Highlights of School Board Meeting

A report rich in data on student learning, a clean audit, approval of funding to local capital reserve, minor capital projects and more were under discussion at the first meeting of the new school year for the School District No. 83 (North Okanagan-Shuswap) Board of Education on Tuesday, Sept 26.

Board Chair Marianne VanBuskirk began the meeting with two statements, the first recognizing that September 30 is the National Day for Truth and Reconciliation honouring the children that never returned home from residential schools and the survivors that did. The second statement was recognizing the devastating wildfires and the impacts on families and businesses.

“This Saturday, Sept. 30, is the National Day for Truth and Reconciliation, a day that honours the children who never returned home from residential institutions, as well as honouring survivors of such terrible institutions, along with their families and communities. Many SD83 schools and sites are honouring this painful history at their schools this week, and as a Board I know that we are so very proud to be part of an organization which values the importance of this recognition. Many thanks to students, staff, families, Indigenous Rightsholders, and special guests who are helping us to learn about the history, and for guiding us to continue on our own journeys.”

“This next statement is about the devastating summer that many students, staff, families, communities and Rightsholders experienced due to the wildfires. Tragically, many homes and businesses were lost approximately 6 weeks ago, with the impacts of damage to infrastructure still continuing into the Fall. Please know that it is with heartfelt concern by members of this Board of Education, as well as District Staff of School District 83, that we recognize this hardship that families and staff are experiencing. For many of you, the healing and the rebuilding will take a very long time. Please know that we are here alongside you to help wherever we can. On behalf of the Board of Education, I would like to thank District Staff. From the bus drivers who assisted in the evacuation efforts on that dreadful evening, to those of you (many who are in this room led by Superintendent Kriger) who had your summer plans cut short in order to prepare numerous plans to assist the affected families and communities, to the educators, counsellors, work crews from the Operations team, principals and vice-principals who also pivoted during the summer to communicate with and assist families, to all staff who have welcomed students back to school – all Trustees here are appreciative of your hardworking efforts, care, and concern that you have shown towards affected families. Thank you, Kukstemec to all of you.”

Enhancing Student Learning Report
The Enhancing Student Learning Report, a robust report about learning in SD83, was presented to the Board for approval by Superintendent Donna Kriger.

The report, which will be posted on the website next week, includes district context, data analysis on learning outcomes in intellectual development in the areas of literacy and numeracy, grade to grade transitions, human and social development, career development, district successes/celebrations/adjustments, and planning and adjusting for continuous improvement. Strategic engagement and department plans and priorities for 2023-24 wrap up the report. Kriger added something unique this year was a section in the report dedicated to finances, facilities, and transportation.

Trustees thanked Kriger and the senior leadership team for all the work that went into the report, particularly as they were also dealing with the challenges of school start up and wildfires.

With a wording amendment, the Board approved the report. It will now be shared with the ministry, Rightsholders, shareholders, and school communities. A link to the report will be available on the district website next week. More indepth details of the report will be shared at future Board and Committee of the Whole meetings.

ENHANCING STUDENT LEARNING REPORT

Financial Statements approved
After receiving a “clean opinion” from external auditor KPMG, the Board of Education approved the 2022-23 Audited Financial Statements as presented. KMPG, represented by partner Heather Power and senior manager Amanda Potter, attended the Board meeting and presented their findings. Power informed the Board that the audit focus included the financial reporting framework, asset retirement obligation, revenue – receivables and unearned and deferred revenue, tangible capital assets and deferred capital revenue, procurement, employee future benefits and salaries, and school generated funds. She commented they completed all work as planned and that they didn’t identify any material issues or significant risk.

Director of Finance Jeremy Hunt walked trustees through the audited financials and the Financial Statement Discussion and Analysis. He noted school districts are required to prepare audited financial statements annually. These statements are audited by both an independent auditor (who reports to the Ministry and to the Auditor General) and by the Ministry of Education and Child Care. He said school district financials are complex and are comprised of three main funds – operating, special purpose, and capital. All have their integrated parts that roll into the financial statements.

