SCHOOL DISTRICT NO. 35 (LANGLEY) REGULAR MEETING OF THE BOARD OF EDUCATION AGENDA Tuesday, November 27, 2018 7:00 p.m. Langley School Board Office (www.sd35.bc.ca) Pages 1. OPENING PRESENTATIONS (6:30 pm) 1.1 YORKSON CREEK MIDDLE HANDBELL CHOIR AND STRING ENSEMBLE 2. AUDIO VISUAL RECORDING (WEBCASTING) OF REGULAR BOARD MEETING 3. CALL TO ORDER 4. REPORT FROM "IN CAMERA" 5. CONSENT AGENDA Recommendation: That the Board of Education adopts the consent agenda items as provided 5.1 CONSIDERATION OF MINUTES OF SEPTEMBER 25, 2018 1 - 13 5.2 LOCALLY APPROVED TITLES 14 - 16 5.3 SCHOOL DISTRICT COMMITTEE REPORTS 5.3.1 EMERGENCY PREPAREDNESS (Assistant Superintendent Gill) 17 - 18 5.4 CORRESPONDENCE 5.4.1 LETTER FROM MINISTRY OF ENERGY, MINES AND PETROLEUM DATED NOVEMBER 15, 2018 19 - 19 6. CONSIDERATION OF AGENDA Recommendation: That the Agenda be approved as presented.
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SCHOOL DISTRICT NO. 35 (LANGLEY)REGULAR MEETING OF THE BOARD OF EDUCATION
AGENDA
Tuesday, November 27, 2018
7:00 p.m.
Langley School Board Office (www.sd35.bc.ca)
Pages
1. OPENING PRESENTATIONS (6:30 pm)
1.1 YORKSON CREEK MIDDLE HANDBELL CHOIR AND STRING ENSEMBLE
2. AUDIO VISUAL RECORDING (WEBCASTING) OF REGULAR BOARD MEETING
3. CALL TO ORDER
4. REPORT FROM "IN CAMERA"
5. CONSENT AGENDA
Recommendation:That the Board of Education adopts the consent agenda items as provided
5.1 CONSIDERATION OF MINUTES OF SEPTEMBER 25, 2018 1 - 13
5.4.1 LETTER FROM MINISTRY OF ENERGY, MINES AND PETROLEUM DATEDNOVEMBER 15, 2018
19 - 19
6. CONSIDERATION OF AGENDA
Recommendation:That the Agenda be approved as presented.
7. DELEGATIONS
7.1 VIOLENCE IN THE WORKPLACE (Sharla Mauger, CUPE 1260 and Wendy Cook,LangleyTeachers' Association)
8. SUPERINTENDENT'S REPORTS
8.1 SUPERINTENDENT'S REPORT
Recommendation:That the Board of Education receives the Superintendent's Report on Strategic PlanDevelopment Timeline and ELL/SWIS Department Update for information as presented.
8.1.1 STRATEGIC PLAN DEVELOPMENT TIMELINE 20 - 20
8.1.2 ENGLISH LANGUAGE LEARNERS (ELL) DEPARTMENT / SETTLEMENT WORKERSIN SCHOOLS (SWIS) PROGRAM UPDATE
21 - 23
9. SECRETARY TREASURER'S REPORTS
9.1 ACTION ITEMS
9.1.1 BUDGET PROCESS AND TIMELINE (2019/2020 Preliminary Operating Budget) 24 - 33
Recommendation:That the Board of Education approves the School District No. 35 (Langley)Budget Process and Timeline (2019/2020 Preliminary Operating Budget) aspresented.
Recommendation:That the Board of Education adopts the amendments to AdministrativeProcedure No. 7050 - Student Records.
9.1.3 POLICY NO. 4004 - NAMING OF SCHOOLS 40 - 42
Recommendation:That the Board of Education adopts the amendments to Policy No. 4004 -Naming of Schools.
9.2 INFORMATION ITEMS
Recommendation:That the Board of Education receives the Secretary Treasurer's information item reportsas presented.
9.2.1 FINAL ENROLMENT REPORT 43 - 47
Agenda 2
9.2.2 ENROLMENT REPORT - FUNDING UPDATE 48 - 49
9.2.3 ENROLMENT REPORT BY CATCHMENT 50 - 51
10. NEW BUSINESS
11. TRUSTEE COMMENTS
12. QUESTION PERIOD
Question Period is provided at Board meetings for the public to ask questions of clarification. TheBoard welcomes questions from the public and wants to ensure that those wishing to askquestions can do so.
The following will help the public develop questions for Question Period at a Board meeting thatis keeping with the goal of a respectful and focussed meeting.
Questions..1. Need to be directed to the Chair and not to staff;2. Need to be related directly to the topic on the agenda;3. Need to be succinct, focussed and not be a statement;4. May not be asked that are related to personnel or directed at an individual trustee; and,5. May not be asked that are related to contract negotiations.
All of the above are directions provided for in Board Policy No. 1204 - Bylaws of the Board. TheChair may answer, may defer to staff or indicate a question may not be in keeping with the aboveguidelines.
The Board appreciates the public's interest and wants to ensure a professional meeting isconducted, with Question Period focussed on providing guests with the clarification they seek.
Trustees also welcome questions from members of the public apart from Question Period. Theircontact information is available on the school district website.
