municipal and provincial government representatives and as required with other entities to achieve desired educational outcomes.

3.6 Model a culture of respect and integrity. 4. Strategic Planning

The Board shall:

4.1 Provide overall direction for the District by establishing foundational statements.

4.2 Annually set District priorities and key results to be included in the District’s Strategic Plan.

4.3 Annually ensure evaluation of the effectiveness of the District in achieving established priorities and key results.

4.4 Approve the District’s Strategic Plan and any adjustments thereto. 5. Policy

The Board shall:

5.1 Identify how the Board is to function.

5.2 Delegate authority to the Superintendent and define commensurate accountabilities.

5.3 Identify the purpose and the criteria for any new policies.

5.4 Make the final decision as to the approval of all policy statements.

5.5 Develop, assess, review and revise policies as required to ensure intended results are being achieved and that policies are consistent with legislation.

5.6 Ensure motions which are intended to have continuing effect are integrated into existing or new policy statements.


6. Board/Superintendent Relations The Board shall:

6.1 Select the Superintendent.

6.2 Provide the Superintendent with clear Board direction.

6.3 Delegate in writing administrative authority and identify responsibility subject to the provisions and restrictions in provincial legislation and regulations.

6.4 Annually evaluate the Superintendent in accordance with a pre-established performance appraisal mechanism.

6.5 Annually review the Superintendent’s compensation.

6.6 Respect the authority of the Superintendent to carry out executive action and support the Superintendent’s actions which are exercised within the delegated discretionary powers of the position.

6.7 Ensure all Board members interact with the Superintendent in a respectful and professional manner.

7. Political Advocacy/Influence

The Board shall: 7.1 Make decisions regarding British Columbia School Trustees Association

(BCSTA) and British Columbia Public Sector Employers’ Association (BCPSEA) issues.

7.2 Advance District positions and priorities including through the BCSTA where applicable.

7.3 Act as an advocate for public education and the District.

7.4 Develop an annual plan for advocacy including focus, key messages, relationships and mechanisms.

7.5 Promote regular meetings and maintain timely, frank and constructive communication with locally elected officials including representation on municipal committees.

7.6 Arrange meetings with elected provincial/federal government officials to communicate and garner support for Vancouver School District priorities and directions.

8. Board Development

The Board shall: 8.1 Annually develop a Board development plan aligned with District priorities and

Board evaluation outcomes.

8.2 Annually evaluate the Board’s effectiveness.


9. Fiscal Accountability The Board shall: 9.1 Approve budget process and timelines at the outset of the budget process.

9.2 In collaboration with the Superintendent, identify budget assumptions and draft priorities to be used in the creation of the draft annual operating budget.

9.3 Approve the annual budget and allocation of resources to achieve desired results.

9.4 Annually approve the District’s updated Five-Year Capital Plan.

9.5 Annually appoint or reappoint the auditor and approve the terms of engagement.

9.6 Review annually the audit report and management letter and approve those recommendations to be implemented.

9.7 Make decisions regarding ratification of any memoranda of agreement in local bargaining matters.

9.8 Approve the acquisition and disposition of District land and buildings.

9.9 Approve the annual spending plan for the annual facilities grant.

9.10 Approve the amended annual budget.

9.11 Monitor the fiscal management of the District through receipt of quarterly variance analyses and year-end projections.

9.12 Approve borrowing for capital expenditures within provincial restrictions.

9.13 Approve transfer of funds to/from restricted and non-restricted surplus funds.

Additional Responsibilities The Board Shall: 1. Approve annual District calendar in accordance with legislation and collective

agreements and where applicable local school calendars.

2. Approve Board Authority Authorized Courses.

3. Provide direction at the commencement of a naming or renaming process and approve the naming or renaming of educational facilities and land.

4. Recognize students, staff and community members for significant accomplishments.

5. Approve contracts and agreements as required by legislation.

6. Review the student enrolment and staffing report.

7. Approve changes to student fee schedules.

8. Hear unresolved student or staff complaints of discrimination or harassment that cannot be heard by the Superintendent.


9. Approve the implementation and cessation of District programs and approve any changes in fees for programs that charge fees.

10. Approve parameters for negotiations after soliciting advice from the Superintendent and ratify Memoranda of Agreement with Bargaining units. (Note: "Whereas the extent of the role a trustee may play in negotiations will be limited to that of an observer, a trustee may on occasion, provided such action is approved by the Chair of the Board in consultation with the Superintendent of Schools, be authorized to act in some other capacity.")

11. Review and approve Board compensation and expense rates annually.

12. Approve catchment areas for schools and District programs.

13. Approve changes in grade configurations.

14. Approve the reopening of a closed school.

Legal Reference: Sections 65, 85 School Act


Policy 2- Appendix A (Sample Only)

BOARD ANNUAL WORK PLAN (TYPICAL – subject to change)

September Regular Board Meeting Agenda Items

• Review the audit report and management letter and Superintendent’s internal report to ensure fiscal accountability quality indicators are met and assess Fiscal QI’s re Policy 12

• Approve the audited financial statements • Approve Trustee school liaison assignments • Make Trustee appointments to committees and community liaison groups • Approve Annual Board Work Plan (including schedule of meetings) • Approve orientation program for trustees following the 2018 school board

elections • Swear in Student Trustee and approve annual honorarium • Trustee compensation rates and expense reimbursement rates

Committees and Events

• Policy and Governance Committee meeting • Facilities Planning Committee meeting • Student Learning and Well-Being Committee meeting • Personnel Committee meeting • Finance Committee meeting • Audit and Finance Committee meeting

October

Regular Board Meeting Agenda Items

• Approve Classroom Enhancement Fund Class Size Report and staffing report • Approve Long-Range Facilities Plan for submission to BC Ministry of Education • Review Personnel accountability report and assess Personnel QI’s re Policy 12 • Review Q1 Financial Results • Approve District submission to the Select Standing Committee on Finance and

Government Services Committees and Events

• Represent Board at BCPSEA Symposium • Represent Board at BCSTA Provincial Council Meeting • Recognize World Teachers’ Day • October 20, 2018 School Trustee Elections (four-year cycle)


November Regular Board Meeting Agenda Items

• Review report on District enrollment • Review Student Learning accountability report and assess Student Learning QI’s

re Policy 12 (Framework for Enhancing Student Learning) • Assess the effectiveness of the Board’s self-assessment plan utilized the past

year and approve the Board self-assessment plan for the upcoming year • In an election year commence orientation sessions


• Attend BCSTA Academy • Inaugural Meeting (election years) • Attend Remembrance Day Celebrations • Policy and Governance Committee meeting • Facilities Planning Committee meeting • Student Learning and Well-Being Committee meeting • Personnel Committee meeting • Finance Committee meeting

December


• Elect Chair/Vice-Chair • Review Student well-being accountability report and assess student well-being

QI’s re Policy 12 • Review committee/representative appointments • Review draft budget Development Process, including assumptions


• Policy and Governance Committee meeting • Student Learning and Well-Being Committee meeting

January


• Review progress on the Strategic Planning results • Approve draft Budget Development Process and Circulate to stakeholders • Provide direction through our Board representative to BCSTA Provincial Council

Meeting regarding provincial policy matters • Review Q2 financial results


• Represent Board at BCPSEA AGM • Facilities Planning Committee meeting


February Regular Board Meeting Agenda Items

• Approve Final Amended Budget for Current Fiscal Year • Approve policy positions for submission to BCSTA Annual General Meeting • Approve motions to be submitted to BCSTA for consideration at the AGM • Approve Board budget priorities


• Policy and Governance Committee meeting • Finance Planning Committee meeting • Student Learning and Well-Being Committee meeting • Personnel Committee meeting • Audit and Finance Committee meeting

March


• Approve District calendar • Nominate candidates for Premier’s Award of Excellence and BCSTA Innovation

Award Committees and Events

• None

April Regular Board Meeting Agenda Items

• Review Q3 Financial Results • Approve Board Authority Authorized Courses • Approve capital plan bylaw (from Ministry Capital Plan Response Letter) • Approve budget for upcoming fiscal year (or May)


• Attend and participate in BCSTA AGM • Policy and Governance Committee meeting • Facilities Planning Committee meeting • Student Learning and Well-Being Committee meeting • Personnel Committee meeting • Finance Committee meeting • Audit and Finance Committee meeting


May Regular Board Meeting Agenda Items

• Complete Superintendent evaluation and Board evaluation • Approve terms of engagement and appoint or reappoint auditor • Approve school fees • Approve budget for upcoming fiscal year (or April) • Review Superintendent Compensation (Private Meeting)


• Facilities Planning Committee meeting • Personnel Committee meeting • Finance Committee meeting

June


• Approve Board Development Plan • Review Fiscal accountability report • Approve Revised Long-Range Facilities Plan • Approve Five-Year Capital Plan submission • Acknowledge the work of the Student Trustee • Recognize National Indigenous Day • Approve proposed Trustee calendar for Board and Standing Committee meetings

and related functions Committees and Events

• Host employee Retirement Dinner Long Service/Retirement Recognition Awards Ceremony

• Policy and Governance Committee meeting • Finance Committee meeting • Student Learning and Well-Being Committee meeting • Personnel Committee meeting • Audit and Finance Committee meeting • Conduct annual facilitated Board self-evaluation • Attend graduation ceremonies

July

Committees and Events • Facilities Planning Committee meeting


August Regular Board Meeting Agenda Items

• No regular schedule meetings

Committees and Events • Attend City of Vancouver Pride Parade

Ongoing

• Attend trustee development/orientation sessions • Attend school functions (as invited) – especially liaison schools • Review the District Strategic Plan • Hear appeals as required • Ratify memoranda of agreement with bargaining units • Make disbursements from Capital Reserve Fund • Approve tender selection for contracts • Declare facilities surpluses to general school needs • Approve disposition of real property (lands and buildings) • Attend Board Liaison meetings as outlined in the Trustee calendar • Advance Board positions through BCPSEA • Represent Board at BCSTA Metro Branch Meeting • Meetings with elected officials at other levels of government • Attend District functions (as invited)

Legal Reference: Sections 65, 74, 74.1, 75, 75.1, 82, 82.1, 84, 85, 86, 96, 112, 112.1, 113, 145, 147, 158

School Act


Policy 2 – Appendix B January 1, 2018 – October 20, 2018

DETAILED BOARD WORK PLAN

The work began in January 2018 and in this document are actions and

priorities through to October 2018.

Leroy Chair: Janet Fraser Vice-Chair: Joy Alexander Fraser Ballantyne Carrie Bercic Ken Clement Lisa Dominato Estrellita Gonzalez Allan Wong Judy Zaichkowsky Eugene Jeoung (Student Trustee)


Overview ____________________________________________________________ 17

Long Range Facilities Plan and Capital Considerations (Strategic Plan Goal 4) ______ 19

Recruitment, Retention and Succession Planning (Strategic Plan Goal 4) __________ 21

Curriculum, Assessment and Reporting (Strategic Plan Goal 1) __________________ 23

Indigenous Student Outcomes, Reconciliation (Strategic Plan Goal 1) _____________ 25

Program Reviews (Strategic Plan Goal 1) ___________________________________ 26

Cultural, Emotional, Physical and Mental Well-Being (Strategic Plan Goal 3) ________ 27

Mentorship, Networking, Engagement (Strategic Plan Goal 2) ___________________ 28

Communications (Strategic Plan Goal 4) ____________________________________ 29

Financial Planning (Strategic Plan Goal 4) __________________________________ 30

Governance (Strategic Plan Goal 4) _______________________________________ 31

Looking Ahead ________________________________________________________ 33

Vancouver School Board ________________________________________________ 34


Overview

Organization and Content The content of this Work Plan was created over time through working sessions with the Board of Education and the senior management team. The document reflects the priorities of stakeholders, the Board and staff as gathered at committee meetings, stakeholder engagement opportunities, communications from community members and feedback from community partners. At a stakeholder dinner meeting, participants were asked to identify what were the strengths of the Vancouver School Board. The following Wordle captures the feedback that assisted with and influenced the content of this Work Plan.

The Plan is ambitious, but it does enable and support the efforts of both staff and the Board of Education to be aligned and student-focused.


Timeline The Board began creating a Work Plan in January 2018. At the beginning of the new year, trustees shared their priorities, worked with staff to align their thoughts to the Strategic Plan (2021) and then, in March, refined the initial draft. Staff independently created their areas of focus and incorporated them into the Work Plan. This document reflects the areas of need and priorities, as identified by staff and the Board, to best support students, staff and school communities.

Looking Ahead Many of the goals described in the Work Plan will be accomplished prior to the October 2018 municipal election. Some of the identified work will be to establish recommended priorities for the next elected Board of Education.


Long Range Facilities Plan and Capital Considerations (Strategic Plan Goal 4) REVISION TO LONG TERM FACILITIES The Board must approve the revisions to the Long-Range Facilities Plan (LRFP) by the end of June 2018. The revised LRFP will inform the District’s Five-year Capital Plan submission to the Ministry of Education (MoE). The revisions should:

• Address the MOE requirement to optimize available space • Confirm the guiding principles • Confirm the factors to be considered in implementing the Seismic Mitigation Plan

(SMP) o Update the priorities in the SMP o Update the Temporary Accommodation Plan to support the SMP Involves the future of Carleton Elementary Informs a decision to dispose of a school site for use by the CSF

• Revise the factors for considering school closures o Begin to establish a plan for potential next steps

BOUNDARY REVIEW Recommendations arising from the current boundary review (primarily Downtown, False Creek, Cambie Corridor) also need to be approved by the Board. The recommendation must be incorporated into the Long-Range Facilities Plan so that new catchment boundaries can be in place for September 2019.

CAPITAL PROGRAM The submission of the Five-Year Capital Plan for 2018-2019 will be approved by the Board by June 30, 2018. Included in the development of the Five-Year Capital Plan will be the decision, to be made in either April or May to dispose of a site for the CSF.

ANNUAL FACILITIES GRANT Approval of the 2018-2019 Annual Facilities Plan spending is required to be completed by the end of May 2018.

SEISMIC MITIGATION PROGRAM (SMP) The updated SMP needs to be part of the revised Long-Range Facilities Plan and requires approval by the end of June 2018.


CAPITAL FUND REVENUE GENERATION Considerations currently underway:

• Renegotiation of the 99-year lease of Kingsgate Mall o To dispose of an air parcel to support the development plans for the area An update report will be brought to the Board in June

• BC Hydro Substation Proposal o To be considered by the Board in May and June

ALTERNATE EDUCATION PROGRAM CONSOLIDATION The recent review (February 7th, 2018) of Alternate Education proposes a consolidation of some the current 22 separate programs.

• For this to be in place for the 2018-2019 school year, considerations will come forward through the budget process

FOOD SERVICES The recent review of food services programs in the District includes a three-year improvement plan. The review will be brought forward to the Board in the spring.

FLEET ROTATION Staff will need to revise current analysis and explore using one-time only funds to replace current, larger operational vehicles and purchase them outright.

GRADE RECONFIGURATION To address ongoing enrollment pressure at Norma Rose Point, it is necessary to examine grade configuration in University Hill Family of Schools.

BC HYDRO PROPOSAL The District has been approached by BC Hydro regarding a possible sub-station at Roberts Annex site. TIMELINE

Description Date Boundary Review Report Update, Committee II April 11, 2018 Update on Long Range Facilities Plan, Committee II April 11, 2018 Budget Timeline Update, Committee V April 18, 2018 Budget Update, Committee V May 16, 2018 2018-2019 Annual Facilities Plan spending plan, Committee II May 16, 2018 Revision to Long-Range Facilities Plan, Committee II June 13, 2018 2019-2020 Five-year Capital Plan Submission, Committee II June 13, 2018 Grade Reconfiguration, Committee II June 13, 2018 BC Hydro, Committee II June 13, 2018


Recruitment, Retention and Succession Planning (Strategic Plan Goal 4) STAFFING Staffing Updates are provided to Committee IV and school-based administration monthly:

• The Staffing Updates indicate very good progress on recruitment efforts and the number of vacant positions continues to decline.

• Employee Services recruits for teaching, administration and support staff positions.

• Recruitment teams have been to fairs provincially and nationally.

In the spring there were 233 student teachers in the VSB; plans are now underway to interview and hire for the remainder of this school year and for the start of the 2018 school year.

Retention Presently, there is very little data about why people have resigned from the District.

• Resignations over the last year have more than tripled for teaching and SSA positions.

In February, Employee Services created an Exit Interview Form to elicit reasons why people have left the VSB.

• The department has shared the Exit Interview Form with key stakeholders and have (March 2018) begun implementation.

Employee Services has identified approximately 300 former teachers and SSAs dating back to 2016. Exit interview forms will be sent to these groups in late March. Going forward, the form will also be sent to all resignations.

• There is some data analysis regarding teachers who have resigned since last year. Two-thirds of teachers who have left home addresses located outside of Vancouver. 80% of teachers who have left have 5 years of service or more

• Once the District starts to receive information back from departing employees, there will be meetings as an employee services group to analyze data, consult with stakeholders and make recommendations


SUCCESSION PLANNING The District currently has no formal succession planning program:

• Like many organizations, retirements will be happening over the next 5 – 10 years in key leadership areas

• A formal succession plan is a disciplined approach to identify leadership gaps, and to provide planned developmental opportunities for individuals o Succession planning was not listed as an objective in strategic planning Planning is now in the early stages

TIMELINE

Description Date Staffing Update, Committee IV March 14, 2018 Staffing Update, Committee IV April 18, 2018 Staffing Update, Committee IV May 16.2018 Succession Planning Update, Committee IV June 13, 2018


Curriculum, Assessment and Reporting (Strategic Plan Goal 1) Curriculum and Assessment Work is ongoing in supporting curriculum implementation. K-9 implementation is now underway with Grade 10 implementation beginning in September 2018.

The following activities are underway: • Create an outline of a Master Plan for curriculum implementation • Develop a Career Life Education 10 working group

o Partner representatives involved o Meeting to create 3-4 options for secondary schools to choose from o Continue to meet into the 2018-2019 school year o Look at strategies to implement the Career Life Connections course and the

Capstone Project o Explore the potential of a District Resource Teacher: Career Education

Support • Explore possibilities that enhance communication structures to ensure

awareness of curriculum updates. o Provide a reliable and consistent source of information for school

administrators and stakeholder group leaders Develop a newsletter 3-4 times a year regarding redesigned curriculum

and assessment strategies for administrators to share with staff Regular updates at Superintendent and Area meetings Regular updates for Committee III and DPAC Create parent-friendly information school administrators can use to share

information at PAC meetings Showcase indigenous content on the re-designed curriculum

• Develop a secondary administrator working group on curriculum implementation • Create a template for schools/District plans ensuring alignment with the

Framework for Enhancing Student Learning and support schools in the implementation of curriculum

• Explore opportunities to access open source materials • Train teacher-librarians on new library automation system with links to “Destiny

Collections” intended to support the new curriculum


REPORTING There are currently 62 schools participating in the Communicating Student Learning pilot. Plans are now underway to expand to all elementary schools.

• Examine feedback from focus groups including teachers, parents and students o This feedback will be used to inform the expansion of the remaining

elementary schools in 2018-2019 o Develop professional development opportunities for teachers on topics such

as E portfolios • Provide a variety of ways to access knowledge such as in-service, out of school

professional development, collaborative inquiry groups, webinars, and a website as a repository of

• Establish a working group of secondary teachers/admin to look at the possible implications with MyEd and schools

• Expand Communicating Student Learning pilot to grades 8 and 9 by establishing a working group with partner group representatives

• Develop a Reporting Policy in 2019-2020 based on the feedback from the pilot TIMELINE

Description Date Communicating Student Learning Update, Committee III May 9, 2018 Curriculum Update, Committee III June 6, 2018 Presentation of School Plans, Committee III June 6, 2018 District Plan Framework, Committee III October 2018


Indigenous Student Outcomes, Reconciliation (Strategic Plan Goal 1) INDIGENOUS STUDENT OUTCOMES Plans are underway in looking at supporting indigenous students at risk of not completing secondary school by enabling targeted support to take place. This would include such things as:

• Counselling support • An ongoing review of the required coursework • Dedicated individuals to follow up with each student indigenous student

RELATIONSHIPS WITH OUR INDIGENOUS COMMUNITIES To fully support our indigenous students, and to help them connect to their culture, the District will build strong relationships with our indigenous communities and agencies working with those communities. The District will actively strengthen the relationship with the Musqueam Nation. INFORM OUR PRACTICES THROUGH GOALS OUTLINED IN THE ABORIGINAL EDUCATION ENHANCEMENT AGREEMENT The District understands that comprehensive support of Indigenous learners requires a multitude of strategies. As such, we will inform our implementation of strategies through information outlined in the Aboriginal Enhancement Agreement: http://www.vsb.bc.ca/sites/default/files/publications/aeea-june8.pdf.

• Throughout the Aboriginal Enhancement Agreement is a commitment to reconciliation o Staff is committed to working alongside our Indigenous community to further

this important work

TIMELINE

Description Date Indigenous Student Framework, Committee III May 9, 2018

http://www.vsb.bc.ca/sites/default/files/publications/aeea-june8.pdf


Program Reviews (Strategic Plan Goal 1) FRENCH IMMERSION A French Immersion Review is currently underway, including the creation of a French Immersion Working Group. When the review is complete, staff will share the report and bring forward to the Board and Stakeholders.

ALTERNATE EDUCATION The plan to implement the strategies from the Alternate Education Review will be brought forward to Committee III. Significant recommendations included in the report include:

• The addition of 4.0 FTE in staffing o Including a District Vice-Principal position

• The consolidation of some of the current Alternate Education sites

Both recommendations have budget impacts, and as such they will need to be approved through the budget process. Other recommendations will be considered after the initial process is complete.

INCLUSIVE EDUCATION The plan to implement the strategies from the Special Education Review will be brought forward to Committee III. Recommendations included in the report include both budgetary and non-budgetary items. The overall theme in the review is increasing inclusive practices within the District. TIMELINE

DESCRIPTION DATE Inclusive (Special Education) Framework, Committee III May 9, 2018 French Immersion Program Review Update June 6, 2018 Alternate Education Framework, Committee III June 6, 2018


Cultural, Emotional, Physical and Mental Well-Being (Strategic Plan Goal 3) Mental Health Mental health and wellness of staff and students remain a central focus within the VSB. The District is looking for ways to improve and increase support in all areas of mental health and wellness. The District will continue to work closely with our community partners, including sitting at tables where innovative practices evolve. One example of this is a collaboration between VSB and Vancouver Coastal Health where there will be document provisions available in both agencies, and ways to build cohesive access to all the supports to best provide for youth in need. TIMELINE

Description Date Mental Health Update, Committee III May 9, 2018


Mentorship, Networking, Engagement (Strategic Plan Goal 2) Mentorship Plans are currently underway to work with the teachers’ unions to develop and implement a teacher mentorship program.

• A mentorship program for new principals and vice-principals is now in place o Continuing with training sessions for mentors as part of the program

Networking Opportunities for networking are as follows:

• Metro Secondary Principal forum series on curriculum - twice a year • BCSSA Pro D opportunities during the Summer Leadership Academy,

Spring/Fall Conferences • Opportunities for administrators to attend Coast Metro Pro-D Series • A session with Ministry staff on the topics of curriculum, assessment, reporting,

and inclusive teams

Engagement The Board of Education and Senior Staff have been engaging with many of the partner groups. A dinner meeting provided feedback to the Board on the various partners’ priorities. Ongoing conversations continue specifically aimed at engaging parents and how we can be more inclusive of their needs.

TIMELINE

Description Date BCSSA Metro Retreat – Curriculum Implementation April 12,13, 2018 BCSSA Spring Conference - Assessment April 8,2018 BCSSA Summer Leadership Academy August 14-17, 2018 Ministry of Ed Visit with Senior Staff May 2018 Committee III Report – Mentoring Update October 2018


Communications (Strategic Plan Goal 4) COMMUNICATIONS TEAM Staff has hired a Communications Director who started in early April 2018. The Communications Director will be tasked with hiring one additional staff member to complete the communications team. COMMUNICATIONS PLAN One of the first requests of the new Communications Director will be to create a comprehensive Communications Plan for the VSB. Staff will bring initial thoughts to trustees in June 2018. Some of the topics will include:

• Roles and responsibilities with respect to communication • Be inclusive of the cultural needs of students and parents • Address the needs of English as a Second Language families • Focus on internal communication (staff to trustees, interdepartmental, etc.) • Include an opportunity to share positive stories • Modernize the overall look of communications coming from the VSB • Have a mindfulness of eduspeak; use plain language • New curriculum updates and information for parents

WEBSITE UPDATE Over the past year, staff have been working on completing the update of the VSB website. It is intended that the website go live in June.

TIMELINE

Description Date Hire communications director March 2018 Fill final position for communications team Spring 2018 Communications plan September 2018 New website posted June 2018


Financial Planning (Strategic Plan Goal 4) FINANCIAL GOVERNANCE AND ACCOUNTABILITY The Financial Health Working Group provided guidance to school Districts in 2017 with the expectation that supporting policies be in place by the end of June 2018.

2018-2019 ANNUAL BUDGET PROCESS The annual budget process will be shared at a Plenary Committee III/Committee V Meeting.

2018-2019 ANNUAL BUDGET First and Second readings to be conducted at the May 28, 2018 Board meeting and a third reading in June.

MOE FUNDING FORMULA REVIEW There has been a District submission based on stakeholder feedback (to be shared at June Committee V meeting). TIMELINE

Description Date Plenary Budget Session, Committee III/V April 18, 2018 Plenary Budget Session, Committee III/V May 02, 2018 Plenary Budget Session, Committee III/V May 16, 2018 Audit Committee Terms of Reference, Committee V May 16, 2018 2018-2019 Annual Budget Bylaw – 1st and 2nd readings May 28, 2018 MOE Funding Formula Review Update, Committee V June 13, 2018 2018-2019 Annual Budget Bylaw – 3rd reading June 25, 2018

Financial Governance & Accountability, Committee V April, May & June Meetings

AUDIT COMMITTEE Staff will draft guiding principles and the roles and responsibilities for a potential audit committee.


Governance (Strategic Plan Goal 4) GOVERNANCE The BCSTA sees Governance as follows:

• The elected Board is responsible for the success of the organization in terms of its’ purpose. It does this by providing oversight, direction setting and decision making through a governance process which includes defining roles, relationships, structures and processes.

• Governance embraces the highest levels of effectiveness and, for each trustee, it involves a commitment to ethical leadership, to continuous learning and to long-term development

• To be effective in focusing the organization to be successful, the elected Board plays four broad roles in authentic governance: o Covering the Basics: The Board’s Fiduciary Role o Big Picture Thinking: The Board’s Strategic Role o Continuous Improvement: The Board’s Innovative Role o Promoting Community Engagement: The Board’s Societal Role

The BCSTA’s website (http://www.bcsta.org/content/good-governance-boards-education) has four resource modules:

• Module 1: Authentic Governance through Ethical Leadership • Module 2: Relationships and Governance: Common Ground, Common Purpose • Module 3: Authentic Governance for Student Achievement: Boards Matter! • Module 4: Making the Connections for Students Success: Aligning vision,

governance and finance

As part of good governance, the Board commits to completing a self-evaluation, overseeing the Superintendent’s performance review and to completing a Board Work Plan.

ROLES AND RESPONSIBILITIES The Board will provide support and clearly delineate and articulate roles and responsibilities of the Board and staff by September 2018.

POLICY MANUAL Reviewing and potentially revising the Board’s policy manual flows out of the governance structure as well as having clarity on roles and responsibilities.

ADMINISTRATIVE HANDBOOK Completing a revised administrative handbook would follow the creation of a new policy manual.


DEVELOPMENT AND IMPLEMENTATION OF REVISED NAMING AND RENAMING To update current policy and provide a new framework for schools and staff in choosing school names, the District will be revising the Naming and Renaming policies.

TIMELINE

Description Date Staff discussions with Leroy Sloan Fall 2017 Evening overview with Leroy Sloan February 19, 2018 Phone calls with Leroy Sloan Week of March 12, 2018 Update for Stakeholders, Committee I April 4, 2018 Day session with Leroy Sloan April/May 2018 Update for Stakeholders, Committee I May 9, 2018 Update for Stakeholders, Committee I June 6, 2018 Naming/Renaming Policy Development Fall 2018


Looking Ahead CHILDCARE SPACES Suggestion: Create a comprehensive childcare review report that includes such things as the number and location of current childcare providers, the number of spaces in the program, the size of any waitlists and other pertinent information.

BOUNDARY REVIEW Suggestion: Complete a comprehensive District-wide review, including the location of the District’s choice programs.

BRANDING Suggestion: Contemplate a rebranding of the District’s logo.

FOUNDATION Suggestion: Engage the Board of Education in a discussion about creating a School District Foundation.

SCHOLARSHIP DONATIONS ON WEBSITE Suggestion: Explore the possibility of having a scholarship donation link on secondary school websites.

STUDENT LEADERSHIP Suggestion: Engage students in a discussion regarding planning a Student Forum.

ADULT EDUCATION Suggestion: Compile and review information previously collected on adult education. Complete an analysis and review of the programs.


Vancouver School Board School District #39 1580 West Broadway Vancouver V6J 5K8 Tel 604-713-5100 www.vsb.bc.ca


Policy 2- Appendix C

Facilitated Board Self-Evaluation Process School District No. 39 (Vancouver)


PROCESS The annual externally facilitated Board self-evaluation process shall be completed subsequent to the Superintendent evaluation process described in the appendixes to Policy 12 and entitled, Superintendent Evaluation Process, Criteria and Timelines. The two evaluation processes are complementary in nature. PURPOSE

The purpose of the facilitated Board self-evaluation is to answer the following questions:

1. How well have we fulfilled each of our defined roles as a Board during the evaluation period?

2. How do we perceive our interpersonal working relationships?

3. How well do we receive input and how well do we communicate with those we represent?

4. How would we rate our Board-Superintendent relations?

5. How well have we adhered to our governance policies?

6. What have we accomplished this past year to improve student learning? How do we know? What else have we accomplished this past year?

7. What actions shall the Board take during the next year to become more effective?

The answers to these questions provide the data for the development of a positive path forward. EVALUATION PRINCIPLES The following principles form the basis for the Board self-evaluation process.

1. A learning organization is focused on the improvement of student learning.

2. A commitment to continuous improvement is a sign of organizational health.

3. An effective evaluation process provides for growth and accountability.

4. The annual Board evaluation process shall model the Board’s commitment to principles 1-3.

5. A pre-determined process for evaluation strengthens the governance function, builds credibility for the Board and fosters an excellent Board-Superintendent relationship.

6. An evidence-based approach provides objectivity to supplement the subjectivity involved in evaluation processes.


CONTEXT The Board has chosen to retain the specific nine areas of responsibility and the additional responsibilities articulated in Policy 2 in order to carry out their governance role. The nine specific areas of responsibility include: Accountability to the Provincial Government, Developing and Maintaining a Culture of Student Learning, Accountability to and Engagement of Community, Strategic Planning, Policy, Board/Superintendent Relations, Political Advocacy/Influence, Board Development, Fiscal Accountability. The annual facilitated Board self-evaluation process is focused on Board performance in relation to these nine areas. FACILITATED SELF-EVALUATION OF PERFORMANCE Part 1: The Act provides the Board with significant authority including the authority to delegate. The Board must decide the authority it wishes to delegate and the authority to be retained. The Board is the only body in the District which can hold the Board accountable for performing its legally defined role.

With reference to Policy 2 Role of the Board, Policy 2 Appendix A Annual Board Work Plan and the minutes from Regular, Private, and Special meetings held during the evaluation period trustees will assess the Board’s effectiveness relative to each role area. The objective is to identify areas of strength on which to build and specific changes the Board is committed to make during the next evaluation period.

Evaluation Tool: Collect, collate and analyze responses to a Role of the Board questionnaire completed by all trustees.

Part 2: The Board functions as a corporate entity. Individual trustees have only the authority granted them by the Board. Therefore the interpersonal working relationships between and among trustees is vital to the effective functioning of the Board.

Evaluation Tool: Collect, collate and analyze responses to a Board Interpersonal Working Relationships questionnaire completed by all trustees.

Part 3: The Board is elected for a four year term. One key role is to represent the electorate within the boundaries of the District and effectively communicate to the electorate between elections in a manner which creates accountability and builds confidence in the work of the Board.

Evaluation Tool: Collect, collate and analyze responses to a Communications/Representation questionnaire completed by all trustees.


Part 4: With reference to the functioning of the First Team during the evaluation period trustees will assess Board/Superintendent Relationships. In other words is the Board effectively performing its role to make the First Team effective?

Evaluation Tool: Collect, collate and analyze responses to a Board/Superintendent questionnaire completed by all trustees.

Part 5: The Board’s Policy role is critical to provide direction for the District, to delegate to and hold staff accountable through the office of the Superintendent, and to promote and protect public education. Regular review of Board policies is required to ensure the currency and effectiveness of such policies.

Evaluation Tool: Review the schedule of policy review to ensure the entire Handbook is subjected to review and revision once per term of office, identify any lack of alignment of practice with policy (e.g. from review of minutes) and make revisions as required in policy or practice as deemed appropriate.

Part 6: Reviewing Board actions at least annually to determine perceived Board Strengths, Weaknesses, Opportunities and Threats (SWOT) can assist in defining a positive path forward and avoid repetition of less effective functioning.

Evaluation Tool: Conduct a SWOT analysis in light of Board minutes and direct Board observations.

Part 7: Board approves of the directions to be taken during the next evaluation period to strengthen Board functioning.

Part 8: Board assesses success or lack thereof addressing the positive path forward (PPF) approved as a result of the last evaluation and includes any required actions in the current PPF.

Part 9: Board reviews the process tools and process structure and identifies any changes desired for the next evaluation period.