Hunt noted several items of interest in the financials including that there are new reporting requirements on asset retirement obligation (ARO). This new standard addresses the recognition, measurement, presentation, and disclosure of legal obligations associated with the retirement of certain tangible capital assets such as asbestos removal in buildings that will undergo major renovation or demolition in the future. This standard was adopted using the modified retroactive approach. On July 1, 2022 the School District recognized an ARO relating to several owned buildings that contain asbestos and other hazardous materials [lead paint and pipes]. The liability has been measured at current cost as the timing and amounts of future cash flows cannot be estimated. The associated costs have been reported as an increase to the carrying value of the associated tangible capital assets. These costs have been capitalized as part of the assets’ carrying value and are amortized over the assets’ estimated useful life. Hunt said the Ministry has a formula which could be used, however, the district had someone with local knowledge evaluate the obligations. The ARO was determined to be $5,966,400. Starting with the 2022-23 financial statements report, school districts must do this annually, evaluate remediation work done over the year, and report this asset retirement obligation each year.

FINANCIAL STATEMENT DISCUSSION AND ANALYSIS
AUDITED FINANCIAL STATEMENTS

Strategic Plan 2023-28 Update
“I’m proud to be able to say we have a mission statement with some incredible words in it: “Empowering students to become confident, curious, and caring individuals who thrive in their learning, relationships, and community.”

“Our vision is what do we hope to accomplish over the next five years. Our vision is: Preparing students to become educated citizens who contribute to a dynamic, sustainable, and diverse world.”

She added to develop these there was involvement by hundreds of people with thousands of responses. Now that the SD83 vision, mission, and values have been established, work is continuing on the development of the work that supports them. She notes the senior leadership team (SLT) has worked collaboratively to establish the following strategic priorities (intellectual development, human and social development, career development, developing a culture of safety and well-being, community partnership development, and organizational development) which align with the reporting requirements for the Ministry’s required Enhancing Student Learning Report. SLT is refining the strategic goals associated with each priority and will establish a series of strategies to be executed to achieve the goals. They will also develop a workplan to ensure that the district is making progress towards each priority and goal. Schools will also submit School Learning Plans, which reflect the district’s strategic goals and align with Board priorities.

She also stressed the strategic plan is not in isolation. Legislation in the School Act requires districts to have a strategic plan and it cascades down through budgeting decisions and School Learning Plans to the classrooms. “We should see the evidence of our strategic plan right into our classrooms.”

Operating Surplus 2022-23
The Board also approved the allocation of the 2022-23 operating fund surplus:

Transfer to Local Capital
The Board approved the transfer of $657,888 to the Local Capital Reserve for school technology, information technology, and photocopiers. Director of Finance Jeremy Hunt noted that Local Capital reserve funds are only to be spent on items or projects that are capital in nature, generally meaning costs that will produce a future benefit over a period of more than one year to the district. Capital funds cannot be spent to support ongoing operating programs and services. He noted that with the transfer out for technology and photocopiers, the balance in the Local Capital Reserve will be $2,843,363.

2023/24 Capital Plan Bylaw Amendment
The school district has received some additional funds for minor capital and so the Board gave approval to a capital plan bylaw amendment at the meeting. Culler explained that one of the projects the Ministry approved last Spring, an HVAC upgrade at Highland Park, went out to tender and the quotes all came in over budget. Considering the age and condition of the existing equipment, district staff submitted a request to the Ministry asking for additional funding, and this was approved. The district received an additional $76,259 for the project. Along with this came information from the Ministry that the district would receive $180,000 through the new School Food Infrastructure Program for kitchen equipment and upgrades. These increases are now reflected in the amended capital plan bylaw.

Five Year Minor Capital Plan Submission
The 2024/25 Minor Capital Plan also received approval by the Board and will now be submitted to the Ministry of Education and Child Care. Culler explains the school district is applying under several of the Ministry’s funding envelopes.

Under the School Enhancement Program (program that provides capital funding specifically for projects that improve the safety, facility condition, operational efficiency, and functionality of existing schools to extend their useful physical life) the district is applying for four projects:

• Heating and Ventilation Upgrade – Carlin Elementary/Middle – Phase 1 of a complete HVAC upgrade ($1,530,000)
• Heating and Ventilation Upgrade – Len Wood Middle School – replace existing heat pumps and chiller tower ($1,597,914)
• Heating and Ventilation Upgrade – J.L. Jackson Secondary – replace 22 unit vents, controls, valves, fresh air intake systems, project could be phased ($1,870,000)
• Heating and Ventilation Upgrade – A.L. Fortune Secondary – replace HVAC system and energy savings, multi-phase project ($1,310,000)

Under the Carbon Neutral Program (a program that provides capital funding specifically for energy-efficiency projects that lower a school district’s carbon emissions) the district is applying for two projects:

• Electrical – Various Sites – lighting upgrade: LED fixture replacements ($600,000)
• Electrical – Armstrong Elementary – electrical infrastructure upgrade to accommodate charging of EV fleet ($500,000)

Under the Bus Acquisition Program (school buses are considered capital assets and capital funding requests to acquire any new or replacement buses must be made to the Ministry as part of a school district’s annual Five-Year Capital Plan submission) SD83 is applying for nine (9) replacement buses, including one electric bus. The total for the buses is $1,672,356.