13. ADJOURNMENT
Recommendation:That the meeting be adjourned at __ p.m.
That the Board of Education approves the Locally Approved Titles, as presented.
BACKGROUND:
The Locally Approved Titles submitted have been reviewed by Instructional Services staff and the Assistant
Superintendent. The material has been reviewed for subject matter, curricular relevance and age
appropriateness.
Agenda 14
Agenda 15
Agenda 16
Emergency Preparedness Mtg. – October 15, 2018 Page 1
Emergency Preparedness Committee Meeting
Minutes
October 15, 2018 4:00 p.m.
SBO - Room 129
Integrity, Excellence, Courage, Community
Present: Trustee Rod Ross, Karen Wagner, Wendy Cook, Mal Gill, Megan Duke, Teresa Ingram, Deah Paton, Sean Oliver Regrets: Kerri Ross 1. Welcome and Roundtable Introductions – Mal
2. Review of the Terms of Reference - All
Langley Board of Education Emergency Preparedness Advisory Committee On January 26, 2016, the Langley Board of Education made the decision to form an Emergency Preparedness Advisory Committee. The intent is to provide a venue where information sharing and dialogue can occur regarding initiatives and supports for emergency preparedness planning for schools.
Terms of Reference
1. To provide an avenue for partner groups within the School District to share information and provide input regarding emergency planning for our school community
2. To review ongoing needs of schools and make recommendations to the Board of Education to support school emergency preparedness planning
3. To provide input into the creation of a long term and sustainable strategy that supports emergency preparedness
4. The committee will consist of 1 Trustee from the Board of Education, the Assistant Superintendent of Schools, an LTA representative, an LPVPA representative, 2 DPAC representatives, and a representative from the District’s Maintenance staff and guest speakers and others as necessary
5. To review the Terms of Reference at least once on an annual basis
Agenda 17
Emergency Preparedness Mtg. – October 15, 2018 Page 2
3. Emergency Toilets for Schools Update - Mal
• We may need to spend more on Emergency Bags
• We need 15-20 bags ($75.00 / bag)
• If every classroom has 1 five gallon bucket is $3.00
• Can we use a bio-bag
• Thought that perhaps K-2 will be the only levels we need to provide buckets in classroom
• Emergency preparedness number bathrooms required should be some ratio of the I number in each school.
• Karen and Mal to discuss the number we need to purchase for schools for their emergency supplies. Will be a requirement within the first hour of an emergency
4. Incident Command Training – Collette O’Reilley - Mal October 22, 2018; SBO – Room 306 8 – 11 a.m. and 12 – 3 p.m.
• Collette will be coming to the District to do an Incident Command Training Session. She is the health and safety manager for Vancouver School District. Megan Duke will bring a binder to our next meeting:
5. Emergency Supply Storage School Survey Follow up – Mal
• Look at emergency bins for schools
• What areas can we use at each of our schools in case of an emergency
• Collette to report back to the Ministry
• Go on a road trip to decide what is best practice.
6. Next Steps for 2018-19 ➢ The committee has decided to invite a CUPE 1260 Rep and a CUPE 1851 Rep - Mal to
connect with both Unions - All
➢ Rapid Damage Assessment for re-entry i. BC Housing offers the course 30 people
ii. Option for Health and Safety iii. Oddessy in February
b. Communication in the buildings c. Process or procedures for releasing students – Mal will check with Alice Bring to next meeting for discussion.
Agenda 18
Ministry of Energy, Mines and Petroleum Resources
Office of the Minister
Mailing Address: PO Box 9052, Stn Prov Govt Victoria, BC V8W 9E2 Telephone: 250 953-0900 Facsimile: 250 356-2965
November 15, 2018 Ref: 105375 Ms. Megan Dykeman Chair, Board of Trustees Langley Board of Education School District 35 Email: [email protected] Dear Ms. Dykeman: I would like to personally thank Langley School District 35 for taking conservation measures in response to the October 9, 2018 natural gas pipeline rupture near Prince George. Your actions, such as turning room temperatures down, reducing hot water use, and other actions to conserve natural gas, have made a difference to ensure that all British Columbians will continue to have access. As you are likely aware, FortisBC has notified customers that gas supply may be 20 to 50 percent lower than normal over the winter, so your continued efforts are greatly appreciated. Langley School District 35 has and will continue to play an important leadership role in our Province, and I would like to thank you again for your support at this critical time. Sincerely,
Michelle Mungall Minister
Agenda 19
The Board of Education of School District No. 35 (Langley)
STAFF REPORT
DATE: November 27, 2018
TO: Board of Education
FROM: Gord Stewart, Superintendent of Schools
SUBJECT: Strategic Plan Development Timeline
RECOMMENDED MOTION:
That the Board of Education receives the Strategic Plan Development Timeline report for information, as
presented.
BACKGROUND:
The Strategic Plan establishes priorities and actions with respect to educational opportunities for students,
proactive planning for maintaining and upgrading facilities, responsible stewardship of resources, creating
a supportive and positive culture for employees, and strengthening relationships with community groups.
It is a cumulative, ongoing process that provides direction and communication regarding the Board’s
goals during the four-year term of the election cycle.
The Strategic Plan aligns with the District’s Mission, Vision and Values.