Part 10: Board approves the Positive Path Forward (PPF) by formal motion.

Note in the second and subsequent years the evaluation process will commence with an accountability review of the previous year’s PPF to ensure actions were taken as required and desired results achieved


Policy 3

ROLE OF THE TRUSTEE

Trustees are elected in accordance with the Local Government Act and the Vancouver Charter. The British Columbia School Act prescribes eligibility requirements for running for the office of School Trustee. The role of the Trustee is to contribute to the Board as it carries out its legislated mandate. The oath of office taken by each Trustee when he or she assumes office binds that person to work diligently and faithfully in the cause of public education. A Trustee must first and foremost be concerned with the interests of the school Board. The Board of Education is a corporation. The decisions of the Board in a properly constituted meeting are those of the corporation. The School Act gives no individual authority to trustees. As members of the Board, trustees are accountable to the public for the collective decisions of the Board, and for the delivery and quality of educational services. A Trustee must serve the community as an elected representative, but the Trustee’s primary task is to act as a member of a Board. School Board trustees collectively and individually have a public duty to carry out their responsibilities and the work of the Board in good faith and with reasonable diligence. Trustees have one overarching responsibility – a shared public duty to advance the work of the school Board. A Trustee’s fiduciary duties are owed to the school Board (not to themselves, their family or friends) which is, in turn, accountable to the electorate. A Trustee who is given authority to act on behalf of the Board may carry out duties individually but only as an agent of the Board. In such cases, the actions of the Trustee are those of the Board, which is then responsible for them. A Trustee acting individually has only the authority and status of any other citizen of the District. The Board shall indemnify a Trustee in accordance with Policy 16 Indemnification By-Law. Specific Responsibilities of Individual Trustees The Trustee shall: 1. Become familiar with District policies and procedures, meeting agendas and reports

in order to participate in Board business.

2. Support a majority vote of the Board to advance the work of the Board and monitor progress to ensure decisions are implemented.

3. Refer governance queries, issues and problems not covered by Board policy to the Board for discussion and decision.


4. Refer administrative matters to the Superintendent.

5. Arrange personal contact with staff through the Superintendent, as applicable.

6. Upon receiving a complaint or an inquiry from a parent, staff member or community member about operations, will refer the parent, staff member or community member back to the teacher, Principal, or District Office personnel, as applicable, and will inform the Superintendent of this action.

7. Keep the Board and the Superintendent informed in a timely manner of all matters coming to their attention that might affect the District.

8. Provide the Superintendent with counsel and advice, giving the benefit of the Trustee’s judgment, experience and familiarity with the community.

9. Attend meetings of the Board; participate in, and contribute to, the decisions of the Board in order to provide the best solutions possible for the education of students within the District.

10. Attend committee meetings or meetings as a Board representative, as assigned, and report to the Board in a timely manner.

11. When delegated responsibility, will exercise such authority within the defined terms of reference in a responsible and effective way.

12. Participate in Board/Trustee development sessions so that the quality of leadership and service in the District can be enhanced.

13. Strive to develop a positive and respectful learning and working culture both within the Board and the District.

14. Continue to carry out duties with integrity and responsibility during an election period.

15. Always adhere to the Trustee Code of Conduct. Orientation As a result of elections, the Board may experience changes in membership. To ensure continuity and facilitate a smooth transition from one Board to the next following an election, trustees must be adequately briefed concerning existing Board policy and practice, statutory requirements, initiatives and approved plans. The Board believes an orientation program is necessary for effective trusteeship. 1. The District will offer an orientation program for all trustees following an election that

provides information on:

1.1 Role of the Trustee and the Board;

1.2 Organizational structures and procedures of the District;

1.3 Board policy, agendas, meetings and minutes;


1.4 Existing District initiatives, annual reports, budgets, financial statements and long-range plans;

1.5 District programs and services;

1.6 Board’s function as an appeal body;

1.7 Statutory and regulatory requirements, including responsibilities with regard to conflict of interest; and

1.8 Trustee remuneration and expenses.

2. The District will provide financial support for trustees, as part of their professional

development allocation, to attend British Columbia School Trustees Association sponsored orientation seminars.

3. The Board Chair and Superintendent are responsible for ensuring the development

and implementation of the District’s orientation program for trustees. The Superintendent shall ensure each Trustee has access to the Board Policy Handbook and Administrative Procedures Manual at the organizational meeting following a general election or at the first regular meeting of the Board following a by-election.

Legal Reference: Sections 49, 50, 52, 65, 85 School Act Local Government Act


Policy 3 - Appendix

SERVICES, MATERIALS AND EQUIPMENT PROVIDED TO TRUSTEES

Trustees shall be provided with the following:

1. A parking pass

2. A professional development allocation

3. An I-Pad or laptop

4. Reimbursement of cell phone costs

5. Compensation

6. Director and officers’ liability insurance

7. A building entry fob and key to the trustee lounge

8. A VSB email account

9. Administrative support through the secretary-treasurer’s office


Policy 4

TRUSTEE CODE OF CONDUCT

The Board has a strong commitment to ethical conduct. This includes the responsibility of trustees to properly use authority and to conduct themselves with appropriate decorum and professionalism. Specifically 1. Trustees shall:

1.1 Carry out their responsibilities as detailed in Policy 3 – Role of the Trustee with reasonable diligence.

1.2 Keep confidential any personal, privileged or confidential information obtained in their capacity as a Trustee and not disclose the information except when authorized by law or by the Board to do so. Trustees shall not divulge the contents of private meetings, recognizing that a disclosure could seriously harm the Board’s ability to conduct its business.

1.3 Be fully conversant with Part 5 sections 55 to 64 of the School Act regarding a Trustee conflict of interest.

1.4 Prior to discussion of any such subject matter at a public meeting declare any perceived conflict not take part in the discussion on the matter nor vote on it. In addition not discuss the matter outside the meeting with other trustees nor exert influence on the decision in which the Trustee has a conflict of interest.

1.5 In addition to the requirements in 1.4 leave the meeting immediately if the subject matter to which the Trustee has a conflict of interest is discussed in a private meeting.

2. Although a Trustee is responsible for declaring a possible conflict of interest it is the

fiduciary duty of all trustees and the Superintendent to protect the Board and the Board and Superintendent have a duty to point out any apparent, potential or perceived conflict of interest when it appears.

3. A Trustee may request guidance from other trustees, the Board or the Superintendent in regard to personal conflict of interest matters.

4. Any declaration of conflict of interest at a public meeting shall be recorded in the minutes of the meeting. Any declaration of conflict of interest at a private meeting shall be recorded in the minutes of the next public meeting.


5. A Trustee shall not use their influence to obtain employment within the District for family members or friends and will not use their position for personal advantage or the advantage of friends and/or family.

6. Trustees shall not attempt to exercise individual authority over the organization

except as explicitly set forth in policies of the Board. Trustees’ interaction with the Superintendent or with staff shall recognize the lack of authority vested in individual trustees except when explicitly authorized by the Board;

7. Only the Board as opposed to individual trustees shall exercise authority over the Superintendent. In particular, only the Board shall make judgments regarding the Superintendent’s performance.

8. Trustees shall:

8.1 Abide by the policies of the Board, all applicable legislation and regulations, in particular the School Act, and the Oath of Office.

8.2 Respect and abide by the majority decisions made by the Board in legally constituted meetings.

8.3 Endeavour to work with fellow Board members in a spirit of harmony and cooperation even when there are differences of opinion which may arise during debate.

8.4 Ensure fiduciary responsibility to the Board supersedes any conflicting loyalty such as that to advocacy or interest groups and membership on other Boards or staffs.

8.5 Represent the Board in all Board-related matters with proper decorum and respect for others.

8.6 Use discretion at all times to minimize the impression that the individual trustees’ statements reflect the position of the Board.

8.7 Ensure the use of electronic devices do not adversely affect the business of the meeting.

8.8 Protect and enhance the reputation of the District and Board.

9. Consequences for the failure of individual trustees to adhere to the Trustee Code of Conduct are specified in Policy 4 Appendix – Trustee Code of Conduct Sanctions.

Legal Reference: Sections 49, 50, (Part 5 Sections 55-64), 65, 85, 94, 95 School Act


Policy 4 – Appendix

TRUSTEE CODE OF CONDUCT SANCTIONS

1. Trustees shall conduct themselves in an ethical and prudent manner in compliance

with the Trustee Code of Conduct, Policy 4. The failure by trustees to conduct themselves in compliance with this policy may result in the Board instituting sanctions.

Code of Conduct Sanctions other than a Failure of Security 2. A Trustee who believes that a fellow Trustee has violated the Code of Conduct may

seek resolution of the matter through appropriate conciliatory measures prior to commencing an official complaint under the Code of Conduct.

3. Conciliatory measures will normally include:

3.1 The Trustee who believes a violation has occurred will engage in an individual private conversation with the Trustee affected.

3.2 Failing resolution through the private conversation the parties will engage the Board Chair, Vice-Chair to gain resolution. If the concern is with the Board Chair, the concern is to be raised with the Vice-Chair.

3.3 The Chair and at the Chair’s option the Chair and Vice-Chair will attempt to resolve the matter to the satisfaction of the trustees involved.

4. A Trustee who wishes to commence an official complaint, under the Code of

Conduct shall file a letter of complaint with the Board Chair within thirty (30) days of the alleged event occurring and indicate the nature of the complaint and the section or sections of the Code of Conduct that are alleged to have been violated by the Trustee. The Trustee who is alleged to have violated the Code of Conduct and all other trustees shall be forwarded a copy of the letter of complaint by the Board Chair, or where otherwise applicable in what follows, by the Vice-Chair, within five (5) business days of receipt by the Board Chair of the letter of complaint. If the complaint is with respect to the conduct of the Board Chair, the letter of complaint shall be filed with the Vice-Chair.

5. When a Trustee files a letter of complaint, and a copy of that letter of complaint is

forwarded to all trustees; the filing, notification, content and nature of the complaint shall be deemed to be strictly confidential, the public disclosure of which shall be deemed to be a violation of the Code of Conduct. Public disclosure of the complaint and any resulting decision taken by the Board may be disclosed by the Board Chair only at the direction of the Board, following the disposition of the complaint by the Board at a Code of Conduct hearing.


6. To ensure that the complaint has merit to be considered and reviewed, at least one (1) other Trustee must provide to the Board Chair within three (3) days of the notice in writing of the complaint being forwarded to all trustees, a letter indicating support for having the complaint heard at a Code of Conduct hearing. Any Trustee who forwards such a letter of support shall not be disqualified from attending at and deliberating upon, the complaint at a Code of Conduct hearing convened to hear the matter, solely for having issued such a letter.

7. Where no letter supporting a hearing is received by the Board Chair in the three (3) day period referred to in section 5 above, the complaint shall not be heard. The Board Chair shall notify all other trustees in writing that no further action of the Board shall occur.

8. Where a letter supporting a hearing is received by the Board Chair in the three (3)

day period referred to in section 5 above, the Board Chair shall convene, as soon as is reasonable, a private meeting of the Board to allow the complaining Trustee to present their views of the alleged violation of the Code of Conduct.

9. At the private meeting of the Board, the Board Chair shall indicate, at the

commencement of the meeting, the nature of the business to be transacted.

Without limiting what appears below, the Board Chair shall ensure fairness in dealing with the complaint by adhering to the following procedures:

9.1 The Code of Conduct complaint shall be heard at a Code of Conduct hearing, at a private Board meeting convened for that purpose. All preliminary matters, including whether one (1) or more trustees may have a conflict of interest in hearing the presentations regarding the complaint, shall be dealt with prior to the presentation of the complaint on behalf of the complaining trustee.

9.2 The sequence of the Code of Conduct hearing shall be:

9.2.1 The complaining Trustee shall provide a presentation which may be written or oral or both;

9.2.2 The respondent Trustee shall provide a presentation which may be written or oral or both;

9.2.3 The complaining Trustee shall then be given an opportunity to reply to the respondent Trustee’s presentation;

9.2.4 The respondent Trustee shall then be provided a further opportunity to respond to the complaining Trustee’s presentation and subsequent remarks;

9.2.5 The remaining trustees of the Board shall be given the opportunity to ask questions of both parties;

9.2.6 The complaining Trustee shall be given the opportunity to make final comments; and


9.2.7 The respondent Trustee shall be given the opportunity to make final comments.

9.3 Following the presentation of the respective positions of the parties, the parties and all persons other than the remaining trustees who do not have a conflict of interest shall be required to leave the room, and the remaining trustees shall deliberate in private, without assistance from administration. The Board may, however, in its discretion, call upon legal advisors to assist them on points of law or the drafting of a possible resolution(s).

9.4 If the remaining trustees in deliberation require further information or clarification, the parties shall be reconvened and the requests made in the presence of both parties. If the information is not readily available, the presiding Chair may request a recess or, if necessary, an adjournment of the Code of Conduct hearing to a later date.

9.5 In the case of an adjournment, no discussion by trustees whatsoever of the matters heard at the Code of Conduct hearing may take place until the meeting is reconvened.

9.6 The remaining trustees in deliberation may draft a resolution(s) indicating what action, if any, may be taken regarding the respondent Trustee.

9.7 The presiding Chair shall reconvene the parties to the Code of Conduct hearing.

9.8 All documentation that is related to the Code of Conduct hearing shall be returned to the Superintendent immediately upon conclusion of the Code of Conduct hearing and shall be retained in accordance with legal requirements.

9.9 The presiding Chair shall call for a resolution(s) to be placed before the Board.

9.10 The presiding Chair shall declare the private Board meeting adjourned.

10. A violation of the Code of Conduct may result in the Board instituting, without limiting what follows, any or all of the following sanctions:

10.1 Having the Board Chair write a letter of censure marked “personal and confidential” to the offending Trustee, on the approval of a majority of those trustees present and allowed to vote at the private meeting of the Board;

10.2 Having a motion of censure passed by a majority of those trustees present and allowed to vote at the private meeting of the Board;

10.3 Having a motion to remove the offending Trustee from one (1), some or all Board committees or other appointments of the Board passed by a majority of those trustees present and allowed to vote at the private meeting of the Board.

11. The Board may, in its discretion, make public its findings where the Board has not

upheld the complaint alleging a violation of the Board’s Code of Conduct or where


there has been a withdrawal of the complaint or under any other circumstances that the Board deems reasonable and appropriate to indicate publicly its disposition of the complaint.

Failure of Security 12. The Trustee Code of Conduct requires that trustees shall respect the confidentiality

appropriate to issues of a sensitive nature. Failure to comply with this requirement constitutes a failure of security. An individual Trustee may bring a suspected breach of security to the attention of the Board, at a private meeting of the Board. If by majority vote the Board agrees that a failure has occurred, the failure shall be recorded by the Board and the following procedure shall be invoked:

12.1 The Board Chair shall request that the Superintendent (as head of the District under the Freedom of Information and Protection of Privacy Act), appoint an independent investigator to review this matter. This request may occur only after such a motion has been discussed and agreed to by a majority of trustees present at a private meeting of the Board. This decision shall immediately be approved in a public meeting of the Board.

12.2 The independent investigator shall conduct an investigation and submit a report of findings and recommendations to the Board Chair and to the Superintendent.

12.3 The Board Chair shall present at a private of the Board, the report of the independent investigator. At this time, the Trustee in question shall have an opportunity to present any additional, relevant information.

12.4 If it is determined by a majority vote of the Board that a willful violation of security has occurred, for a first occurrence, a motion to write a letter of censure marked “Personal and Confidential” is required to be discussed and agreed upon by a majority of trustees present at a private meeting of the Board. This decision requires immediate approval by a majority vote of trustees at a public meeting of the Board.

12.5 For subsequent occurrences, a motion of censure against the Trustee in question may be brought directly to a public meeting of the Board. This motion shall be approved by a majority vote of trustees present at such a meeting.

Legal Reference: Sections 49, 50, (Part 5 Sections 55-64), 65, 85, 94, 95 School Act


Policy 5

ROLE OF THE BOARD CHAIR The Board of Education shall at its inaugural and each annual meeting elect one of its members to serve as Board Chair, to hold office at the pleasure of the Board. The Board entrusts to its Chair primary responsibility for safeguarding the integrity of the Board's processes and representing the Board to the broader community. The Board acknowledges that the Chair exercises the same right as other individual members of the Board to offer recommendations/motions, to discuss questions and to cast a single vote thereon. The Chair will recognize that no individual authority exists for the Chair to either make decisions beyond policy created by the Board or to supervise or direct staff. The Board delegates and assigns to the Chair the following powers and duties: 1. Prior to each Board meeting, to confer with the Vice-Chair, the Superintendent and

the Secretary-Treasurer on the items included on the agenda, and to become thoroughly familiar with them.

2. To preside over all Board meetings and ensure that such meetings are conducted in accordance with the School Act, the bylaws, policies and procedures as established by the Board, and, subject to the Bylaws, Robert's Rules of Order.

3. To perform the following duties during Board meetings:

3.1 Maintain the order and proper conduct and decorum of the meeting so that motions may be formally debated;

3.2 To ensure that issues being presented for the Board’s consideration are clearly articulated and explained.

3.3 Display firmness, courtesy, tact, impartiality and willingness to give everyone an opportunity to speak on the subject under consideration in order that a board decision can be reached

3.4 To direct the discussion by trustees to the topic being considered by the Board.

3.5 Decide questions of order and procedure, subject to an appeal to the rest of the Board. The Chair will speak to points of order in preference to other members.

3.6 Determine disposition of each motion by a formal show of hands


4. To convey directly to the Superintendent any concerns or questions as are related to the Chair by trustees, parents, students or employees which may significantly affect the administration of the District.

5. To be in regular contact with the Superintendent to maintain a working knowledge of current issues and events within the District.

6. To bring to the Board all matters requiring a decision of the Board.

7. To act as chief spokesperson for the Board by stating positions consistent with Board decisions and policies (except for those instances where the Board has delegated this role to another individual or group).

8. To act as an ex-officio member of all committees appointed by the Board. 9. To act as a signing officer for the District. 10. To serve as an officer of the Board authorized to witness the use of the Board's

corporate seal. 11. To represent the Board, or arrange alternative representation, at Board events,

meetings with other levels of government or other organizations or at hearings. When representing the Board at official meetings or in an official function, the Chair is limited to speaking for positions the Board has determined through passing motions. The Chair will bring back issues to the Board for consideration if the Board has not yet adopted motions on the matter or provided direction. The Chair will share with the board all information from meetings with other levels of government or external organizations at which the Chair attended as the Board’s representative.

12. To ensure that the Board engages in regular assessments of its effectiveness as a

Board.

13. To coordinate the process for Trustee appointments to standing committees, school liaison appointments and representatives to organizations and other Board committees.

14. Address inappropriate behaviour on the part of a Trustee as per Policy 4 sanctions. Legal Reference: Sections 65, 67, 69, 70, 85 School Act


Policy 6

ROLE OF THE VICE-CHAIR

The Board of Education shall elect a Vice-Chair at the inaugural and each annual meeting to serve as Vice-Chair, to hold office at the pleasure of the Board. Specific Responsibilities 1. The Vice-Chair shall act on behalf of the Board Chair, in the latter's absence

and shall have all the duties and responsibilities of the Board Chair.

2. The Vice-Chair shall assist the Board Chair in ensuring that the Board operates in accordance with its own policies and procedures and in providing leadership and guidance to the Board.

3. Prior to each Board meeting, the Vice-Chair will confer with the Chair, the

Superintendent and the Secretary-Treasurer on the items included on the agenda and will become thoroughly familiar with items included on the agenda.

4. The Vice-Chair shall be an alternate signing officer for the District and may serve as

an officer of the Board authorized to witness the use of the Board’s corporate seal when the Chair is unavailable.

Legal Reference: Sections 65, 67, 85 School Act


Policy 7

BOARD OPERATIONS The Board’s ability to discharge its obligations in an efficient and effective manner is dependent upon the development and implementation of a sound organization design. In order to discharge its responsibilities to the electorate of the District, the Board shall hold meetings as often as necessary. A quorum, which is a simple majority of the number of trustees, must be present for every duly constituted meeting. If a quorum is not present within fifteen minutes of the time appointed for the meeting, then the meeting shall stand adjourned. The Board has adopted policies so the business of the Board can be conducted in an orderly and efficient manner. All points of procedure not provided for in this Policy Handbook shall be decided in accordance with Robert's Rules of Order. The Board’s fundamental obligation is to preserve and enhance, the public trust in public education, generally, and in the affairs of its operations in particular. Consistent with its objective to encourage the general public to contribute to the educational process, Board meetings will be open to the public. Towards this end, the Board believes its affairs must be conducted in public to the greatest extent possible. There are times when public interest is best served by private discussion of specific issues in "private" sessions. The Board believes it is necessary to protect individual privacy and the Board's own position in negotiating either collective agreements or contracts and therefore expects to go in private for issues dealing with individual students, individual employees, land, labour, litigation or negotiation. The Board further believes public interest can be enhanced by having members of the public participate at Board meetings. In order to carry out its responsibilities effectively, the Board will hold periodic meetings of several types. Formal meetings, at which all formal and legal business of the Board shall be done, may be designated as Inaugural, regular, special, or private. The Board may also hold informal meetings from time to time for the purposes of general discussion, meeting with other individuals or groups, or for information gathering and sharing. No act or proceeding shall be valid or binding on the Board unless such act or proceeding shall have been adopted at a meeting called and held as herein provided.


The Board has adopted specific policy governing the conduct of its formal meetings. 1. Board Composition and Elections

1.1 Nine trustees are elected at large to the Board of Education for a four year term. In addition a non-voting student trustee also sits on the Board.

1.2 Elections are held the third Saturday in October in election years. 2. The inaugural and subsequent annual meetings of the Board

2.1 An inaugural meeting of the Board shall be held in November of the year of the election of trustees. Such meeting shall be held at the time, place and date as determined by the outgoing Board; and in the event that the Board shall not so determine, then such meeting shall be held at the hour of 19:00 in the Board Room of the Education Centre on the first Monday in November.

2.2 In accordance with the School Act Section 50, a person elected or appointed as a Trustee must make a prescribed oath of office by oath or solemn affirmation before taking their seat on the Board.

2.3 The Secretary-Treasurer, or, in their absence, the Acting Secretary-Treasurer, shall call the meeting to order and shall preside at such meeting until a Chair is elected. The presiding official shall proceed to read to the Board the returns of the election, if any, as certified by the Returning Officer or City Clerk and shall then report whether or not the trustees-elect, if any, have completed the declarations required by the School Act.

2.4 The presiding officials shall then call for nominations by ballot for the office of Chair. Any Trustee may be nominated for Chair. The presiding officials will then announce the names of trustees nominated by ballot and at that time any nominee may withdraw. If more than one nomination remains for the office of Chair, a vote by ballot shall be taken forthwith. All trustees present at the meeting shall vote. A clear majority of those present shall be required for election. If there is no clear majority on the first ballot, balloting shall continue until a clear majority is achieved.

2.5 If for the election of Chair, more than two nominations are received, and if at the first ballot no Trustee receives a clear majority, balloting shall continue until one Trustee shall have received a clear majority. At each successive ballot the name of the Trustee receiving the fewest votes at the previous ballot shall be dropped. If by reason of an equality of votes it is not possible to determine which name shall be dropped, then a special ballot shall be taken for that purpose.

2.6 An annual meeting of the Board shall be held in December of the year in which there is no election of trustees. Such meeting shall be the first regular meeting of the Board and the agenda, together with the regular business of the Board, may include a report from the retiring Chair and shall provide for the election of a Chair of the Board.


2.7 Following the Chair’s report, should they provide a report, the Secretary-Treasurer, or, in their absence, the Acting Secretary-Treasurer shall take the Chair and forthwith proceed with the election of a Chair. The election of the Chair shall be conducted in accordance with subsections (3), (5) and (6) of Section I of By-Law No. 1.

2.8 The term of office of the Chair shall be from the date of the election until the following inaugural or annual meeting unless the Chair resigns or a majority of the Board wishes to hold an election before the following inaugural or annual meeting date.

2.9 The Vice-Chair shall be appointed by the Board. The appointment and the term of the Vice-Chair shall be on the recommendation of the Chair of the Board after the Chair has consulted with other trustees.

3. Regular Meetings of the Board 3.1 Meetings of the Board shall normally be held at least once during each month

of the school year on a Monday at the hour of 19:00, or upon such other day or days during the month or at such other hour as the Board may order.

3.2 The agenda, as well as supporting materials intended to brief trustees about items included on the agenda, are delivered on Friday afternoons prior to the Board meeting on the following Monday. The agenda and supporting reports are also made available to the public and the stakeholders by 16:30 hours on the Friday preceding the regular Board meeting.

3.3 A quorum shall be a majority of trustees holding office at the time of the meeting.

3.3.1 The Superintendent of Schools (except as provided for in section 5.5) and the Secretary-Treasurer (or their designates) shall be present at all meetings of the Board. The Board may excuse either or both of these officials during discussion of any matter, but no Board action shall be taken unless both officials are present except.

3.3.1.1 If a portion of the meeting concerns the work performance or employment of the Superintendent of Schools, the Board may excuse the Superintendent of Schools from attending that portion of the meeting;

3.3.1.2 If a portion of the meeting concerns the work performance or employment of the Secretary-Treasurer, the Board may excuse the Secretary-Treasurer from attending that portion of the meeting; and, if so, shall designate the Superintendent of Schools, or another employee of the Board, to attend the meeting in place of the Secretary-Treasurer to perform the duties of the Secretary-Treasurer at the meeting.

3.4 If, fifteen minutes after the time appointed for the meeting of the Board, there should not be a quorum present, then the meeting shall stand adjourned to a


date to be fixed by the Chair, or, in default of the Chair’s fixing the same, then until the next regular meeting. The Secretary-Treasurer shall record the names of the members present at the expiration of such thirty minutes.

3.5 The Board shall not remain in session for more than four hours.

4. Special Meeting 4.1 A special meeting of the Board may be called by the Chair or, upon written

request of a majority of the trustees, may be called by the Secretary Treasurer. No business other than that for which the meeting is called, shall be conducted at the meeting.

4.2 Forty-eight hours’ notice in writing shall be given of any special meeting of the Board, which notice must be given to each Trustee by delivery of the same at the place designated by each Trustee for notice, or failing any such designated place, then at their address as set out in their nomination paper.

4.3 Written notice of any special meeting of the Board may be waived provided that reasonable steps shall have been taken to notify all trustees of the meeting and that not less than the number of trustees required to make a quorum agree to the waiving of the written notice.

5. Private Session

5.1 Unless otherwise determined by the Board, the following matters shall be considered in private session:

5.1.1 Matters pertaining to individual students, including but not limited to the conduct, performance, discipline, suspension or expulsion, attendance, enrolment or registration of individual students, or appeals of students or parents made pursuant to Section 11 of the School Act.

5.1.2 Salary claims and adjustments, and the consideration of requests of employees and Board offers with respect to collective bargaining procedures.

5.1.3 The conduct, efficiency, discipline, suspension, termination or retirement of employees.

5.1.4 Medical examiner’s reports, medical examination reports, and other medical reports.

5.1.5 Staff changes, including appointments, transfers, resignations and promotions and demotions.

5.1.6 Matters pertaining to the safety, security or protection of Board property or to individual safety.

5.1.7 Accident claims, and other matters where Board liability may arise.

5.1.8 Legal opinions respecting the liability or interest of the Board.


5.1.9 Purchases of real property, including the designation of new sites, consideration of appraisal reports, consideration of amounts claimed by owners, determination of board offers, and expropriation procedures.

5.1.10 Lease, sale or exchange of real property prior to finalization thereof.

5.1.11 Matters, the disclosure of which, would be harmful to Third Party

5.1.12 Business Interests.

5.1.13 Such other matters as the Board may decide, in keeping with legislative requirements.

5.2 No Trustee shall disclose to the public the proceedings of a private meeting, except as may be required by law, unless a resolution has been passed by the board to allow such disclosure.

5.3 Trustees wishing to raise issues concerning the appropriateness of a private meeting, or to seek the disclosure of information discussed in private session must, where possible, provide the Chair of the relevant meeting with reasonable advance notice of their intentions in this regard.

5.4 Where the Board meets in private pursuant to section 5.1 above, the minutes for the next public Board meeting shall reflect:

5.4.1 The fact that the Board met in private session, and the dates of any such meetings;

5.4.2 A general statement as to the nature of the matters discussed and the general nature of the decisions reached at the private meeting; and

5.4.3 Any other information pertaining to the meeting whose release has been authorized by Board motion.

5.4.4 In circumstances where the inclusion of the above information in the minutes of the next public meeting is not practicable, it shall be included in the minutes of a subsequent Board meeting.

5.5 Private meetings of the Board normally will not be held without the Superintendent in attendance unless the Superintendents contract is being discussed, the Board is meeting with the external auditor, or unless the Superintendent agrees, or unless the Board determines there are extenuating circumstances.

6. Minutes

6.1 The Board shall maintain and preserve by means of minutes a record of its proceedings and resolutions.

6.2 The minutes shall record:

6.2.1 Date, time and place of meeting;

6.2.2 Type of meeting (inaugural, regular or special);


6.2.3 Name of the Chair;

6.2.4 Names of those trustees and administration in attendance;

6.2.5 Approval of preceding minutes;

6.2.6 Only motions will be recorded in the minutes. Preamble, rationale, or discussions will not be recorded in the minutes, unless directed by the Board through resolution;

6.2.7 Points of order;

6.2.8 Appointments;

6.2.9 Notices of motion;

6.2.10 Recommended motions proposed by Committees; and,

6.2.11 Trustee conflict of interest declaration pursuant to Section 58 of the School Act.

6.3 The minutes shall:

6.3.1 Be prepared as directed by the Superintendent;

6.3.2 Be considered an unofficial record of proceedings until such time as adopted by a resolution of the Board; and

6.3.3 Upon adoption by the Board, be deemed to be the official and sole record of the Board’s business.

6.4 The Superintendent shall ensure that, upon acceptance by the Board, appropriate initials are appended to each page of the minutes, and that appropriate signatures and the corporate seal of the District are affixed to the concluding page of the minutes.

6.5 The Superintendent shall establish and maintain a file of all Board minutes and create a tracking system for resolutions which will:

6.5.1 Provide for ready identification as to the meeting at which it was considered;

6.5.2 Provide for cross-referencing with resolutions of similar nature adopted by the Board at previous meetings.

6.6 All Standing Committees, unless otherwise directed, shall prepare and submit minutes or a report including any recommendations to the Board.

6.7 As part of its ongoing effort to keep staff and the public fully informed concerning its affairs and actions, the Board directs the Superintendent to institute and maintain effective and appropriate procedures for the prompt dissemination of information about decisions made at all Board meetings.

6.8 The approved minutes of a regular or special meeting shall be posted to the website as soon as possible following approval. The Superintendent is responsible to distribute and post the approved minutes.


6.9 Upon adoption by the Board, the minutes of meetings other than private meetings shall be open to public scrutiny.

7. Rules of Order

7.1 The Chair shall preside at all meetings of the Board. In the absence of the Chair, the Vice-Chair, or, in the absence of both the Chair and the Vice-Chair, some member of the Board to be appointed by the Board shall preside.

7.2 Should the Chair, during any meeting of the Board, desire to leave the Chair for the purpose of taking part in debate or for any other reason acceptable to a majority of the trustees present, the Chair shall call on the Vice-Chair to fill their place until the Chair resumes the Chair, or in the absence of the Vice-Chair, or some other member of the Board. Any member occupying the Chair temporarily shall discharge all the duties and enjoy the rights of the Chair.

7.3 The agenda setting committee consisting of the Secretary-Treasurer, Superintendent, Chair and Vice-Chair shall prepare and submit an Order of Business called an Agenda for each meeting. The order of the agenda shall be substantially as follows:

7.3.1 Indigenous Land Acknowledgment

7.3.2 Program Highlights

7.3.3 Adopt Minutes

7.3.4 Superintendent’s Update

7.3.5 Student Trustee Report

7.3.6 Standing Committee Reports

7.3.7 Report on Private Session

7.3.8 Reports from Trustee Representatives

7.3.9 New Business

7.3.10 Notices of Motion

7.3.11 Public Question Period (Submitted in writing)

7.3.12 Adjournment

7.4 No questions shall be determined by the Board unless upon motion of a Trustee, seconded by another Trustee.

7.4.1 At all meetings of the Board, all questions shall be decided by the majority of the votes of the trustees present.

7.4.2 Every Trustee present at a meeting of the Board, when a question is put, shall vote thereon except that a Trustee may abstain from voting. The Chair shall have the right to vote, and must vote in the case of an equality of votes.


7.4.3 No Trustee shall have more than one vote on any question whether at a meeting of the Board or in Committee-of-the-Whole or any other Committee.

7.4.4 In the event of an equality of votes, the motion shall be deemed to be in the negative.

7.4.5 Notwithstanding section 7.5.2 above, every Trustee present at a meeting of the Board shall vote on all questions which by the provisions of the School Act or the Bylaws of the Board shall be decided by a vote of two-thirds of all the members of the Board.

7.4.5.1 The Chair shall declare the result of all votes; the names of those who voted for the question, the names of those who voted against the question and the names of those who abstained from voting shall be entered in the minutes.

7.4.5.2 When the Chair or other presiding officer is called on to decide a point of order to practice, the Chair shall give their decision and state the rule applicable to the case. An appeal from the ruling of the Chair shall be seconded and shall be decided by a majority of the members of the Board present. When the ruling of the Chair is appealed against, the Chair shall, without debate, put the question in the following words: “Shall the ruling of the Chair be sustained?” and the Chair shall have the right to state their reasons for the decision given.

7.4.5.3 No Trustee shall leave the Board meeting before the close of the session without notifying the Chair.

7.4.5.4 Under the order of “Public Question Period,” questions may be put to the Chair, or through the Chair to any member or officials of the Board, relating to any matter connected with the business of the Board.

