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NOTICE OF MEETING Vancouver School Board Secretary-Treasurer’s OfficeCommittee I: November 29, 2013Mike Lombardi Allan Wong Ken Clement Cherie Payne Rob Wynen Maureen Ciarniello, Associate Superintendent Dear Sir or Madam:

Notice of Meeting A meeting of the Management Co-ordinating (Committee I) will be held in Room # 120 of the Education Centre, 1580 West Broadway, Vancouver, British Columbia, on

Wednesday, December 4, 2013 at 5:00 pm Yours truly, Rick Krowchuk Secretary-Treasurer Trustees: Patti Bacchus Ken Denike Fraser Ballantyne Sophia Woo Student Trustee: Nick Milum Senior Steve Cardwell Mark Pearmain Staff: Denise Johnson Rob Schindel Brian Kuhn Janet Stewart Lisa Landry Ian Wind Jim Meschino Reps: Debbie Pawluk, VSTA Alt: Rory Brown, VSTA Gerry Kent, VESTA Heather Allison, VESTA Leann Buteau, VASSA Bev Seed, VASSA Bruce Murton, VEPVPA Rosemary Love, VEPVPA Barb Onstad, PASA Doug McClary, PASA Monica Moberg, DPAC Mabel Sun, DPAC Tim Chester, IUOE Tim DeVivo, IUOE Warren Williams, CUPE 15 Lois Holmlund, CUPE 15 John Pesa, Trades Doug Oates, Trades Brent Boyd, CUPE 407 Adi Pick, VDSC Others: Secretary-Treasurer’s Office Ed. Centre Engineers District Parents Bill Ostrom, Operations Kurt Heinrich Rentals Chris Allen Cafeteria Lynda Bonvillain

VANCOUVER SCHOOL BOARD

COMMITTEE MEETING

COMMITTEE I – MANAGEMENT CO-ORDINATING Wednesday, December 4, 2013 at 5:00 pm

Room 120, VSB Education Centre

AGENDA

Delegations Presenters Items Requiring Board Actions / Motions Reports for Trustees’ Information 1. Year End Calendar (verbal update) Mark Pearmain 2. VSB Communications Plan Update Kurt Heinrich 3. Breakfast Club Ian Wind 4. Sustainability Update Ron MacDonald / Kevin Millsip 5. Fundraising Survey Update Mike Lombardi i) Results from the 2012/2013 VSB Fundraising Survey ii) Review of VSB Fundraising Activities Policy IGDFA 6. BCSTA Provincial Council Motions Mike Lombardi New Business / Enquiries Date and Time of Next Meeting Wednesday, January 8, 2014 at 5:00 pm in Room 120

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November 28, 2013

TO: Committee I

FROM: Kurt Heinrich, Public Relations Manager VSB

RE: Communications Report

A. BACKGROUND The Vancouver School Board Communications Department supports 110 elementary and secondary schools serving roughly 55,000 students and over 8,000 staff, as well as 6 Adult Education Centres. Each year thousands of interesting, powerful and positive stories are generated from our school communities. The work of the VSB Communications Department is to discover and document these stories and to help our schools celebrate their accomplishments in the broader community. The addition of a Community Engagement Coordinator for 2013/14 has enabled the department to develop and begin to implement an innovative social networking campaign to support schools, with the tools they need, to effectively tell their stories to their neighbourhoods. This campaign includes a focus on the development of media pitches, web stories, internal communications collateral, external marketing material and social media content. The district has chosen to utilize a variety of means to demonstrate to both local and international audiences that Vancouver is the place to be in order to obtain a first-class, high quality public education. B. COMMUNICATIONS GOALS These goals guide the work of the VSB Communications Department:

Promote the Vancouver School Board’s schools and programs as the best choice for education in British Columbia and to help boost the district’s enrollment.

Showcase the VSB’s core purpose and strategic priorities within all communications initiatives. Inform and engage VSB staff about the incredible initiatives happening around district schools

every day. Bolster positive perceptions around public education. Engage and inspire parent communities and staff in schools to promote their schools within their

communities.

