Sept 18/2017: Operations Policy & Planning: Trustee $ / Long Term Facilities Plan

Lined Paper is  my personal record of and commentary on SD61 Board and  Standing Committee meetings. Official, approved  minutes are on the SD61 website, one  month after the meeting.

SD61 Greater Victoria School District includes students in Esquimalt, Oak Bay, Victoria, View Royal, parts of Saanich and the Highlands, and the Traditional Territories of the Songhees and Esquimalt Nations.

District Strategic Plan here.

Sticky post: Motions and Trustee Voting Records  January 2012 – June 2017.  Motions may be shortened but retain essential information.

October 17/16, Whiteaker: That the Board amend Bylaw 9130 Standing Committees to remove the words “with voting rights” from Item #4 and Item #5. / Carried. Unanimous.  This had the effect of allowing only members of the Standing Committee to vote on motions, though other Trustees, if they attend,  can participate in  the debate. The Chair of the Board  ex officio member both Committees, with voting rights. Quorum is a majority of Trustee members on the committee.

Operations Policy&Planning Standing Committee
: Watters
Members: McNally, Leonard, Paynter; Board Chair Loring-Kuhanga ex officio (vote but not counted for quorum)
Present:  Leonard, Loring-Kuhanga (phone), McNally, Nohr,  Paynter, Watters, Whiteaker
Absent:  Ferris, Orcherton
Territory Acknowledgement900

Dialogue with the Public is welcome during Standing Committee Meetings.

1.Agenda: Adopted
2. OPP minutes June 12/17:   SD61 minutes here; Lined Paper record   here.
3. Business Arising from the minutes:

  • McNally: P5 review of Grtr Victoria Foundation for Learning mandate report back to Board – timeline?
  • Superintendent: October OPP.

4. Presentations to the Committee [Your chance to present  to the committee and engage in related dialogue with members of the Committee and other Trustees who choose to attend.]
A. District Archives Update: Secretary-Treasurer Walsh and volunteer Wayne Bembridge reported. See Pp 10-11 agenda. (Judy Stevenson unable to attend.)


Ina Uthoff work photo M Walsh

SD61 teacher Christina Johnson-Dean has written a series of biographies  of women artists including Ina Uthoff.
5. Superintendent’s Report:
A.  Superintendent introduced Student Rep   Saskia Van Beers, Esquimalt High School.
6. Personnel Items
A. Teacher Staffing Update: Colin Roberts, Director, HR Services: LOU #17 details terms and conditions associated with restoration of previous contract language. Two career fairs held by SD61 Ottawa, Edmonton, Calgary, Saskatoon, Victoria; special attention to teachers of French Immersion. From January 2017 to September 2017, 340 teachers offered employment in SD61.
7. Finance and Legal Affairs
A. Parent Education Fund:
Deputy Superintendent Shelley Green: 6 pages of reports in on what schools did with the fund ($250 per PAC). $5000 of $7000 fund accessed.

  • Paynter: This now a smoothly operating system?
  • Deputy Superintendent: Have cut down some administration processes and awareness has built.
  • Nohr: Does the $2000 roll over into the next $7000? (Yes.)
  • McNally: What happens if there are rollovers and accumulation of money?
  • Deputy Superintendent: Will be reviewed in spring.

B. Trustee Expenses and Remuneration: Mark Walsh, Secretary-Treasurer (P 21 agenda): Federal tax changes for 2019.  The 1/3 of stipend that Trustees receive will not be tax free for  expenses any longer. Trustees will submit expenses starting July 2018. Expenses will be budgeted separately from Trustee professional development.

Recommended motions from Secretary-Treasurer:
1. That the Board accept expense reimbursement claims as of July 2018 for Trustee expenses associated with carrying out their duties, to be approved by the Chair or Vice-Chair.
2. That the Board approve that Trustees shall submit pro-d requests to the Chair or Vice Chair for approval and that pro-d expenses be  treated independently of expenses, and
3. That the Board direct the Superintendent to Amend Regulation 8230 Trustee Remuneration and Expenses for changes to the expense reimbursement and professional development procedures, and to reflect that trustee remuneration, including Chair and Vice Chair remuneration, be adjusted on an ongoing basis for any salary percentage increases received by the BCTF/GVTA, and that trustee remuneration be amended as of January 2 018 to reflect the BCTF/GVTA increases that have occurred since the beginning of the current Board’s term.