7.4.5.5 No question once decided by the Board shall be reconsidered or rescinded during the same calendar year in which the said question was decided unless:

7.4.5.5.1 By order of the majority of the votes of the members present and voting, and

7.4.5.5.2 The motion for any such reconsideration or rescission is brought by a Trustee who voted on the prevailing side when the motion was first adopted or rejected.

Provided, however, that nothing in this section shall be construed as depriving any Trustee, who was not a Trustee at the time a decision was reached on a resolution from moving the reconsideration or


rescission of such resolution in the same calendar year.

7.4.5.6 Any documentary or oral information given or obtained, whether directly or indirectly, to or by a Trustee, and characterized by either the Chair of the Board, a Standing Committee or the Superintendent as being confidential, shall not be disclosed by any Trustee unless the Board authorizes disclosure of such information.

8. Procedures for Delegations to Board

8.1 A delegation wishing to appear must submit to the Secretary-Treasurer a request in writing stating the matters they wish to bring before the trustees and, if a brief is to be presented, a copy of the brief and the name of the spokesperson for the delegation.

8.2 The Agenda Setting Committee will determine if the delegation should appear before the Board or a committee and will set the time for the delegation to appear.

8.3 If the request is to appear before the Board, the request and all supporting material must be received by the Secretary-Treasurer (preferably electronically), prior to 16:30 hours on the Wednesday before the Board meeting.

8.4 If a delegation appears before the Board, the following procedures will be followed:

8.4.1 The time allotted for the delegation's presentation will be five minutes;

8.4.2 Board members may direct questions for clarification through the spokesperson for the delegation; however, the matter will not be debated;

8.4.3 Normally, the matter will not be considered by the Board at the meeting at which the delegation appears.

8.4.4 The Chair of the Board may waive the notice requirement and permit a delegation to appear before a Board meeting if the Chair of the Board considers the matter to be an urgent item.

9. Conflict of Interest

9.1 The Board of Education (the “Board”) directs its members not only to adhere to all laws regarding conflicts of interest but also to be alert to situations that have the appearance of a conflict of interest and to avoid actions that might be detrimental to themselves or to the Board.

9.2 If a Trustee has any pecuniary interest in any matter and is present at a meeting of the Board at which the matter is considered, the Trustee:


9.2.1 Shall at the meeting disclose his or her pecuniary interest and the general nature of the pecuniary interest;

9.2.2 Shall not take part in the discussion of or vote on any question in respect of the matter; and

9.2.3 Shall not attempt in any way, whether before, during or after the meeting, to influence the voting on any question in respect of the matter.

9.3 If the meeting is not open to the public, in addition to complying with these requirements (see section 1.5 in Policy 4) the Trustee shall immediately leave the meeting or the part of the meeting during which the matter is under consideration.

9.4 If a meeting is open to the public, every disclosure of pecuniary interest and the general nature of it shall be recorded in the minutes of the meeting. If the meeting is not open to the public, the fact that a disclosure of pecuniary interest was made, but not the general nature of that interest, shall be reported to, and recorded in the minutes of, the next meeting that is open to the public.

10. Audio/Video Recording Devices

10.1 Any use of recording devices shall not interfere with the conduct of the meeting and may be discontinued at the direction of the Chair.

11. Trustee Remuneration and Expenses

11.1 The Board, under the School Act Section 71, may: “...authorize annually the payment of remuneration to the chair, Vice-Chair and other trustees…”

11.2 The Board authorizes adjustments to the annual remuneration for Board members on September 1st of each year according to the change in the Vancouver consumer price index from the previous year (based originally on 1997-98 figures). The annual remuneration for trustees (including the Vice-Chair) was $26,677 and for the Chair was $28,899 as at September 2017.

11.3 The Board, under the School Act Section 71, may: “...authorize annually the payment of a reasonable allowance for expenses necessarily incurred by trustees in the discharge of their duties.” Accordingly, the Board shall pay the cost of accommodation and economy air fare, verified by receipts, plus a per-diem allowance at a rate set by the Board to cover meals and miscellaneous expenses.

11.4 Vehicle mileage expenses incurred by trustees are not eligible for reimbursement.

11.5 The Board shall give annual approval to total trustee expenses for the current year, rather than approve expense claims instance by instance.


11.6 The Ministry of Education purchases blanket liability insurance to cover all school Districts, to indemnify the Board, Board members, and agents of the Board for their official actions in the service of the Vancouver schools. In addition, trustee indemnification is addressed in Policy 16 in the Indemnification Bylaw.

Legal Reference: Sections 49, 50, 56, 57, 58(1) 58(2), 59, 60(1) 60(2), 66, 67, 68, 69, 70, 71, 71(1), 72

School Act School Act Regulation 382/93 Financial Disclosure Act Income Tax Act


Policy 8

BOARD COMMITTEES The Board will establish standing committees and may establish ad hoc committees of the Board when necessary to assist it with governance functions. When a committee is established the Board shall define the committee’s purpose, powers and duties, membership (up to four Board members) and meetings. Committees of the Board shall never interfere with the delegation of authority from Board to Superintendent. The Board may delegate specific powers and duties to committees of the Board that are established by the Board, subject to the restrictions on delegation in the School Act. The primary purpose of all committees of the Board shall be to act in an advisory capacity to the Board. Unless specific powers have been delegated by the Board the power of all committees shall be limited to making recommendations to the Board and shall not include that of acting on behalf of the Board unless specifically authorized by Board motion for individual issues. The adoption of committee recommendations by the Board is not automatic. Committees can expect the Board to carefully examine and consider that their recommendations are well founded and thought out. Standing Committees The Board has a strong commitment to ethical conduct. This includes the responsibility of committee members to conduct themselves with appropriate decorum and professionalism. It is the responsibility of the Chair of Standing Committee to see that decorum is maintained at Committee meetings so that:

i. All members/delegates request to speak through the chair.

ii. Stakeholder representatives and Trustees perspectives, participation and debate

are encouraged. Civility towards others is necessary.

iii. The Committee requires, acknowledges and appreciates staff reports. It is

imperative that staff is able to submit objective reports without influence or

pressure.

iv. It is important to refrain from personal inflammatory/accusatory language/action.

v. Committee Members, Trustees, representatives and /staff are to present

themselves in a professional and courteous manner.


The Chair of a Standing Committee shall place all committee recommendations before the Board at a regular business meeting of the Board in the form of a proposed motion. Action of any Standing Committee shall not be binding until formally approved by the Board unless the Board by a majority vote gives the Standing Committee power to act. Any member of the Board may attend standing committee meetings and participate in discussions, but only appointed members of the Standing Committee may vote. Matters that the Board has directed to a Committee for action must take precedence over any other Committee business. The Superintendent shall appoint resource personnel to work with committees and the Superintendent shall determine the roles, responsibilities, and reporting requirements of the resource personnel. The Superintendent shall keep the Chair of each of the Standing Committees informed of matters within the jurisdiction of the Standing Committee.

The Chair of a Standing Committee may make motions and speak to any question during committee meetings without leaving the Chair. Otherwise, the rules applying to regular or special meetings of the Board shall be observed. Recommendations of Standing Committees may be proposed by any member of the Committee and do not require a seconder. Any use of recording devices shall not interfere with the conduct of the meeting and may be discontinued at the direction of the Chair. The Board invites the following to attend standing committee meetings:

• One representative of the following employee groups:

o the Vancouver Elementary School Teachers' Association

o the Vancouver Secondary Teachers' Association

o the Vancouver Elementary Principals’ and Vice Principals’ Association

o the Vancouver Association of Secondary School Administrators

o the Professional and Administrative Staff Association

o the Canadian Union of Public Employees, Local 407

o the International Union of Operating Engineers, Local 963

o the Canadian Union of Public Employees, Local 15/Vancouver Municipal Education and Community Worker;

• One representative of the following non-employee groups:

o District Parent Advisory Council; and


o Vancouver District Students’ Council.

1. Policy and Governance Committee 1.1 Purpose/Function:

1.1.1 To ensure the Board Policy Handbook is kept current.

1.1.2 To facilitate Board capacity building, continuous improvement, accountability, and effective working relationship with the Superintendent.

1.1.3 To facilitate the Board’s effective advocacy/influence.

1.1.4 To review and provide recommendations to the Board in regard to assigned governance matters.

1.2 Powers and Duties:

1.2.1 Develop and recommend draft policy positions for submission to the BCSTA Annual General Meeting.

1.2.2 Ensure the annual facilitated Board Self Evaluation is carried out in a timely manner and in accordance with Policy. Subsequent to the annual evaluation monitor implementation of the agreed upon actions.

1.2.3 Annually develop an Advocacy/Influence Plan, recommend the plan to the Board and monitor the implementation of the agreed upon plan.

1.2.4 Annually make recommendations for building governance capacity of the Board and ensure approved actions are implemented.

1.2.5 On an ongoing basis identify motions which are intended to have continuing effect and ensure they are integrated into existing or new policy statements.

1.2.6 Ensure Board Policies are reviewed on a schedule such that all Policies in the Board Policy Handbook are reviewed at least once in a four year term. Make recommendations to the Board regarding policy revisions.

1.2.7 Policy or Governance Matters Referred to the Committee by the Board:

1.2.7.1 Review matters referred and make recommendations as requested.

1.3 Membership (4)

1.3.1 The Chair of the committee and committee members shall be appointed by the Board on the recommendation of the Chair of the Board after the Chair of the Board has consulted with the other trustees.

1.3.2 If absent, the Chair of the Committee shall designate a member to act as Chair. Such appointee shall assume all powers and duties of the Chair when acting as such.

1.3.3 A quorum shall be a majority of the members.


1.3.4 The Chair of the Committee shall preside and may vote on all questions submitted.

1.4 Meetings:

1.4.1 1.4.1 The Committee shall meet six times per year unless items referred to the Committee by the Board necessitate additional meetings.

2. Facilities Planning Committee 2.1 Purpose/Function:

2.1.1 To review and provide recommendations to the Board in regard to assigned facilities planning matters.


2.2.1 School Closures:

2.2.1.1 Review the materials provided by senior staff to the Board regarding a possible school closure and provide a recommendation to the Board as to whether the committee supports the possible closure advancing to the school closure public consultation process phase.

2.2.2 Naming and Renaming Schools:

2.2.2.1 Within the constraints of Board direction provided at the outset of any potential school naming or renaming process provide recommendations to the Board.

2.2.3 Student Enrolment:

2.2.3.1 Annually review enrolment and enrolment trends and the potential impact on capital planning, student accommodation and catchment changes.

2.2.4 Capital Planning:

2.2.4.1 Annually review and make recommendations regarding the draft five year capital plan for submission to the BC Ministry of Education.

2.2.5 Long Range Facilities Plan:

2.2.5.1 Annually review and make recommendations regarding the draft long range facilities plan for submission to the BC Ministry of Education.

2.2.6 Facilities Planning Matters Referred to the Committee by the Board:


2.3 Membership (4)





2.3.4 If absent the Chair of the Committee shall designate a member to act as Chair. Such appointee shall assume all powers and duties of the Chair when acting as such.

2.4 Meetings:

2.4.1 The Committee shall meet six times per year unless items referred to the committee by the board necessitate additional meetings.


3. Student Learning and Well-Being Committee 3.1 Purpose/Function:

3.1.1 To review student learning and well-being indicators, and where warranted provide recommendations to the Board.


3.2.1 Strategic Planning and Reporting: Annually review the Strategic Planning Accountability Report acknowledging accomplishments and if deemed appropriate recommend revisions to the plan.

3.2.2 Annually review the Student Learning Accountability Report, identify and acknowledge accomplishments, identify opportunities for improving student learning and report observations to the Board.

3.2.3 Annually review the Student Well-being Accountability Report, identify and acknowledge accomplishments, identify opportunities for improving student learning and report observations to the Board.

3.2.4 Annually review the Indigenous Education Enhancement Agreement, identify and acknowledge accomplishments, identify opportunities for improving student learning and report observations to the Board.

3.2.5 Review and make recommendations to the Board regarding proposed Board Authority Authorized Courses.

3.2.6 Student Learning or Student Well-Being Matters Referred to the Committee by the Board:


3.2.7 Review and make recommendations regarding the implementation and cessation of District programs and approve changes in fees for those programs that charge fees.

3.2.8 Review and make recommendations to the Board in regard to:

3.2.8.1 the District calendar and

3.2.8.2 Local school calendar proposals.

3.3 Membership: (4)






3.4 Meetings:

3.4.1 The Committee shall meet six times per year unless items referred to the Committee by the Board necessitate additional meetings.

4. Personnel Committee

4.1 Purpose/Function:

4.1.1 To ensure ongoing, appropriate recognition, and acknowledgements are provided by the Board and a productive, and caring work environment permeates the District.

4.1.2 To provide a forum to provide for discussion of the unintended consequences associated with personnel related Administrative Procedures, and collective agreement clauses.

4.1.3 To provide a forum for discussion of personnel related issues such as, but not limited, to sick leave, attendance, staff turnover/retention patterns, recruitment issues and health and safety issues.


4.2.1 Annually review the Superintendent’s Personnel Accountability Report including trends and issues and directions.

4.2.2 Recommend worthy VSB candidates to be nominated for awards and recognition external to the District.

4.2.3 Review section 400 “Personnel and Employee Relations” Administrative Procedures and provide feedback when warranted.

4.2.4 Personnel Matters Referred to the Committee by the Board:


4.3 Membership: (4)

4.3.1 The Chair and members shall be appointed by the Board on the recommendation of the Chair of the Board after the Chair has consulted with the other trustees.




4.4 Meetings:



5. Finance Committee

5.1 Purpose/Function:

5.1.1 To assist the Board in being fiscally responsible.


5.2.1 Annually make recommendations to the Board regarding its submission to the Select Standing Committee on Finance and Government Services.

5.2.2 Provide input regarding the budget development process.

5.2.3 Make recommendations regarding school fees.

5.2.4 By reviewing quarterly financial reports make recommendations for increasing value for money including: reducing costs, increasing revenue, eliminating or reducing resource allocations where commensurate results are not being achieved, disposal of assets, and increasing benefits without increasing costs.

5.2.5 Fiscal Matters Referred to the Committee by the Board:


5.3 Membership: (4)





5.4 Meetings:



6. Standalone Audit Committee 6.1 Purpose

6.1.1 The purpose of the Committee is to assist the Board of Education in fulfilling its responsibilities in relation to:

6.1.1.1 Overseeing the School District’s financial reporting process and its internal control structure, and report its findings to the Board of Education. This task is facilitated by asking questions about the quality of work done by management, participating in the audit planning and reporting processes, understanding and reviewing the aspects of the operation that put the School District at risk, and the District’s preparedness to face that risk. It summarizes its findings and recommendations so that the Board can make informed decisions.

6.1.1.2 Maintaining direct lines of communications with the Superintendent and with the external auditors.

6.1.1.3 Monitoring the scope and costs of the activity of the external auditors and assessing their performance.

6.1.1.4 Recommending to the Board the terms of engagement for the external Auditor.

6.2 Powers and Duties 6.2.1 Review the audited financial statements and recommend approval of

the audited statements by the Board.

6.2.2 Review the External Auditor’s assessment of managements risk mitigation strategies and the appropriateness of internal controls with a focus on safeguarding District assets.

6.2.3 Review the “Auditor’s Management Letter” with the Auditor and assess Management’s action plan to address concerns and follow up on the implementation of the auditor’s letter of recommendations including ensuring the Board directs by motion the recommendations to be implemented, and ensuring any deficiencies identified in the audit report and management letter are addressed in a timely manner to the satisfaction of the external auditor.

6.2.4 Review the nature and extent of other services provided by the auditor in relation to auditor independence and ensure the auditor presents information relative to those Fiscal Quality Indicators contained in Policy 12 which the audit committee determines can be best assessed by the external auditor.

6.2.5 Monitor the development of and changes to accounting principles and practices and financial reporting standards, and their impact on the School District’s financial reporting.


6.2.6 Review proposed terms of engagement for the external auditor and make recommendations to the board regarding such terms of engagement. Oversee the engagement of external auditors including the terms of the audit engagement and appropriateness of proposed fees.

6.2.7 At least once a year meet with the external auditors at a Private Meeting, without staff members present.

6.2.8 Make enquires of the Auditor which members of the Committee believe are necessary to discharge its fiduciary responsibilities.

6.2.9 Make recommendations to the Board regarding appointment of external auditor and review external audit services at least every three years.

6.2.10 Make recommendations re the appointment of the District Banker and review banking services at least every three years.

6.2.11 Review quarterly financial reports and related information.

6.2.12 Review Budget assumptions and budget priorities that provide a framework for the preparation of the annual District budget and to be approved by the Board of Education in conjunction with senior administration.

6.2.13 Review the draft District budget as prepared by the administration.

6.2.14 As appropriate make policy recommendations to the Board related to the role of the audit committee.

6.3 Membership (4):


6.3.2 The Committee Chair shall be one of the trustee members, appointed by the Chair.


6.3.4 Resource personnel: Up to two members of the public with one such public member holding an accounting designation may be appointed as a resource to the audit committee. Public members will be appointed by the Board for a term of two years with the possibility of a second two-year term extension, at the will of the Board.

6.3.5 Staff resources, though selected by the Superintendent, shall normally include the Superintendent, and Secretary Treasurer.

6.4 Meetings

6.4.1 The Committee shall meet at least four times a year.


Delegations to Standing Committee Meetings

Procedures for Delegations to Committee Meetings • Delegations may be heard by a Standing Committees at the discretion of the

committee Chair in consultation with the assigned staff resource person.

• A delegation wishing to appear must submit to the Secretary-Treasurer a request in writing stating the matter they wish to bring before the Committee and, if a brief is to be presented, a copy of the brief and the name of the spokesperson for the delegation. The Secretary Treasurer shall forward the request to the Chair of the committee who shall in consultation with the assigned staff resource determine whether the delegation request is accepted.

• The request and all supporting material must be received at the Education Centre at least three days prior to the regularly scheduled date of the Committee meeting. In exceptional circumstances the Chair in consultation with the assigned staff member may waive the three day notice requirement.

• If a delegation has already presented its brief to a Standing Committee meeting, its request to appear again before any Standing Committee may be denied unless the delegation has new information that is significantly different from the information already presented. Such information must be provided in writing to the Secretary-Treasurer.

• If a delegation is to appear before a Standing Committee of the Board, the following procedures will be followed:

o The spokesperson of the delegation will be informed of the date and time of the meeting at which the response to their brief is to be discussed by the Committee, and copies of the response will be made available.

o Time allotted for the delegation's presentation will be ten minutes; however, the Committee may extend this period if the Chair in consultation with Committee members feel that an extension of time is necessary in order to permit the delegation to give a complete outline of its position on the matter before the Committee.

o The spokesperson should present the delegation's position to the Committee; however, comments from other members of the delegation will be welcomed.

o Committee members may direct questions for clarification to the spokesperson for the delegation; however, the matter will not be debated (the Committee Chair may permit more detailed discussion than that permitted if the delegation was appearing before the Board).

o The Committee may decide to defer its consideration of the matter to a future meeting; if the matter is deferred to a future Committee meeting and is to be considered in open session, the spokesperson for the delegation will be advised of the time and place of the Committee meeting and the Board meeting at which the committee report will be considered so that they or other


members of the delegation may attend the meeting(s), but it must be noted that the representative(s) may not enter into the debate.

o If the Committee decides to discuss the matter at the meeting at which the delegation was heard, the members of the delegation may remain but may not participate in the debate.

o A Committee Chair may waive the notice requirement (the request and all supporting material must be received at the Education Centre at least four days prior to the day of the Committee meeting) if the Committee Chair considers the matter to be an urgent item.

o The Board's communications staff in the Office of the Superintendent of Schools is available to advise delegations regarding presentation procedures.

Ad Hoc Committees Ad hoc committees may be established to assist the Board on a specific project for a specific period of time. The terms of reference for each ad hoc committee will be established by Board motion at the time of the formation. Such ad hoc committees shall cease to exist when the purpose has been achieved. The Chair of the Board shall appoint membership and the Chair of the ad hoc committee.

Resource Personnel The Superintendent shall appoint resource personnel to work with committees and the Superintendent shall determine the roles, responsibilities, and reporting requirements of the resource personnel.

Legal Reference: Section 65, 85 School Act


Policy 9

BOARD REPRESENTATIVES

In response to requests from external organizations or agencies, the Board will give consideration to naming representatives to various external committees, agencies and organizations. Such representation is established at the discretion of the Board to facilitate the exchange of information on matters of mutual concern and/or to discuss possible agreements between the District and other organizations. The Board will determine the terms of reference for each representative. The Board shall be guided by the following principles when naming representatives to other organizations:

• The Board's decision-making role can be exercised only by the Board as a whole, not by an individual trustee or committee;

• The Board's function is primarily governance, rather than administration; • Responsibilities placed on trustees are to be related to the Board's central role as

per Policy 2. The Superintendent may appoint resource personnel to work with the representative and shall determine the roles, responsibilities and reporting requirements of resource personnel. The following organizations/committees will have Board representation as identified normally at the annual Inaugural Meeting or alternatively at a subsequent meeting of the Board.

Representatives to External Committees. Organizations and Agencies 1. British Columbia School Trustees Association (BCSTA) Provincial Council

1.1 Purpose of the Provincial Council

1.1.1 Act as a forum for discussion of relevant, timely and emerging issues identified from individual boards, BCSTA Board of Directors, Ministry of Education and other sources.

1.1.2 Discuss, and/or develop, policy issues for submission at the Annual General Meeting.

1.1.3 Establish interim policies of the Association between general meetings.

1.1.4 Address matters as outlined in BCSTA bylaws, including Association budget approval.

1.1.5 Act on action requests from BCSTA Board of Directors.


1.2 Powers and Duties of the Board Representative

1.2.1 Attend Provincial Council meetings.

1.2.2 Represent the Board’s positions and interests at the provincial level.

1.2.3 Communicate to the Board the work of the Provincial Council.

1.2.4 Bring recommendations to the Board as and when necessary.

1.2.5 Build positive relationships.

1.3 Membership

1.3.1 One (1) trustee; one (1) alternate.

1.4 Meetings

1.4.1 As called by Provincial Council. (Usually 4 per year, one at the AGM) 2. British Columbia Public School Employers’ Association (BCPSEA)

2.1 Purpose of the BCPSEA

2.1.1 Act as the accredited bargaining agent for the BCSTA’s members.

2.1.2 Assist in carrying out any objectives and strategic directions established by the Public Sector Employers’ Council.

2.1.3 Coordinate collective bargaining objectives, benefit administration, human resource practices and out-of-scope compensation matters amongst members.


2.2.1 Attend the BCPSEA meetings as required.

2.2.2 Represent the Board’s positions and interests at BCPSEA meetings.

2.2.3 Communicate to the Board the work of BCPSEA.



2.3 Membership

2.3.1 One (1) trustee; one (1) alternate.

2.4 Meetings

2.4.1 As called by BCPSEA.


3. Britannia Community Services Board

3.1 Purpose of the Britannia Community Services Center

3.1.1 To develop, coordinate and support a wide range of excellent programs and services for Grandview-Woodland and Strathcona, by working with community members, partners, and local agencies.

3.1.2 To be a catalyst for social connection, capacity building and integration of services in our community while celebrating diversity, and enhancing the life and well-being of everyone who lives, works, and plays in our community.

3.1.3 Coordinate collective bargaining objectives, benefit administration, human resource practices and out-of-scope compensation matters amongst members.


3.2.1 Attend the Britannia Community Services Board meetings as required.

3.2.2 Represent the Board’s positions and interests at Britannia Community Services Board meetings.

3.2.3 Communicate to the Board the work of the Britannia Community Services Board.



3.2.6 Working with other members of the Britannia Board of Management, set agency policies, approve budgets, determine the goals of the organization, monitor the use of physical and human resources, and negotiate with governmental bodies and community agencies in the funding, development and delivery of services to the community

3.3 Membership

3.3.1 One (1) trustee.

3.4 Meetings

3.4.1 As determined by the Britannia Community Services Board.

4. BCSTA E.L.L. Consortium

4.1 Purpose

4.1.1 Represent the Board’s position and interests to the Consortium

4.2 Powers and Duties

4.2.1 Attend E.L.L. Consortium meetings and build positive relationships.

4.2.2 Represent the Board’s positions and interests to the Consortium


4.2.3 Communicate to the Board the work of the E.L.L. Consortium

4.3 Membership

4.3.1 One trustee;

4.4 Meetings

4.4.1 As called by the E.L.L. Consortium, six times per year.

5. Trustee Representatives to Civic Committees

The Board seeks to have a mutually beneficial relationship with the City of Vancouver and to that end welcomes invitations to have District representation on civic committees.

If such civic committees deal only with administrative matters the VSB shall be represented by administrative staff selected by and reporting to the Superintendent. Where trustee representation is required, the terms of reference for the representative shall be as follows:

5.1 Purpose:

5.1.1 Represent the Board’s positions and interests to the committee

5.1.2 To advise Council and City staff on matters of mutual interest. 5.2 Powers and Duties:

5.2.1 Attend Civic Committee meetings

5.2.2 Represent the Board’s positions and interests to Civic Committees

5.2.3 Communicate to the VSB Board the work of the committee

5.2.4 Bring recommendations to the Board as and when necessary including any need for the Board to establish positions on specific issues.

5.2.5 Build positive relationships which advance the interests of the VSB.

5.3 Membership:

5.3.1 One trustee for each committee with a VSB liaison

5.4 Meetings :

5.4.1 At the call of the committee Chair A list of civic committees which have VSB representation together with the name of the VSB trustee representative is contained in the Appendix A to Policy 9. Administrative Committee Representation From time to time the Superintendent in consultation with the Board may request the Board to select a Board representative to an Administrative committee. A list of such


committees are contained in Appendix B. In such instances the Superintendent will determine the purpose of the committee. The role of the Board representative in such instances shall be to: (1) provide visible Board support for advancing the purpose of the committee; and (2) act as the Board’s eyes and ears relative to matters being discussed and bring to the Board’s attention any related issues which fall within areas of Board retained authority as per the Board Policy Handbook for the Board’s consideration and disposition. The Board representative has no decision making authority. Since these are Administrative Committees, the Superintendent shall bring any recommendations to the Board for the Boards consideration and decision. The Administrative Committee structure shall be determined by the Superintendent with the proviso that the membership shall include one Board member selected by the Board. Committee meetings shall be at the call of the Superintendent. School Liaison Trustee Role The Board of Education will assign one trustee to each secondary school and the family of elementary schools related to it and to serve as a liaison trustee for those schools. School liaison responsibilities shall not inhibit or circumvent administrative authority or responsibility and shall not include any decision-making authority. In carrying out school liaison responsibilities, trustees shall represent the interests of all students in the District. The role of liaison trustee is to provide visual support for school activities including but not limited to athletic competitions, fine arts performances and displays, school celebrations, and recognition events. The role allows trustees to become knowledgeable of public school events while keeping manageable the time demands should there not be some limiting of expectations for Board or trustee attendance at such public events

When senior management receives matters that are of substantial interest to a particular school, the school liaison trustee shall be informed of such matters. Legal Reference: Sections 8.4, 8.5, 22, 65, 74, 85 School Act Ministry of Education website


Policy 9 – Appendix A

TRUSTEE REPRESENTATIVES TO CIVIC COMMITTEES

Name of Civic Committee VSB Representative Active Transportation Policy Council Joy Alexander

Arts and Culture Policy Council Estrellita Gonzalez Children, Youth and Families Advisory

Committee Lisa Dominato

Chinatown Historic Area Planning Committee Allan Wong Civic Asset Naming Committee Allan Wong

Cultural Communities Advisory Committee Allan Wong First Shaughnessy Design Panel Judy Zaichkowsky

Food Policy Council Joy Alexander Gastown Historic Planning Committee Janet Fraser

Joint Childcare Council Estrellita Gonzalez LGBTQ2+ Advisory Committee Carrie Bercic

Persons with Disabilities Advisory Committee TBA Renters Advisory Committee Estrellita Gonzalez Seniors Advisory Committee Carrie Bercic

Urban Aboriginal Peoples Advisory Committee TBA Vancouver City Planning Commission (VCPC) Janet Fraser

Vancouver Heritage Commission Judy Zaichkowsky Vancouver Public Library Judy Zaichkowsky

Women's Advisory Committee Joy Alexander


Policy 9 – Appendix B

ADMINISTRATIVE COMMITTEE REPRESENTATION

Name of Administrative Committee VSB Representative Active Transportation Committee

District Parent Advisory Committee Indigenous Education (AEEAI&M)

Diversity Advisory School Calendar

Special Education Advisory Sustainability Advisory

Vancouver District Student Council


Policy 10

POLICY DEVELOPMENT

Policy development is a key responsibility of the Board. Policies constitute the will of the Board in determining how the District will be operated and communicate the Board’s values, beliefs and expectations. Policies provide effective direction and guidelines for the action of the Board, Superintendent, staff, students, electors and other agencies. Policies also serve as sources of information and guidelines to all who may be interested in or connected with the operation of the District. Adoption of new Board policies or revision of existing policies is solely the responsibility of the Board. The Board shall be guided in its approach to policy making by ensuring adherence to the requirements necessary to provide high quality public education, compliance with the School Act and provincial as well as federal legislation.

Board policies shall provide an appropriate balance between the responsibility of the Board to develop the broad guidelines to guide the District and the role of the Superintendent to exercise professional judgment in the administration of the District. The Board believes in the establishment and review of policy which reflects its values and perspectives.

The Board shall adhere to the following stages in its approach to policy making: 1. Planning

The Board, in cooperation with the Superintendent, shall assess the need for a policy, as a result of its own monitoring activities or on the suggestion of others, and identify the critical attributes of each policy to be developed.

2. Development

The Board may develop the policy itself or delegate the responsibility for its development to Superintendent.

3. Implementation

The Board is responsible for the implementation of policies governing its own processes. The Board and Superintendent share the responsibility for implementation of policies relating to the Board-Superintendent relationship. The Superintendent is responsible for the implementation of the other policies.

4. Evaluation


The Board, in cooperation with the Superintendent, shall evaluate each policy in a timely manner in order to determine if it is meeting its intended purpose.

Specifically

1. Any Trustee, standing committee, stakeholder group, employee group, community member, parent, student or Parent Advisory Council of the District may make suggestions regarding the possible development of a policy or the need for policy revisions on any matter by presenting a proposal for a policy or revisions, in writing, to the Superintendent. The proposal shall contain a brief statement of purpose or rationale.

2. The Superintendent will inform the Board of the request for policy development/ revision. The Board will determine the action to be taken.

3. At the direction of the Board the Superintendent will draft amendments to an existing

policy or develop a new policy as the case may be. 4. The Superintendent may seek legal advice on the intent and the wording of the

policy.

5. The policy draft is then brought by the Superintendent to the Board for review. 6. The Board acknowledges that in certain circumstances, stakeholders affected by a

proposed policy may be involved in policy development.

7. Once a draft policy has been considered by the Board it may direct that the document be considered by the Policy and Governance Committee with an invitation for stakeholders to study the draft and to suggest modifications.

8. The Committee will provide feedback to the draft policy to the Superintendent who

will advise the Board if a further draft is necessary or recommend the draft policy to the Board for final approval.

9. Only those policies which are adopted and recorded in the minutes constitute the

official policies of the Board.

10. In the absence of existing policy, the Board may make decisions, by resolution, on matters affecting the administration, management and operation of the District. Such decisions carry the weight of policy until such time as specific written policy is developed. Those which have continuing applicability shall become part of an existing policy or become a free standing policy if directed by Board motion.

11. The Board may direct the Superintendent to change an administrative procedure to a

draft Board policy and will provide the rationale for same.


12. The Superintendent shall develop administrative procedures as specified in Policy 11

– Board Delegation of Authority and may develop such other procedures as deemed necessary for the effective operation of the District. These must be in accordance with Board policies.

13. The Board may also delete a policy and subsequently delegate the Superintendent

authority over this area. The Superintendent may choose to then develop an administrative procedure relative to this matter.

14. The Superintendent must inform the Board of any changes to administrative

procedures. The Administrative Procedures number and title shall be referenced as an information item in a Board agenda. Tracked changes shall be made accessible on line to trustees for a period of one month following such a change.

15. The Superintendent shall arrange for all Board policies and administrative

procedures and subsequent revisions to be posted on the District’s website, in a timely manner.

16. The Board shall review and revise its policies on a rotational basis which provides for

all policies being reviewed at least once per term of office.

Legal Reference: Sections 65, 74, 85 School Act


Policy 11

BOARD DELEGATION OF AUTHORITY

The School Act allows for the Board to delegate certain of its responsibilities and powers to others. The Board authorizes the Superintendent to do any act or thing or to exercise any power that the Board may do, or is required to do, or may exercise, except those matters which, in accordance with provincial legislation, cannot be delegated. This delegation of authority to the Superintendent specifically:

• Includes any authority or responsibility set out in the School Act and regulations as well as authority or responsibility set out in other legislation or regulations;

• Includes the ability to enact Administrative Procedures required to carry out this authority; and also

• Includes the ability to sub-delegate this authority and responsibility as required.

Notwithstanding the above, the Board reserves to itself the authority to make decisions on specific matters requiring Board approval. This reserved authority of the Board is set out in Board policies, as amended from time to time. Further, the Board requires that any significant new provincial, regional or local initiatives must be initially brought to the Board for discussion and determination of decision-making authority.

Specifically

1. The Board expressly delegates to the Superintendent and, at their discretion, a designate, the authority to discipline, suspend or dismiss an employee, subject to the limitations of legislation, collective or contractual agreements and Board policy. Any suspensions or dismissals shall be reported to the Board as soon as practicable.