The Superintendent will coordinate development of a new Strategic Plan within the following timeline:
January to March 2019 Consultation with Partner Groups and Community
April 30, 2019 Final Draft to Trustees for Approval at Regular Board Meeting
May 2019 Community Partners’ Luncheon
Agenda 20
The Board of Education of School District No. 35 (Langley)
STAFF REPORT
DATE: November 27, 2018
TO: Board of Education
FROM: Gord Stewart, Superintendent of Schools
RESOURCE: Karen Beatty, District Principal, ELL/SWIS
SUBJECT: ELL Department/SWIS Program Update
RECOMMENDED MOTION:
That the Board of Education receives the ELL Department/SWIS Program Update for information, as
presented.
BACKGROUND:
The English Language Learning (ELL) Department and Settlement Workers in Schools (SWIS) program
play an important role in supporting our English language learners and newcomers in Langley schools.
In doing so, we also help to promote our District Vision to make the Langley School District an “Inclusive
and Accepting Culture.”
Our District data reflects a growing immigrant population in Langley. In 2018, one in five Langley
students was identified as speaking another language in the home. Our largest language group is
Korean followed by Chinese speakers. Primarily, our District is most culturally diverse in the Willoughby
Slope area, Downtown Langley, Walnut Grove and in the Aldergrove region.
As Langley becomes more diverse, our ELL numbers have also been increasing. Our approximate ELL
1701 numbers were 1371 for the District with 1258 ELL students in the Elementary/Middle Itinerant ELL
Program and 113 students at Secondary. At the same time, our approximate ELL ISP numbers were
1126 for the District with 132 ISP students in the Elementary/Middle Itinerant ELL Program and 994 ISP
students in Secondary schools.
Agenda 21
The Board of Education of School District No. 35 (Langley)
ELL is now part of the Instructional Services Team and our District ELL Teacher has provided numerous
resources for Langley teachers and parents to access on our ELL webpage. Learning a new language and
becoming academically proficient can be a long process. Students may learn social language in a couple
of years. Dr. Jim Cummins found that becoming academically proficient in English, to the 50th percentile
of English-speaking students, took between five to seven years. However, some students can take up to
10 years or more to gain academic proficiency.
Students are better able to manage the content areas of instruction when specific supports are
provided. Research indicates that it is more effective to learn content and language simultaneously than
to try to learn language separately. The Sheltered Instruction Observation Protocol (SIOP) Model is an
incredibly flexible and systematic way to introduce support for ELLs in a wide variety of classroom
settings – including multilevel groupings, grade levels K-12 and in multiple subject areas. Importantly,
the SIOP framework can provide students with grade-level content while promoting the development of
English language proficiency.
We may identify ELL students as a single group; however, many factors such as culture shock,
immigration status or years of previous formal educational experiences can impact how a student will
learn. It is especially important that we understand the complexity of the refugee experience and
provide appropriate supports for these students. Therefore, our ELL teachers learn about their
students’ background and provide instruction that will meet the needs of their students.
Part of learning a language is also understanding the culture of the host country. This is a reciprocal
relationship; as we teach our newcomer students about Canadian culture, we learn about their culture
as well. In order to learn, our ELL students need to feel safe, comfortable and connected to the larger
school community. Therefore, ELL can take many forms as appropriate for the student. In many
instances it is beneficial to introduce the family or the student to a settlement worker.
SWIS SERVICE DELIVERY
Our Settlement Workers in Schools (SWIS) Program is a comprehensive school-based settlement project
that maximizes the integration and settlement of newcomer families. The SWIS program is funded
through a contribution agreement provided by Immigrant, Refugee, Citizenship Canada (IRCC). We write
detailed proposals to the Federal Government every three to five years to continue to fund this
program.
With the funding provided by IRCC, SWIS staff are able to provide settlement activities using District
locations to provide early access for families to address their immediate settlement needs. SWIS serves
three distinct client groups: students, families and school staffs. Given that many of the current
settlement services in Langley are concentrated in the downtown core, SWIS continues to be the only
settlement service provided in many neighbourhoods and geographical regions in Langley Township.
Agenda 22
The Board of Education of School District No. 35 (Langley)
April 2017 to March 2018 was a record contract year for our SWIS program. We are experiencing
growing client numbers, services, staff and changing community needs that reflect a changing
population in Langley City and the Township of Langley. Our SWIS staff organized and facilitated over
100 group sessions/workshops during this fiscal year to 439 clients. In addition, staff have been
providing one-on-one and family information and orientation services to clients, including parents,
youth and children.
Currently our SWIS Program is comprised of six full-time SWIS Workers, a part-time SWIS Coordinator,
and a SWIS Manager. Our two ELL Multicultural Workers work seamlessly with our SWIS staff to support
students, their parents and schools. Immigration, Refugees and Citizenship Canada (IRCC) is funding the
Langley School District for three Arabic SWIS Workers. Last year we moved one of our Arabic-speaking
SWIS workers to Douglas Park Community School/HD Stafford Middle School to work directly with
refugee children and youth on interpersonal issues, conflict resolution, cultural adjustment, and other
settlement issues that children and youth face in schools. With our latest increase in IRCC funding we
have been able to provide an Arabic-speaking SWIS Worker to deliver settlement support to parents and
families in the Aldergrove region. This has met a significant need in that region and schools and families
have reported gratitude for the support that they are now receiving.