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C. TARGET AUDIENCES Students Principals and Vice Principals Staff Teachers Administrators Parents VSB Stakeholders and Partners School Community Members Parent Bloggers

Vancouverites Members of the Media Educators in Other Districts Legislators at the municipal and

provincial level International families

D. COMPARISON VSB SOCIAL MEDIA METRICS

May 16, 2012:

Facebook Twitter YouTube Flickr

Total Likes – 670

900 Tweets 280 Following 1,538 Followers

32 videos

2 RSA videos

15 subscribers

10,140 video views

65 Sets of Photos

Photos viewed 53,240 times.

November 22, 2013:

Facebook Twitter YouTube Flickr Pinterest E-Newsletter

Total Likes – 1,201

3309 Tweets 354 Following 3098 Followers

133 videos

4 RSA videos

87 subscribers

40,466 video views

207 Sets of Photos

Photos viewed 468,484 times.

55 followers

128 pins

58 subscribers

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E. COMMUNICATIONS INITIATIVES

Communications Strategies Strategy Type Opportunity/Objective

Current and Ongoing Strategies

Proactively identify, develop and pitch positive school and district stories

External Relations Leverage the wide-range of amazing stories in the district to enhance the VSB’s external reputation and showcase the colour and diversity of the district. Pitch stories to TV, radio, print and online news sources to share our stories in order to frame public education as the best choice for all types of learners in Vancouver. Promote all positive VSB stories through the VSB website, the Superintendent’s VLOG and VSB social media channels including twitter, YouTube, Pinterest, Flickr and Facebook.

Media relations outreach to specialty publications (i.e. arts, science, health, cycling, food, etc.)

External Relations Many specialty magazine publications reach audiences un-touched by traditional media and advertising campaigns. By directly reaching out to these publications, the VSB can expand our presence to new audiences. Pitches would be subject specific, i.e. targeting arts publications with a story specifically about Nootka Fine Arts Elementary or a specific arts event

Op-ed strategy External Relations There are many opportunities in mainstream media to take a leadership role around educational policy issues as well as in public education advocacy.

Parent blogger campaign External Relations Parent bloggers have thousands of followers, many of whom are in the midst of deciding on whether to send their students to public or private school. This represents a fantastic opportunity for engagement. Reaching out to these publications on educational topics such as homework or kindergarten registration processes could help us raise our schools’ profiles.

Support school-based external relations

External Relations Many schools have enthusiastic staff who are willing to identify and promote their school stories. The district will provide mentorship, advice and support around media relations and pitch development.

Video production showcasing programs and events

Marketing Videos present an opportunity to connect with the VSB’s diverse communities in a visual way. The aim is to produce a wide range of short 1-2 minute videos highlighting the inspiring events and programs in our schools. These videos would then be embedded on the district website.

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Kindergarten registration campaign

Marketing The Kindergarten registration campaign sought to rebrand the VSB’s registration process with new brochures, posters and online resources with a fresh look and easy to understand content. Drawing on market research, the campaign featured a new RSA instructional video, collateral that highlighted the district’s kindergarten choice programs and neighbourhood school registration process as well as school banners for all district elementary schools. Ad buys were made in both local media and online to inform parents about getting registered. Collateral was also sent out to daycares, pre-schools, libraries and community centres across the City.

Pre-school and day-care brochure Marketing Parents make early decisions about the schools to which they will send their children. The sooner we inform parents about the wide-range of services and educational options we offer, the better. Pre-school and Day-care facilities represent one of the first outlets to connect with parent communities.

Elementary school promo videos Marketing We are currently in the first phase of producing a series of short elementary school videos that will showcase the unique nature of the school communities. The videos feature background footage of the school’s students learning in an active and engaging environment and overlays interviews from teachers, parents and administrators about why their school is so terrific. The district currently is producing six videos, which will be embedded on school websites.