2. The Superintendent is directed to develop an Administrative Procedure to fulfill Board obligations created by any federal or provincial legislation.

Legal Reference: Sections 22, 65(2)c, 74, 85 School Act


Policy 12

ROLE OF THE SUPERINTENDENT

Background The Superintendent is the Chief Executive Officer of the District. The Superintendent reports directly to the Board and is accountable to the Board of Education for the conduct and operation of the District. All Board authority delegated to the staff of the District is delegated through the Superintendent. Specific Areas of Responsibility 1. Student Learning

1.1 Provides leadership in all matters relating to education in the District.

1.2 Implements directions established by the Minister.

1.3 Ensures that learning environments contribute to the development of skills and habits necessary for the world of work, post-secondary studies, life-long learning and positive citizenship.

1.4 Reports annually on student results achieved. 2. Student Well-Being

2.1 Ensures that students are provided with a safe and caring environment that encourages respectful and responsible behaviour.

2.2 Ensures the safety and welfare of students while participating in school programs or while being transported to or from school programs on transportation provided or approved by the District.

2.3 Ensures the facilities safely accommodate District students. 3. Fiscal Responsibility

3.1 Ensures the fiscal management of the District is in accordance with the terms or conditions of any funding received by the Board under the School Act or any other Act or regulation.

3.2 Ensures the District operates in a fiscally responsible manner, including adherence to recognized accounting procedures.

3.3 Prepares and presents the budget which reflects Board priorities.

3.4 Ensures the Board has current and relevant financial information.


4. Personnel Management

4.1 Has overall authority and responsibility for all personnel-related matters, except the mandates for collective bargaining and those personnel matters precluded by legislation, collective agreements or Board policy.

5. Policy/Administrative Procedures 5.1 Provides support to the Board regarding the planning, development,

implementation and evaluation of Board policies.

5.2 Develops and keeps current an Administrative Procedures Manual that is consistent with Board policy and provincial policies, regulations and procedures.

6. Superintendent/Board Relations (“The First Team”) 6.1 Respects and honours the Board’s role and responsibilities and facilitates the

implementation of that role as defined in Board policy.

6.2 Provides the information and counsel which the Board requires to perform its role.

6.3 Attends all Board meetings and makes recommendations on matters requiring Board action by providing accurate information and reports as are needed to ensure the making of informed decisions.

7. Strategic Planning and Reporting

7.1 Leads the development and implementation of the strategic planning process.

7.2 Involves the Board appropriately and collaboratively in the development of the Board’s Strategic Plan (Board identification of priorities and key results, and final Board approval of the plan in conjunction with the annual budget).

7.3 Reports at least annually on results achieved. 8. Leadership Practices

8.1 Practices leadership in manner that is viewed positively and has the support of those with whom the Superintendent works most directly in carrying out the directives of the Board and the Minister.



Policy 12 – Appendix A

SUPERINTENDENT EVALUATION PROCESS CRITERIA AND TIMELINES

Evaluation Process Provides for both accountability and growth, and the strengthening of the relationship between the Board and the Superintendent. The written evaluation report will affirm specific accomplishments and identify growth areas where applicable. Some growth goals may address areas of weakness while others will identify areas where greater emphasis is required due to changes in the District’s environment. 1. Provides for an annual written evaluation of the Superintendent’s performance. 2. Recognizes that the Superintendent is the Chief Executive Officer. The

Superintendent is held accountable for work performed primarily by other senior administrators, e.g., fiscal management.

3. Emphasizes the need for and requires the use of evidence for evaluation purposes.

Evaluations are most helpful when the evaluator provides concrete evidence of strengths and/or weaknesses. The Performance Assessment Guide identifies quality indicators (QI), which describe expectations in regard to each assigned role expectation (RE).

4. Is aligned with and based upon the Superintendent’s roles and responsibilities. The

Board policy (Policy 12) is consistent with this evaluation document. 5. Is aligned with the District’s Strategic Plan and the key results contained therein.

6. Sets out standards of performance. The quality indicators (QI) in the Performance

Assessment Guide set out initial standards. When growth goals are identified, additional standards will need to be set to provide clarity of expectations and a means of assessing performance.

7. Is also a performance-based assessment system. Such an evaluation focuses on

improvement over time. The second and subsequent evaluations include an assessment of the Superintendent’s success in addressing growth areas identified in the previous evaluation.

8. Uses multiple data sources.


9. Elicits evidence to support subjective assessments. This must be the case when the Board provides feedback regarding Board agendas, committee and Board meetings, etc.

10. Ensures Board feedback is provided regularly. Such feedback will be provided

annually, supported by specific examples and will focus on areas over which the Superintendent has authority. The Superintendent cannot be held accountable for areas over which they have not been given authority.

The Superintendent will maintain an electronic evidence binder which will be provided to the Board approximately one week prior to the evaluation workshop. The purpose of the evidence binder is to provide evidence that the quality indicators identified in Appendix B have been achieved. Therefore, evidence will be organized in regard to the quality indicators.

The Board and the Superintendent will be present during the facilitated evaluation session. The Superintendent will ensure the Board has full information and may choose to enter into discussion to ensure the evidence provided has been understood. The Superintendent will only be absent from the room just prior to the evaluation and for the period when the Board constructs the conclusion section. The evidence examined will be in the form of internal reports or external reports. An external report is one from an external source such as an auditor or the consultant who would conduct Leadership Practices interviews. An internal report is one that comes through the Superintendent. A prime example would be a personnel Management accountability report. The Board will review the indicated evidence and determine whether, or to what extent, the quality indicators have been achieved. In addition, the Board will supplement the evidence contained in the evidence portfolio with agreed-upon direct Board observations. For example, this would be most evident in the section Superintendent/Board Relations.

During the evaluation workshop, a written evaluation report will be facilitated by the external consultant, which will document:

• The evaluation process;

• Evaluation context;

• Assessments relative to the criteria (quality indicators) noted in Appendix B;

• An examination of progress made relative to any growth goals or redirections identified in the previous year’s evaluation;

• Identification of any growth goals if deemed appropriate for the coming year; and

• A “conclusion” section, followed by appropriate signatures and dates. The assessments contained in the evaluation report will reflect only the Board position. This report will be approved by Board motion. The actual report is a confidential document. A copy signed by the Board will be provided to the Superintendent and a


second signed copy will be placed in the Superintendent’s personnel file held by the District. Evaluation Criteria The criteria for the first evaluation will be those set out in Appendix B: the Performance Assessment Guide. In subsequent evaluations, the criteria will be those defined by the Performance Assessment Guide as listed or revised after each evaluation, plus any growth goals provided by the Board in previous written evaluation report(s). Such growth goals may be areas requiring remediation or actions which must be taken to address trends, issues, or external realities. For the Role Expectation “Leadership Practices”, an external consultant will collect data relative to leadership practices by interviewing all principals and all “direct reports”. “Direct reports” are defined to be those individuals who report directly to the Superintendent on the District’s organizational chart.

Appendix B is the Performance Assessment Guide, which is intended to clarify for the Superintendent the performance expectations held by the Board. This guide is also intended to be used by the Board to evaluate the performance of the Superintendent in regard to each job expectation. The Board will review the indicated evidence and will determine whether, or to what extent, the quality indicators have been achieved. Timelines for Evaluations Evaluations will be conducted annually, commencing with the 2018-2019 year. Legal Reference: Section 22, 85 School Act


Policy 12 – Appendix B

SUPERINTENDENT PERFORMANCE ASSESSMENT GUIDE

1. Student Learning Role Expectations: RE 1.1 Provides leadership in all matters relating to education in the District.

RE 1.2 Implements directions established by the Minister.

RE 1.3 Ensures that learning environments contribute to the development of skills and habits necessary for the world of work, post-secondary studies, life-long learning and citizenship.

RE 1.4 Reports annually on student results achieved. Quality Indicators relative to Student Learning: QI 1.1 Annually conducts an analysis of student success and ensures school

principals develop action plans to address concerns.

QI 1.2 Identifies trends and issues related to student achievement to inform the strategic planning process, including the implementation of innovative means to improve measurable student achievement.

QI 1.3 There is measurable improved student achievement over time. 2. Student well-being

Role Expectations: RE 2.1 Ensures that students are provided with a safe and caring environment

that encourages respectful and responsible behaviour.

RE 2.2 Ensures the safety and welfare of students while participating in school programs or while being transported to or from school programs on transportation provided or approved by the District.

RE 2.3 Ensures the facilities safely accommodate District students.

Quality Indicators relative to Student well-being: QI 2.1 Develops measurements and monitors progress relative to providing a

safe and caring environment.

QI 2.2 Provides an annual student well-being accountability report.


3. Fiscal Responsibility Role Expectations: RE 3.1 Ensures the fiscal management of the District is in accordance with the

terms or conditions of any funding received by the Board under the School Act or any other Act.

RE 3.2 Ensures the District operates in a fiscally responsible manner, including adherence to recognized accounting procedures.

RE 3.3 Prepares and presents the budget which reflects Board priorities.

RE 3.4 Ensures the Board has current and relevant financial information. Quality Indicators relative to Fiscal Responsibility: QI 3.1 Ensures accepted (PSAB) accounting principles are being followed.

QI 3.2 Ensures all deficiencies identified in the previous audit report and management letter have been remediated to the satisfaction of the auditor.

QI 3.3 Ensures adequate internal financial controls exist and are being followed.

QI 3.4 Ensures all collective agreements and contracts are being administered and interpreted so staff and contracted personnel are being paid appropriately and appropriate deductions are being made.

QI 3.5 Ensures an internal audit process is developed and implemented in regard to school based funds and an annual report provided to the Board.

QI 3.6 Provides the Board with quarterly financial accountability reports including tender approvals over $1,000,000.

QI 3.7 Ensures the Board is informed immediately regarding pending litigation. 4. Personnel Management

Role Expectations: RE 4.1 Has overall authority and responsibility for all personnel-related matters,

except setting the mandates for collective bargaining and those personnel matters precluded by legislation, collective agreements or Board policy.

Quality Indicators relative to Personnel Management: QI 4.1 Develops and effectively implements quality recruitment, orientation, staff

development, disciplinary, evaluation and supervisory processes. QI 4.2 Models commitment to personal and professional growth. QI 4.3 Fosters high standards of instruction and professional improvement QI 4.4 Provides for training of administrators and the development of leadership

capacity within the District.


5. Policy/Administrative Procedures Role Expectations: RE 5.1 Provides support to the Board regarding the planning, development,

implementation and evaluation of Board policies. RE 5.2 Develops and keeps current an Administrative Procedures Manual that is

consistent with Board policy and provincial policies, Regulations and procedures.

Quality Indicators relative to Policy/Administrative Procedures: QI 5.1 Appropriately involves individuals and groups in the administrative

procedures development process. QI 5.2 Ensures system adherence to policies and administrative procedures. QI 5.3 Demonstrates a knowledge of and respect for the role of the Board in

policy processes. 6. Superintendent/Board Relations (“The First Team”)

Role Expectations: RE 6.1 Respects and honours the Board’s role and responsibilities and facilitates

the implementation of that role as defined in Board policy. RE 6.2 Provides the information and counsel which the Board requires to perform

its role. RE 6.3 Attends all Board meetings and makes recommendations on matters

requiring Board action by providing accurate information and reports as are needed to ensure the making of informed decisions.

Quality Indicators relative to Superintendent/Board Relations (“The First Team”): QI 6.1 Implements Board decisions with integrity in a timely fashion. QI 6.2 Interacts with the Board in an open, honest, proactive and professional

manner. QI 6.3 Provides the Board with balanced, sufficient, concise information and clear

recommendations. QI 6.4 Ensures Board agendas are prepared and distributed to trustees in

sufficient time to allow for appropriate Trustee preparation for the meeting. QI 6.5 Keeps the Board informed on sensitive issues in a timely manner. QI 6.6 Ensures high-quality management services are provided to the Board.


7. Strategic Planning and Reporting Role Expectations: RE 7.1 Leads the development and implementation of the Strategic planning

process. RE 7.2 Involves the Board appropriately and collaboratively in the development of

the Board’s Strategic Plan (Board identification of priorities and key results, and final Board approval of the plan in conjunction with the annual budget).

RE 7.3 Reports at least annually on results achieved.

Quality Indicators relative to Strategic Planning and Reporting: QI 7.1 Ensures key results identified by the Board are achieved. QI 7.2 Ensures the strategic planning process involves opportunity for

stakeholder input. QI 7.3 Ensures facility project budgets and construction schedules are followed or

timely variance reports are provided to the Board. 8. Leadership Practices (Every second Year commencing with 2018-2019)

Role Expectations: RE 8.1 Practices leadership in manner that is viewed positively and has the

support of those with whom the Superintendent works most directly in carrying out the directives of the Board and the Minister.

Quality Indicators relative to Leadership Practices: QI 8.1 Demonstrates a high commitment to meeting student needs. QI 8.2. Provides clear direction. QI 8.3 Provides effective educational leadership. QI 8.4 Establishes and maintains positive, professional working relationships with

staff. QI 8.5 Unites people toward common goals QI 8.6 I trust the Superintendent. QI 8.7 Empowers others. QI 8.8 Effectively solves problems.



Policy 12 – Appendix C

INTERVIEW GUIDE SUPERINTENDENT LEADERSHIP PRACTICES Perceptions of Principals and Superintendent “Direct Reports” 1. What evidence can you cite to support or refute the following:

1.1 The Superintendent demonstrates a high commitment to meeting student needs?

1.2 The Superintendent provides clear direction?

1.3 The Superintendent provides effective educational leadership?

1.4 The Superintendent establishes and maintains positive, professional working relationships with staff?

1.5 The Superintendent unites people toward common goals.

1.6 I trust the Superintendent?

1.7 The Superintendent empowers others?

1.8 The Superintendent effectively solves problems?

2. What does the Superintendent do, if anything, that helps you do your job effectively? 3. What does the Superintendent do, if anything, that makes doing your job more

difficult to do effectively?


Policy 13

APPEALS PROCEDURE

Section 11 of the School Act reads in part:

Appeals:

(1) In subsections (2) and (4), “decision” includes the failure of an employee to make a decision.

(2) If a decision of an employee of a board significantly affects the education, health or safety of a student, the parent of the student or the student may, within a reasonable time from the date that the parent or student was informed of the decision, appeal that decision to the board.

(3) For the purposes of hearing appeals under this section, a board must, by bylaw, establish an appeal procedure.

This policy sets out the procedure to be followed by parents and students who wish to appeal under section 11 of the School Act. Statement of Principle The purpose of the appeal process is to provide a fair and expeditious means by which parents and students can seek a review of decisions that significantly affect the education, health or safety of a student. The Board strongly encourages parents and students to work together with their teachers and with school and Board administration to resolve disputes in an open and constructive manner both prior to and during the appeal process. All participants in the appeal process are expected to act as role models, and will at all times maintain an atmosphere of mutual respect, co-operation and respect for the dignity of the individual participants. Policy Confidentiality 1. Section 11 appeals are confidential. Information and documents about appeals may

only be disclosed in accordance with the School Act, Freedom of Information and Protection of Privacy Act, and applicable Board policy (such as this policy or Policy JO-R - Student Records).


Decisions which can be Appealed under Section 11 2. Appeals may only be brought of decisions which “significantly” affect the education,

health or safety of a student.

3. The determination of whether a decision “significantly” affects a student’s education, health or safety must be made on a case-by-case basis. Examples of decisions that will be deemed to significantly affect the education, health or safety of a student include:

3.1 Disciplinary suspension from school for a period in excess of five (5) consecutive instructional days;

3.2 The transfer of a student from one school to another for disciplinary reasons;

3.3 The exclusion of a student from school for a health condition;

3.4 Significant decisions regarding placement in an educational program (this does not include classroom or teacher preference issues, except in exceptional circumstances);

3.5 Grade promotion or graduation;

3.6 Refusal to offer an educational program to a non-graduated student sixteen (16) years of age or older;

4. Board and District policies are not appealable under section 11.

5. Where a parent or student challenges a decision of a Board employee that significantly affects the education, health or safety of a student, the parent or student should be advised of this policy.

Appeal Process 6. A parent or student bringing an appeal may be accompanied by a person of their

choosing at any meetings held in connection with the appeal. Where an appeal is launched by the parent, a student who is the subject of the appeal, may with the consent of their parent attend any appeal meetings.

7. Where the person whose decision is appealed is a teacher, the teacher may attend any meeting in connection with the appeal with their union representative pursuant to Article E.33 of the teacher’s collective agreement and will be provided copies of any documents to be considered at the appeal seven days prior to that consideration. The teacher may respond to such material.


8. Where the person bringing the appeal requires assistance with communicating in English, the Board will make reasonable efforts to provide interpretive assistance at meetings under this policy through the use of Board employees conversant in the relevant language.

Notice of Appeal and Time Limits for Appeal 9. Appeals must be started within thirty (30) days of the time the decision was

communicated to or known by the parent or student, unless good reasons are shown why the time should be extended.

10. An appeal is started by completing a Notice of Appeal form (Form 1) and by delivering it by mail, email or personal delivery to the office of the Associate Superintendent designated by the Superintendent to hear Level 1 appeals. The Notice of Appeal should provide all relevant information in relation to the appeal.

Appeal Procedure 11. If, in the opinion of the Associate Superintendent designated by the Superintendent to

hear Level 1 appeals, the appeal 11.1 Does not relate to a decision that significantly affects the education, health or

safety of a student,

11.2 Has not been commenced within 30 days from the date of the employee’s decision to which the appeal relates, without reasonable explanation; or

11.3 The student and/or parent has refused or neglected to discuss the decision under appeal as directed by the District;

The Associate Superintendent may refer the appeal to the Superintendent of Schools for a preliminary determination of that issue.

12. Prior to making a determination on that issue, the Superintendent may request a meeting with the person bringing the appeal, who must attend the meeting or the appeal will be dismissed.

13. If the Superintendent determines the appeal not to be of a decision that significantly affects the education, health or safety of a student, was commenced out of time without reasonable excuse, or the person bringing the appeal has refused or neglected to discuss the decision under appeal as directed by the District, the person bringing the appeal shall be advised by the Superintendent to follow the conflict resolution steps outlined in the VBE Conflict Resolution Process for School Based Concerns.

14. Where, in the opinion of the Associate Superintendent designated by the

Superintendent to hear Level 1 appeals or the Superintendent, the decision does significantly affect the education, health or safety of a student, the appeal will be referred to a Level 1 meeting under this policy.


15. If the person bringing the appeal disagrees with the Superintendent’s determination,

that person may request the matter be referred to a quorum of the Board for a determination of that preliminary issue. The person requesting the Board determine this preliminary issue shall make that request in writing, delivered to the office of the Secretary Treasurer within 10 days of being advised of the Superintendent’s decision.

16. Where the majority of the quorum of the Board determines that the decision in issue

does not significantly affect the education, health or safety of a student, that the appeal was commenced out of time without reasonable excuse, or that the student and/or parent or guardian has refused or neglected to discuss the decision under appeal as directed by the District the appeal will be dismissed. That decision is final and may not be appealed. Where the quorum of the Board determines the appeal does involve a decision that significantly affects the education, health or safety of a student, was filed in time or with reasonable excuse, or that the person brining the appeal did not fail to consult as directed by the District, the matter will be referred to a Level 1 meeting under this policy, unless the quorum of the Board determines to refer the matter directly to Level 2.

Level 1 – Associate Superintendent - Dispute Resolution 17. At Level 1 – Dispute Resolution, the Associate Superintendent designated by the

Superintendent to hear Level 1 appeals will make a determination whether the decision under appeal should be upheld, reversed or varied.

18. Where the decision under appeal is a decision of the Associate Superintendent designated by the Superintendent to hear level 1 appeals, references to the Associate Superintendent designated by the Superintendent to hear Level 1 appeals shall be deemed to be replaced by "the Superintendent".

19. Upon a matter being referred to Level 1 the Associate Superintendent designated by

the Superintendent to hear Level 1 appeals will, as soon as practicable, arrange a meeting which will be attended by:

19.1 the person bringing the appeal, who may bring a representative if they so choose;

19.2 the employee whose decision is being appealed; including if applicable, their union representative; and

19.3 any other person the Associate Superintendent designated by the Superintendent to hear Level 1 appeals considers appropriate or necessary, including other District employees who have had prior involvement in making the decision being appealed, or who have special expertise in the subject matter of the appeal area being discussed. The Associate Superintendent will advise the person bringing the appeal who will be in attendance at the meeting, and the person bringing the appeal will advise the Associate Superintendent designated


by the Superintendent to hear Level 1 appeals if they are being accompanied at the meeting and if so by whom.

20. The person bringing the appeal shall provide the Associate Superintendent designated

by the Superintendent to hear Level 1 appeals with all documents relevant to the appeal not less than seven days prior to the Level 1 meeting.

21. The Associate Superintendent will determine the appeal and will provide reasons for the decision to the person bringing the appeal and the person whose decision is under appeal.

22. If the person bringing the appeal does not accept the decision of the Associate

Superintendent designated by the Superintendent to hear Level 1 appeals they may refer the matter to Level 2 by notifying the Office of the Secretary-Treasurer in writing that they wish to pursue the appeal to Level 2 within seven days of receiving the decision of the Associate Superintendent designated by the Superintendent to hear Level 1 appeals.

Level 2 - Board of Education 23. The Secretary-Treasurer shall forward the following materials to the Board for

consideration: 23.1 The Notice of Appeal.

23.2 Any documents provided by any party to the appeal at the Level 1 meeting.

23.3 Copies of any relevant VSB, Ministry or other policies or statutory requirements which bear on the issue raised in the appeal.

23.4 The decision of the Associate Superintendent designated by the Superintendent to hear Level 1 appeals.

Appeal Level 2 - Hearing Procedure, Board of Education 24. Upon receipt of an appeal at Level 2, the Board shall establish a date for considering

the appeal, which will be communicated to the parties by the Secretary-Treasurer.

25. The Board may be advised in private session by legal counsel and by the Secretary Treasurer in relation to the appeal provided they have not had prior involvement in the matter under appeal.

26. The Board may, in its absolute discretion, determine whether an appeal shall be

considered on the basis of written submissions or an oral hearing. The Board may determine rules of procedure, including imposing limits on time for presentations, the ability to call or question witnesses, and the receipt of evidence, whether sworn or


unsworn, to facilitate the disposition of the appeal, and may adjourn the proceeding at the request of any party where there are reasonable grounds to do so.

27. The Board may establish a schedule for the exchange of documents or written

submissions. At least seven (7) days prior to the date scheduled for the hearing of the appeal, or the exchange of initial written submissions in the cases of a written appeal, VSB staff and the appellant must provide each other with any documents or information they intend to rely on for the appeal, and which have not previously been exchanged.

28. The person bringing the appeal and the School District administration may make

submissions in relation to the appeal. 29. The Board may make any interim decision it considers necessary pending the

disposition of the appeal. 30. The Board may invite submissions from any person whose interests may be affected

by the Board’s decision on the appeal. 31. The parties will be promptly notified of the Board’s decision. Written reasons will be

provided to the parties as soon as practicable. In considering appeals of an employee’s decision, the Board shall consider:

31.1 Whether the decision significantly affects the education, health or safety of a student;

31.2 Whether the decision appealed was reached through a process that was fair to the student;

31.3 The evidence presented to the Board;

31.4 Whether the decision is reasonable in circumstances; and

31.5 Any special circumstances.

32. The Board’s decision is final, subject to any rights to appeal under the School Act. The Board may reconsider its decision only:

32.1 If it is satisfied that new evidence or information would have a material effect on the decision and that the failure to present that evidence or information at the original hearing is satisfactorily explained;

32.2 The decision contravenes law; or

32.3 A reconsideration is directed or requested in connection with an appeal of the Board’s decision under School Act section 11.1.

33. Persons bringing appeals will be advised of the possibility of an appeal under School

Act section 11.1 when they are notified of the Board’s reasons for decision.


Legal Reference: Sections 6, 11, 11.1, 11.2, 11.3, 11.4, 11.5, 11.6, 11.7, 11.8, 22, 26, 68, 85, 91 School Act Regulation 24/08 – Appeals Regulation Administrative Tribunals Act Collective Agreement


Policy 14

SCHOOL CLOSURE

At times, the Board may consider permanent closure of schools. Closing a school permanently means the closing, for a period exceeding twelve (12) months, of a school building used for the purposes of providing an educational program to students. The Board may decide to permanently close a school, following a school closure public consultation process, and must provide written notification to the Minister of Education. The Board shall provide a public consultation process with respect to the permanent closure of a school prior to the Board making its final decision with respect to the closure of that school. Following the consultation process, the Board will make a decision on the possible closure of the school. Specifically 1. Senior Management may recommend to the Board at a public meeting consideration

of schools for closure. Any such recommendation will also be communicated to the affected school communities.

Senior Management, in making a recommendation for consideration for closure may assess factors such as (some of which may not be applicable to a specific closure consideration):

1.1 Program offerings;

1.2 Space available in nearby schools;

1.3 Distances between schools

1.4 Traffic and travel patterns and safety of access for students being relocated;

1.5 Current and projected enrolment levels;

1.6 Class size;

1.7 Funding formula considerations;

1.8 Age of the building, physical plant maintenance and operating costs of the facility, including the need for seismic upgrades;

1.9 Potential re-uses of school facilities and sites;


1.10 Other factors that may be applicable in the circumstances.

2. The Board will consider the information provided by the Superintendent and either: 2.1 Conclude that no action or further study is required, or

2.2 Forward the information to the Facilities Planning Committee. 3. The Facilities Planning Committee shall review the materials and provide its

recommendations to the Board. 4. The Board will review the recommendations from the Facilities Planning Committee

and either

4.1 Conclude that no action or further study is required, or

4.2 Initiate a public consultation process by passing a motion at a public meeting of the Board.

5. The Superintendent will notify the Principal(s) and the Parent Advisory Council(s) in

writing that the school has been identified for possible closure. The Board will notify the school community and the public about the school closure public consultation process through various means including parent newsletters and information posted on the District website.

6. The Board shall allow a period of at least sixty (60) days for public consultation process to take place.

7. The Board shall take the following steps to ensure that public consultation will take place:

7.1 Make available, in writing, the rationale for the proposed school closure considered by the Board, including, but not limited to information with respect to the following factors:

7.1.1 The number of students who would be affected, at both the school to be closed and surrounding schools;

7.1.2 Enrolment trends and utilization for the school and surrounding area;

7.1.3 Availability of space at receiving schools;

7.1.4 Proximity to possible receiving schools and the routes to schools;

7.1.5 Financial considerations including anticipated cost savings;

7.1.6 Facility age and condition;

7.1.7 District Choice and Special Education programs offered at the school;

7.1.8 Impacts on surrounding schools;

7.1.9 Impacts on community users operating in the schools offered at the school.


8. Once a school closure public consultation process has been initiated, at least one (1)

public consultation meeting will be held to discuss the proposed closure.

9. The time and location of the school closure public consultation meeting(s) shall be advertised to notify the community at least 14 days in advance. This may include signage at the school, written notification to parents/guardians of students currently attending and registered to attend the school, notices to neighbouring schools, Parent Advisory Councils, employee groups and information posted on the District website and to social media.

10. The Board shall present the following at the beginning of the public meeting:

10.1 Rationale for the proposed closure, including, but not limited to the pertinent facts and information related to the factors identified within the policy;

10.2 The timing of the proposed closure and the implications for the placement of students;

10.3 Possible alternative community use for all or part of the school.

11. Notes will be kept of the public meeting to record concerns or options raised regarding the proposed closure. Following the public meeting(s), the Board will give consideration to all input prior to making its final decision with respect to the school closure.

11.1 The Board shall provide an opportunity for written responses to the Board regarding the proposed school closure. The Board will provide information and directions on how to submit the written responses. Written submissions will be summarized and will be acknowledged as received.

12. The final decision on a school closure will be made through the first, second, and

third and final reading of a School Closure Bylaw at a public Board meeting. Following a decision to close a school, the Board will provide, without delay, written notification to the Minister of Education of its decision containing the following information:

12.1 The school’s name,

12.2 The school’s facility number,

12.3 The school’s address, and

12.4 The date on which the school will permanently close.

13. Alternate use of a closed facility will be determined by the Board after receiving a recommendation from the Superintendent.

Legal Reference: Sections 73, 85, School Act School Opening and Closure Order M194/08 Disposal of Land or Improvement Order M 193/08


Policy 15

RECRUITMENT AND SELECTION OF PERSONNEL

The Board believes strong leadership and administration at the District and school levels are essential to the effective and efficient operation of the school system. Specifically 1. The Board, in the case of the Superintendent, or the Superintendent or designate, in

all other instances, will assume the sole responsibility for initiating the advertising process and will make reasonable effort to ensure that all current District employees are made aware of staff vacancies.

2. The Board has the sole authority to recruit and select an individual for the position of

Superintendent. 3. In order to protect the Board from sudden loss of the Superintendent’s services, the

Superintendent shall ensure that staff is designated to perform the services of the Superintendent in the case of a short-term or prolonged absence, and that the Chair is advised of the delegation.

4. The following process will be followed for senior and District management positions

including Directors, Associate Superintendent and Secretary-Treasurer positions:

4.1 The Superintendent is delegated full authority to recruit and select staff senior and District management positions within the limitations of legislation, budget allocations and collective agreements

4.2 These positions shall have a role description and the person occupying each of the positions shall have a written contract of employment.

4.3 Compensation will be determined based on BCPSEA compensation guidelines.

5. The Superintendent is delegated full authority to recruit and select staff for all other

District Office positions within the limitations of legislation, budget allocations, contracts and collective agreements.

6. The Superintendent is delegated full authority to recruit, select, assign and reassign staff for all school-based positions, including vice-principals and principals within the limitations of legislation, budget allocations, contracts and collective agreements.

7. The Superintendent is delegated full authority to recruit and select staff for all other staff positions, within the limitations of legislation, budget allocations and collective agreements.


8. All offers of employment shall be conditional on the successful applicant providing a

criminal records check through the Criminal Records Review Program (Ministry of Public Safety and Solicitor General).

Legal Reference: Sections 15, 19, 20, 21, 22, 23, 24, 65, 85 School Act


Policy 16

BY-LAW NO. 3 (I) – INDEMNIFICATION It is in the interest of a responsive and efficient public service that trustees, officers and employees be protected against a claim of damages arising out of the performance of their duties. None of these individuals should be placed in a position of personal liability for the performance of responsibilities vested in them by the School Act or assigned to them by the Board. By-Law: 1. The Board will indemnify a Trustee, an officer or an employee of the Board

1.1 Against a claim for damages against the Trustee, officer or employee arising out of performance of their duties; or

1.2 Where an inquiry under Part 2 of the Public Inquiry Act or other proceeding involves the administration and conduct of the business of the School District and, in addition, the Board may pay legal costs incurred in proceedings arising out of the claim, inquiry or other proceeding.

2. The Board may, by affirmative vote of a majority of not less than 2/3 of all its

members, pay

2.1 Any sum required to indemnify a Trustee, an officer or an employee of the Board where a prosecution arises out of the performance of their duties with the Board; and

2.2 Costs necessarily incurred;

But the Board shall not pay a fine imposed on a Trustee, an officer or an employee as a result of their conviction.

3. The Board shall not seek indemnity against a Trustee, an officer or an employee of

the Board in respect of any action by the Trustee, officer or employee that results in a claim for damages against the Board except

3.1 Where the claim for damages arises out of the gross negligence of the Trustee, officer or employee; or

3.2 Where, in relation to the action that gave rise to a claim for damages against an officer or employee, the officer or employee willfully acted contrary to:

3.2.1 The terms of their employment, or

3.2.2 An order of a superior.


4. The Board’s obligation to indemnify a Trustee, an officer or an employee in respect of matters occurring during their term of office or employment shall continue, notwithstanding that the term of office or employment, as the case may be, has ended.

5. Where the Board decides to pay legal costs incurred in proceedings out of a claim, inquiry under Part II of the Public Inquiry Act or other proceedings, the Board has the right to conduct the defense of the matter and, in its discretion, to compromise and/or settle the claim.

6. The Board shall not indemnify a Trustee, officer or employee against:

6.1 Liability and legal fees incurred as a result of an action or other proceeding taken by the Board against the Trustee, officer or employee, or as a result of an action or proceeding taken by the Trustee, officer or employee against the Board;

6.2 Liability to pay a fine, penalty or order imposed as a result of the conviction for an offence;

6.3 Legal fees incurred as a result of a prosecution where the Trustee, officer or employee is convicted of an offence or obtains a conditional discharge;

6.4 Legal fees incurred in an appeal of any conviction, sentence, judgment or order, unless the Board, by an affirmative vote of a majority of its members, so agrees;

6.5 Liability and legal fees incurred by a Trustee where the Court determines that the trustee knowingly contravened the School Act;

6.6 Liability incurred by a Trustee, officer or employee where the Court determined that the trustee, officer or employee knowingly permitted or authorized an expenditure not authorized by an enactment;

6.7 Liability incurred by a Trustee as a result of any restitution ordered pursuant to Section 62 of the School Act; and

6.8 Those matters for which the Board may seek indemnity from an employee pursuant to its authority under Section 95 of the School Act.

7. The Board may enter into individual indemnity agreements with its officers and

employees not inconsistent with provisions of the School Act. Legal Reference: Section 95, School Act


Policy 17

SEXUAL ORIENTATION AND GENDER IDENTITIES The Board of Education (the “Board”) is committed to establishing and maintaining a safe, inclusive, equitable, and welcoming learning and working environment for all members of the school community, regardless of real or perceived sexual orientations, gender identities, and gender expressions, which includes lesbian, gay, bisexual, trans*, Two-Spirit, queer, and those who are questioning (LGBTTQ+).