  • McNally: What happened to Ferris’ motion from around  2013?
  • Secretary-Treasurer: Was never put into Policy or Regulations.
  • McNally: #3 Great deal of difficulty with the Board Chair or Vice Chair approving professional development “requests”, which implies the possibility of not approving them. Amendment: Strike BCTF as the GVTA is the local we are concerned with.
  • Whiteaker:  Pro-d needs to be approved.What will be included in expenses? Business cards? Printer cartridges?
  • Leonard: Chair and Vice Chair are part of the Board so shouldn’t be in the position of approval.
  • Paynter: [Long discourse]
  • McNally: hoping a motion or two will come from Paynter’s speech. Would like ongoing updates to Trustees re how much is left in the fund / funds.
  • Paynter: Are those the only groups we should peg to?
  • Watters: Want a well-educated board. Have been skimping. Value for money – people don’t want to run. Need approval for Pro D for accountability. Tying raise  to BCTF/GVTA – does that create a conflict of interest?
  • Whiteaker: Putting motion #2 on the floor.
  • Paynter: Motion to strike an Ad Hoc Committee to report to OPPS October 2017 to examine practices and related procedures re business expenses and pro-d.
  • Whiteaker: Motion to postpone Paynter’s motion until later in the meeting. Carried unanimously. For: Leonard, Loring-Kuhanga, McNally, Paynter, Watters.
  • Leonard: Moving motion #1, with amendment: Period after “duties”. / Carried. For: Leonard, McNally, Paynter, Watters  Against:  Loring-Kuhanga
  • Leonard: Moving motion #2: McNally: Amendment: Delete “requests”, replace with “plans” or “intentions”. Defeated. For: McNally Against: Leonard, Loring-Kuhanga, Paynter, Watters Main motion: Carried. Unanimous.
  • Motion #3 on the floor. Leonard: Amendment: Remove “Chair and Vice Chair”. Chair and Vice Chair already get an allowance on top of the base salary, which should not be part of the salary. / Carried. Unanimous.   // McNally: Remove “BCTF”. / Carried. For: Leonard, McNally, Watters  Against: Loring-Kuhanga, Paynter
  • Back to Paynter’s postponed motion: Motion to strike an Ad Hoc Committee to   examine practices and related procedures re business expenses and pro-d, report to OPPS October 2017. / Carried. Unanimous.

8. Facilities Planning
A. Long Term Facilities Plan: Will be posted here.  
Secretary-Treasurer: Downtown core exploration. Predicted massive growth in downtown area but no Baragar data. Final manifestation of plan probably a year away. TOR will come to Board for further discussion. Enrolment projections will be included.

  • Nohr: Rockheights is down 130 in enrolment.
  • Superintendent: Neighbourhood schools serve the neighbourhood. Addressing this.

B. Esquimalt High School All Weather Field: Secretary-Treasurer:
Recommended motion : That the Board support in principle the upgrading of the upper Esquimalt High School Field and direct the Superintendent to have discussions with community partners regarding the capital requirements of the project. / Carried. Unanimous.(Leonard, Loring-Kuhanga, McNally, Paynter, Watters)

  • Student rep Meghan Scott: Why did the district spend $1.2 million at Oak Bay, and why looking to community for Esquimalt?
  • Secretary-Treasurer: Oak Bay was  entirely new school build. The Ministry contributed $56 million, included amenities. Community also contributed. Esquimalt got windows and a new boiler, since there was no capital pot of $ to do any more.

9. Public Disclosure of  Camera Items: None
10. New Business
A. Trustee Questions (to the Superintendent)

  • McNally: Since SD61 schools are at max with International students, how will this affect South American and overseas recruiting trips by ISP staff? Will this affect the budget in a positive way?

SD62 p 1 jpg


SD62 p 2

  • Whiteaker: What is the reply to email to trustees timeline policy now? / 48 hours or 3 days.
  • Watters: Is there a way we can bring Trustees to the table with student reps? / Recommendation on that is coming to the Board. They meet monthly. Trustees are welcome to attend.

11. Notices of Motion: None
12. General Announcements: None
13. Adjournment: 10 ish


About Diane McNally