Adult education outreach campaign

Marketing The Adult Ed Registration campaign is designed to connect with potential students of the program through a variety of marketing and communications tactics including the development of specialized brochures for potential new Canadian students, students looking to upgrade and students who have had challenges in the mainstream system. This material would then be sent to targeted referral agencies and organizations as well as City partners. We also plan to launch an online, bus and print advertising campaign in addition to incent local students (and alumni) to share their own stories of success. These stories can be used to elicit media pitches and for internal and external promotions. Meanwhile we will also work with Adult Ed Centre staff to explore potential grassroots engagement targets.

VSB internal e- newsletter

Internal Comms There is a lot of good news happening around the district that can be shared by VSB administrators with their own school community. The VSB e-newsletter is distributed once a month and features key news stories, positive media stories, photos and videos. There is also an external version that is sent out to a growing parent subscriber list.

Curate and expand school-based digital channels

Internal Comms Schools have on the ground access to thousands of followers through Facebook and Twitter. In many cases administrators and teachers also maintain blogs. In many cases, these channels allow

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for direct access to the school community. By taking a more active role in curating and promoting district news/events through these channels, the district can expand our presence within social media.

Media training workshops for VSB Staff and Administrators

Internal Comms Staff are frequently asked to comment in the media about positive events – media training will increase their comfort and also ensure everyone stays on message. Ideally it will also encourage staff to consider possible news stories and provide them with an understanding of demands of print and broadcast media.

Aboriginal success story posters Internal Comms Aboriginal students are a particularly vulnerable group. It is easy to focus on challenges, but in many cases, our aboriginal students are succeeding. This poster campaign is meant to connect with other aboriginal students to inspire them with their peers’ success.

Future Strategies Summer festival public engagement

Marketing Create a presence via an information booth at local events (i.e. Car Free Days, Neighbourhood Community Fairs) and other public gatherings to promote Vancouver schools and public education. This will be done in collaboration with the community school teams.

Secondary student film competition

Internal Comms There is so much creativity happening around the district. Many VSB student programs are engaged in video production – this strategy would marshal this creativity to promote the VSB

Engage and educate independent Pre-Schools and Daycares about VSB

Engagement Once several family of schools brochures are completed we intend to reach out and connect with daycares in the area to provide information session (in conjunction with local school principals) about the great offerings of VSB public schools.

This report is presented for information purposes.

December, 2013 To: Committee I – Management Coordinating Committee From: Rick Krowchuk, Secretary Treasurer

Ian Wind, Manager Purchasing & Administrative Services Subject: Breakfast Programs Overview The Management and Coordinating Committee received a presentation from the Breakfast Club of Canada (BCC) at its October 2, 2013 meeting. This report provides information to the Committee regarding the Breakfast Programs currently operating within our district. There are currently 12 Breakfast Programs managed by VBE Food Services in Vancouver Elementary Schools that serves approximately 640 students per school day.

Elementary School 2013-14

Approximate # Students Served/day

Britannia 35

Brock 50 Carleton 45 Champlain Heights* 80 Grandview 51 Hastings 60 Macdonald 32 Mount Pleasant 59 Nightingale 51 Norquay 80 Seymour 40 Thunderbird 59

Total 642

*New site 2013/14 Model of Service Generally breakfast programs operate in schools that also provide a school lunch program. An additional 1.5 hours is added to the IUOE lunch program worker’s shift to provide breakfast. Breakfast meals are prepared on-site, using the same school kitchen facility as is used for the lunch program. Breakfast food and supplies are ordered from VBE lunch program contracted suppliers. VBE Food Services oversees:

business operations provision of food & supplies in accordance with the Healthy Eating Guidelines permit and license requirements in accordance with Vancouver Coastal Health menu selection and support charitable donations kitchen equipment and facilities maintenance

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Funding The direct cost of food and labour is funded by charitable donations. Any shortfall is funded by CommunityLINK. The following table outlines the budget and funding for 2012/13.

2012/13 Budget Year Value (rounded) food & labour $186,000 charitable donations $131,000 CommunityLINK grant $ 55,000 $186,000

Charitable Donors A few charitable donors have provided funding for the program for over 20 years. New partners, including Breakfast Club of Canada (BCC) have committed funding for at least 3 years to support existing programs, or open new ones. One time donations are received ad-hoc.