The Board believes that all LGBTTQ+ students, staff and families have the right to have:

• Their confidentiality protected and respected;

• Self-identification and determination; and

• Their unique identities, families, cultures, and communities included, represented, valued, and respected within all aspects of the school environment.

The Board will promote pro-active strategies and guidelines so that all members of this diverse community are welcomed, respected, accepted and supported in every school and worksite. The Board is committed to implementing measures that will:

• Define appropriate expectations, language, behaviours and actions in order to prevent discrimination and harassment;

• Ensure that complaints of discrimination or harassment based on sexual orientation, gender identity and/or gender expression are taken seriously and dealt with expeditiously and effectively through consistently applied policy and procedures;

• Raise awareness and improve understanding of the lives of people who identify as LGBTTQ+; and strive to eliminate the systemic inequities and barriers for members of the school community whose real or perceived identity is LGBTTQ+ and demonstrate accountability in leadership so that everyone is treated with fairness and respect.

1. Anti-Harassment

The Board will strive to prevent and to provide effective procedures to respond to any language or behaviour that degrades, denigrates, labels, or stereotypes students on the basis of their real or perceived sexual and/or gender identities and/or gender expression, or that incites hatred, prejudice, discrimination or harassment on such bases.


2. Leadership

The Board will consult with the Diversity Advisory Committee to ensure that policy directions, priorities and implementation of programs and services are consistent with the Sexual Orientation and Gender Identities policy. There will be ongoing, constructive and open dialogue with LGBTTQ+ communities to increase co-operation and collaboration among home, school and the community. Administrators, teachers, counsellors, and other staff and student leaders should consult with LGBTTQ+ students and their designated support groups and take concrete actions to make schools more welcoming, inclusive and safer places. Staff will not refer students to programs or services that attempt to change a student’s sexual orientation or gender identity.

3. Professional Development and Training

The Board will strive to ensure that professional development and training is provided for staff to develop the awareness, knowledge, skills and attitudes necessary to:

• Deliver an LGBTTQ+ inclusive curriculum (including anti-homophobia and anti-transphobia education);

• Identify and address homophobic and transphobic discriminatory attitudes and behaviours; and

• Support and advocate for the needs of students whose real or perceived identity is LGBTTQ+

4. Counselling and Student Support

The Board will ensure that:

• Counsellors are trained to respond competently to the needs of LGBTTQ+ students as well as to the needs of students with LGBTTQ+ family members;

• Counsellors and staff are provided with information, from the District, on support programs or services for students and families;

• Elementary and secondary schools appoint at least one staff person to be a Safe Contact who is able to act as a resource person for LGBTTQ+ students, staff and families. (Note: School administrators will act as the Safe Contact if no one voluntarily steps forward.) School administrators will inform students and other staff about the location and availability of this contact person; and

• All secondary schools are supported in establishing and maintaining Gay or Queer/Straight Alliance clubs.


5. Curriculum Learning Resources The Board is committed to:

• Ensuring that staff utilizes language and educational resources and approaches that are inclusive, developmentally appropriate, and respectful of diverse sexual orientations, gender identities, and gender expressions;

• Enabling all LGBTTQ+ students and families to see themselves and their lives positively reflected in the curriculum, through the provision of library and other curricular resources;

• Creating or acquiring developmentally appropriate, current and relevant learning resources for sexual health education that are LGBTTQ+ inclusive; and

• Providing learning resources in languages and in formats easily accessible to ELL students and their families, where possible.

6. Communications

The Board will:

• Acknowledge through its communication to students, staff, and the community that some students live in LGBTTQ+ families and need to be positively recognized and included as such; and

• Ensure that school forms and communications reflect the diversity of sexual orientations and gender identities of students, staff and parents/guardians.

7. Gender Identity and Gender Expression

To support the safety, health, and educational needs of students whose real or perceived identity is trans*, staff shall adhere to the following practices:

7.1 Consultation

School staff are encouraged to consult with District staff, to review best practices for supporting trans* students.

7.2 Confidentiality and Privacy

7.2.1 A student’s trans* status, legal name, or gender assigned at birth may constitute confidential personal information that will be kept confidential unless its disclosure is legally required or unless the student or the student’s parent(s)/guardian have given authorization.

7.2.2 In situations where school staff or administrators are required by law to use or to report a trans* student’s legal name or sex, such as for purposes of data collection, school staff and administrators will adopt practices to avoid the inadvertent disclosure of such information.

7.2.3 Students’ rights to discuss and express their gender identity and/or gender expression openly and to decide when, with whom, and how much private information to share will be respected.


7.3 Names and Pronouns

Trans* students will be addressed by the names and pronouns prefer to use.

7.4 Official Records and Student Information

7.4.1 Whenever possible and permitted by law, requests made by a student, or the parent/guardian, to change the student’s official record to reflect their preferred name and/or gender identity will be accommodated.

7.4.2 Whenever possible, at the request of a student or of a students’ parent(s)/guardian, the student’s preferred name and/or gender identity will be included on class lists, timetables, student files, identification cards, etc.

7.4.3 Unless the student or the student’s parent/guardian has specified otherwise, communications between school and home shall use a student’s legal name and the pronoun corresponding to the student’s gender assigned at birth.

7.5 Dress

Students have the right to dress in a manner consistent with their gender identity or gender expression. This includes students who may dress in a manner that is not consistent with societal expectations of masculinity/femininity.

7.6 Sex-segregated Activities

Schools will reduce or eliminate the practice of segregating students by sex. In situations where students are segregated by sex, trans* students will have the option to be included in the group that corresponds to their gender identity.

7.7 Access to Physical Education and Sports

7.7.1 Where possible, students will be permitted to participate in any sex-segregated recreational and competitive athletic activities, in accordance with their gender identity. Due to issues of disclosure and safety, some students may wish to participate in a sex-segregated activity that is not aligned with their gender identity.

7.7.2 Trans* students shall be provided the same opportunities to participate in physical education as all other students, shall not be asked or required to have physical education outside of the assigned class time, and shall be permitted to participate in any sex-segregated activities in accordance with their gender identity if they so choose.

7.8 Washroom and Change Room Accessibility

7.8.1 The use of washrooms and change rooms by trans* students shall be assessed on a case-by-case basis with the goals of maximizing the student’s social integration, ensuring the student’s safety and comfort, minimizing stigmatization and providing equal opportunity to


participate in physical education classes and sports.

7.8.2 Trans* students shall have access to the washroom and change room that corresponds to their gender identity. Students who desire increased privacy will be provided with a reasonable alternative washroom and/or changing area. Any alternative arrangement will be provided in a way that protects the student’s ability to keep their trans* status confidential.

7.8.3 The decision with regard to washroom and change room use shall be made in consultation with the trans* student.

7.8.4 The Board will strive to make available single stall gender-neutral washrooms at all school locations and worksites.

7.9 Student Transfers

Schools will aim to keep trans* students at their original school site, unless it is a student’s wish to transfer. Should the student wish to transfer, it is not necessary to disclose the student’s gender identity and/or gender expression as the reason for transfer.

7.10 Resolving Conflict

Disputes will be resolved in a manner that involves the trans* student and an adult ally (teacher, service provider, parent/guardian) in the decision-making process to maximize inclusiveness.

Glossary Asexual: A person who is not sexually attracted to any gender or sex. Asexual people may still be romantically attracted to people of a variety of genders and sexualities and have romantic, non- sexual relationships. Bisexual: A person who is attracted to both women and men.

Gay: A person who is attracted to someone of the same sex and/or gender as themselves. This word can be applied to all genders of relationships, but has primarily been used in reference to men.

Gender: A socially constructed concept of identity based on roles, behaviours, activities, and appearance such as masculine, feminine, androgynous, etc.

Gender expression: The ways a person presents their sense of gender to others (for example, through clothes, hairstyle, mannerisms, etc.).

Gender identity: A person’s internal sense of being a man, a woman, genderqueer etc. This is not the same thing as a person’s biological sex, and may not be consistent with how they are perceived by others.

Gender nonconforming: A term that often refers to children who express gender in ways that differs from societal expectations of the sex and gender assigned to them


at birth. For the purposes of this policy and accompanying regulations gender nonconforming children are included under the term trans*.

Homophobia: The fear, ignorance and mistreatment of people who are, or are perceived to be, lesbian, gay or bisexual. This often leads to bias, discrimination, hatred, harassment and violation of the human rights of lesbian, gay or bisexual people. Homophobic bullying can also be targeted against any individual, regardless of perceived sexual orientation.

Intersex: Refers to people whose reproductive or sexual anatomy is not easily defined as male or female. There are a variety of ways someone can be intersex, ranging from having ambiguous genitalia to having mixture of XX and XY chromosomes. Intersex individuals have historically been mistreated in North American society (i.e. being forced to have “corrective” genital surgeries as infants). The term Disorders of Sexual Development is being used increasingly amongst medical professionals in reference to intersex conditions, however, this term has not been fully adopted by intersex communities at the time this policy is being written. The word hermaphrodite was historically used to describe intersex individuals, however, this term is considered highly offensive.

Lesbian: A woman who is attracted to other women.

LGBTTQ+: An acronym that in this case stands for lesbian, gay, bisexual, trans*, Two-Spirit, and queer/questioning. There is a wide range of other terms often included in this acronym (often referred to by queer communities as “the alphabet soup”) such as asexual, and this acronym tends to vary depending on the source. The plus sign (+) indicates the inclusion of all sexual and gender identities.

Perceived as LGBTTQ+: Refers to someone who is treated as if they are LGBTTQ+ even if they do not identify as such.

Pronouns: The words one uses to refer to themselves (e.g. he/him/his; she/her/hers; they/them/theirs; xe, xem, xyr, etc.)

Queer: An umbrella term (often used in place of the LGBTTQ+ acronym) used to describe individuals who identify as being part of sexual and gender diverse communities (e.g. lesbian, gay, transgender).

Sex: A biological classification based on physical attributes such as sex chromosomes, hormones, internal reproductive structures, and external genitalia. At birth, it is used to identify individuals as male or female. For those whose sex is not easily categorized as male or female see Intersex.

Sexual Orientation: Refers to a person’s attraction towards a particular gender or sex. Someone may identify as lesbian, gay, bisexual, queer, pansexual, etc. It is important to remember that sexual identity and gender identity are separate.

Trans*: (also Trans, Transgender, Transsexual) An umbrella term that can be used to describe people whose gender identity and/or gender expression differs from what they were assigned at birth. Some trans* people may choose to medically transition by taking hormones, having surgery. Some trans* people may choose to socially transition by changing their name, clothing, hair, etc.


Transphobia: Fear, ignorance and mistreatment of people who are, or are perceived to be, trans* or gender nonconforming. This often leads to bias, discrimination, hatred, harassment and violation of the human rights of transgender or gender nonconforming people. Transphobic bullying can also be targeted against any individual, regardless of perceived gender expression.

Transition: A term most commonly used to refer to someone transitioning from one gender to another. Transition often consists of a change in style of dress, selection of a new name, and a request that people use the correct pronoun when describing them. Transition may, but does not always, include medical care like hormone therapy, counseling, and/or surgery.

Two-Spirit: An Indigenous term describing the embodiment of both masculine and feminine spirits. This identity is not limited to gender expression or sexuality, but encompasses them both while incorporating a spiritual element. It is a standalone identity, not an Indigenous term for gay or lesbian.

(These definitions are adapted from Questions & Answers for Parents and Family Members of Gender Variant and Transgendered Youth {Vancouver School Board, 2011}.) Legal Reference Section 65, School Act


Policy 18

STUDENT TRUSTEE The position of Student Trustee has been established by the Vancouver Board of Education (VBE) for the purpose of encouraging open communication between the student body and the Board, increasing student engagement in School District governance matters, and increasing student participation in District planning and policy and program development. 1. Role Description And Expectations

The Student Trustee:

1.1. Is not a member of the Board, is not entitled to vote on any matter before the Board or any of its committees, and does not have the statutory powers or duties of a School Trustee under the School Act.

1.2. Will attend all regular public meetings of the Board but is not entitled to be present at any meetings that are private.

1.3. May attend all meetings of the Board, including standing committee meetings, except private meetings or at which persons other than trustees are excluded.

1.4. Will participate with other trustees in discussions, and provide a student perspective on matters before the Board.

1.5. Will comply with the Student Trustee Conflict of Interest Guidelines in Appendix 1.

1.6. Is not entitled to move a motion, but may suggest a motion on any matter at a meeting of the Board or a committee on which the student trustee sits.

1.7. Shall have access to all information and resources provided to Board members (e.g.: reports, training sessions, etc.) with the exception of information related to matters which are being considered at a private meeting or from which persons other than trustees are excluded.

1.8. Will present a Student Trustee report at the first regular Board meeting of each month.

1.9. Will report regularly to the students of the VBE, through the Vancouver District Student Council (VDSC), the activities of the Board pertaining to public meetings of the Board and its committees.

1.10. Is encouraged to visit and meet with secondary school students in schools within the Vancouver School District.


2. Eligibility And Qualifications

2.1. To qualify to be nominated and hold the position of Student Trustee, the person must meet the following qualifications:

2.2. Be a student in regular attendance at a VBE secondary school.

2.3. Be 16 years of age or older by December 31 of the school year in which the student trustee holds office.

2.4. Have parental consent (if under 19 years of age).

2.5. Be a member of the Vancouver District Student Council (VDSC).

3. Election Of A Student Trustee 3.1. In order to elect a Student Trustee, the VDSC must follow the process outlined

below.

3.2. Each member of the VDSC is eligible to be nominated as a candidate for the position of Student Trustee, subject to section 2 of this Regulation.

3.3. Candidates interested in election as a Student Trustee will provide members of the VDSC with a personal resume and/or a letter of intent at least forty-eight hours prior to the meeting of the VDSC to select the Student Trustee.

3.4. Student Trustee candidates will be provided the opportunity to make a five minute presentation to the meeting of the appropriate VDSC meeting.

3.5. Where there is more than one candidate, the VDSC will select, by secret ballot, the Student Trustee representative from among the candidates. Balloting will continue, dropping off the candidate with the fewest votes, until one candidate achieves a simple majority.

3.6. VDSC will notify the Secretary-Treasurer of the person elected as Student Trustee.

3.7. In the event that the Student Trustee leaves office before the completion of their term, the vacancy will be filled by a by-election.

4. Term Of Office 4.1. The Student Trustee will be elected in May/June for the following school year.

The term of office of the Student Trustee shall be from September 1st of the year in which the student trustee is elected and ends June 30 of the following school year.

4.2. The term of office for the Student Trustee will be one school year. A Student Trustee may be re-elected by the VDSC and may serve a maximum of two years. The Student Trustee will be expected to serve during the school year only.


5. Disqualification Of Student Trustees

5.1. A Student Trustee will be disqualified from service if he or she:

5.1.1. Ceases to be a student in School District 39 (Vancouver).

5.1.2. Is absent from three consecutive regular meetings of the Board without permission of the Board.

5.1.3. Is convicted of an offence under the Criminal Code of Canada or under the Youth Criminal Justice Act.

5.2. A student trustee may be disqualified from service if he or she:

5.2.1. Breaches the confidentiality of the Board.

5.2.2. Is suspended from school for a serious violation of the Code of Conduct or other Board policies or school rules.

6. Honorarium And Support For The Student Trustee 6.1. The Student Trustee will receive an honorarium as determined by the Board

from year to year. This honorarium will be pro-rated if a Student Trustee does not serve for the full term.

6.2. The Student Trustee will be reimbursed for any appropriate receipted expenses incurred as a function of the role, including transportation costs in accordance with Board policies. Further, the Student Trustee will be supported in attending conference opportunities that relate to the role, with a budget for conference expenses to be approved by the Board.

6.3. The Student Trustee will be supported in attending one out of District conference opportunity per school year that relates to the role, if they so choose to attend, with a reasonable budget that aligns with Board conference expense guidelines.

7. Responsibilities Of The Board Chair And Superintendent Of Schools 7.1. To appoint one elected trustee to act as a mentor for the Student Trustee.

7.2. To meet with the Student Trustee at the beginning of the school year to discuss their responsibilities and participation.

7.3. To meet with the VDSC at the beginning of the school year to orient them to the role and expectations of Student Trustee to the Board and to encourage VDSC student representatives to attend VBE Standing and Advisory Committee meetings, and to support the Student Trustee at Board meetings throughout the school year.

7.4. To acknowledge the service of the Student Trustee to the Board during the second Board meeting in April of each school year.

7.5. To organize an annual liaison meeting between the Board and VDSC.


8. Other

8.1. The Student Trustee will not participate in BCSTA events in any formal manner. The Student Trustee may accompany elected trustees to appropriate BCSTA events or orientation and training purposes provided BCSTA does not object.

Legal Reference Section 85, School Act


Policy 18 – Appendix 1

STUDENT TRUSTEE CONFLICT OF INTEREST GUIDELINES

1. A Student Trustee must not participate in any Board discussion where the Student Trustee may have a conflict of interest or an apparent conflict of interest.

2. For the purposes of this policy and regulation, the Student Trustee has a conflict of interest when a Student Trustee or their parent(s), spouse, sibling or child has a direct or indirect financial interest in the matter being discussed at the Board or Committee meeting.

3. For the purposes of this policy and regulation, the Student Trustee has an apparent conflict of interest where a reasonable member of the public may believe that the Student Trustee’s participation in a discussion at a Board or Committee meeting may have been affected by their private interest.

4. A Student Trustee who believes that he or she has a conflict of interest must declare the conflict to the Board or the Committee and withdraw from any further participation in the discussion of the matter that gave rise to the conflict.


Policy 19 – under development

RESTRICTED AND NON-RESTRICTED SURPLUS FUNDS


Policy 20

DISPOSAL OF LAND OR IMPROVEMENTS When land or improvements owned by the Board (collectively "the Real Property") becomes surplus to the needs of the School District, the surplus property may be disposed of in accordance with the School Act, applicable Ministerial Orders and this Policy and related Regulations. The Board has the responsibility for the disposal of its Real Property and may, after considering future educational needs and school space requirements for the School District, deem a property no longer required for further educational purposes or other Board purposes and determine to proceed to dispose of such property. In accordance with the School Act and applicable Ministerial Orders, the Board must not dispose of land or improvements by sale or transfer in fee simple or by way of lease of ten years or more unless such disposal is provided for in the Disposal of Land or Improvements Ministerial Order M193/08, or is approved by the Minister. The Board can dispose of land or improvements by way of lease, other than a lease of ten years or more, if such disposition is to an agency or organization for an alternative community use. The procedure to dispose of Real Property by sale or transfer in fee simple or by way of lease of 10 years or more is as follows: 1.0 Determination of Ownership 1.1 Prior to initiating the disposal of any Real Property, the Board will conduct a title search to confirm that the property is registered in the name of the Board of Education of School District No. 39(Vancouver) with fee simple ownership. The title search should include a determination as to whether or not the Real Property is held in trust by grant from the Crown, or subject to any registered charges. 2.0 Consultation 2.1 Once ownership has been determined in accordance with 1 above, prior to disposing of Real Property, the Board shall undertake, with stakeholders, local governments, community organizations and/or the public, such consultations as the Board may consider appropriate with respect to the Real Property involved. This consultation process shall include: 2.1.1 Consideration of future enrolment growth in the School District, including K-12, adult programs and early learning; 2.1.2 Consideration of alternative community use of surplus space in school buildings and other facilities;


2.1.3 A fair consideration of the community's input and adequate opportunity for the community to respond the Board's plan for the Real Property. 3.0 Disposal Process 3.1 Following consultation, if the Board passes a resolution declaring the Real Property surplus to the needs of the School District and instructing School District staff to proceed with the Real Property disposal process, the School District staff shall: 3.1.1 Where necessary, arrange for the preparation of a legal survey plan showing the boundaries of the property to be disposed of; 3.1.2 Initiate the disposal process in accordance with a public request for proposals or tender process, provided that if the disposition is:

i) to a not-for-profit organization;

ii) to a public authority;

iii) to a person who, as part of the consideration for the disposition, will exchange land or an improvement with the Board;

iv) to a person who is a party to a subsisting lease, option, right of first refusal, joint venture, coownership or collaborative land acquisition or development agreement that has been the subject of a process involving the solicitation of competitive proposals, regardless of whether the agreement has been amended or assigned subsequent to the completion of that process;

v) a disposition of land to an owner of adjoining land for the purpose of consolidating the lands;

then the requirement for a public request for proposals or tender process shall only apply if the Board in its discretion so elects by resolution. 3.1.3 When required pursuant to the School Act and applicable Ministerial Order, apply to the Minister for approval of the disposal. The application will include:

i) Verification that the school closure was completed in accordance with the provisions under the current or former School Opening or Closure Order, if applicable;

ii) Description of circumstances giving rise to the Board request for Ministerial approval for the disposal of the property;

iii) Confirmation that the property will not be required for future educational purposes;

iv) Description of Board consultation as undertaken with respect to the proposed disposal;

v) Description of how the property was first acquired for educational purposes by the Board if known;


vi) Confirmation that the property is owned by the Board and not the subject of Crown land grant as evidenced by one of the following documents obtained from the Land Title office:

(1) State of Title Certificate (certified copy of title); or (2) Title search print including parcel identifier No.

vii) Address and legal description of the property;

viii) Site plan showing the subject property clearly outlined in bold or in colour;

ix) Property Appraisals by two licensed property appraisers. In situations where it is not practical to obtain two comprehensive appraisals, the latest property assessment notice will be provided as one of these appraisals; and

x) Statement of expected purchase price or rent.

3.1.4 Undertake necessary steps to subdivide the Real Property to be disposed of, if it is to be subdivided from a “parent” property to remain in the ownership of the Board. 4.0 Bylaw Requirement 4.1 Upon completion of the process outlined in #3 above, (and upon notification of Ministerial approval where applicable), the Board shall adopt a By-law (the "Real Property Disposal By-law") authorizing the disposal of the Real Property. The Real Property Disposal By-law will include: i) Confirmation that the Board will not require the land or improvements for future educational purposes; ii) The name and the facility number, if any; and iii) The address and legal description of the Real Property. 5.0 Notification to Minister of Education 5.1 Upon adoption of the Real Property Disposal By-law by the Board, the Board will provide without delay the following documentation to the Minister:

i) A copy of the Board's Real Property Disposal By-law authorizing disposal of the property; and ii) Written notification of the disposition and allocation of the proceeds as required under section 100(2) of the School Act.

6.0 Transfer of Title 6.1 Where disposal is by sale or transfer, the transfer of title shall be completed in accordance with the terms of the agreement entered into with the purchaser. 7.0 Board of Education Restriction


7.1 That the disposal of the land procedure above shall be pursuant to the following VBE Board motion adopted on October 13, 2015:

That the VBE commit to not sell school lands but maintain or increase our current number of school sites to preserve neighbourhood sites for current and future educational and community use. This would not preclude land swaps or the sale of portion of school sites provided that educational programs could still be offered. Reference: Sections 22, 23, 65, 85, 96, 100, 106.2, 106.3, 106.4, 110, 111, 112, 112.1, 113, 114, 115,

117, 118 School Act Ministerial Order M193/08

1

September 24, 2018 TO: Board of Education FROM: Senior Management Team

RE: Board Policy Handbook Reference to Strategic Plan: Goal 4: Provide effective leadership, governance and stewardship Objective INTRODUCTION

At the Committee I meeting held on September 19, 2018 the Committee received a comprehensive report (Appendix A) on the work that has been undertaken with respect to a new governance model for the Vancouver School District. This report is intended to provide additional background information on the governance model that is reflected in the draft Board Policy Handbook (Appendix B) and draft Administrative Procedures Manual (Appendix C). DISCUSSION

“Growth in student achievement and well-being is encouraged when elected boards of trustees focus most of their attention on board policy and concern themselves with ensuring the district mission and vision drive the district’s improvement efforts.”

‘Strong Districts and Their Leadership’ (Ken Leithwood 2013)

The mission statement in the Ministry of Education’s Statement of Education Policy Order (OIC 1280/89) is: “The purpose of the British Columbia school system is to enable learners to develop their individual potential and to acquire the knowledge, skills, and attitudes needed to contribute to a healthy society and a prosperous and sustainable economy.”

ITEM 5.3.1

2

The Policy Order identifies the roles of those carrying out that mission statement and states: School Boards: have a duty to govern districts and their schools in accordance with specified powers in a fiscally responsible and cost effective manner. They have a responsibility to ensure that schools provide students with opportunities for a quality education; to set education policies that reflect the aspirations of the community and that are consistent with overall provincial guidelines; to provide leadership and encouragement to schools and the community; to cooperate with the community and social service agencies in the delivery of non-educational support services to students; and to focus on the following areas of district concern: (1) implementation of provincial and local education programs; (2) school finance and facilities; (3) student access and achievement; (4) teaching performance; and (5) accountability to parents, taxpayers, the community and to the Province. The duty of Boards of Education described above is not an easy one. It speaks to an elevated perspective of how a school district operates than managing the operations of the District. It speaks to authentic governance requiring principled leadership. When considering authentic governance through principled leadership, trustees explore the multi-layered and interdependent roles of school boards. These roles incorporate:

• Ensuring the effectiveness and efficiency of the board (Governance Role)

• Developing strategic directions for the board (Strategic Role)

• Exercising innovation and creativity for continuous improvement (Fiduciary/Innovative Role)

• Engaging in broad-based collaboration and cooperation to engender public confidence and commitment to public education (Societal Role)

Boards of Education therefore have, as their primary function, the governance of the School District and oversight of student achievement through a strong strategic plan that directs resources, informs policy development and aligns the work of staff in an accountable manner to their communities. The Board must put in place the necessary policies, procedures and reporting to ensure all parts and levels of the School District are operating effectively and efficiently. In short, the Board is responsible for the oversight of the District at the highest level and it does that by having a clearly defined governance structure which distinguishes what it is responsible for and what management is responsible for. By establishing such a governance structure, a Board of Education becomes the primary means by which the School District and their employees are held accountable and by which it is accountable to its community.

3

The following diagram illustrates a governance structure based on mutual leadership:

When the Minister of Education appointed a Special Advisor to the district in 2017 he did so in advance of the by-election for the current Board of Education. While not specifically defined in the Ministerial Order it was the type of mutual leadership and governance structure described above that was contemplated. The directives to the Special Advisor and inherently to the in-coming Board, with respect to governance, were action oriented:

• establishing best practices for Board governance, including clarifying the roles and responsibilities of trustees and distinguishing them from those of senior district management;

• revising the Board policy manual to modernize existing policies and clearly delineate governance responsibilities and functions from those of management

The journey to put those directives into action started immediately after the Board was elected, with a governance session on November 4, 2017. At that session a governance model developed by Leroy Sloan was presented and subsequently Dr. Sloan was engaged by the Board early in 2018 to work with trustees to explore whether such a model could be adopted for the Vancouver School Board. Details of the journey that ensued were included in the Staff Report to Committee I on September 19, 2018.

4

STAKEHOLDER FEEDBACK – COMMITTEE I As detailed in the Committee I report, stakeholder representatives were invited to attend two workshops to provide input on the draft Board Policy Handbook and draft Administrative Procedures Manual.

• September 6 Stakeholder workshop on Board Policy Handbook • September 12 Stakeholder workshop on Administrative Procedures Manual

Feedback received during these two workshops is outlined in the September 19th Committee I Staff Report. At Committee I on Wednesday September 19th Superintendent Hoffman presented a Staff Report and accompanying power point presentation providing an overview of the governance model, the work undertaken, the process, and the feedback received from stakeholders at the two workshops. Stakeholders raised a concern regarding language used in Policy 8 regarding the commitment of the Board to form Standing Committees. A friendly amendment was suggested by Trustee Alexander to change the wording on page 64 of the Policy Handbook from “The Board may establish standing and ad hoc committees” to read “The Board will establish standing committees and may establish ad hoc committees”. This change is now reflected in the Board Policy Handbook that the Board is receiving at this meeting. The first sentence of Policy 8 now reads:

“The Board will establish standing committees and may establish ad hoc committees of the Board when necessary to assist it with governance functions”

Stakeholders sought clarity about the role of the Board and stakeholders in revising Administrative Procedures should this governance model be adopted. Senior staff clarified that Policies 10 and 11 outline the respective roles of the Board and staff. It was noted that the Board will continue to have the ultimate responsibility and authority for the operation of the District. Senior staff further clarified that input and advice from stakeholders will continue to be a sought in changing and revising Administrative Procedures. The Policy and Governance Committee will be one venue where such feedback and input will be solicited from stakeholder groups. A question was raised about when stakeholders will see Administrative Procedures currently identified as placeholders. Staff noted that a small number of Administrative Procedures inadvertently reflected outdated policy. These procedures have now been formatted, using current policy and regulation language, to reflect the draft Administrative Procedures Manual structure. An example shared at Committee I was of current regulation JECC-R which will be moved forward, in its current form, to become AP 300. These formatted administrative procedures are included in the links for this report and have been emailed to Committee I representatives. Committee I representatives also asked when revised policies and procedures will be posted to the VSB website. Staff have determined that, if approved by the Board, the updated Policy Handbook will be posted by Friday September 28, 2018. Administrative Procedures will be posted by mid-October. An explanation of this timeline will be included on the VSB website

5

when the Policy Handbook is uploaded. Questions regarding any Board policies or procedures from September 25 – September 28 will be directed to [email protected] for follow up. Following stakeholder input and discussion trustees considered the following recommendation:

It is recommended that the draft Board Policy Handbook and draft Administrative Procedures Manual be forwarded to the Board of Education’s September 24, 2018 Public Board Meeting for discussion and possible adoption.

The intent of this motion was for the Board to receive the draft Board Policy Handbook and draft Administrative Procedures Manual, forwarded from the Committee, and consider adopting the Handbook and accepting the Procedures Manual. The distinction between “adopting” and “accepting” with respect to the two documents lies at the core of the work that has been done. The model that is being proposed, with the clear separation of governance responsibility and operational responsibility, has, as its foundation, the concept that the Board owns the Policy Handbook and the Superintendent owns the Procedures Manual. Having said that, the Board has ultimate control of how the District operates by virtue of the policies it establishes. This reality is summarized in the following statements:

• The Superintendent/CEO is the sole School District employee who reports directly to the Board. Assignment of duties to district staff flow from the superintendent, as does information from district staff to the trustees.

• It is the policies established by the Board and their alignment with procedures that guide both this relationship and the processes used to run the school district.

RECOMMENDATION: Based on the work that has been done and the feedback received at the two Stakeholder Workshops held earlier this month and at Committee I the following motions are being presented for the Board’s consideration:

That the Board of Education for School District No. 39 (Vancouver) rescind in its entirety the School District No. 39 (Vancouver) Policy Manual, including all sections of By-law No. 1, Board approved Policies and Board approved Regulations and Associated Exhibits. That the Board adopt the School District No. 39 (Vancouver) Board Policy Handbook. That the Board acknowledge receipt, for information purposes, the School District No. 39 (Vancouver) Administrative Procedures Manual. APPENDIX A Committee I Staff Report B Policy Handbook C AP MANUAL (100, 200, 300, 400, 500) D Updated Placeholder Administrative Procedures E Disposition Document

mailto:[email protected]

https://www.vsb.bc.ca/District/Board-of-Education/Meeting_Minutes/Documents/agendas-files/Item%205.1%20Board%20Public%202018%20Sept%2024.pdf

https://www.vsb.bc.ca/District/Board-of-Education/Meeting_Minutes/Documents/agendas-files/18_09Sept24_op%20board_Item%205.3.1_Appendix%20B.pdf

https://www.vsb.bc.ca/District/Board-of-Education/Meeting_Minutes/Documents/agendas-files/Item%205.3.1%20Board%20Public%202018%20Sept%2024_Appendix%20C_100.pdf





https://www.vsb.bc.ca/District/Board-of-Education/Meeting_Minutes/Documents/agendas-files/Item%205.3.1%20Board%20Public%202018%20Sept%2024%20Appendix%20D.pdf

https://www.vsb.bc.ca/District/Board-of-Education/Meeting_Minutes/Documents/agendas-files/Item%205.3.1%20Board%20Public%202018%20Sept%2024%20Appendix%20E.pdf


COMMITTEE MEETING

COMMITTEE II – PLANNING & FACILITIES

WEDNESDAY, September 19th, 2018

Committee Report to the Board, September 20th, 2018 Chairperson Wong called the meeting to order acknowledging the meeting is being held on the traditional unceded territory of the Musqueam, Squamish and Tsleil-Waututh Coast Salish peoples 1. Summer Projects Update

D. McClary, Manager of Maintenance and Construction, presented a PowerPoint presentation showing examples of renovation work completed in summer 2018. Examples include indoor flooring renewal, lighting upgrade, irrigation system installation, field drainage enhancement and landscaping. D. McClary was thanked for his presentation which highlighted the work the maintenance staff completed during the summer. This item was provided for information.

2. Lead in Drinking Water

D. McClary, Manager of Maintenance and Construction and L. Landry, Assistant Secretary Treasurer, presented a memorandum dated September 19, 2018 entitled Lead in Drinking Water. Referring to the report, they explained testing that was undertaken in 2016 and 2017 on all drinking fountains, as well as the measures that were taken on the 6% of drinking fountains that exceeded federal and provincial guidelines of 10 parts per billion (ppb). They also provided a few elimination and mitigation strategies which the District could consider adopting to surpass the current standards. D. McClary provided clarification to inquiries about the installation of water bottle filling stations and signs installed on existing drinking fountain in schools. Some of the trustees present encouraged more communication with parents and students.

IT IS RECOMMENDED THAT the Board explore a strategy of permanently closing all drinking fountains that have tested between 5-10 ppb so that no drinking fountain would exceed 5 ppb and replacing them with water bottle filling stations.