We believe that both ELL and SWIS supports contribute to Langley’s ongoing efforts to facilitate an
inclusive learning environment that fosters an inclusive and accepting culture.
Agenda 23
The Board of Education of School District No. 35 (Langley)
STAFF REPORT
DATE: November 27, 2018
TO: Board of Education
FROM: Brian Iseli, Secretary Treasurer
SUBJECT: Budget Process and Timeline (2019/2020 Preliminary Operating Budget)
RECOMMENDED MOTION:
That the Board of Education approves the School District No. 35 (Langley) Budget Process and Timeline
(2019/2020 Preliminary Operating Budget) as presented.
BACKGROUND:
This draft Budget Process and Timeline is intended to be reviewed by the Board of Education at its meeting
on November 27, 2018 for possible approval. In an attempt to engage the school community in earlier
discussions of the budget and to allow time for more thorough analysis of matters that will impact the
budget, the District Leadership Team has decided to bring the draft process forward to the November
Regular Meeting of the Board. The Board has the opportunity to defer final approval to the January Regular
Meeting should it decide more work is required.
The District has adopted the Public Sector Accounting Board (PSAB) reporting standards for budgeting and
financial reporting. Under these standards, the District is required to prepare a budget incorporating the
PSAB format detailed in Appendix A. The approved budget document (Statement 2 – Revenue and Expense)
does not differentiate the separate funds for operating, special purpose and capital, which are components
of Statement 2. While the District is required to budget for special purpose funds and capital activities, this
planning document is focused on Schedule 2 of the PSAB format (Operating Revenue and Expense), which
encompasses the majority of the District’s activities.
BUDGET DEVELOPMENT PROCESS
The District needs to have a budget development process that involves all stakeholders, but at the same
time positions the District to achieve its goal of producing a balanced budget. In order to accomplish this
there needs to be an understanding of the guiding principles behind the budget process along with specific
Agenda 24
The Board of Education of School District No. 35 (Langley)
areas of focus which need to be addressed. In working with the District’s stakeholders, the challenge is to
undertake consultation but maintain final decision-making in the hands of the Board. This is important in
order to reach agreement on a way to allocate financial resources to schools which retains the flexibility of
individual schools to make local decisions (the decentralized DDM model) and at the same time identifying
which elements are best managed centrally.
Guiding Principles and Budget Considerations
Appendix B contains the District’s beliefs, values and guiding principles for budget development. While the
budget is a financial representation of the District’s plan, these beliefs, values and principles primarily
address and support the educational needs of students. Appendix C contains specific budget
considerations that should be addressed as a first step in the development of the 2019/2020 budget. These
guiding principles and budget considerations will direct the decisions which need to take place in order to
accomplish our goal of achieving a balanced budget.
Other Factors in Budget Development
The development of the budget for 2019/2020 will also be guided by several associated logistical processes
and are influenced by economic and legislative realities. These include:
the development and approval of the current year’s amended budget;
the development of enrolment projections for the following year;
the changes to Ministry’s funding model that will be announced in March 2019;
the creation of a status quo budget and the potential use of prior years’ accumulated surplus
strategies;
providing the base for a longer financial sustainability plan for the District.
Appendix D illustrates the timeline in which these elements of budget development will take place.
Consultation with Stakeholders
The District Leadership Team has identified the following stakeholders who will be involved in the budget
development process: the Langley Principals’ and Vice-Principals’ Association, the Langley Teachers’
Association, CUPE 1260, CUPE 1851, DPAC, the Aboriginal communities and the excluded staff group. As
indicated in the timeline document, meetings with these groups will take place throughout January and
February.
The District Leadership Team has worked in the past with a Budget Planning group of principals and vice-
principals. This work has resulted in changes to the resource allocation model that has produced a
Agenda 25
The Board of Education of School District No. 35 (Langley)
budgeting system which is a hybrid of the current DDM model and a centralized model. In addition, as a
result of the work with the principals and vice-principals, the District will continue to guide budget
discussions on the following all-encompassing principle:
The allocation of resources to schools, in schools and in central departments will:
focus on student achievement, recognizing the personalized learning needs of our
students
reflect responsible stewardship in implementing the objectives of the District’s
educational, financial and facilities-related plans
respect the District’s decentralized decision making culture, encouraging creativity
and innovation in meeting the learning needs of specific communities
be sustainable over the longer term while providing the flexibility to address
changing short term needs
focus on equity for all schools and for all students in our schools
address the specific needs of our vulnerable students
include consultation with the District’s educational leaders
be transparent and easily understood, in terms of methodology
The District Leadership Team will also work with the central departments of: Instructional Services,
Professional Services, Learning Support Services, Facilities Services, Maintenance Services, Transportation
and Custodial Services, Human Resources, Administration and Finance, to develop budgets for next year
and beyond. Specific focus will also be directed to revenue producing areas of the District such as rentals
and leases, and the International Student Program.
Amended Budget
The Finance Department is currently working on the Amended Budget for 2018/2019. Information on the
status of the Amended Budget will be discussed with the Finance and Facilities Committee in January and
February, prior to presentation to the public at the February 26 Regular meeting of the Board for final
approval.