Summary of 2012/13 Operating Cost

Charitable Donation & CommunityLINK Grant

DONATIONS COMMUNITY

LINK

School CIBC Wood Gundy

Breakfast Clubs

Canada

Other Charitable

Donors

Total Donations

Funding

Britannia $ 11,250 $ 4,167 $ 3,000 $ 18,417 $ 720

Brock $ 12,000 $ 12,000 $ 497

Carleton $ - $ 11,423

Grandview $ 11,250 $ 4,167 $ 15,417 $ 2,319

Hasting $ 4,167 $ 12,636 $ 16,803 $ -

Macdonald $ 14,398 $ 14,398 $ -

Mount Pleasant $ 11,250 $ 4,167 $ 15,417 $ 9,338

Nightingale $ 4,167 $ 5,000 $ 9,167 $ 8,834

Norquay $ - $ 12,883

*Queen Victoria

$ - $ 9,372

Seymour $ 11,250 $ 4,167 $ 15,417 $ (912)

Thunderbird $ 14,574 $ 14,574 $ -

$ 45,000 $ 25,002 $ 61,608 $ 131,610 $ 54,474

*Program closed June 30 2013, due to minimal participation

Breakfast Clubs Canada (BCC) BCC approached VSB in 2011/12 with a commitment to fund existing Breakfast Programs for 3 years at $25,000 per year. This amount was increased to $35,000 in 2013/14 and will support eight sites. The agreement with BCC includes:

3 year funding (2011/12 – 2014/15) Site visits by BCC staff to support programs Donation of Minute Maid Orange Juice* 2-3 Financial Reports/year – prepared by Food Services Joint media if and when agreeable by both parties

* Value of donation $2500. Approx. quantity 2000 - 1 litre containers/year

The eight sites supported by BCC this year are as follows:

School BCC* Funding

Britannia Elem 4,375

Mount Pleasant 4,375

Seymour 4,375

Grandview 4,375

Nightingale 4,375

Norquay 4,375

Carleton 4,375

Hasting 4,375

Total Funding 35,000

Benefits of Breakfast Programs

Improving nutritional status and supporting healthy living through healthy food choices

Providing a warm, safe place for children who would otherwise be left alone in playgrounds or homes

Helping students to be more attentive and energetic learners Providing a connection to a key adult person at school (which is shown to improve

student success in inner city schools) Builds learning communities by providing services that extend the school day Relieve stress in students who may worry about being nourished in the morning Providing an important social element by bringing students together for a common

meal Other Breakfast Programs Other models of Breakfast Programs are coordinated directly at schools using a variety of funding and on-site coordination of supplies & services. This report is provided for information.

Date: December 4, 2013 To: Committee I – Management Coordinating Committee

From: Ron Macdonald, Manager of Energy and Sustainability Kevin Millsip, Sustainability Coordinator Re: Sustainability Update BACKGROUND

This item presents an update on sustainability activities within the VSB.

A verbal update will be provided at the meeting and a summary handout is attached.

This is for information only.

Attachment A: Sustainability Update Handout, Dec 4, 2013

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Page 1

Sustainability Update Handout for Committee I Meeting: Dec 4, 2013

Ron Macdonald and Kevin Millsip

This handout provides an update on recent and upcoming sustainability activities within the VSB.

Recent Activities (2012-2013) Theme Activity Update and Status

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Energy Management

Energy Manager position vacant from Sept 2012 to May 2013

Facilities staff carried base energy manager and carbon reporting activities through 2012/2013

VSB rejoining the BC Hydro energy manager program (commenced June 2013)

Climate Action

Funds received from previous year’s Carbon Neutral Grant Program (CNCP) have supported projects including replacement of aging boilers, tankless (on-demand) water heaters, advanced window film coating application, and purchase of electric vehicles

Was

te

Man

agem

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Organics Diversion

Operations worked with new waste contractor to develop an organics diversion program. Discussions under way to implement a pilot program.