IT IS RECOMMENDED THAT the Board direct staff to request additional Ministry capital funding through the School Enhancement Program and approve funding from the Annual Facilities Grant to accelerate the re-piping and installation of water bottle filling stations in the remaining elementary schools, such that all elementary schools will have a water bottle filling station installed.

3. Information Item Requests – None

Committee II - 2 - September 19, 2018

4. Date and Time of Next Meeting The next meeting of this Committee is scheduled for Wednesday, October 3, 2018 at 5:00pm. Meeting adjourned at 6:00pm. ___________________________________ Allan Wong, Chairperson Committee II Members Present:

Allan Wong, Judy Zaichkowsky, Lisa Dominato, Janet Fraser

Other Trustees Present: Joy Alexander, Carrie Bercic, Fraser Ballantyne, Estrellita Gonzalez

District Management Staff Present:

Suzanne Hoffman, J. David Green, David Nelson, Carmen Batista, Lisa Landry, Patricia MacNeil, Jim Meschino, Rob Schindel, Shehzad Somji, Richard Zerbe

Union/Association Representatives Present: Terry Stanway, VSTA Jill Barclay, VESTA Tim Chester, IUOE Melissa Werfl, PASA Peter Powell, PASA Thomas Leung, CUPE 15 Anne Montgomery, DPAC Brent Boyd, CUPE 407

Date: August 13, 2018 TO: Board of Education FROM: Carrie Bercic, Trustee RE: Notice of Motion – Lead in Drinking Water Reference to Strategic Plan: Goal 4: Provide effective leadership, governance and stewardship.

• Advocate for public education. • Effectively utilize school district resources and facilities. • Support effective communication, engagement and community partnerships.

PROPOSED MOTION: That the VBE direct staff to move forward with the immediate development and implementation of a comprehensive plan to address the issue of drinking water safety in all Vancouver schools. At least one water refilling station that specifically filters out lead to the highest degree possible should be installed in each school immediately while the plan is developed. The plan should include:

• Ensuring that all water refilling station models currently installed in Vancouver schools filter out lead to the highest degree possible.

• Ensuring that any future water refilling stations that may be installed in Vancouver schools filter out lead to the highest degree possible.

• Ensuring all schools with the potential for lead leaching into the water have at least one water refilling station in the building that is fully accessible to all staff and students at all times, regardless of the past test results on taps or fountains in the school.

• Ensuring that every parent/guardian is immediately informed of the potential for lead in the water in affected Vancouver schools, regardless of past test results, so that they may make informed decisions as to whether or not their children should risk drinking the water on-site, or should bring bottled water from home as a temporary measure. And that:

• The VBE prioritize this safety issue in any facilities planning. • The VBE set a firm date for completion of these goals. • The VBE immediately advocate to the Ministry of Education for additional funding to help

accomplish these goals.

Item 6.3.1

RATIONALE: The safety of staff and students should be paramount. The issue of lead leaching into drinking water in VSB schools has gone on for far too long. We need immediate solutions to ensure staff and student safety. The district has done numerous things over the years to try to mitigate the danger to staff and students including flushing pipes, trickling water, replacing piping, shutting down taps and fountains, and ongoing testing. Not only are these things band-aid measures, they all have the potential for failure and none are 100% effective.

• A fountain in at least one Vancouver school was inadvertently not permanently shut down after lead tests were too high. It remained running for a year – all while staff and students were consuming unsafe water.

• The testing procedure itself leaves too much room for human error. • The district is opening itself up to lawsuits and WCB claims. • It is unreasonable to expect anyone, much less children, to run water for five minutes

before consumption in the hopes it may be safer to drink. • Testing every two years is not at all a viable option. In between testing periods staff and

students can be exposed to ever increasing levels of lead until a water source is shut down.

We need solutions that have the highest possibility of addressing the problem, while eliminating the potential for human error. Article 24 of the UN Convention on the Rights of the Child recognizes the right to clean and safe drinking water. In addition, in 2010 the United Nations General Assembly recognized that access to clean and safe drinking water is a fundamental human right.


COMMITTEE MEETING

COMMITTEE III – EDUCATION AND STUDENT SERVICES

WEDNESDAY, SEPTEMBER 12, 2018 Committee Report to the Board, September 24, 2018 The meeting was held on the traditional unceded territory of the Musqueam, Squamish and Tsleil-Waututh Coast Salish peoples. The Committee met to discuss the following items: 1. French Immersion Update

A. Keough, Director of Instruction referred to the memorandum entitled French Immersion Priority Registration Zones and briefly provided the background and history on the French Immersion program. As the District continues to work through both catchment and program of Choice reviews it is recommended that French Immersion Priority Registration Zones (PRZ) continue to be suspended. The suspension will support families in accessing their preferred Early French Immersion school of choice pending the outcomes of reviews underway. The committee members and stakeholder representatives asked questions, provided feedback on the presentation and staff provided clarification on various points. The following revised recommendation will be forwarded to the Board for approval.

IT IS RECOMMENDED that the suspension of “Priority Registration Zones” for Early French Immersion, as outlined in section 11 of Board Regulation JECC-R be suspended for the 2019-2020 school year Kindergarten intake.

2. Modification of Mini School Programs at Vancouver Technical Secondary A. Keough, Director of Instruction referred to the memorandum entitled Modification of Mini School Programs at Vancouver Technical Secondary and briefly provided background information on the mini school program offered in the district. Vancouver Technical Secondary School would like to expand both the Flex Humanities and Summit Mini School programs to include grades 11 and 12. This change would come into effect for the 2019-20 school year with the first cohort of grade 11 students. Grade 12 students would be accommodated starting in the 2020-21 school year.

Committee III - 2 - September 12, 2018

The committee members and stakeholder representatives asked questions, provided feedback on the presentation and staff provided clarification on various points. The following revised recommendation will be forwarded to the Board for approval. IT IS RECOMMENDED that the Flex Humanities and Summit Mini School programs at Vancouver Technical Secondary be expanded to include grade 11 and grade 12 students starting in the 2019-2020 school year.

3. Curriculum Implementation Framework

R. Schindel, Associate Superintendent referred to the memorandum entitled Curriculum Implementation Framework and showed a powerpoint entitled Curriculum Implementation Framework. The presentation included an overview of the Curriculum Implementation Framework, connections with current district structures and the framework, current updates on curriculum implementation and next steps. The committee members and stakeholder representatives asked questions, provided feedback on the presentation and staff provided clarification on various points. This item was provided for information.

4. Date and Time of Next Meeting The next meeting of this Committee is scheduled for October 3, 2018 at 6:00 pm.

Joy Alexander, Chairperson Committee III Members Present: Joy Alexander, Carrie Bercic, Allan Wong Janet Fraser, Estrellita Gonzalez, Judy Zaichkowsky Committee III Members Absent: Fraser Ballantyne, Lisa Dominato District Management Present: J. David Green, Suzanne Hoffman, Rob Schindel Jody Langlois, Mette Hamaguchi, Carmen Batista Adrian Keough, David Nelson, Patricia MacNeil Shehzad Somji Association Representatives Present: Treena Goolieff, VSTA Damian Wilmann, VASSA Doug Roch, VEPVPA Amanda Hillis, DPAC Jody Polukoshko, VESTA Harjit Khangura, IUOE Jela Lorete, VDSC


COMMITTEE MEETING

COMMITTEE IV – PERSONNEL & STAFF SERVICES

WEDNESDAY, SEPTEMBER 12, 2018

Committee Report to the Board, Monday, September 24, 2018 The Chairperson of the Committee called the meeting to order and acknowledged that the meeting is being held on the traditional unceded territory of the Musqueam, Squamish and Tsleil-Wautuh Coast Salish peoples. The Committee met to discuss the following items: 1. Living Wage Proposal Update

D. Green, Secretary Treasurer presented a report entitled Living Wage Proposal Update, dated September 7, 2018. This report provided an update on previous work done on a Living Wage Proposal. D. Green shared that the Board had previously passed a motion in October 2015 to initiate the process that would work towards an application to become a Living Wage Employer. He further noted that in January 2016, Committee IV addressed the 2015 motion but no action resulted from it. Historically, and as outlined in the January 2016 Committee IV report, the VSB faces significant challenges in raising rates of pay for employees as wage increases are mandated by PSEC and approved through BCPSEA. The report also contained a conclusion that the district would need to review its external contracting process. At the time of the 2016 report, the metro Vancouver living wage (including benefits) was $20.68 per hour. As of April 2018, it is currently $20.91. D. Green further communicated, that at this point in time, the VSB has identified only one job title that falls slightly below the living wage. He further explained that the process to apply has changed since 2015 from a five-step process down to three steps. After some discussion and clarification by D. Green, there was a consensus that D. Green investigate the process for an application for the VSB to become a Living Wage Employer as per the original motion that the Board approved in October 2015. This item was provided for information.

2. 2018 – 2019 Staffing Update

C. Batista, Associate Superintendent, presented a report entitled 2018 – 2019 Staffing Update along with a Power Point Presentation.

Committee IV - 2 - September 12, 2018

C. Batista walked the Committee through the trends that have transpired over the last 3 years with the hiring of teachers and SSAs. She explained that in 2017/2018 the VSB experienced an unprecedent level of unfilled vacancies and absences in teaching due to the restored Collective Agreement language and the Memorandum of Agreement resulting from it. C. Batista’s Power Point clearly showed that after an analysis of postings, resignations and retirements, the 2018/2019 school year seems to have stabilized and is more in alignment with the years prior to 2017/2018. She further shared that currently, there are over 900 TTOCs which is an increase of over 200 from last year. She was happy to relay to the Committee that the VSB had reached an agreement with the VTF to post permanent TTOC positions – 20 of which were posted in August - and that to date, 40 applicants have been signed on. Efforts are also being made with the hiring of SSAs. She outlined that the VSB continues to work with Burnaby and Langara to provide opportunities in Vancouver and is currently looking at having a satellite program from Burnaby housed in Vancouver available through Burnaby’s Continuing Education Program. Lastly, C. Batista spoke about how all unpaid remedy from 2017-2018 had been reclaimed by the Ministry of Education pending the outcome of the current provincial arbitration. Meetings between the VTF and the District to navigate through this process are on ongoing. Acknowledgements were made about the progress the Employee Services department has been making in the face of the recruiting challenges over the last year. This item was provided for information

3. Information Item Requests TTOC Breakdown

Resource and Librarian allocations 4. Date and Time of Next Meeting

The next meeting of this Committee is scheduled for Wednesday, October 10, 2018 at 6:00 p.m. Meeting adjourned at 7:56 p.m. _______________________________________ Carrie Bercic, Chairperson Committee IV Members Present: Carrie Bercic, Janet Fraser,

Estrellita Gonzalez, Judy Zaichkowksy

Committee IV Members Absent: Fraser Ballantyne Other Trustees Present: Joy Alexander, Allan Wong

Committee IV - 3 - September 12, 2018 District Management Present: Suzanne Hoffman, David Green, David Nelson,

Jody Langlois, Carmen Batista, Mette Hamaguchi, Magdalena Kassis,

Adrian Keough Association Representatives Present: Katharine Shipley, VSTA

Joanne Sutherland, VESTA Paul Godfrey, VASSA

David Bach, VASSA Karen Blake, PASA Amanda Hillis, DPAC Tim DeVivo, IUOE


COMMITTEE MEETING

COMMITTEE V – FINANCE & LEGAL

Wednesday, September 19, 2018

Committee Report to the Board, September 24, 2018 The Chairperson of the Committee called the meeting to order and acknowledged that the meeting is being held on the traditional unceded territory of the Musqueam, Squamish and Tsleil-Wautuh Coast Salish peoples. She also introduced Chris Lawson, Engagement Lead, Charity Holling, Engagement Manager and Russ Jones, Deputy Auditor General, from the Office of the Auditor General (OAG). 1. 2017/2018 Audited Financial Statements

S. Somji, Assistant Secretary Treasurer presented a report dated September 19, 2018 entitled June 30, 2018 Audited Financial Statements. He reviewed the financial statements, in particular the Statement of Financial Position (balance sheet – Statement 1), Statement of Operations (income statement – Statement 2), Operating Fund (Schedule 2), and Schedule of Capital Operations (Schedule 4). In presenting the report, he noted:

• In the chart at the top of page 3, the left hand column should read 2018, rather than 2017, showing an accumulated surplus of $118.4 million for 2018;

• Accumulated surplus in Statement 1 is a consolidated number, including capital funds, external and internal commitments, and restricted funds (by board resolution);

• The increase in revenues shown on Statement 2 is largely due to the Ministry-created Classroom Enhancement Fund (CEF);

• The decrease in operating surplus funds from 2018 Budget to 2018 Actual, shown in Schedule 2, is largely due to the amount received for the CEF.

C. Lawson, Engagement Lead from the OAG reviewed the report from the OAG. He reviewed the following items in the report:

• Executive Summary • Audit Matters, including new Public Sector Accounting Standards adopted by the School

District which came into effect April 1, 2017. These new standards did not have an impact on note disclosure or the surplus or net debt reported for the School District.

• Appendices: Independent Auditor’s Report Letter of Independence Summary of Audit Differences – Unadjusted Misstatements Management Representation Letter Management Letter dated September 6, 2018

In reviewing the appendices, C. Lawson reported a correction on page 2 of Appendix A – Draft Independent Auditor’s Report. The second and third sentences in the third paragraph should read “an understatement of accumulated surplus of $471 million and a current year overstatement of revenue of $1 million. Accordingly, the current year surplus is overstated by $1 million and net debt is overstated by $471 million”.

The Committee members and stakeholder representatives provided feedback. District staff and the Deputy Auditor General answered questions and provided clarification on various points. The Secretary-Treasurer publicly acknowledged staff members for their work done on the financial statements and in the audit process. IT IS RECOMMENDED that the June 30, 2018 audited financial statements for the Board of Education of School District No. 39 (Vancouver) be approved.

2. Honorarium for Student Trustee

S. Somji referred to a memorandum dated September 19, 2018 entitled Honorarium for Student Trustee. The report includes background information on determining Student Trustee honorariums. The Committee members and stakeholder representatives provided feedback and staff answered questions and provided clarification on various points. During discussion, the Secretary Treasurer confirmed inflation factors could be considered, with further information brought to the Board on September 24, 2018.

IT IS RECOMMENDED that the Board approve an Honorarium of $2,400.00 to recognize the Student Trustee for 2018-2019.

3. Submission of Proposed Motions – BCSTA Provincial Council Meeting November 30, 2018

S. Somji presented a report dated September 19, 2018 entitled Submission of Proposed Motions – BCSTA Provincial Council Meeting November 30, 2018. The report includes motions that were accepted by the Provincial Council in February, as examples. It was noted that any new motions for consideration by Provincial Council (as an emergent matter) will be included in a report to Committee I on October 3, 2018, and presented at a Special Board meeting on October 10, 2018. This item was received for information.

4. Information Item Requests: None 5. Date and Time of Next Meeting To be determined Meeting adjourned at 6:54 pm. ________________________________

Lisa Dominato, Chairperson Committee V Members Present: Lisa Dominato, Allan Wong, Joy Alexander, Fraser Ballantyne, Janet Fraser Other Trustees Present: Carrie Bercic, Estrellita Gonzalez District Management Present: Carmen Batista, Pedro da Silva, J. David Green,

Suzanne Hoffman, Brian Kuhn, Lisa Landry, Jody Langlois, Patricia MacNeil, David Nelson, Rob Schindel, Shehzad Somji

Association Representatives Present: Terry Stanway, VSTA Allison Jambor, VESTA Doug Matear, VASSA Cathy Thomas, VEPVPA Harjit Khangura, IUOE May Ke, DPAC Peter Powell, PASA Thomas Leung, CUPE 15 Brent Boyd, CUPE 407

Audited Financial Statements of

School District No. 39 (Vancouver)

June 30, 2018

September 20, 2018 8:00

Item 9.2.1

School District No. 39 (Vancouver)June 30, 2018

Table of Contents

Management Report ...........................................................................................................................................................................................1

Independent Auditors' Report ...........................................................................................................................................................................................2-3

Statement of Financial Position - Statement 1 ...........................................................................................................................................................................................4

Statement of Operations - Statement 2 ...........................................................................................................................................................................................5

Statement of Changes in Net Financial Assets (Debt) - Statement 4 ...........................................................................................................................................................................................6

Statement of Cash Flows - Statement 5 ...........................................................................................................................................................................................7

Notes to the Financial Statements ...........................................................................................................................................................................................8-27

Schedule of Changes in Accumulated Surplus (Deficit) by Fund - Schedule 1 (Unaudited) ..............................................................................................................28

Schedule of Operating Operations - Schedule 2 (Unaudited) .................................................................................................................................................................29

Schedule 2A - Schedule of Operating Revenue by Source (Unaudited) ............................................................................................................30

Schedule 2B - Schedule of Operating Expense by Object (Unaudited) .........................................................................................31

Schedule 2C - Operating Expense by Function, Program and Object (Unaudited) .....................................................................................32

Schedule of Special Purpose Operations - Schedule 3 (Unaudited) ....................................................................................................................................................34

Schedule 3A - Changes in Special Purpose Funds and Expense by Object (Unaudited) .......................................................................................................35

Schedule of Capital Operations - Schedule 4 (Unaudited) .........................................................................................................................................38

Schedule 4A - Tangible Capital Assets (Unaudited) .....................................................................................................................39

Schedule 4B - Tangible Capital Assets - Work in Progress (Unaudited) ..............................................................................................................40

Schedule 4C - Deferred Capital Revenue (Unaudited) ............................................................................................................................41

Schedule 4D - Changes in Unspent Deferred Capital Revenue (Unaudited) .........................................................................................................42

September 20, 2018 8:00


MANAGEMENT REPORT

Management's Responsibility for the Financial Statements.

On behalf of School District No. 39 (Vancouver)

Signature of the Chairperson of the Board of Education

Signature of the Superintendent

Signature of the Secretary Treasurer Date Signed

The accompanying financial statements of School District No. 39 (Vancouver) have been prepared by

management in accordance with the accounting requirements of Section 23.1 of the Budget Transparency and

Accountability Act of British Columbia, supplemented by Regulations 257/2010 and 198/2011 issued by the

Province of British Columbia Treasury Board, and the integrity and objectivity of these statements are

management's responsibility. Management is also responsible for all of the notes to the financial statements and

schedules, and for ensuring that this information is consistent, where appropriate, with the information

contained in the financial statements.

Management is also responsible for implementing and maintaining a system of internal controls to provide

reasonable assurance that assets are safeguarded, transactions are properly authorized and reliable financial

information is produced.

The preparation of financial statements necessarily involves the use of estimates based on management's

judgment particularly when transactions affecting the current accounting period cannot be finalized with

certainty until future periods.

The Board of Education of School District No. 39 (Vancouver) (called the ''Board'') is responsible for ensuring

that management fulfills its responsibilities for financial reporting and internal control and exercises these

responsibilities through the Board. The Board reviews internal financial statements on a monthly basis and

externally audited financial statements yearly.

Version: 9118-8372-6390

The external auditors, Office of the Auditor General of British Columbia, conduct an independent examination,

in accordance with Canadian generally accepted auditing standards, and express their opinion on the financial

statements. The external auditors have full and free access to financial management of School District No. 39

(Vancouver) and meet when required. The accompanying Independent Auditors' Report outlines their

responsibilities, the scope of their examination and their opinion on the School District's financial statements.

Date Signed

Date Signed

Page 1 September 20, 2018 8:00

Statement 1

2018 2017

Actual Actual

(Recast)

$ $

Financial Assets

Cash and Cash Equivalents 143,405,503 142,992,300

Accounts Receivable

Due from Province - Ministry of Education 8,068,198 1,662,245

Due from Province - Other 370

Other (Note 3) 5,297,735 3,878,986

Portfolio Investments (Note 4) 1,914,800 2,097,483

Total Financial Assets 158,686,236 150,631,384

Liabilities

Accounts Payable and Accrued Liabilities

Due to Province - Ministry of Education 181,114 164,407

Due to Province - Other 219,245 209,897

Other (Note 5) 60,665,630 56,132,342

Unearned Revenue (Note 6) 29,380,200 27,437,512

Deferred Revenue (Note 7) 30,617,007 32,106,259

Deferred Capital Revenue (Note 8) 599,129,507 563,409,184

Employee Future Benefits (Note 9) 25,676,796 24,249,389

Capital Lease Obligations (Note 10) 1,825,785 3,280,406

Other Liabilities 987,023 1,895,668

Total Liabilities 748,682,307 708,885,064

Net Financial Assets (Debt) (589,996,071) (558,253,680)

Non-Financial Assets

Tangible Capital Assets (Note 11) 703,860,418 670,097,151

Prepaid Expenses 3,554,679 1,886,605

Supplies Inventory 952,851 1,198,449

Total Non-Financial Assets 708,367,948 673,182,205

Accumulated Surplus (Deficit) (Note 16) 118,371,877 114,928,525

Signature of the Chairperson of the Board of Education

Signature of the Superintendent

Signature of the Secretary Treasurer

School District No. 39 (Vancouver)Statement of Financial Position

As at June 30, 2018

Date Signed

Date Signed

Date Signed

Approved by the Board

Contractual Obligations (Note 13)

Contingent Liabilities (Note 18)

The accompanying notes are an integral part of these financial statements.Version: 9118-8372-6390

September 20, 2018 8:00 Page 4

Statement 2

2018 2018 2017

Budget Actual Actual

(Recast)

$ $ $

Revenues

Provincial Grants

Ministry of Education 519,035,115 509,318,308 490,806,986

Other 5,104,725 5,744,555 5,122,282

Federal Grants 2,236,492 2,364,846 2,179,441

Tuition 28,891,797 28,517,730 28,789,020

Other Revenue 35,508,733 36,398,608 39,579,668

Rentals and Leases 5,169,196 5,334,936 5,482,619

Investment Income 1,896,376 2,712,102 1,516,605

Amortization of Deferred Capital Revenue 17,121,417 15,841,256 14,925,760

Total Revenue 614,963,851 606,232,341 588,402,381

Expenses

Instruction 499,456,418 492,382,329 477,143,251

District Administration 20,554,434 20,071,774 19,047,483

Operations and Maintenance 92,043,130 87,353,245 92,093,160

Transportation and Housing 2,890,660 2,847,157 2,768,448

Debt Services 179,626 134,484 136,849

Total Expense 615,124,268 602,788,989 591,189,191

Surplus (Deficit) for the year (160,417) 3,443,352 (2,786,810)

Accumulated Surplus (Deficit) from Operations, beginning of year 114,928,525 117,715,335

Accumulated Surplus (Deficit) from Operations, end of year 118,371,877 114,928,525

School District No. 39 (Vancouver)Statement of Operations

Year Ended June 30, 2018



Statement 4

2018 2018 2017


(Recast)

$ $ $

Surplus (Deficit) for the year (160,417) 3,443,352 (2,786,810)

Effect of change in Tangible Capital Assets

Acquisition of Tangible Capital Assets (51,574,747) (57,752,841) (63,051,454)

Amortization of Tangible Capital Assets 24,753,180 23,989,574 22,405,374

Total Effect of change in Tangible Capital Assets (26,821,567) (33,763,267) (40,646,080)

Acquisition of Prepaid Expenses (3,580,877) (2,711,231)

Use of Prepaid Expenses 1,912,803 3,750,309

Acquisition of Supplies Inventory (2,087,112) (2,199,096)

Use of Supplies Inventory 2,332,710 2,015,378

Total Effect of change in Other Non-Financial Assets - (1,422,476) 855,360

(Increase) Decrease in Net Financial Assets (Debt),

before Net Remeasurement Gains (Losses) (26,981,984) (31,742,391) (42,577,530)

Net Remeasurement Gains (Losses)

(Increase) Decrease in Net Financial Assets (Debt) (31,742,391) (42,577,530)

Net Financial Assets (Debt), beginning of year (558,253,680) (515,676,150)

Net Financial Assets (Debt), end of year (589,996,071) (558,253,680)

School District No. 39 (Vancouver)Statement of Changes in Net Financial Assets (Debt)




Statement 5

2018 2017

Actual Actual

(Recast)

$ $

Operating Transactions

Surplus (Deficit) for the year 3,443,352 (2,786,810)

Changes in Non-Cash Working Capital

Decrease (Increase)

Accounts Receivable (7,824,333) 13,801,268

Supplies Inventories 245,598 (183,719)

Prepaid Expenses (1,668,075) 1,039,078

Increase (Decrease)

Accounts Payable and Accrued Liabilities 4,559,342 (6,203,213)

Unearned Revenue 1,942,687 203,035

Deferred Revenue (1,489,252) 4,958,341

Employee Future Benefits 1,427,406 1,750,238

Other Liabilities (908,644) (220,747)

Amortization of Tangible Capital Assets 23,989,574 22,405,374

Amortization of Deferred Capital Revenue (15,841,256) (14,925,760)

Total Operating Transactions 7,876,399 19,837,085

Capital Transactions

Tangible Capital Assets Purchased (7,110,384) (4,839,107)

Tangible Capital Assets -WIP Purchased (49,972,454) (56,264,912)

Sale and Leaseback of Equipment / Capital Lease (non cash) (464,575) (609,518)

Insurance Claim (387,035) (548,307)

Total Capital Transactions (57,934,448) (62,261,844)

Financing Transactions

Capital Revenue Received 51,948,614 54,356,857

Capital Lease Payments (1,660,044) (1,390,817)

Total Financing Transactions 50,288,570 52,966,040

Investing Transactions

Investments in Portfolio Investments 182,682 137,031

Total Investing Transactions 182,682 137,031

Net Increase (Decrease) in Cash and Cash Equivalents 413,203 10,678,312

Cash and Cash Equivalents, beginning of year 142,992,300 132,313,988

Cash and Cash Equivalents, end of year 143,405,503 142,992,300

Cash and Cash Equivalents, end of year, is made up of:

Cash 143,405,503 142,992,300

143,405,503 142,992,300

School District No. 39 (Vancouver)Statement of Cash Flows




SCHOOL DISTRICT No. 39 (Vancouver) NOTES TO FINANCIAL STATEMENTS FOR THE YEAR

ENDED JUNE 30, 2018

Page 8

1 Authority and Purpose

The School District, established on April 12, 1946, operates under authority of the School Act of British Columbia as a corporation under the name of "The Board of Education of School District No. 39 (Vancouver)", and operates as "School District No. 39 (Vancouver)." A board of education (Board) elected for a four-year term governs the School District. The School District provides educational programs to students enrolled in schools in the district, and is principally funded by the Province of British Columbia through the Ministry of Education. School District No. 39 is exempt from federal and provincial income taxes.

2 Summary of Significant Accounting Policies a) Basis of Accounting

These financial statements have been prepared in accordance with Section 23.1 of the Budget Transparency and Accountability Act of the Province of British Columbia. This Section requires that the financial statements be prepared in accordance with Canadian public sector accounting standards except in regard to the accounting for government transfers as set out in Notes 2(f) and 2(n). In November 2011, Treasury Board provided a directive through Restricted Contributions Regulation 198/2011 providing direction for the reporting of restricted contributions whether they are received or receivable by the School District before or after this regulation was in effect. As noted in notes 2(f) and 2(n), Section 23.1 of the Budget Transparency and Accountability Act and its related regulations require the School District to recognize non-capital restricted contributions into revenue in the fiscal period in which the restriction the contribution is subject to is met and require the School District to recognize government transfers for the acquisition of capital assets into revenue on the same basis as the related amortization expense. Canadian public sector accounting standards would require these contributions, if they are government transfers, to be recognized into revenue immediately when received unless they contain a stipulation that meets the definition of a liability.

b) Cash and Cash Equivalents Cash and cash equivalents include cash and securities that are readily convertible to known amounts of cash and that are subject to an insignificant risk of change in value. These cash equivalents generally have a maturity of three months or less at acquisition and are held for the purpose of meeting short-term cash commitments rather than for investing.

c) Accounts Receivable Accounts receivable are measured at amortized cost and shown net of allowance for doubtful

accounts.


ENDED JUNE 30, 2018

Page 9

d) Portfolio Investments

The School District has investments in Guaranteed Investment Certificates (GIC’s), term deposits and bonds that have a period to maturity of greater than three months at the time of acquisition. These investments are not quoted in an active market and are reported at amortized cost, and the associated transaction costs are added to the carrying value of these investments upon initial recognition. Transaction costs are incremental costs directly attributable to the acquisition or issuance of a financial asset.

e) Unearned Revenue

Unearned revenue includes tuition fees received for courses to be delivered in future periods and receipt of proceeds for services or products to be delivered in a future period. Revenue will be recognized in that future period when the courses, services, or products are provided.

f) Deferred Revenue and Deferred Capital Revenue

Deferred revenue includes contributions received with stipulations that meet the description of restricted contributions in the Restricted Contributions Regulation 198/2011 issued by Treasury Board. When restrictions are met, deferred revenue is recognized as revenue in the fiscal year in a manner consistent with the circumstances and evidence used to support the initial recognition of the contributions received as a liability, as detailed in Note 2(n).

Funding received for the acquisition of depreciable tangible capital assets is recorded as deferred capital revenue and amortized to revenue in the statement of operations over the life of the asset acquired. This accounting treatment is not consistent with the requirements of Canadian public sector accounting standards which require that government transfers be recognized as revenue when approved by the transferor and eligibility criteria have been met, unless the transfer contains a stipulation that creates a liability, in which case the transfer is recognized as revenue over the period that the liability is extinguished.

g) Employee Future Benefits

i) Post-employment benefits The School District provides certain post-employment benefits, including vested and non-vested benefits, for certain employees pursuant to certain contracts and union agreements. The School District accrues its obligations and related costs, including both vested and non-vested benefits under employee future benefit plans. Benefits include vested sick leave, accumulating non- vested sick leave, early retirement, retirement/severance, vacation, overtime and death benefits. The benefits cost is actuarially determined using the projected unit credit method pro-rated on service and using management’s best estimate of expected salary escalation, termination rates, retirement rates and mortality. The discount rate used to measure obligations is based on the cost of borrowing. The cumulative unrecognized actuarial gains and losses are amortized over the expected average remaining service lifetime of active employees covered under the plan.


ENDED JUNE 30, 2018

Page 10

The most recent valuation of the obligation was performed at March 31, 2016 and projected to March 31, 2019. The next valuation will be performed at March 31, 2019 for use at June 30, 2019. For the purposes of determining the financial position of the plans and the employee future benefit costs, a measurement date of March 31 was adopted for all periods subsequent to July 1, 2004.

ii) Pension Plans

The School District and its employees make contributions to the Teachers’ Pension Plan and Municipal Pension Plan. The plans are multi-employer plans where assets and obligations are not separated. The costs are expensed as incurred.

h) Tangible Capital Assets

• Tangible capital assets acquired or constructed are recorded at cost which includes amounts that are directly related to the acquisition, design, construction, development, improvement or betterment of the assets. Cost also includes overhead directly attributable to construction, as well as interest costs that are directly attributable to the acquisition or construction of the asset.

• Donated tangible capital assets are recorded at their fair market value on the date of donation, except in circumstances where fair value cannot be reasonably determined in which case the assets are recognized at nominal value. Transfers of capital assets from related parties are recorded at carrying value.

• Work-in-progress is recorded as an addition to the applicable asset class at substantial completion.

• Tangible capital assets are written down to residual value when conditions indicate they no longer contribute to the ability of the School District to provide services or when the value of future economic benefits associated with the sites and buildings are less than their net book value. The write-downs are accounted for as expenses in the Statement of Operations.

• Buildings that are demolished or destroyed are written-off. • Works of art, historic assets and other intangible assets are not recorded as assets in these

financial statements. • The cost, less residual value, of tangible capital assets (excluding sites), is amortized on a

straight-line basis over the estimated useful life of the asset. It is management’s responsibility to determine the appropriate useful lives for tangible capital assets. These useful lives are reviewed on a regular basis or if significant events indicate the need to revise.

Estimated useful life is as follows:

Buildings 40 years Furniture & Equipment 10 years Vehicles 10 years Computer Software 5 years Computer Hardware 5 years


ENDED JUNE 30, 2018

Page 11

i) Asset Retirement Obligations

Liabilities are recognized for statutory, contractual or legal obligations associated with the retirement of tangible capital assets when those obligations result from the acquisition, construction, development or normal operation of the assets. The obligations are measured initially at fair value, determined using present value methodology, and the resulting costs capitalized into the carrying amount of the related tangible capital asset. In subsequent periods, the liability is adjusted for accretion and any changes in the amount or timing of the underlying future cash flows. The capitalized asset retirement cost is amortized on the same basis as the related asset and accretion expense is included in the Statement of Operations.

j) Capital Leases

Leases that, from the point of view of the lessee, transfer substantially all the benefits and risks incident to ownership of the property to the School District are considered capital leases. These are accounted for as an asset and an obligation. Capital lease obligations are recorded at the present value of the minimum lease payments excluding executory costs, e.g., insurance or maintenance costs. The discount rate used to determine the present value of the lease payments is the lower of the School District’s rate for incremental borrowing or the interest rate implicit in the lease. All other leases are accounted for as operating leases and the related payments are charged to expenses as incurred.

k) Prepaid Expenses Prepaid annual maintenance contracts, prepaid rent, membership dues, and medical benefit plan surplus are included as a prepaid expense and stated at acquisition cost, and are charged to expense over the periods expected to benefit from it.

l) Supplies Inventory

Supplies inventory held for consumption or use are recorded at the lower of historical cost and replacement cost.

m) Funds and Reserves

Certain amounts, as approved by the Board, are set aside in accumulated surplus for future operating and capital purposes. Transfers to and from funds and reserves are an adjustment to the respective fund when approved.

n) Revenue Recognition

Revenues are recognized in the period in which the transactions or events occurred that gave rise to the revenues. All revenues are recorded on an accrual basis, except when the accruals cannot be determined with a reasonable degree of certainty or when their estimation is impracticable.