Enrolment Projections
The District is required each year to submit enrolment projections to the Ministry for the upcoming three
years. Enrolment projections are due to the Ministry by February 15th and will consist of the following:
school-aged children who are not enrolled in either distance learning or continuing education
programs as at September 30th
Agenda 26
The Board of Education of School District No. 35 (Langley)
students enrolled in distance learning programs as at September 30th, February 28th and May 31st
students enrolled in continuing education programs as at September 30th, February 28th and May
31st
elementary and secondary summer school students
non-graduated adults as at September 30th
students with special needs as at September 30th and February 28t;
Aboriginal students who are not “status First Nations living on reserve” as at September 30th
students who are being provided with ELL support as at September 30th
refugees as at September 30th
In January, members of District staff will begin the process of projecting what enrolments will be in
September 2019. The approach used is a conservative one – rolling forward the current headcount
enrolments to the next grade, adding estimated Kindergarten enrolments and adjusting certain schools
(primarily those on the Willoughby Slope) for growth factors. The Kindergarten and growth factor elements
of the projections are based on the information in the current Baragar Demographics module. Because
Baragar projections are based on historical information of enrolments and migration trends only, District
staff works closely with local governments to modify these historical-based projections to take into account
housing development information and other local knowledge in order to come up with the growth factors
used in the projections.
The enrolment projections provided to the Ministry have to be in the form of FTE and not headcount.
Elementary, secondary grade 8 and 9 and alternate school enrolments will have FTEs equal to their
headcounts. Secondary schools grade 10-12 headcounts are converted to FTE based on historical
information of courses taken. Distributed learning and continuing education program projected
enrolments are determined after discussion with District principals
District Finance Department staff and the District Leadership Team will also be meeting in January with
District principals and directors to obtain information on developing projections for the supplemental
funding categories of Aboriginal, ELL and Special Needs.
Not only will the enrolments supplied to the Ministry provide us with the District’s preliminary funding
estimate for the next school year, they will also inform the budget process in terms of formulating
preliminary staffing levels and resource supports.
Status Quo Budget
The Amended Budget for the current year will serve as the base or status quo budget for 2019/2020. This
is the budget which assumes to provide the same level of service and programming as has been provided
in the current year, adjusted for one-time items. The process of developing the base or status quo budget
is as follows:
Agenda 27
The Board of Education of School District No. 35 (Langley)
The expenditure component of the amended budget for the current year serves as the base and is
adjusted for the following elements to produce a status quo expenditure budget:
o the impact that enrolment changes will have on the following year’s staffing levels
o the addition of known changes in expenditure levels, such as changes in benefit rates and
necessary school and department requests
o the addition of other known cost pressures, such as utilities increases and wage lifts for
exempt staff and principals and vice-principals
o the removal of one-time or non-continuing expenditure items
The revenue component of the amended budget for the current year is adjusted for the following
to produce a revenue budget for the following year:
o expected enrolment changes in all Ministry-funded student and adult categories
o projected growth, if any, in the revenue in the International Student Program
o known changes in provincial core or supplementary funding (after the Ministry funding
model changes announcement in mid-March)
o expected or planned changes in local revenue
The status quo expenditure budget and the preliminary revenue budget are then compared to
determine whether a status quo budget surplus or deficit exists, as illustrated below:
Regardless of whether a status quo surplus or deficit exists, budget strategies and considerations to achieve
the goal of producing a balanced budget for 2019/2020 needs to be determined. Once done, a draft
balanced preliminary budget is finalized for Board consideration and community consultation by early May.
After that consultation, the budget will receive preliminary approval at the May 28, 2019 Regular meeting
with the first and second readings of the Budget Bylaw. As in the past, the Board will allow for the third and
Amended Budget
Expenditures
+/- Cost Pressures
+/- One-time Items
+/- Enrolment Changes
equals
Status Quo Budget
Expenditures
plus
Preliminary Funding
Estimate
equals
Status Quo Budget
Position
Agenda 28
The Board of Education of School District No. 35 (Langley)
final reading of the Budget Bylaw to be done at the June Regular Meeting to allow time for final community
input. The approved budget is due to be submitted to the Ministry by June 30, 2018.
CONCLUSION
The draft Budget Process and Timeline outlined in this document represents a transparent and accountable
way in which to develop a budget for a school district. It contains beliefs, values and guiding principles
which address the educational focus of the District and includes extensive consultation with all stakeholders.
However, the process will be challenging due to the existence of significant cost pressures that will come
into play for next year. These include benefit cost increases; the requirement to fund wage lifts for exempt
staff, principals and vice-principals; the cost of continuing to operate small schools; increasing technology
demands; rising utilities costs; and general inflation. The consultation that is proposed will be focused on
the objective of creating a balanced budget and consequently we will not be able to address requests for
additional funding from individual stakeholder groups unless those requests involve a re-allocation of
resources within a cost savings strategy. Difficult decisions will have to be made by the Board.
The District Leadership Team believes the budget development process outlined in this document lays the
foundation for looking at resource allocation from a District perspective, provides equity for all schools and
creates a cost consciousness all of which will serve to enhance learning opportunities for all Langley students
for years to come.