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nspo

rtat

ion

Transportation

Modo (car sharing) program established May 2012

Electric vehicles (EV) charging stations installed at U-Hill Secondary and King George (Provincial incentive funding) and at Ed center (City of Vancouver incentive funding)

ATC (Active Transportation

Committee)

Providing cycling Pro-D

50 free bike racks from UBC being disseminated to schools

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stem

Local food systems

Think&EatGreen@Schools (TEGS) end of year 4. Since 2011 $40,000 in small grants, 44 schools involved, 369 UBC undergrads working directly with VSB schools

106 fruit trees disseminated to VSB schools (from Park Board)

Food Learning Lab

Working to increase local food procurement in the VSB.

School Market Gardens

Market gardens at 2 secondary schools in operation

Hire a farmer RFP – to investigate possibility of growing more food on VSB sites for VSB use

Stu

dent

In

itiat

ives

Student Sustainability

Initiatives

Student-led sustainability conference (Jan 2013)

ECHO Network

C3 conference – Nov 2013

Attachment A

Sustainability Update: Handout for Committee I Meeting: Dec 4, 2013

Ron Macdonald and Kevin Millsip

Page 2

Upcoming Activities (2013/2014 and beyond)

Theme Activity Activity Underway or Planned

Sus

tain

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ity

Pla

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g

Sustainability Action Plan

Sustainability Audit (January to May 2014)

RFP issued November 20, 2013

Development of a Sustainability Action Plan

Formation of the Sustainability Advisory Committee

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Development of a multi-year strategic energy management plan.

Lighting upgrades for 10 sites in 2014/2015

Continuous optimization program through BC Hydro. (18 sites, four year energy optimization program)

Pursuing Fortis (natural gas) incentive programs

Climate Action

Carbon Neutral Reporting for 2013 calendar year

Submission of funds for purchase of carbon offsets (June 2014)

Carbon Neutral Grant Program (CNCP) Application 2014/2015

Capital Planning

Ongoing dialogue with facilities planning and development about building energy and sustainability systems

Development of Sustainability needs and trends documentation for capital planning

Was

te

Man

age

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t Waste Management

VSB will be working to comply with required bylaws to have a diversion program in place by the deadline of the end of 2014

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ion

ATC (Active Transportation Committee)

Develop an outline for a school based, week long, car free festival

Have ACT provide feedback to Planning on seismic projects re: cycling planning

Active Transportation related plan for the VSB

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s

Local Food systems

Develop legacy plan for continuation of key TEGS components

Food Action Plan

Bring to board after completion the sustainability audit which include a multi-year plan with targets for food related projects and activities

Develop funding proposals for key plan projects

Hire a Farmer Look to implement report recommendations (if applicable)

Market Gardens Possible 3rd location for school market garden

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Student Sustainability Initiatives

Completing water fillings station retrofits for secondary schools that have requested them

Launched a Sustainability Grant initiative for student-led school –based projects. Each secondary is eligible for a grant of $1,000

Destination Conservation - 3 year initiative with several schools

“Energy Ambassadors” program at one secondary school in 2013/2014

Continue to support ECHO and C3

VSB Fundraising Survey 2012 / 2013

VSB Fundraising Survey 2012/2013

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0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

Grant Applications outof 93 responses

PAC initiatedfundraising out of 84

Individual/communitydonations out of 62

Corporate donationsto schools out of 42

Direct appeals forfunds to

parents/communityout of 51

Other out of 32

100%

90%

67%

45%

55%

34%

Which fundraising activities has your school been involved with in 2012/2013? 93 responses

Other Fundraising Activities – 32 responses

Spellathon, Walkathon, Mathathon and Scholastic Book Fair (run by Staff) 6 responses

Student council based fundraising 5 responses

Grade 7 fundraising for camp 4 responses

School initiated fundraising 4 responses

Grad committee; Student Clubs, Music Society, Mini School, Drama Department 2 responses

UNICEF, Adopt a Village/School, Child Run 2 responses

Media releases, panel discussions, community partners sales, contacting levels of gov’t 2 responses