Under the Playground Equipment Program (a program established to provide playground equipment systems at schools that do not currently have one or to replace aging equipment that may pose health and safety hazards) the district is applying for three projects:

• Sorrento Elementary – Universally Accessible Playground Equipment – replacement ($195,000)
• Carlin Elementary/Middle – Universally Accessible Playground Equipment – replacement ($195,000)
• Highland Park Elementary – Universally Accessible Playground Equipment – replacement ($195,000)

Superintendent’s Report – Welcomes and Thanks!

Kriger welcomed two new people to the senior leadership team, Michelle Guillou, who is the Assistant Superintendent – Human Resources, and Gillian Dawe-Taylor, the Director of Instruction (Diversity and Inclusion). She provided staffing updates saying the district has 468 teachers, 151 active teachers teaching on call, five unfilled positions, and over 170 positions posted so far for the 2023-24 school year. As far as CUPE staff, there are 442 regular staff, 160 casuals, and there has been 207 positions posted (some multiple times). “I’d like to draw attention to just how much work has gone through this department. A big thank you to Tracey and Leah-Ann in HR for their dedication and hard work!”

She noted schools are busy working through the information required for the official student data collection report (called 1701) which takes place on September 29. She noted there was a trial submission last Friday and at first glance the kindergarten numbers appear to be soft. “Secretary-Treasurer Culler is working on the financial analysis, with Director Reid Findlay working to support schools and clerical with the process.” Members of the SLT will soon be meeting to dig into the data.

One school where there has already been challenges with class size and composition is Len Wood Middle. Kriger thanked the teaching staff at Len Wood who were problem solvers and to Guillou, Findlay, and Duncan Hazelwood (vice-principal of Len Wood), who worked to find solutions.

Kriger added the wildfires definitely threw a wrench into school start up. “Thank you to Dale Culler, Travis Elwood, and Andrea Kathrein for assistance with transportation, to Carla Schneider, Morgen MacDonald, and the entire Carlin staff for their willingness to support North Shuswap Elementary return to school, as well as Sorrento in the event of an evacuation order.” She also noted that she was very appreciative of the preparedness of Sorrento Principal Paul Rosman and the thoughtfulness of the entire Sorrento staff. Buses were parked at the school in event the alert was changed to an order so the children could be taken out in a timely manner.

As for North Shuswap Elementary, school opened on September 19. “Thank to the caring, resilient staff of North Shuswap!” Kriger said there was a staff debrief on Sept. 6. “It was a pretty powerful day. Thank you to Chris Matheson, Chelsea Prince, Tanya Harrington, and Gillian Dawe-Taylor.”

She also thanked all those who supported through the outside agencies, CSRD, B.C. Wildfires, Emergency Services, and volunteers for their efforts and for updating the school district.

SEE SUPERINTENDENT”S REPORT POWERPOINT HERE

Superintendent’s Report – The Importance of School Connectedness
In her report to the Board, Kriger highlighted two pieces of data from the Enhancing Student Learning Report, looking at whether Grade 10 and then Grade 12 students feel there are adults who care about them at the school, and then another asking if they have a sense of belonging at school. She said with both grades there were positive results with the adults who care but interestingly enough that didn’t translate into an equally positive sense of belonging. “So we have great teachers, and support staff and they care about the students but the students still don’t feel like they belong.”

Kriger then drew the Board’s attention to some new research, which was just published this September, by well known education researchers using data from the USA and from B.C. which stresses the importance of school connectedness and what helps develop it in the school’s culture. She noted research shows that young people who feel connected to their school are less likely to engage in many risk behaviours (including early sexual initiation, alcohol, tobacco and other drug use, and violence and gang involvement), and more likely to have better academic achievement, have better school attendance and stay in school longer. She added it is also long lasting. “Longitudinal studies have provided strong evidence that school connectedness can have a positive effect reaching into young adulthood, resulting in lower rates of substance use, better mental health and higher school completion rates.”
She added in the 4Cs for Engagement – Connections, Conditions, Challenge, and Control, some researched suggestions for helping create positive connectedness for students include:

• Avoid streaming students into vocational and college tracks.
• Set high academic standards.
• Limit the size of the school to create smaller learning environments.
• Ensure students have an advisor and provide mentorship.
• Connect students to their community.
• Use a wide range of instructional methods.
• Students spending more time with their teachers.
• Provide opportunities for students who fall behind, to catch up.