Agenda 29
The Board of Education of School District No. 35 (Langley)
APPENDIX A
Under PSAB standards the annual budget will have to be submitted in the following format:
Statement 2 – Revenue and Expense
Statement 4 – Change in Net Financial Assets (Debt)
Schedule 2 – Operating Revenue and Expense
Schedule 2A – Schedule of Operating Revenue by Source
Schedule 2B – Schedule of Operating Expense by Source
Schedule 2C – Operating Expense by Function, Program and Object
Schedule 3 – Special Purpose Revenue and Expense
Schedule 3A – Changes in Special Purpose Funds
Schedule 4 – Capital Revenue and Expense
The following is a brief description of the purpose of these statements and schedules:
Statement 2 “Annual Budget – Revenue and Expense” consolidates all revenue and
expense by function for the operating fund (Schedule 2), the special purpose fund
(Schedule 3) and the capital fund (Schedule 4). The presentation of expense by function
rather than by object is a change required under PSAB. The total budget bylaw is
presented at the end and includes expenses and asset purchases from all funds.
Statement 4 “Annual Budget – Change in Net Financial Assets (Debt)” is a PSAB statement
that is required to produce the budget figures for presentation in the audited financial
statements.
Schedules 2 – 2C report operating revenue and expense and are very similar to the
schedules A1-A4 in the old annual budget process. The previous A5 schedule (budgeted
FTE employees) is no longer required.
Schedules 3 and 3A reports the special purpose fund revenue and expenses.
Schedule 4 reports revenue and expense in the capital fund.
Agenda 30
The Board of Education of School District No. 35 (Langley)
APPENDIX B
STATEMENT OF BELIEFS & PRINCIPLES The Board of Education is committed to being responsible stewards of its resources and making budget decisions
which are responsive to the overall District and which support the health and equity of our schools. To emphasize
this commitment, the following budget beliefs and values and budget principles will be employed by the District in
the development of its annual operating budget.
Budget Beliefs & Values 1. We believe that schools exist for learners.
2. We believe every learner can be knowledgeable, skilled and innovative.
3. We believe that learning is a passion for individuals to pursue throughout their
lifetime.
4. We believe that safe and healthy environments contribute to student learning.
5. We value the pursuit of excellence in teaching and learning.
6. We believe that education is a shared responsibility among school, home and community.
7. We value the dedication of our educators and support staff, and the accomplishments of our
learners.
Budget Principles
1. The allocation of human and material resources should be directed to support the Framework for
Enhancing Student Learning, including the School Plans which are focused on improving student learning.
2. The allocation of resources should respond to the diversity of student needs and the vulnerability
of our learners
3. Resources should be provided to all learners at equitable and sustainable levels.
4. Program choices and adjustments should be made in the best interests of students and should be
guided by credible research, successful professional past practice and thoughtful implementation
of new and emerging practices.
5. Student learning is best served when adequate staffing exists at all levels of the organization and
the necessary infrastructure supports are in place.
Agenda 31
The Board of Education of School District No. 35 (Langley)
APPENDIX C
BUDGET CONSIDERATIONS
1. The budget shall be developed in accordance with all legal and legislative requirements, including direction received from the negotiations stemming from the Supreme Court of Canada ruling in favor of the BCTF.
2. How to provide support for School Plans and the Framework for Enhancing Student Learning, including consideration of the structure of the Instructional Services Department.
3. Assess the efficiency and equitability of the District’s current practice and approach to the allocation of learning resources and assets.
4. Assess the model in the Learning Support Services for supporting students with unique needs.
5. Whether to continue providing support for vulnerable students in addition to the Community LINK funding received from the Ministry.
6. Whether to continue providing support for Aboriginal students in addition to the supplemental funding received from the Ministry.
7. How to support continued growth in learning alternatives in the form of off-site alternate and distance education programs to ensure access to quality education for every student in the District.
8. How to ensure maintaining and growing enrolment in the International Student Program so that it supports the needs of the district and of schools.
9. How to maintain a level of District and school level management and leadership support required for an organization of this size and complexity.
10. How to provide a professional growth environment that supports succession planning for leadership at all levels of the organization.
11. How to maintain adequate service levels for non-instructional areas such as building maintenance, bussing, custodial services and technology support.
12. Examine all programs and/or services for the purpose of finding budget savings while continuing to provide adequate support for positive student learning.
13. How to provide support for initiatives for working with community agencies to address the needs of learners in the early years and to promote safe, caring, orderly and healthy schools.
14. How to allocate resources in the Facilities Department to support aging infrastructure.
15. Whether to maintain the practice of using restricted surpluses to support innovative initiatives in schools and equipment and furniture replacement.
16. Recognize that, given the funding constraints facing the District, the future of certain facilities needs to be considered as a strategy for fiscal management.
Agenda 32
The Board of Education of School District No. 35 (Langley)
APPENDIX D
PROPOSED BUDGET TIMELINE
2018/2019 Amended Budget
2019/2020 Preliminary Budget
November Meet with Principals for School budgets
November-December Meet with Central Departments for Central budgets
January District Leadership Team develops Amended Budget
January 15th Financial Update
January-February Meetings with Stakeholders
February 12th Financial Update
February 26th Present Amended Budget
February 28th File Amended 18/19 Budget
March 15th Ministry Funding Announcement
March-April Meet with Central Departments for Central budgets
April Meet with Principals for School budgets
March-May District Leadership Team develops Budget
April-May Board Planning sessions
May 28th First and Second Readings of the Budget Bylaw
June 5th Budget Open House for Community
June 18th Third Reading of the Budget Bylaw
Agenda 33
The Board of Education of School District No. 35 (Langley)
STAFF REPORT
DATE: November 27, 2018
TO: Board of Education
FROM: Brian Iseli, Secretary Treasurer
SUBJECT: Administrative Procedure No. 7050 – Student Records
RECOMMENDED MOTION:
That the Board of Education adopts the amendments to Administrative Procedure No. 7050 – Student
Records.