Ticket and merchandise sales 2 responses

International students 1 response

Five vending machines, Music Society that is actively fundraising 1 response

Sales, carnival (Technival ), raffle, dances, 1 response

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VSB Fundraising Survey 2012/ 2013

4

$0.00

$500,000.00

$1,000,000.00

$1,500,000.00

$2,000,000.00

$2,500,000.00

$3,000,000.00

GRANTS PACFUNDRAISING

INDIVIDUALCOMMUNITY

CORPORATEDONATIONS

DIRECTAPPEAL

OTHER

$1,150,854.00

$851,837.00

$505,034 $334,679 $379,222

$232,610

Approximate amount of money raised by schools by category. Total amount raised by all schools: $3,454,236

86 responses 7 skipped

VSB Fundraising Survey 2012/ 2013

5

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

GRANTS PACFUNDRAISING

INDIVIDUALCOMMUNITY

CORPORATEDONATIONS

DIRECTAPPEAL

OTHER

33%24.60%

15% 9.70%10.97%

6.73%

Percentages of all money raised by category. Total amount raised: $3,454,236.

86 responses 7skipped


6

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

Yes response total 54 No response total 28

66%

34%

Does your school have Fundraising Guidelines?


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0.00%

10.00%

20.00%

30.00%

40.00%

50.00%

60.00%

70.00%

80.00%

90.00%

100.00%

Collaborative Effort Process, Policy, Guidelines Other ‐ primary healthy livingguidelines

38.65% 36.13%

25.21%

Schools that have guidelines decide through:


8

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

Yes No

79%

21%

Is Your School Aware of the VSB Policy on Fundraising? 82 responses 11 skipped question


9

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

Yes No

98%

2%

Is your school involved in Philanthropic Fundraising? 82 responses 11 skipped question


10

0.00%

5.00%

10.00%

15.00%

20.00%

25.00%

30.00%

35.00%

40.00%

45.00%

50.00%

12.28% 10.50% 10.50% 8.77% 8.77% 8.77% 7.00% 7.00%5.20% 5.20% 3.50% 3.50% 1.75% 1.75% 1.75% 1.75% 1.75%

How are the Funds Raised Utilized in the School? 57 responses

VSB Fundraising Survey 2012/2013EFFECTS OF FUNDRAISING ON ADMIN/ STAFFEnormous amount of energy from administration, staff and parents to:

• write grants

• find free field trips and presentations for students

• connect with donors

BENEFITS FROM FUNDRAISING• Playground equipment

• Breakfast programs

• Support for needy families

• School gardens

• Technology

• Grad events, athletics, field trips and sports activities

• Library books

• Community building

• Helps with minimizing the effects of the provincial budgetary shortfalls

• Helps the PAC focus on their goals and work on initiatives to benefit all students

• School ‐ community building

• Community building

• Cultural learning

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VSB Fundraising Survey 2012/2013PROS of FUNDRAISING:

• Benefits the students and brings our parent community and staff together in a very positive way.

• Involves students in positive experiences of reaching out, creating, and learning.

• All philanthropic fundraising involves the students and often are initiated by them.

• Provides our school with technology, a playground, and programs that broaden the student’s school experience.

• Keeps our technology current and our programs enriched to maintain our population of students whose families can afford to send their children to private schools in the neighbourhood.

• Enables us to assist our partner school with money for field trips etc.

• Involves parents in the school through volunteer time as well.

• Provides opportunities, resources, accessibility, community building and is a huge focus to improve our school.

• Is intricately embedded in the fabric of the operation of schools. The operations of schools and support of at-risk students would be severely and negatively impacted.

• Gives us autonomy to generate funds specific to the interests of the school.

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CONS of FUNDRAISING:

• PAC should not have to fundraise and sponsor playground equipment for the children as other members of the community also benefit from the PAC's generosity and could contribute as well.

• The school should not be a marketplace.

• Puts considerable stress on students, staff, parents, and the larger school community to have to constantly think about supporting activities that are part of the normal life of the school.