ENDED JUNE 30, 2018

Page 12

Contributions received, or where eligibility criteria have been met, are recognized as revenue except where the contribution meets the criteria for deferral as described below. Eligibility criteria are the criteria that the School District has to meet in order to receive the contributions, including authorization by the transferring government. For contributions subject to a legislative or contractual stipulation or restriction as to their use, revenue is recognized as follows:

• non-capital contributions for specific purposes are recorded as deferred revenue and recognized as revenue in the year related expenses are incurred;

• contributions restricted for site acquisitions are recorded as revenue when the sites are purchased; and

• contributions restricted for tangible capital assets acquisitions other than sites are recorded as deferred capital revenue and amortized over the useful life of the related assets.

Donated tangible capital assets other than sites are recorded at fair market value and amortized over the useful lives of the assets. Donated sites are recorded as revenue at fair market value when received. The accounting treatment for restricted contributions is not consistent with the requirements of Canadian public sector accounting standards which require that governments transfers be recognized as revenue when approved by the transferor and eligibility criteria have been met, unless the transfer contains a stipulation that meets the criteria for liability recognition, in which case the transfer is recognized over the period that the liability is extinguished. Revenue related to fees or services received in advance of the fee being earned or the service is performed is deferred and recognized when the fee is earned or service performed. Investment income is reported in the period earned. When required by the funding party or related Act, investment income earned on deferred revenue is added to the deferred revenue balance.

o) Expenditures

Expenses are reported on an accrual basis. The cost of all goods consumed and services received during the year is expensed.

Categories of Salaries • Principals, Vice-Principals, and Directors of Instruction employed under an administrative

officer contract are categorized as Principals and Vice-Principals. • The Superintendent, Assistant Superintendent, Secretary-Treasurer, Trustees and other

employees excluded from union contracts are categorized as Other Professionals. Allocation of Costs • Operating expenses are reported by function, program, and object. Whenever possible,

expenditures are determined by actual identification. Additional costs pertaining to specific


ENDED JUNE 30, 2018

Page 13

instructional programs, such as special and aboriginal education, are allocated to these programs. All other costs are allocated to related programs.

• Actual salaries of personnel assigned to two or more functions or programs are allocated based on the time spent in each function and program. School-based clerical salaries are allocated to school administration and partially to other programs to which they may be assigned. Principals’ and Vice-Principals’ salaries are allocated to school administration and may be partially allocated to other programs to recognize their other responsibilities.

• Employee benefits and allowances are allocated to the same programs, and in the same proportions, as the individual’s salary.

• Supplies and services are allocated based on actual program identification.

p) Financial Instruments A contract establishing a financial instrument creates, at its inception, rights and obligations to receive or deliver economic benefits. The financial assets and financial liabilities portray these rights and obligations in the financial statements. The School District recognizes a financial instrument when it becomes a party to a financial instrument contract. Financial instruments consist of cash and cash equivalents, portfolio investments, accounts receivable, accounts payable and other current liabilities. Except for portfolio investments in equity instruments quoted in an active market, or items designated by management, that are recorded at fair value, all financial assets and liabilities are recorded at cost or amortized cost and the associated transaction costs are added to the carrying value of these investments upon initial recognition. Transaction costs are incremental costs directly attributable to the acquisition or issue of a financial asset or a financial liability. The School District has not invested in any equity instruments that are actively quoted in the market and has not designated any financial instruments to be recorded at fair value. The School District has no instruments in the fair value category. For financial instruments measured using amortized cost, the effective interest rate method is used to determine interest revenue or expense. Interest and dividends attributable to financial instruments are reported in the statement of operations. Unless otherwise noted, it is management’s opinion that the School District is not exposed to significant interest, currency or credit risks arising from its financial instruments. The fair values of these financial instruments approximate their carrying value, unless otherwise noted. All financial assets except derivatives are tested annually for impairment. When financial assets are impaired, impairment losses are recorded in the statement of operations. A write-down of a portfolio investment to reflect a loss in value is not reversed for a subsequent increase in value.


ENDED JUNE 30, 2018

Page 14

q) Measurement Uncertainty

Preparation of financial statements in accordance with the basis of accounting described in Note 2(a) requires management to make estimates and assumptions that impact reported amounts of assets and liabilities at the date of the financial statements and revenues and expenses during the reporting periods. Significant areas requiring the use of management estimates relate to the potential impairment of assets, liabilities for contaminated sites, rates for amortization and estimated employee future benefits. Actual results could differ from those estimates.

r) Liability for Contaminated Sites

Contaminated sites are a result of contamination being introduced into air, soil, water or sediment of a chemical, organic or radioactive material or live organism that exceeds an environmental standard. The liability is recorded net of any expected recoveries. A liability for remediation of contaminated sites is recognized when a site is not in productive use and all the following criteria are met:

• an environmental standard exists; • contamination exceeds the environmental standard; • the School district:

o is directly responsible; or o accepts responsibility;

• it is expected that future economic benefits will be given up; and • a reasonable estimate of the amount can be made.

The liability is recognized as management’s estimate of the cost of post-remediation including operation, maintenance and monitoring that are an integral part of the remediation strategy for a contaminated site.

3 Other Receivables

30-Jun-18 30-Jun-17

Due from Federal Government 362,324$ 496,764$ Due from Municipalities 2,783,342 1,308,274 Due from Other School Districts 75,543 61,158 Rentals and Leases 210,548 399,661 Other Receivables 2,212,974 1,956,224 Allowance for Doubtful Accounts (346,996) (343,096) Total 5,297,735$ 3,878,986$


ENDED JUNE 30, 2018

Page 15

4 Portfolio Investments

GIC’s and term deposits included in portfolio investments are held with local banking institutions and earn average interest at 1.34% (2017 – 1.06%). Senior government bonds held earn average interest at 2.15% (2017 - 2.27%).

5 Accounts Payable and Accrued Liabilities – Other

6 Unearned Revenue

30-Jun-18 30-Jun-17

GIC’s 546,113$ 533,622$ Term deposits 457,192 577,983 Senior Government Bonds 911,495 985,878

1,914,800$ 2,097,483$

30-Jun-18 30-Jun-17

Accrued vacation pay $ 8,824,173 $ 8,673,273 Other 11,457,068 9,690,934 Salaries and benefits payable 27,887,614 29,419,016 Trade payables 12,496,775 8,349,119

$ 60,665,630 $ 56,132,342

30-Jun-18 30-Jun-17

Balance, beginning of year $ 27,437,512 $ 27,234,477 Amounts received Tuition fees 27,845,657 24,777,246 Rental/Lease of facilities 5,272,297 4,862,555 Other 103,390 114,815

33,221,344 29,754,616 Amounts earned Tuition fees 26,979,865 24,678,397 Rental/Lease of facilities 4,161,296 4,730,764 Other 137,495 142,420

31,278,656 29,551,581 Net changes for the year 1,942,688 203,035 Balance, end of year $ 29,380,200 $ 27,437,512


ENDED JUNE 30, 2018

Page 16

7 Deferred Revenue

Deferred revenue includes unspent grants and contributions received that meet the description of a restricted contribution in the Restricted Contributions Regulation 198/2011 issued by the Treasury Board, i.e., the stipulations associated with those grants and contributions have not yet been fulfilled.

8 Deferred Capital Revenue

Deferred Capital Revenue (DCR) includes grants and contributions received that are restricted by the contributor for the acquisition of tangible capital assets that meet the description of a restricted contribution in Regulation 198/2011 issued by the Treasury Board. Once spent, the contributions are amortized into revenue over the life of the asset acquired.

30-Jun-18 30-Jun-17

Deferred revenue, beginning of year 32,106,259$ 27,147,918$ Increase

Provincial Grants - Ministry of Education 57,168,021 39,010,825 Provincial Grants - Other 3,315,862 6,958,531 Other 30,902,954 33,104,557 Investment Income 741,420 449,718

92,128,257 79,523,631 Decrease

Allocated to Revenue 93,617,509 74,021,595 Recoveries - 113,488 Transfer to Capital - 430,207

93,617,509 74,565,290 Deferred revenue, end of year 30,617,007$ 32,106,259$


ENDED JUNE 30, 2018

Page 17

30-Jun-18 30-Jun-17

DCR, Completed Projects: $ 464,331,277 $ 393,183,982 Increases

Transfers from DCR, WIP 4,646,408 86,070,449Other Capital Additions 144,070 2,606

4,790,478 86,073,055 Decreases

Amortization - ByLaw Capital 15,445,630 14,547,128Amortization - Other Provincial Capital 204,885 197,422Amortization - Other Capital 190,741 181,210

15,841,256 14,925,760

Balance, end of year 453,280,499 464,331,277

DCR, Work in Progress (WIP)Balance, beginning of year 98,679,386 128,484,923

IncreasesTransfers from DR – spent funds 49,972,454 56,264,912

DecreasesTransfers to DCR – completed projects 4,646,408 86,070,449

Balance, end of year 144,005,432 98,679,386

Balance DCR Completed Projects and WIP, end of year 597,285,931 563,010,663

DCR, UnspentBalance, beginning of year 398,521 2,857,489

IncreasesProvincial Grants – Ministry of Education 47,229,283 54,924,119Other 4,700,292 2,930,450 Investment Income 19,039 97,631

51,948,614 57,952,200Decreases

Transferred to DCR, WIP 49,972,454 56,264,912Insurance netted with expenditure 387,035 548,307 Other Capital Additions Transferred to DCR 144,070 2,606 Transfer to income statement for AFG projects - 3,595,343

50,503,559 60,411,168

Balance, DCR, Unspent, end of year 1,843,576 398,521

Total Deferred Capital Revenue $ 599,129,507 $ 563,409,184


ENDED JUNE 30, 2018

Page 18

9 Employee Future Benefits

Benefits include vested sick leave, accumulating non-vested sick leave, early retirement, retirement/severance, vacation, overtime and death benefits. Funding is provided when the benefits are paid and accordingly, there are no plan assets. Although no plan assets are uniquely identified, the School District has provided for the payment of these benefits.

30-Jun-18 30-Jun-17

Reconciliation of Accrued Benefit Obligation

Accrued Benefit Obligation – April 1 29,153,642$ 29,561,323$

Service Cost 1,906,916 1,916,884

Interest Cost 825,019 756,255

Benefit Payments (2,291,600) (1,856,361)

Actuarial (Gain) Loss 245,137 (1,224,459)

Accrued Benefit Obligation – March 31 29,839,114$ 29,153,642$

Reconciliation of Funded Status at End of Fiscal Year

Accrued Benefit Obligation - March 31 29,839,114$ 29,153,642$

Market Value of Plan Assets - March 31 - -

Funded Status - Deficit 29,839,114 29,153,642

Employer Contributions After Measurement Date (857,271) (1,081,814)

Benefits Expense After Measurement Date 718,893 682,984

Unamortized Net Actuarial Loss (4,023,939) (4,505,420)

Accrued Benefit Liability - June 30 25,676,796$ 24,249,392$

Reconciliation of Change in Accrued Benefit Liability

Accrued Benefit Liability - July 1 24,249,391$ 22,499,150$

Net Expense for Fiscal Year 3,494,463 3,522,816

Employer Contributions (2,067,058) (1,772,575)

Accrued Benefit Liability - June 30 25,676,796$ 24,249,389$

Components of Net Benefit Expense

Service Cost - June 30 1,937,611$ 1,914,392$

Interest Cost - June 30 830,233 773,446

Amortization of Net Actuarial (Gain)/Loss 726,619 834,978

Net Benefit Expense (Income) 3,494,463$ 3,522,816$


ENDED JUNE 30, 2018

Page 19

10 Capital Lease Obligations

Repayments are due as follows:

Assumptions

Discount Rate - April 1 2.75% 2.50%

Discount Rate - March 31 2.75% 2.75%

Long Term Salary Growth - April 1 2.50% + seniority 2.50% + seniority

Long Term Salary Growth - March 31 2.50% + seniority 2.50% + seniority

EARSL - March 31 11.3 11.3

30-Jun-18 30-Jun-172018 $ - $ 2,034,675 2019 960,240 706,4182020 842,351 655,4292021 119,952 104,7212022 - -

1,922,543 3,501,243

Interest portion - ranging from 2.5% to 8.8% (96,758) (220,837)

Total $ 1,825,785 $ 3,280,406


ENDED JUNE 30, 2018

Page 20

11 Tangible Capital Asset

2018Cost July 1, 2017 Additions Disposals Transfers June 30, 2018

Sites $ 20,848,131 $ - $ - $ - $ 20,848,131

Buildings 851,777,574 1,289,717 - 4,414,829 857,482,120

Buildings – WIP 98,439,431 49,787,280 - (4,414,829) 143,811,882

Furniture & Equipment 15,270,261 1,772,642 (1,034,977) 231,579 16,239,505

Furniture & Equipment - WIP 239,955 185,174 - (231,579) 193,550

Vehicles 1,902,915 - (186,311) - 1,716,604

Computer Software 2,682,359 355,327 (10,317) - 3,027,369

Computer Hardware 12,415,895 4,362,701 (4,284,892) - 12,493,704

Total $ 1,003,576,521 $ 57,752,841 $ (5,516,497) $ - $ 1,055,812,865

Accumulated Amortization July 1, 2017 June 30, 2018

Buildings $ 317,379,050 $ - $ 336,238,348

Furniture & Equipment 7,309,329 7,849,810

Vehicles 912,054 906,719

Computer Software 641,994 1,202,650

Computer Hardware 7,236,943 5,754,920

Total $ 333,479,370 $ 351,952,447

2017Cost July 1, 2016 Additions Disposals Transfers June 30, 2017

Sites $ 20,848,131 $ - $ - $ - $ 20,848,131

Buildings 763,549,193 2,477,653 - 85,750,728 851,777,574

Buildings – WIP 128,290,333 55,899,826 - (85,750,728) 98,439,431

Furniture & Equipment 15,035,943 970,437 (1,055,840) 319,721 15,270,261

Furniture & Equipment - WIP 194,590 365,086 - (319,721) 239,954

Vehicles 1,824,734 222,749 (144,568) - 1,902,915

Computer Software 1,257,460 1,683,767 (258,868) - 2,682,359

Computer Hardware 11,553,765 1,431,936 (569,806) 12,415,895

Total $ 942,554,149 $ 63,051,454 $ (2,029,082) $ - $ 1,003,576,521

Accumulated Amortization July 1, 2016 June 30, 2017

Buildings $ 299,466,318 $ 317,379,050

Furniture & Equipment 6,849,859 1,055,840 7,309,329

Vehicles 870,240 144,568 912,054

Computer Software 506,880 258,868 641,994

Computer Hardware 5,409,781 569,806 7,236,943

Total $ 313,103,078 $ 2,029,082 $ 333,479,370

Net Book Value June 30, 2018 June 30, 2017 Sites $ 20,848,131 $ 20,848,131 Buildings 521,243,772 534,398,524

Buildings - WIP 143,811,882 98,439,431

Furniture & Equipment 8,389,695 7,960,932

Furniture & Equipment - WIP 193,549 239,954

Vehicles 809,885 990,861

Computer Software 1,824,719 2,040,365

Computer Hardware 6,738,784 5,178,952

$ 703,860,418 $ 670,097,151

Disposals

$ 17,912,732

1,515,310

180,976

Amortization Disposals

$ 18,859,298

1,575,458 1,034,977

186,311

10,317

2,802,869 4,284,892

$ 23,989,574 $ 5,516,497

393,982

2,396,968

$ 22,405,374

186,382

570,973

Amortization


ENDED JUNE 30, 2018

Page 21

As at June 30, 2018, there was work in progress of $144,005,432 ($98,679,385 in 2017) included in Buildings and Furniture & Equipment and not being amortized. Amortization of these assets will commence when the asset is put into service.

Included within tangible capital assets purchases is $670,003 (2017: $1,952,924) of assets acquired through capital lease

12 Employee Pension Plans

The school district and its employees contribute to the Teachers’ Pension Plan and Municipal Pension Plan (jointly trusteed pension plans). The boards of trustees for these plans, representing plan members and employers, are responsible for administering the pension plans, including investing assets and administering benefits. The plans are multi-employer defined benefit pension plans. Basic pension benefits are based on a formula. As at December 31, 2016, the Teachers’ Pension Plan had about 45,000 active members and approximately 37,000 retired members. As of December 31, 2016, the Municipal Pension Plan had about 193,000 active members, including approximately 24,000 from school districts.

Every three years, an actuarial valuation is performed to assess the financial position of the plans and adequacy of plan funding. The actuary determines an appropriate combined employer and member contribution rate to fund the plans. The actuary’s calculated contribution rate is based on the entry-age normal cost method, which produces the long-term rate of member and employer contributions sufficient to provide benefits for average future entrants to the plans. This rate may be adjusted for the amortization of any actuarial funding surplus and will be adjusted for the amortization of any unfunded actuarial liability.

The most recent actuarial valuation of the Teachers’ Pension Plan as at December 31, 2014, indicated a $449 million surplus for basic pension benefits on a going concern basis. As a result of the 2014 basic account actuarial valuation surplus and pursuant to the joint trustee agreement, the employer basic contribution rate decreased.

The most recent actuarial valuation for the Municipal Pension Plan as at December 31, 2015, indicated a $2,224 million funding surplus for basic pension benefits on a going concern basis. As a result of the 2015 basic account actuarial valuation surplus and pursuant to the joint trustee agreement, $1,927 million was transferred to the rate stabilization account and $297 million of the surplus ensured the required contribution rate remained unchanged.

The School District paid $47,397,164 (2017 - $45,342,216) for employer contributions to these plans in the year ended June 30, 2018.

The next valuation for the Teachers’ Pension Plan will be as at December 31, 2017, with results available in 2018. The next valuation for the Municipal Pension Plan will be as at December 31, 2018, with results available in 2019.


ENDED JUNE 30, 2018

Page 22

Employers participating in the plans record their pension expense as the amount of employer contributions made during the fiscal year (defined contribution pension plan accounting). This is because the plans record accrued liabilities and accrued assets for each plan in aggregate, resulting in no consistent and reliable basis for allocating the obligation, assets and cost to individual employers participating in the plans.

13 Contractual Obligations

The School District has entered into a number of multiple-year contracts for the delivery of services and the construction of tangible capital assets. These contractual obligations will become liabilities in the future when the terms of the contracts are met.

14 Budget Figures

Budget figures included in the financial statements are audited. The figures reflect the amended annual budget approved by the Board on February 26, 2018. The District has elected to present the amended annual budget as it reflects a budget based on funding as a result of final enrollment numbers versus estimated annual projections.

2019 2020 2021 2022 2023

Approved Capital Projects - Unperformed portion 38,467,163$ -$ $ - $ - $ - Future operating lease payments 873,891 500,031 329,367 149,023 69,152

39,341,055$ 500,031$ 329,367$ 149,023$ 69,152$

Amended Budget Annual BudgetMinistry Operating Grant Funded FTEs

School-Age 49,540 49,685 Adult 288 318 Other 1,649 1,754 Total Ministry Operating Grant Funded FTEs 51,477 51,757


ENDED JUNE 30, 2018

Page 23

Amended Budget Annual Budget

Revenues

Provincial Grants

Ministry of Education 519,035,115$ 535,636,874$

Other 5,104,725 4,115,357

Federal Grants 2,236,492 2,236,492

Tuition 28,891,797 28,245,500

Other Revenue 35,508,733 33,906,599

Rentals and Leases 5,169,196 6,231,001

Investment Income 1,896,376 1,662,312

Amortization of Deferred Capital Revenue 17,121,417 17,144,715

Total Revenue 614,963,851 629,178,850

Expenses

Instruction 499,456,418 522,462,030

District Administration 20,554,434 18,398,666

Operations and Maintenance 92,043,130 88,802,514

Transportation and Housing 2,890,660 3,051,600

Debt Services 179,626 85,303

Total Expense 615,124,268 632,800,113

Net Revenue (Expense) (160,417) (3,621,263)

Budgeted Allocation (Retirement) of Surplus (Deficit) - 150,000

Budgeted Reduction of Unfunded Employee Future Benefits (132,764) (132,764)

Budgeted Surplus (Deficit), for the year (293,181)$ (3,604,027)$

Budgeted Surplus (Deficit), for the year comprised of:

Capital Fund Surplus (Deficit) (293,181)$ (3,604,027)$

Budgeted Surplus (Deficit), for the year (293,181)$ (3,604,027)$


ENDED JUNE 30, 2018

Page 24

15 Expense by Object

16 Accumulated Surplus

30-Jun-18 30-Jun-17

Amortization $ 23,989,573 $ 22,405,374 Interest 136,847 138,325 Salaries and benefits 498,694,068 486,531,159 Services and supplies 79,968,501 82,114,334

$ 602,788,989 $ 591,189,191

30-Jun-18 30-Jun-17

Invested in Capital Assets 105,788,480$ 104,845,860$ Local Capital Fund 128,330 128,330 Capital Fund Balance 105,916,810 104,974,190

External CommitmentsDonated Funds for School Programs 2,873,077 2,634,891 Distributed Learning Funding for Courses in Progress 126,249 196,880

2,999,326 2,831,771 Internal Commitments

Student Learning Grant - 2,603,509 Special Grant for Schools and Mentorship 1,200,000 - School Budget Balances 1,608,333 1,026,581 Funds Required to Complete Projects in Progress 1,640,864 1,851,463 Repayment of Prior Year's Unrestricted Deficit - 27,741

4,449,197 5,509,294

Restricted by Board ResolutionPrior Year Unrestricted to Fund Next Year's Budget 2,034,222 -

Unrestricted Operating Surplus 2,972,321 2,457,116 Unfunded Accrued Employee Benefits - (843,847)

Accumulated Surplus 118,371,877$ 114,928,525$


ENDED JUNE 30, 2018

Page 25

17 Interfund Transfers Interfund Transfers between operating, special purpose and capital funds for the year were as

follows:

• $3,727,429 from operating to capital for capital assets purchased • $2,047,510 from special purpose to capital for capital assets purchased • $5,489 from special purpose to capital for capital lease payments • $2,253,744 from operating to capital for capital lease payments

18 Contingent Liabilities

During construction at Kitsilano Secondary, hazardous material and contaminated soil was discovered and remediation work was undertaken. Discussions between the District and the contractor are currently underway as to where responsibility lies for funding the additional work. As per a directive from the Ministry of Education, any funding for Remedy with the Classroom Enhancement Fund requires an agreement for payout with the School District’s teachers’ association. No agreement was in place June 30 and the amount and likelihood of a payout are not measurable.

19 Subsequent Events

On July 4, 2018, pursuant to a motion passed at a public meeting held on June 25, 2018, the Board of Education signed a purchase and sale agreement with the British Columbia Hydro and Power Authority (“BC Hydro”) for the sale of a subsurface parcel at the Lord Roberts Annex school site for the construction of an underground electrical substation. The fee simple disposal of the subsurface parcel has been approved by way of bylaw by the Board of Education and has received the approval of the Minister of Education. The purchase and sale agreement has also received the approval of the Board of Directors of BC Hydro. Under the terms of the agreement the District will receive $48.3 million for the subsurface parcel and $16.7 million for various statutory rights of way and covenants. The agreement also contains provisions for a five-year construction lease of $8.0 million payable by BC Hydro in 2023, at the start of construction of the substation, and up to $2.0 million for the construction of a play field at the Lord Roberts Annex site at the end of construction of the substation. A portion of the $65.0 million received in 2018 will fund the construction of an elementary school in a City of Vancouver development in Coal Harbour, planned for completion in 2023. The Lord Roberts Annex students would be relocated to this new site to allow for construction of the underground electrical substation. The remaining funds, the funds from the construction lease in 2023 and accumulated interest over the next ten years will provide funding for the construction of a replacement elementary school at the Lord Roberts Annex site.


ENDED JUNE 30, 2018

Page 26

20 Recast of June 30, 2017 Statements

The School District has made a retroactive adjustment to the prior year financial statements as follows:

21 Economic Dependence The operations of the School District are dependent on continued funding from the Ministry of

Education and various governmental agencies to carry out its programs. These financial statements have been prepared on a going concern basis.

22 Related Party Transactions

The School District is related through common ownership to all Province of British Columbia ministries, agencies, school districts, health authorities, colleges, universities and crown corporations. The School District is also related to key management personnel who have the authority and responsibility for planning, directing and controlling the activities of the District. The key management personnel are the Board of Education, Superintendent of Schools and the Secretary Treasurer. All transactions with these entities, unless disclosed separately, are considered to be in the normal course of operations and are recorded at the exchange amount.

23 Risk Management

The School District has exposure to the following risks from its use of financial instruments: credit risk, market risk and liquidity risk. The Board ensures that the School District has identified its risks and ensures that management monitors and controls them. a) Credit risk Credit risk is the risk of financial loss to an institution if a customer or counterparty to a financial

instrument fails to meet its contractual obligations. Such risks arise principally from certain financial assets held consisting of cash, amounts receivable and investments. The School District

Previously Reported Adjustment Recast

Accounts Payable and Accrued Liabilities Due to Province - Ministry of Education $ - 164,407 $ 164,407 Due to Province - Other - 209,897 209,897 Other 56,506,646 (374,304) 56,132,342


ENDED JUNE 30, 2018

Page 27

is exposed to credit risk in the event of non-performance by a borrower. This risk is mitigated as

most amounts receivable are due from the Province and are collectible.

It is management’s opinion that the School District is not exposed to significant credit risk associated with its cash deposits and investments as they are held by recognized British Columbia institutions and the School District invests solely in guaranteed investment certificates, term deposits, Senior Government Bonds and the Central Deposit Program of BC.

b) Market risk Market risk is the risk that the fair value or future cash flows of a financial instrument will fluctuate because of changes in market prices. Market risk is comprised of currency risk and interest rate risk. Currency risk is the risk that the fair value or future cash flows of a financial instrument will fluctuate because of changes in the foreign exchange rates. It is management’s opinion that the School District is not exposed to significant currency risk, as amounts held and purchases made in foreign currency are insignificant. Interest rate risk is the risk that the fair value or future cash flows of a financial instrument will fluctuate because of changes in the market interest rates. The School District is exposed to interest rate risk through its investments. It is management’s opinion that the School District is not exposed to significant interest rate risk because it invests solely in guaranteed investment certificates, term deposits, and Senior Government Bonds.

c) Liquidity risk

Liquidity risk is the risk that the School District will not be able to meet its financial obligations as they become due.

The School District manages liquidity risk by continually monitoring actual and forecasted cash

flows from operations and anticipated investing activities to ensure, as far as possible, that it will always have sufficient liquidity to meet its liabilities when due, under both normal and stressed conditions, without incurring unacceptable losses or risking damage to the School District’s reputation.

Risk management and insurance services for all School Districts in British Columbia are provided by the Risk Management Branch of the Ministry of Finance.

Schedule 1 (Unaudited)

Operating Special Purpose Capital 2018 2017

Fund Fund Fund Actual Actual

(Recast)

$ $ $ $ $

Accumulated Surplus (Deficit), beginning of year 9,954,335 104,974,190 114,928,525 117,715,335

Changes for the year

Surplus (Deficit) for the year 8,481,905 2,052,999 (7,091,552) 3,443,352 (2,786,810)

Interfund Transfers

Tangible Capital Assets Purchased (3,727,429) (2,047,510) 5,774,939 -

Other (2,253,744) (5,489) 2,259,233 -

Net Changes for the year 2,500,732 - 942,620 3,443,352 (2,786,810)

Accumulated Surplus (Deficit), end of year - Statement 2 12,455,067 - 105,916,810 118,371,877 114,928,525

School District No. 39 (Vancouver)Schedule of Changes in Accumulated Surplus (Deficit) by Fund


Version: 9118-8372-6390



2018 2018 2017


(Recast)

$ $ $

Revenues

Provincial Grants


Other 68,719 46,686 62,249

Federal Grants 2,236,492 2,364,846 2,179,441

Tuition 28,891,797 28,517,730 28,789,020

Other Revenue 5,892,499 5,414,945 7,097,658



Total Revenue 495,492,247 495,499,980 494,524,982

Expenses

Instruction 406,396,778 404,527,999 406,497,625

District Administration 19,095,436 18,804,178 18,324,059


Transportation and Housing 2,890,660 2,847,157 2,768,448

Total Expense 490,358,516 487,018,075 491,042,279

Operating Surplus (Deficit) for the year 5,133,731 8,481,905 3,482,703

Budgeted Reduction of Unfunded Accrued Employee Future Benefits (132,764)

Net Transfers (to) from other funds

Tangible Capital Assets Purchased (2,499,970) (3,727,429) (1,983,271)

Local Capital 307,914

Other (2,500,997) (2,253,744) (2,137,188)

Total Net Transfers (5,000,967) (5,981,173) (3,812,545)

Total Operating Surplus (Deficit), for the year - 2,500,732 (329,842)

Operating Surplus (Deficit), beginning of year 9,954,335 10,284,177

Operating Surplus (Deficit), end of year 12,455,067 9,954,335

Operating Surplus (Deficit), end of year

Internally Restricted 9,482,746 8,341,066

Unrestricted 2,972,321 2,457,116

Unfunded Accrued Employee Future Benefits (843,847)

Total Operating Surplus (Deficit), end of year 12,455,067 9,954,335

School District No. 39 (Vancouver)Schedule of Operating Operations


Version: 9118-8372-6390


Schedule 2A (Unaudited)

2018 2018 2017


(Recast)

$ $ $

Provincial Grants - Ministry of Education

Operating Grant, Ministry of Education 441,588,921 441,454,591 436,895,013

Other Ministry of Education Grants

Pay Equity 7,294,124 7,294,124 7,294,124

Funding for Graduated Adults 672,482 950,153 772,681

Transportation Supplement 53,423 53,423 53,423

Economic Stability Dividend 264,641 306,895 274,751

Return of Administrative Savings 2,251,318 2,251,318 2,251,318

Carbon Tax Grant 420,113 492,086 393,393

Student Learning Grant 2,603,509

Foundation Skills Assessment 41,621 41,621 41,621

Shoulder Tappers 17,079 23,679 10,900

Teachers on Call Prepayment 9,100

Total Provincial Grants - Ministry of Education 452,603,722 452,867,890 450,599,833

Provincial Grants - Other 68,719 46,686 62,249

Federal Grants 2,236,492 2,364,846 2,179,441

Tuition

Summer School Fees 1,357,584 1,357,936 1,357,950

Continuing Education 863,761 784,107 1,146,670

International and Out of Province Students 26,670,452 26,375,687 26,284,400

Total Tuition 28,891,797 28,517,730 28,789,020

Other Revenues

Other School District/Education Authorities 1,150,000 950,000

Miscellaneous

Instructional Cafeteria Revenue 1,367,948 1,194,017 1,309,467

Miscellaneous Fees and Revenues 3,244,902 3,145,549 5,447,525

Other Grants 129,649 125,379 340,666

Total Other Revenue 5,892,499 5,414,945 7,097,658



Total Operating Revenue 495,492,247 495,499,980 494,524,982

School District No. 39 (Vancouver)Schedule of Operating Revenue by Source


Version: 9118-8372-6390


Schedule 2B (Unaudited)

2018 2018 2017


(Recast)

$ $ $

Salaries

Teachers 222,176,857 227,048,691 227,389,065

Principals and Vice Principals 22,682,929 22,757,385 22,001,986

Educational Assistants 34,140,654 34,436,424 35,327,138

Support Staff 53,370,287 53,052,511 53,333,106

Other Professionals 8,552,189 8,769,140 9,466,644

Substitutes 9,229,948 8,650,473 9,683,974

Total Salaries 350,152,864 354,714,624 357,201,913

Employee Benefits 93,597,187 92,290,601 94,064,654

Total Salaries and Benefits 443,750,051 447,005,225 451,266,567

Services and Supplies

Services 15,735,902 12,838,594 13,300,014

Student Transportation 2,912,857 2,861,122 2,773,828

Professional Development and Travel 997,394 1,019,232 887,914


Dues and Fees 959,104 866,214 976,961

Insurance 1,253,273 973,852 1,339,951

Interest 2,363 2,363 1,476

Supplies 14,837,733 12,073,409 9,814,245

Utilities 8,687,541 8,163,355 8,591,907

Total Services and Supplies 46,608,465 40,012,850 39,775,712

Total Operating Expense 490,358,516 487,018,075 491,042,279



Schedule of Operating Expense by Object

Version: 9118-8372-6390


Schedule 2C (Unaudited)School District No. 39 (Vancouver)Operating Expense by Function, Program and Object

Principals and Educational Support Other

Teachers Vice Principals Assistants Staff Professionals Substitutes Total

Salaries Salaries Salaries Salaries Salaries Salaries Salaries

$ $ $ $ $ $ $

1 Instruction

1.02 Regular Instruction 170,457,622 35,958 585,974 6,106,214 155,593 7,031,780 184,373,141

1.03 Career Programs 600,467 60,267 - 120,086 89,055 17,216 887,091

1.07 Library Services 5,338,205 780,874 10,492 252,317 132 201,244 6,583,264

1.08 Counselling 8,624,591 591,131 - 84 98,649 151,899 9,466,354

1.10 Special Education 21,300,700 2,004,385 30,238,722 239,559 4,305 560,123 54,347,794

1.30 English Language Learning 11,072,532 1,703,198 2,114,643 346,338 155,371 338,012 15,730,094

1.31 Aboriginal Education 658,953 111,906 1,104,926 98,821 788 5,974 1,981,368

1.41 School Administration 107 15,764,092 12,215 10,198,883 3,049 11,685 25,990,031

1.60 Summer School 1,978,255 266,276 186,715 384,947 6,056 8,855 2,831,104

1.61 Continuing Education -

1.62 International and Out of Province Students 7,016,522 - 178,286 455,852 354,528 166,751 8,171,939

1.64 Other -

Total Function 1 227,047,954 21,318,087 34,431,973 18,203,101 867,526 8,493,539 310,362,180