She added that this is particularly a problem in our schools where students only have two years and then are moved to the next school. “For students that means four transitions. I implore this Board tonight to get that conversation going and start fixing the problem.”

Superintendent’s Report – Foundation Skills Assessment (FSA)
The annual FSA will take place between Oct. 2 and Nov. 10, Kriger reported to trustees. She added FSA information has gone out to parents/caregivers/guardians. This assessment, taken by students in Grades 4 and 7, gives a snapshot used to determine areas requiring support through budget allocations. Kriger added at a recent jointly convened meeting by the Ministry for Superintendents and Chairs of the Indigenous Education Councils, the importance of the FSAs was referenced many times. She added that the First Nations Education Steering Council is absolutely in support of the assessment, and also asking that districts be able to speak to data for both on reserve and off reserve students. She noted the FSA is not used to rank or sort students, teachers, or schools.

Superintendent’s Report – District Celebrations
The events for Orange Shirt Day/National Day of Truth and Reconciliation were mentioned by Kriger, including a combined event at Splatsin Centre on Thursday. She added schools have events going on as does the district as they work towards not just words but actions in reconciliation.

Talking about celebrations, Kriger also mentioned the teachers who are currently in the phonics program, some even meeting in August to get started! She also mentioned the International Student Program and thanked ISP co-ordinator Sandra Rhodes for the good work being done. Kriger thanked all those coaches and organizers who are volunteering their time for the many activities going on in our schools such as track and field, football, and volleyball. Kriger added that there is now a rowing team at Salmon Arm Secondary which recently competed very successfully at a regatta at the coast. One rower, Aila Mills, and her mixed rowing partner from Vernon, were named Best Junior Crew of the regatta. Kriger also mentioned the Armstrong students who were part of the B.C. softball team which competed at the North American Indigenous Games on the East Coast this summer, which won a bronze medal. She added that any of those students that trained to take part in these games were recognized by the province and received four credits towards high school. “Hats off to the Ministry for this amazing gesture of reconciliation.”

Trip to Europe
The Board of Education passed a motion allowing the Eagle River Secondary School field trip request to Greece, Italy, and Rome in of March 2024 to be presented to the Board for consideration at the October 2023 Regular Board meeting. Although this is one month short of the six months set out in Board Policy, not all information required was available from EF Tours for September so it was put forward to the Board’s October 17 meeting.

Education Directions
Committee Chair Marianne VanBuskirk reported the first Education Directions meeting of the new school year will be on November 1.

Finance & Facilities
Committee Chair Amanda Krebs reported that September is a busy month for the Finance and Facilities team. She added besides the financial information brought to the Board meeting, the committee also discussed the zero emission transit fund and the work with BC Hydro, the multitude of work and projects completed by the Operations department over the summer, and an update on the City of Salmon Arm’s greenways plan.

Labour Relations
Committee Chair Tennile Lachmuth reported the first meeting was held with new Assistant Superintendent – Human Resources Michelle Guillou and it was an introductory session sorting out meetings and context.

Partner Group Liaison
Committee Chair VanBuskirk reported the first meeting will be November 30.

Policy Committee
Committee Chair Brent Gennings reported there has not been a meeting yet.

Committee of the Whole
Committee Chair VanBuskirk reported the first meeting will be on the afternoon of October 31 at the DESC.

BCSTA Update
Lachmuth reported that the branch meeting will be October 13-14 in Merritt. VanBurkirk also reminded trustees about the virtual sessions being offered by the B.C. School Trustees’ Association. The first one is coming up on September 28.

FNEC Update
Lachmuth reported that the first First Nations Education Council was a busy one with discussions on the Indigenous Learning Day, Indigenous Education Workers (IEW) shortages, student graduation planning, and planning for student success. The next meeting is October 10.

Board Correspondence
The Board will be sending a letter to the Ministry requesting to carry forward the underspent funds in the Indigenous Education budget. If approved, these funds will be used for a pilot project with a team of cultural workers, FTE increase to 1.0 for the District Principal (Indigenous Education) position, assemblies and gatherings with Isabella Kulak and family, and contracting an IEW to coordinate and assist with Knowledge Keeper bookings.