BACKGROUND:
The attached revisions to Administrative Procedure No. 7050 – Student Records were reviewed at the
September 11, 2018 Policy Committee meeting and brought to the September 25, 2018 Regular Board
Meeting where Notice of Motion was served. The Board requested that this item return to the Board at
the November 27, 2018 meeting along with any feedback.
No feedback has been received.
Agenda 34
BOARD OF EDUCATION SCHOOL DISTRICT NO. 35 (LANGLEY)
ADMINISTRATIVE PROCEDURES MANUAL No. 7050
Date
SUBJECT: STUDENT RECORDS Revised 91 06 17 18 09 25
It is the policy of the Board that student records shall be maintained in a manner that ensures the confidentiality
of information and the privacy of students and their families. Students and Parents, as defined in the School
Act, shall have access to all information in the student record.
As per the Ministry of Education (Permanent Student Record Instructions / Student Records Order), The
Permanent Student Records must be retained by school districts for 55 years after a student has withdrawn
or graduated from school and stored according to school district policy. Student records, either in written
or electronic form, shall be subject to the following regulations regarding content, access and retention
storage.
Agenda 35
REGULATIONS - STUDENT RECORDS 7050R
Introduction
1. The Principal or designate is responsible for the establishment and maintenance of a record for each
student registered in his or her school including security of the access to records (School Act Section
79).
2. The student record consists of all information collected or maintained by the District pertaining to the
student, but does not include notes prepared by and for the exclusive use of a teacher or administrator.
Contents of Student Records
1. Any information placed on a student's record must be done so with the knowledge:
(a) that the student, and his or her parent, as defined in the School Act, have access to all information
contained in the student record (School Act, Division 3 – Joint Rights and Duties 9.1)
(b) that the information is considered to be official documentation of the School District
2. The student's school file shall contain but not be limited to the following:
(a) a copy of school progress and achievement history
(b) individual educational plans
(c) medical information as provided at the option of the parent or public health
(d) a summary of interpretive tests and/or interpretive reports based on such tests. All such entries
shall include the name of the person conducting the test and the entry date
(e) professional assessment reports from staff and/or from outside agencies
(f) demographic information including legal name, birthdate, legal guardianship, citizenship and visa
information if applicable, and other information as required by the Ministry
(g) court orders as indicated by the legal alert
(h) other legal documents (i.e. name change or immigration document)
3. The central school file on a student shall contain a reference to the location of any information that is
being maintained outside the central file.
Removal or Correction of Student File Entries
1. Persons with access rights according to the School Act, Division 3 – Joint Rights and Duties 9.1, may
request the Board principal to correct or remove entries in a student's record.
2. The Principal, on receiving such a request, shall make a ruling.
3. If the Principal denies the request, the applicant shall be informed of the right to appeal through the
District's Appeal Bylaw the record shall be annotated with a notation of the proposed correction and
that the correction was denied.
4. The Principal or designate shall be responsible for the periodic culling of information from student
records that have become dated expired or are no longer of use to the school.
5. Disposal of student information shall be done in a way that preserves confidentiality, as for example,
shredding or incineration.
Agenda 36
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REGULATIONS - STUDENT RECORDS (cont’d) 7050R
Confidentiality of Student Information and Access to Records
1. A student record is confidential.
2. Access to the student record shall be permitted only to the student or a parent of the student as defined
by in the School Act. A non-custodial parent without parental responsibilities for educational decisions
respecting the student, may obtain access to the student record only if:
(a) the custodial parent person with parental responsibilities for educational decisions respecting
the student has consented in writing, or
(b) the non-custodial parent without parental responsibilities with respect to the student is granted
access to the student's record by a court order, or
(c) there is a written agreement between the custodial parent with parental responsibilities for
educational decisions respecting the student and non-custodial the parent without such
responsibilities that permits access to student information.
3. The Principal shall determine which school staff shall be authorized to access a student's record. As a
guideline, staff access should be limited to teachers in direct contact with the student or to support staff
with direct responsibility for the maintenance of student records.
The Superintendent or his designate shall determine and make known to schools, which District staff
have access to student records.
4. The Principal may restrict access of information of a sensitive nature such as social service, medical or
legal documents.
5. In accordance with the School Act Division 3 – Joint Rights and Duties 9.1, the student or the parent
legal guardian cannot be restricted access to any part of the student record.
6 4. Any examination of the student record by a student or parent, as defined in the School Act shall occur
in the presence of the principal or a person designated by the principal to interpret the records. Prior
arrangement shall be required in order to give the administrative officer principal or designate adequate
opportunity to arrange for the examination of the student's record.