4 District Administration

4.11 Educational Administration - 1,439,298 2,767 303,128 1,784,059 10,165 3,539,417

4.40 School District Governance - - - 59,419 263,360 - 322,779

4.41 Business Administration - - - 2,831,369 3,409,699 8,003 6,249,071

Total Function 4 - 1,439,298 2,767 3,193,916 5,457,118 18,168 10,111,267

5 Operations and Maintenance

5.41 Operations and Maintenance Administration - - 1,400,057 2,232,193 86,435 3,718,685

5.50 Maintenance Operations 737 1,684 27,182,456 212,303 52,331 27,449,511

5.52 Maintenance of Grounds - - 3,029,227 - - 3,029,227

5.56 Utilities - - - - - -

Total Function 5 737 - 1,684 31,611,740 2,444,496 138,766 34,197,423

7 Transportation and Housing

7.70 Student Transportation 43,754 43,754

Total Function 7 - - - 43,754 - - 43,754

9 Debt Services

Total Function 9 - - - - - - -

Total Functions 1 - 9 227,048,691 22,757,385 34,436,424 53,052,511 8,769,140 8,650,473 354,714,624


Page 32Version: 9118-8372-6390

September 20, 2018 8:00

Schedule 2C (Unaudited)School District No. 39 (Vancouver)Operating Expense by Function, Program and Object

1 Instruction

1.02 Regular Instruction

1.03 Career Programs

1.07 Library Services

1.08 Counselling

1.10 Special Education

1.30 English Language Learning

1.31 Aboriginal Education

1.41 School Administration

1.60 Summer School

1.61 Continuing Education

1.62 International and Out of Province Students

1.64 Other

Total Function 1

4 District Administration

4.11 Educational Administration

4.40 School District Governance

4.41 Business Administration

Total Function 4

5 Operations and Maintenance

5.41 Operations and Maintenance Administration

5.50 Maintenance Operations

5.52 Maintenance of Grounds

5.56 Utilities

Total Function 5

7 Transportation and Housing

7.70 Student Transportation

Total Function 7

9 Debt Services

Total Function 9

Total Functions 1 - 9


2018 2018 2017

Total Employee Total Salaries Services and Actual Budget Actual

Salaries Benefits and Benefits Supplies (Recast)

$ $ $ $ $ $ $

184,373,141 47,846,316 232,219,457 8,178,360 240,397,817 239,340,209 242,110,547

887,091 233,864 1,120,955 124,918 1,245,873 1,278,457 1,490,868

6,583,264 1,725,527 8,308,791 902,351 9,211,142 9,271,464 9,058,966

9,466,354 2,496,695 11,963,049 111,182 12,074,231 12,287,518 12,517,475

54,347,794 15,166,399 69,514,193 993,835 70,508,028 71,497,923 70,266,215

15,730,094 4,175,041 19,905,135 189,754 20,094,889 20,412,784 20,261,967

1,981,368 554,019 2,535,387 118,026 2,653,413 2,727,426 2,819,279

25,990,031 6,524,461 32,514,492 228,593 32,743,085 33,310,786 32,238,703

2,831,104 754,731 3,585,835 247,294 3,833,129 3,805,772 3,789,072

- - - -

8,171,939 2,182,007 10,353,946 1,395,660 11,749,606 12,448,043 11,931,887

- - 16,786 16,786 16,396 12,646

310,362,180 81,659,060 392,021,240 12,506,759 404,527,999 406,396,778 406,497,625

3,539,417 832,045 4,371,462 1,499,510 5,870,972 6,048,914 5,692,226

322,779 45,400 368,179 337,685 705,864 663,942 629,151

6,249,071 1,581,547 7,830,618 4,396,724 12,227,342 12,382,580 12,002,682

10,111,267 2,458,992 12,570,259 6,233,919 18,804,178 19,095,436 18,324,059

3,718,685 954,271 4,672,956 1,631,516 6,304,472 6,018,311 5,918,831

27,449,511 6,551,680 34,001,191 7,385,029 41,386,220 43,369,391 43,567,075

3,029,227 653,832 3,683,059 1,421,992 5,105,051 3,973,344 5,240,463

- - - 8,042,998 8,042,998 8,614,596 8,725,778

34,197,423 8,159,783 42,357,206 18,481,535 60,838,741 61,975,642 63,452,147

43,754 12,766 56,520 2,790,637 2,847,157 2,890,660 2,768,448

43,754 12,766 56,520 2,790,637 2,847,157 2,890,660 2,768,448

- - - - - - -

354,714,624 92,290,601 447,005,225 40,012,850 487,018,075 490,358,516 491,042,279

Page 33Version: 9118-8372-6390

September 20, 2018 8:00


2018 2018 2017


(Recast)

$ $ $

Revenues

Provincial Grants


Other 5,036,006 5,697,869 5,060,033

Other Revenue 29,382,969 30,728,022 32,210,968

Investment Income 239,226 741,200 138,784

Total Revenue 101,089,594 93,617,509 74,021,595

Expenses

Instruction 93,059,640 87,854,330 70,645,626

District Administration 1,458,998 1,267,596 723,424


Total Expense 99,601,149 91,564,510 73,921,175

Special Purpose Surplus (Deficit) for the year 1,488,445 2,052,999 100,420


Tangible Capital Assets Purchased (1,488,445) (2,047,510) (100,420)

Other (5,489)

Total Net Transfers (1,488,445) (2,052,999) (100,420)

Total Special Purpose Surplus (Deficit) for the year - - -

Special Purpose Surplus (Deficit), beginning of year

Special Purpose Surplus (Deficit), end of year - -



Schedule of Special Purpose Operations

Version: 9118-8372-6390


Schedule 3A (Unaudited)School District No. 39 (Vancouver)Changes in Special Purpose Funds and Expense by Object

Annual Learning Aboriginal Special Scholarships Special School Ready,

Facility Improvement Education Education and Education Generated Strong Set,

Grant Fund Technology Equipment Bursaries Technology Funds Start Learn

$ $ $ $ $ $ $ $ $

Deferred Revenue, beginning of year 10,910 59,276 954,404 1,578,243 10,114,670 66,833 32,819

Add: Restricted Grants

Provincial Grants - Ministry of Education 2,237,984 1,758,948 8,026,449 608,000 220,500

Provincial Grants - Other

Other 5,613 25,036 26,306,694

Investment Income 9,660 236 696 10,637 46,876 179,743 4,679 2,112

2,247,644 1,758,948 236 696 16,250 8,098,361 26,486,437 612,679 222,612

Less: Allocated to Revenue 2,247,644 1,758,948 16 59,972 69,986 7,135,745 27,008,252 615,317 209,433

Deferred Revenue, end of year - - 11,130 - 900,668 2,540,859 9,592,855 64,195 45,998

Revenues

Provincial Grants - Ministry of Education 2,237,984 1,758,948 59,276 7,084,051 610,638 207,321


Other Revenue 59,349 4,818 26,828,509

Investment Income 9,660 16 696 10,637 46,876 179,743 4,679 2,112

2,247,644 1,758,948 16 59,972 69,986 7,135,745 27,008,252 615,317 209,433

Expenses

Salaries

Teachers 1,699,354

Principals and Vice Principals 248,497

Educational Assistants 1,336,998 432,044

Support Staff 1,497,334 16,506 359 1,016,923 64,971 8,250 41,193

Other Professionals 154,910

Substitutes 1,196 1,834 2,121

1,497,334 1,336,998 - 16,506 359 3,120,880 66,805 440,294 43,314

Employee Benefits 356,179 421,950 2,690 76 869,394 10,629 127,514 12,302

Services and Supplies 257,424 16 40,776 69,551 3,136,799 26,817,231 47,337 153,817

2,110,937 1,758,948 16 59,972 69,986 7,127,073 26,894,665 615,145 209,433

Net Revenue (Expense) before Interfund Transfers 136,707 - - - - 8,672 113,587 172 -

Interfund Transfers

Tangible Capital Assets Purchased (136,707) (8,672) (108,098) (172)

Other (5,489)

(136,707) - - - - (8,672) (113,587) (172) -

Net Revenue (Expense) - - - - - - - - -


Page 35Version: 9118-8372-6390

September 20, 2018 8:00


Deferred Revenue, beginning of year




Other

Investment Income

Less: Allocated to Revenue

Deferred Revenue, end of year

Revenues



Other Revenue

Investment Income

Expenses

Salaries

Teachers

Principals and Vice Principals

Educational Assistants

Support Staff

Other Professionals

Substitutes

Employee Benefits


Net Revenue (Expense) before Interfund Transfers

Interfund Transfers

Tangible Capital Assets Purchased

Other

Net Revenue (Expense)


Coding and Classroom Classroom

Curriculum Priority Enhancement Enhancement CLINK

OLEP CommunityLINK Implementation Measures Fund - Overhead Fund - Staffing Other PRP ERAC

$ $ $ $ $ $ $ $ $

138,925 570,300 295,176 1,222,502 610,515 132,279 1,266,448

533,072 9,015,094 5,653,444 23,960,885 2,239,074 850,000

986,004 2,101,571

2,651 14,775 2,111 126,939 16,401 5,422 34,718

535,723 9,029,869 2,111 - 5,653,444 24,087,824 1,002,405 2,244,496 2,986,289

621,678 9,217,868 297,287 1,222,502 5,653,444 22,515,871 817,338 2,076,183 3,032,101

52,970 382,301 - - - 1,571,953 795,582 300,592 1,220,636

619,027 9,203,093 295,176 1,222,502 5,653,444 22,388,932 2,070,761 1,056,452

800,937 1,940,931

2,651 14,775 2,111 126,939 16,401 5,422 34,718

621,678 9,217,868 297,287 1,222,502 5,653,444 22,515,871 817,338 2,076,183 3,032,101

95,641 400,832 4,244 967,935 185,161 17,559,397 1,295,028 2,411

67,062 232,052

362 2,604,493 1,709,010 128,717

308 1,515,675 156,960 354,838 52,347 149,870

1,261,145 241,169 8,530 97,482

32,918 1,322 12,878 737,743 285,505 58,438 269

129,229 5,850,529 17,122 967,935 3,262,095 17,844,902 354,838 1,543,060 250,032

31,117 1,548,154 4,036 254,567 849,191 4,670,304 32,615 406,565 63,612

409,158 1,819,185 59,284 308,943 665 428,075 117,131 2,718,457

569,504 9,217,868 80,442 1,222,502 4,420,229 22,515,871 815,528 2,066,756 3,032,101

52,174 - 216,845 - 1,233,215 - 1,810 9,427 -

(52,174) (216,845) (1,233,215) (1,810) (9,427)

(52,174) - (216,845) - (1,233,215) - (1,810) (9,427) -

- - - - - - - - -


Page 36Version: 9118-8372-6390

September 20, 2018 8:00


Deferred Revenue, beginning of year




Other

Investment Income

Less: Allocated to Revenue

Deferred Revenue, end of year

Revenues



Other Revenue

Investment Income

Expenses

Salaries

Teachers

Principals and Vice Principals

Educational Assistants

Support Staff

Other Professionals

Substitutes

Employee Benefits


Net Revenue (Expense) before Interfund Transfers

Interfund Transfers

Tangible Capital Assets Purchased

Other

Net Revenue (Expense)


Assistive Settlement

Technology Workers

CAYA AT-BC PRCVI In School Miscellaneous TOTAL

$ $ $ $ $ $

5,754,632 7,382,229 480,467 500,608 935,023 32,106,259

2,064,571 57,168,021

2,994,094 12,470 309,298 3,315,862

300 686,562 22,181 97,770 671,223 30,902,954

89,755 164,350 11,371 11,752 6,536 741,420

90,055 3,845,006 2,098,123 121,992 987,057 92,128,257

2,855,033 3,232,457 1,994,184 155,272 820,978 93,617,509

2,989,654 7,994,778 584,406 467,328 1,101,102 30,617,007

1,982,813 56,450,418

2,765,278 2,740,755 48,268 143,568 5,697,869

327,352 95,252 670,874 30,728,022

89,755 164,350 11,371 11,752 6,536 741,200

2,855,033 3,232,457 1,994,184 155,272 820,978 93,617,509

112,456 30,460 22,352,919

547,611

17,302 6,228,926

489,869 579,066 689,179 80,059 10,516 6,724,223

201,617 738,147 106,785 164 2,809,949

6,545 1,140,769

691,486 1,317,213 908,420 80,223 64,823 39,804,397

199,664 334,611 250,724 21,790 17,452 10,485,136

1,963,883 1,580,633 834,242 53,259 459,111 41,274,977

2,855,033 3,232,457 1,993,386 155,272 541,386 91,564,510

- - 798 - 279,592 2,052,999

(798) (279,592) (2,047,510)

(5,489)

- - (798) - (279,592) (2,052,999)

- - - - - -


Page 37Version: 9118-8372-6390

September 20, 2018 8:00


2018 2017

Budget Invested in Tangible Local Fund Actual

Capital Assets Capital Balance (Recast)

$ $ $ $ $

Revenues

Provincial Grants

Ministry of Education - 3,595,343

Other Revenue 233,265 255,641 255,641 271,042

Rentals and Leases 983,680 982,976 982,976 1,024,000

Investment Income 43,648 34,979 34,979 39,659

Amortization of Deferred Capital Revenue 17,121,417 15,841,256 15,841,256 14,925,760

Total Revenue 18,382,010 15,841,256 1,273,596 17,114,852 19,855,804

Expenses

Operations and Maintenance 231,797 82,346 82,346 3,683,514

Amortization of Tangible Capital Assets

Operations and Maintenance 24,753,180 23,989,574 23,989,574 22,405,374

Debt Services

Capital Lease Interest 179,626 134,484 134,484 136,849

Total Expense 25,164,603 23,989,574 216,830 24,206,404 26,225,737

Capital Surplus (Deficit) for the year (6,782,593) (8,148,318) 1,056,766 (7,091,552) (6,369,933)


Tangible Capital Assets Purchased 3,988,415 5,774,939 5,774,939 2,083,691

Local Capital - (307,914)

Capital Lease Payment 2,500,997 2,259,233 2,259,233 2,137,188

Total Net Transfers 6,489,412 5,774,939 2,259,233 8,034,172 3,912,965

Other Adjustments to Fund Balances

Tangible Capital Assets Purchased from Local Capital 1,191,375 (1,191,375) -

Principal Payment

Capital Lease 2,124,624 (2,124,624) -

Total Other Adjustments to Fund Balances 3,315,999 (3,315,999) -

Total Capital Surplus (Deficit) for the year (293,181) 942,620 - 942,620 (2,456,968)

Capital Surplus (Deficit), beginning of year 104,845,860 128,330 104,974,190 107,431,158

Capital Surplus (Deficit), end of year 105,788,480 128,330 105,916,810 104,974,190

2018 Actual

School District No. 39 (Vancouver)Schedule of Capital Operations


Version: 9118-8372-6390


Schedule 4A (Unaudited)

Furniture and Computer Computer

Sites Buildings Equipment Vehicles Software Hardware Total

$ $ $ $ $ $ $

Cost, beginning of year 20,848,131 851,777,574 15,270,261 1,902,915 2,682,359 12,415,895 904,897,135

Changes for the Year

Increase:

Purchases from:

Deferred Capital Revenue - Other 144,070 144,070

Operating Fund (57,479) 797,597 355,327 2,631,984 3,727,429

Special Purpose Funds 155,821 830,975 1,060,714 2,047,510

Local Capital 1,191,375 1,191,375

Capital lease 670,003 670,003

Transferred from Work in Progress 4,414,829 231,579 4,646,408

- 5,704,546 2,004,221 - 355,327 4,362,701 12,426,795

Decrease:

Deemed Disposals 1,034,977 186,311 10,317 4,284,892 5,516,497

- - 1,034,977 186,311 10,317 4,284,892 5,516,497

Cost, end of year 20,848,131 857,482,120 16,239,505 1,716,604 3,027,369 12,493,704 911,807,433

Work in Progress, end of year 143,811,882 193,550 144,005,432

Cost and Work in Progress, end of year 20,848,131 1,001,294,002 16,433,055 1,716,604 3,027,369 12,493,704 1,055,812,865

Accumulated Amortization, beginning of year 317,379,050 7,309,329 912,054 641,994 7,236,943 333,479,370


Increase: Amortization for the Year 18,859,298 1,575,458 180,976 570,973 2,802,869 23,989,574

Decrease:

Deemed Disposals 1,034,977 186,311 10,317 4,284,892 5,516,497

- 1,034,977 186,311 10,317 4,284,892 5,516,497

Accumulated Amortization, end of year 336,238,348 7,849,810 906,719 1,202,650 5,754,920 351,952,447

Tangible Capital Assets - Net 20,848,131 665,055,654 8,583,245 809,885 1,824,719 6,738,784 703,860,418

School District No. 39 (Vancouver)Tangible Capital Assets


Version: 9118-8372-6390


Schedule 4B (Unaudited)

Furniture and Computer Computer

Buildings Equipment Software Hardware Total

$ $ $ $ $

Work in Progress, beginning of year 98,439,431 239,955 98,679,386


Increase:

Deferred Capital Revenue - Bylaw 45,091,625 185,174 45,276,799

Deferred Capital Revenue - Other 4,695,655 4,695,655

49,787,280 185,174 - - 49,972,454

Decrease:

Transferred to Tangible Capital Assets 4,414,829 231,579 4,646,408

4,414,829 231,579 - - 4,646,408

Net Changes for the Year 45,372,451 (46,405) - - 45,326,046

Work in Progress, end of year 143,811,882 193,550 - - 144,005,432

School District No. 39 (Vancouver)Tangible Capital Assets - Work in Progress


Version: 9118-8372-6390


Schedule 4C (Unaudited)

Bylaw Other Other Total

Capital Provincial Capital Capital

$ $ $ $

Deferred Capital Revenue, beginning of year 443,391,844 6,538,028 14,401,405 464,331,277


Increase:

Transferred from Deferred Revenue - Capital Additions 144,070 144,070

Transferred from Work in Progress 4,646,408 4,646,408

4,646,408 144,070 - 4,790,478

Decrease:

Amortization of Deferred Capital Revenue 15,445,630 204,885 190,741 15,841,256

15,445,630 204,885 190,741 15,841,256

Net Changes for the Year (10,799,222) (60,815) (190,741) (11,050,778)

Deferred Capital Revenue, end of year 432,592,622 6,477,213 14,210,664 453,280,499

Work in Progress, beginning of year 93,175,143 3,465,742 2,038,501 98,679,386


Increase

Transferred from Deferred Revenue - Work in Progress 45,276,799 4,695,655 49,972,454

Transfer of costs to Other Capital 422,104 (422,104) -

45,698,903 (422,104) 4,695,655 49,972,454

Decrease

Transferred to Deferred Capital Revenue 4,646,408 4,646,408

4,646,408 - - 4,646,408

Net Changes for the Year 41,052,495 (422,104) 4,695,655 45,326,046

Work in Progress, end of year 134,227,638 3,043,638 6,734,156 144,005,432

Total Deferred Capital Revenue, end of year 566,820,260 9,520,851 20,944,820 597,285,931

School District No. 39 (Vancouver)Deferred Capital Revenue


Version: 9118-8372-6390


Schedule 4D (Unaudited)

MEd Other

Bylaw Restricted Provincial Land Other

Capital Capital Capital Capital Capital Total

$ $ $ $ $ $

Balance, beginning of year 2,212 144,403 152,775 99,131 398,521


Increase:

Provincial Grants - Ministry of Education 47,109,754 47,109,754

Provincial Grants - Other 119,529 119,529

Other 4,700,292 4,700,292

Investment Income 16,985 2,054 19,039

47,109,754 16,985 121,583 - 4,700,292 51,948,614

Decrease:

Transferred to DCR - Capital Additions 144,070 144,070

Transferred to DCR - Work in Progress 45,276,799 4,695,655 49,972,454

Insurance netted with expenditure 387,035 387,035

Transfer of seismic costs to Bylaw 422,104 (422,104) -

46,085,938 (422,104) 144,070 - 4,695,655 50,503,559

Net Changes for the Year 1,023,816 439,089 (22,487) - 4,637 1,445,055

Balance, end of year 1,026,028 583,492 130,288 - 103,768 1,843,576

School District No. 39 (Vancouver)Changes in Unspent Deferred Capital Revenue


Version: 9118-8372-6390


Liaison Trustee Report

Name of Committee/Organization: Janet Fraser

Liaison Trustee: Vancouver City Planning Commission

Date of Meeting: July 18, 2018

Topics Discussed Most Relevant to the VSB:

Northeast False Creek Park An update on the Northeast False Creek park was presented by Catarina Gomes (Lead Park Planner) and Rena Soutar (Reconciliation Planner). The Park Board had a preliminary park proposal in spring 2017 but decided to undertake extended engagement with the local First Nations.

Three themes emerged early in the process to guide the draft park concept design: nature, community and destination. The Park Board Reconciliation planner prepared a vision statement to ground the new vision for the park design, rooted in our learnings of Indigenous values and principles, to steer the revised park concept design, anchoring it with an indigenous foundation, where all cultural communities of Vancouver are welcomed.

REPLENISH We live busy lives; we devote our energies to many things.

We deplete. We need a place to replenish, to relate to the land and to the water, a way to nourish and to

support ourselves and each other. We need to learn a new way to be, and a new way to belong.

For millennia the Musqueam, Squamish and Tsleil-Waututh Nations nurtured and were nourished by the land we now call home. Their long and ongoing relationship with this land

embodies goals we all have: sustainability, community, and wellness. Their gardening practices ensured food, clothing, and medicine for generation after generation.

Their stewardship shaped this place. Imagine a space for Indigenous Peoples to practice their cultures. Imagine the open arms of

the people and their welcome figures that once graced these shores. Imagine returning to that space, and restoring practices that connect people to land. Imagine what it is to belong to a

place, and to learn how you belong. We need to replenish.

We need to reconnect to the land. We need a place inspired by and supporting Indigenous cultural practice.

We need Northeast False Creek Park.

The result of this work is the Indigenous Engagement Summary Report https://vancouver.ca/files/cov/northeast-false-creek-park-indigenous-engagement-summary-report.pdf

Item 11.1

https://vancouver.ca/files/cov/northeast-false-creek-park-indigenous-engagement-summary-report.pdf

https://vancouver.ca/files/cov/northeast-false-creek-park-indigenous-engagement-summary-report.pdf

New guiding principles complement the work done previously: 1. Rooted in Local First Nations Cultures 1.1. Increase visibility and reveal presence of the Musqueam, Squamish and Tsleil-Waututh

Nations in the park 1.2. Express Musqueam, Squamish and Tsleil-Waututh values and principles 1.3. Create a place inspired by and supporting Indigenous cultural practices 2. Replenishing 2.1. Reconnect to land and water 2.2. Create a place for nourishment and connection with each other 2.3. Create a place of belonging for all Vancouverites New elements that foster and embody reconciliation have been added to the program of the park:

• Water Access/ Welcoming Shore • Outdoor Gathering Space • Pavilion • Space for Traditional Cultural and Ceremonial Events • Opportunity to Learn from local First Nations • Indigenous Approach to Planting • Indigenous Public Art

Park Board Colonial Roots At the June 23 Park Board meeting Commissioners will consider the report Exploring Park Board’s Colonial Roots and Current Practices and the two motions: A. THAT the Vancouver Board of Parks and Recreation receive and acknowledge the Initial Findings for a Park Board Colonial Audit, attached as Appendix A; and, B. THAT the Board direct staff to undertake a comprehensive “Colonial Audit” in order to identify both short term and long term opportunities and specific ways to improve Park Board policies and practices with regard to Reconciliation. https://parkboardmeetings.vancouver.ca/2018/20180723/REPORT-ExploringParkBoardsColonialRootsAndCurrentPractices-20180723.pdf

Committee/Organization Actions: Planning continues for the fall summit with the theme “A City for All”.

https://parkboardmeetings.vancouver.ca/2018/20180723/REPORT-ExploringParkBoardsColonialRootsAndCurrentPractices-20180723.pdf

https://parkboardmeetings.vancouver.ca/2018/20180723/REPORT-ExploringParkBoardsColonialRootsAndCurrentPractices-20180723.pdf

Item 11 .2


Name of Committee/Organization: Janet Fraser

Liaison Trustee: Vancouver Gity Planning Gommission

Date of Meeting: September 9, 2018

T Discussed Most Relevant to the VSB:

Gomm nization Actions:

Regulation Redesign: Simplifying Rules of City Building

The City's goal is to review and simplify land use regulations, policies and processes. Theintent is to:. Simplify regulations. Ensure consistency between regulations, by-laws and policies. Streamline review processes

. Reconcile competing objectives. Ensure land use regulations and policies advance City priorities. lmprove communication about land use regulations

This includes reviewing the role and composition of land use advisory committees. This couldimpact the VSB as we currently have liaison trustees for:. Chinatown Historic Area Planning Committee. First Shaughnessy Advisory Design Panel. Gastown Historic Area Planning Committee. Vancouver City Planning Commission. Vancouver Heritage Commission

This is a two-year phased review.

The VCPC will participate in this City review


Name of Committee/Organization: Urban Indigenous Peoples Advisory Council

Liaison Trustee: Janet Fraser

Date of Meeting: September 17, 2018

Topics Discussed Most Relevant to the VSB:

Creative City Strategy

The City’s Arts, Culture and Community Services Department shared the background & context, early findings and next steps for the Creative City Strategy.

In May Council directed staff to develop a vision for culture and creativity in Vancouver which • Addresses current and emerging challenges and opportunities• Reflects the culture and history of the city• Interfaces with other city policies and strategiesAnd to work with stakeholders, including the Arts and Culture Policy Council, to inform a newstrategy which includes specific goals and targets with timelines and deliverables

An early theme is collaboration.

https://vancouver.ca/files/cov/creative-city-strategy-early-findings-council-presentation-may-2018.pdf

Committee/Organization Actions:

UIPAC members provided feedback.

Item 11.3



Item 11.4


NameofCommittee/Organization: VancouverHeritageGommission

Liaison Trustee: Judy Zaichkows

Date of Meeting: September 10, 2018_

Discussed Most Relevant to the VSB:

Committee/O anization Actions:

The city is reviewing development by-laws at Vancouver.ca/regreview and will create anew process for development:

There are over 8000 bylaws dating to 1956. Many are no longer relevant and some areredundant. There will be a major survey in October for feedback to the process by theland Use Advisory Gommittee.The purpose of the overhaul is to address inconsistencies, streamline developmentprocess and reduce processing times.

This will be a two year process. lt relates to the VSB through their development andseismic upgrade program.

Item 11.5


Name of Committee/Organization: Vancouver Public Library

Liaison Trustee: udy Zaichkows

Date of Meeting: eptember 14,2018_

To cs Discussed Most Relevant to the VSB:

Comm nization Actions:

Ruth Maclean will be VPL's 2018 Writer in Residence.

Ruth Maclean is an avid writer of romance and has published nine novels through Harlequinunder the pseudonym Stella MacLean. ln addition to her Harlequin publications, she haspublished four books through Amazon/Createspace ranging from contemporary romance toromantic suspense.

Along with wríting, Ruth is passionate about teaching. She regularly delivers romance writingworkshops through the Romance Writers of America national conference and the RomanceWriters of Atlantic Canada. Ruth is a retired health care administrator and is passionate aboutwriting, dedicating her full time effort to writing, teaching, and mentoring aspiring romancewriters. She is working on a book length publication called For the Love of Emma, which shehopes to complete with the support of this residency.

Ruth is a tireless promoter of the romance genre. She has an excellent set of programsplanned which include workshops on writing book proposals, developing a storyline,character development, escalating emotional plots, and marketing. Staff are looking forwardto engaging the many romance readers of Vancouver along with two local chapters ofromance writers.

The 2018 residency will run for 16 weeks beginning August 27, and Ruth's inaugural event will be held

September 25.

Item 11.6í'

{çß


Name of Committee/Organization:SEAC

Liaison Trustee:Joy Alexander

Date of Meeting:June 18, 2018


Committee/O anization Actions:

TLC Programme kits Community CentreProgramme Review Report

Programme Review Report to go to Committee lll

Item 11 ,7


Vancouver Food Policy CouncilName of Committee/Organization :

Liaison Trustee:Joy Alexander

Date of Meeting. September 12,2018


anization Actions:

Vancouver City Council's Motion to fund VSB food programme

On Sept. 12 Cily Council approved the motion to give the VSB $400,000.$320,000 for the VSB's delivered lunch programme and $80,000 for Strathcona'sBreakfast Programme.

221 Students at 19 schools benefit. Schools involved include: Brock, CarletonChamplain Heights, Cunningham, Dickens, Douglas, Grenfell, Lloyd GeorgeMacCorkindale, MacKenzie, Maquinna, Mount Pleasant, Oppenheimer, RenfrewSecord, Tecumseh, Trudeau, Norquay, Champlain Heights Annex

Motion: Enhancing Arts Education in Vancouver Schools Mover: Trustee Dominato Seconder: Be it resolved: That the Board direct staff to explore the possibility of partnering with the City of Vancouver in the creation of a “Materials for the Arts” program, with the goal of enhancing arts education within Vancouver schools, while enabling creative reuse of materials and diverting them from landfills and City waste streams. Rationale: The City of Vancouver is exploring the possibility of creating a “Materials for the Arts” (MFTA) program, modelled after New York City’s successful creative reuse centre, which is dedicated to supporting arts and cultural organizations, including more than 90% of New York public schools. New York’s MFTA diverts over 1 million pounds of materials from the landfill each year by collecting reusable materials from businesses and individuals and making these donations available for free of charge to various arts, culture, non-profit, and educational organizations and individuals. By diverting these materials from New York’s waste stream, MFTA reportedly offsets the equivalent of 25 times the CO2 emissions absorbed annually by the trees in New York’s Central Park. New York’s MFTA program is operated by the City’s Department of Cultural Affairs, with additional support from the Departments of Education and Sanitation. The Vancouver School Board’s (VSB) vision is to inspire student success by providing an innovative, caring and responsive learning environment. The VSB strategic plan includes the following goals and objectives:

• Goal 1: Engage our learners through innovative teaching and learning practices. • Objectives:

• Support collaborative relationships with community partners that enhance student learning and well-being.

• Support effective communication, engagement and community partnerships. • Implement the recommendations of the Sustainability Action Plan.

The VSB’s new Environmental Sustainability Plan includes specific goals to reduce consumption of resources and waste generation, as well as lead by example.

Item 12.1

Research has shown that schools rich in the arts engage the whole student and promote higher levels of achievement. Partnering with the City of Vancouver in the creation of a “Materials for the Arts” program aligns with the VSB’s vision of inspiring student success through the creation of an innovative and responsive learning environment and the VSB goals set out in the new Environment Sustainability Plan. Partnering with the City of Vancouver could enable the VSB to save money by accessing free art materials for schools. A collaboration of this nature is a win-win-win: educational, environmental and financial benefits.

Date: September 20, 2018

TO: Board of Education

FROM: Estrellita Gonzalez, Trustee

RE: Notice of Motion – Workforce Housing

Reference to Strategic Plan:

Goal 4: Provide effective leadership, governance and stewardship.

● Advocate for public education.● Effectively utilize school district resources and facilities.● Support effective communication, engagement and community partnerships.

PROPOSED MOTION:

That the VBE request staff to identify, in collaboration with stakeholders and VBE partners at the City of Vancouver, ways of utilizing VBE-owned land for the development of workforce housing.

The work would include:

● Developing guiding principles for which VBE land would be suitable for the developmentand construction of workforce and possibly other types of housing;

● Consult and work with VBE employee groups regarding workforce housing solutions todetermine the kind of housing needed;

● Identify and consider the capital and operating costs associated with developingworkforce housing and present possible scenarios, and

● Meet with stakeholder groups and the public to solicit feedback on the idea.

And that:

● The VBE work with the City to identify City requirements regarding zoning, permits, etc.● The VBE develop a plan that includes specific goals and targets with timelines and

deliverables, and● The VBE work with the three levels of government, federal, provincial and municipal, to

determine funding options to accomplish these goals.

Item 12.2

RATIONALE: The cost of housing in Vancouver is so challenging that the city and school district are losing hundreds of students and families each year. This last year has been an extremely busy time for the VBE and its recruitment team with over 900 teachers hired. What we know from this endeavour is that many teachers would love to teach in Vancouver but the cost of living in our city deters many from actually deciding to teach and live here. What if we were able to offer our VBE employees a subsidized place to live for up to say two years? For example, the Recruitment team is still challenged with finding specialty teachers, in particular French and French Immersion teachers. What if these new French teachers, perhaps coming from Quebec or even France, could be hired and then live in a place with other teachers and staff to form a community to support each other while they get used to working and living in Vancouver? The VBE owns a lot of land in Vancouver. I believe we could better serve our staff including teachers, office, trades and other support staff, by offering a way to have them live closer to where they work. This has other benefits as well as staff retention, environmental with reduced driving and social by fostering a common community. The intent is that the district would be generating revenues to pay off the costs of the project over time and eventually the project would become a revenue-generating asset for the district. This project could be developed from start to finish by VBE staff or we could partner with the City or another agency. In its implementation we would involve the public, as it relates to the neighbourhood identified as a possible location. Options could also be explored for childcare and other types of housing such as social, co-housing or co-op. My colleague at City Hall, Adriane Carr, is also putting forth a motion on workforce housing so there is the opportunity to work closer with City Hall to develop a plan together. There are many options here. This is NOT about selling land, we need to keep VBE land; this is about leveraging what we have to fill a need to better serve students and the district. As a Board it is imperative we look at innovative ways to solve challenges. Utilizing resources better while offering an important service to staff and the community makes a lot of sense.

BOARD MEETING

Documents

Transcript of BOARD MEETING