Transfer and Storage of Student Records
1. In the event that the student transfers to another school within the District, the entire student record
shall be sent directly to the principal of the receiving school upon receipt of the appropriate request for
records.
2. When a student transfers out of district but within British Columbia, all restricted documents such as
those described in No. 4 above shall be removed and a notation made on the file that these were removed.
The amended file shall be transferred directly to the principal of the receiving school.
Where a Board receives a request from a Board in British Columbia to which a student transfers, the
Board must transfer the Permanent Student Record for the student, together with all documents
required to be listed as inclusions on the form entitled “Permanent Student Record,” together with
the student progress reports for the two most recent years, or a copy of the transcript of grades issued
by the Ministry of Education, together with, if the student is in grade 4, 5, 6 or 7 and the student
progress report does not contain letter grades, a record of those letter grades, and the student’s current
IEP.
Agenda 37
Release of restricted information to the out-of-district receiving school shall be upon receipt of written
request from the principal of the receiving school to through the Director of Schools, and after written
receipt of student (see item 7 below) and/or parent, as defined in the School Act, approval.
3. When a student transfers to an independent school or an educational institution outside of British
Columbia, a copy only of the Cumulative Student File documents set out in paragraph 2 above will
be transferred upon receipt of a written request from the principal of the receiving school. The
original Cumulative Student File is to be maintained at the school as set out below.
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REGULATIONS - STUDENT RECORDS (cont’d) 7050R
4. No records are to be provided to ‘schools’ that are not public schools or independent schools, as
defined in the Independent Schools Act and in British Columbia, listed in the Ministry document
Public and Independent Schools Book.
5. A log tracking system shall be maintained at each school for the purpose of recording all student
record transfers. The log will contain the date of transfer, student name, date of birth, Personal
Education Number (PEN) and destination.
36. Schools shall comply with requests for copies of a student record only when such requests are
accompanied by written authorization to release the information, signed by the student (see item 7
below), or by the parent, as defined in the School Act if the student is still under parental custody. The
authorization record shall be placed in the student file.
7. Before providing a copy of a student record to an educational institution requesting such copy under
items 2 and 6 above, the school must receive written authorization to release the information, signed
by the parent, as defined in the School Act, or signed by the student, if the student is of sufficient age
and maturity to exercise their own information rights (usually 12 years of age).
Retention of Student Records
1. The Permanent Student File includes electronic and paper records as mandated by the Ministry of
Education (Permanent Student Record Instructions / Student Records Order). Documents include
the Permanent Student Record (also known as the 1704 form) and inclusions, and the Official Student
Transcript or the two most recent Student Progress Reports.
2. The Permanent Student Records and Official Transcripts must be retained by the School District for
55 years after a student has withdrawn or graduated from school (Ministry of Education – Permanent
Student Records Instructions / Student Records Order) and stored by the school in which the student
was last registered. After five years, the school will scan the Permanent Record Card and the Official
Student Transcript to the Office Services Department.
In the case of a student’s death before graduation, the Permanent Student Record shall be retained
for 55 years.
3. Inactive student files, including files for students who have successfully completed Grade 12 that were
not transferred or graduated, will be retained by the school Any student record remaining in the school
(not transferred or graduated) shall be kept by the school for a period of five years. At that time, a copy
of the Permanent Record Card or Graduation Transcript shall be sent to the Board Office for micro-
Agenda 38
filming. After five years, the school will scan the Permanent Record Card and inclusions, and the
Official Student Transcript to the Office Services Department. The school Board is only required to
keep the Permanent Record Card, a written record of letter grades where such letter grades are not set
out in a student progress report for a student in grade 4, 5, 6 or 7, and or Graduation Official Student
Transcript or two most recent years student progress reports for 55 years. The following items must
be retained in the student file until the student turns 20 year of age, plus two years for liability
purposes:
- General Student Information
- Withdrawal files – student withdrawal file plus any forwarding correspondence
- Legal restraining orders/custody orders
- Aboriginal Education Information
- ESL core information
- Special Education core data (incl. IEP, safety plans, gifted records, psych and related reports,
psych assessment and related reports
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REGULATIONS - STUDENT RECORDS (cont’d) 7050R
For International core information, the retention period is until the student turns 20 years old plus
two years.
In the event of a school closure, files will be stored at a secure District site and accessed through the
School District office.
4. Contact with, or information pertaining to, students or former students for purposes such as school
reunions shall be handled exclusively by the school, and shall ensure the privacy of the individual
student.
Revised: September 11, 2018
Agenda 39
The Board of Education of School District No. 35 (Langley)
STAFF REPORT
DATE: November 27, 2018
TO: Board of Education
FROM: Brian Iseli, Secretary Treasurer
SUBJECT: Policy No. 4004 – Naming of Schools
RECOMMENDED MOTION:
That the Board of Education adopts the amendments to Policy No. 4004 – Naming of Schools.
BACKGROUND:
The attached revisions to Policy No. 4004 – Naming of Schools were reviewed at the September 11, 2018
Policy Committee meeting and brought to the September 25, 2018 Regular Board Meeting where Notice
of Motion was served. The Board requested that this item return to the Board at the November 27, 2018
meeting along with any feedback.
No feedback has been received.
Agenda 40
BOARD OF EDUCATION SCHOOL DISTRICT NO. 35 (LANGLEY)