• Puts too much pressure on parents.

• Too much is needed to meet the learning and growing needs of our students.

• Not only are parents supplementing gaps in instruction due to cuts (music, arts) and activities reliant on teacher volunteer time (sports, intramurals); but now also to purchase core assets (playgrounds) and fund 21st century learning (technology).

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Item 5VANCOUVER SCHOOL BOARD

HOME I CONTACT I MV \lSB

HOME) ABOUT VSB > POLICY MANUAL) IGDFA: FUND-RAISING ACTIVITIES

IGDFA: Fund-Raising Activities Classification: I: Instructional Code: IGDFA

The Board of School Trustees (the "Board") appreciates that fund-raising at the school level is often necessary if a school wishes to improve the level of extra-curricular activities or if a school wishes to purchase equipment that is not supplied by the Ministry of Education or the Board. The fund-raising activity can often be a rewarding event for the students, parents, and teachers. The common goal of the event can be an excellent life skills lesson and enhance the curriculum. To ensure that individual schools and parent advisory committees (DPAC's) are allowed to retain their initiative in involving communities, the Board will continue to support decision-making for fund raising at the local school level.

Purpose of Fund-Raising

Fund-raising activities should be pre-defined and have a clear purpose. If fund-raising activities are planned, there should be involvement of school administration, staff, and the PAC's. Goal setting should be reviewed at the start of each year. Parent involvement in fund-raising is essential, and all parties sliould work to avoid misunderstandings. Where student counCils or graduation committees are participating in fund-raising, it is important that the goal of the activity be communicated to the PAC and parents. Fund-raising goals should be directed to items and expenditures that are not supplied by the Board or Ministry of Education; for example, fund raising for prescribed or authorized texts supplied by the Ministry is inappropriate. Schools may also be involved in some philanthropic fund-raising activities, and the organizers should be sensitive to the total demands being placed on a community.

When the goals of a fund-raising activity have been achieved, an accounting should be made to the PAC, school, and community. Where there are surplus funds follOWing the expenditure on an item or service, the funds should be placed in the same account for next year or appear as an agenda item to be discussed. Fundraising is not seen as a means to acquire a bank account of uncommitted funds. Although funds should be expended for the committed purpose, an operating account with a reasonable balance may be maintained.

Nature of Fund-Raising Activities

When selecting a fund-raising activity, the school staff and/or PAC should review and abide by the following criteria:

• the activity should be consistent with stated Board policy, e.g. nutrition policy, casino nights; • the activity should be consistent with the Board's educational goals for the students; • the activity should be acceptable to the community and be sensitive to the values of the community; • the activity should avoid unsupervised soliciting.

Participants in Fund-Raising Activities

Although fund-raising activities often involve parents, students, and teachers working together, there must be no coercion or pressure to obtain the involvement. In addition, age of student participants should be taken into consideration when selecting a fund-raising activity. The fund-raising event should be planned around the voluntary participation of students, teachers, and families. Where there are cases of financial need, the school should be sensitive to the possible embarrassment of students, parents, or guardians. Parents have the right to not participate in an activity. In addition, as some parents consider competition in fund-raising to be unhealthy, the school and/or PAC should be prepared to respect this position.

Accountability for Funds

The Board recognizes the different methods presently employed in the handling of funds raised by schools, student councils, and PAC's. A fund-raising group must adopt a consistent approach that is meaningful to the group and provides regular financial statements to all concerned. In order to monitor the situation, all schools and PAC's will submit an annual report of their major fund-raising activities to the associate superintendent area. The report will include the goals for the year, the method used to raise funds, the total amount raised, and expenditures during the year.

When students and/or staff are sponsoring an event, a separate trust ledger card can be set up. The banking and signing authority will be most often through school accounts and the One-Write System. Where the PAC retains sponsorship for the fund-raising, the committee must choose to use one of the three systems:

• PAC's may use the school's One-Write System, if desired. A separate trust ledger card can be used with statements submitted to the PAC. The school will be responsible for banking monies, and the ledger card will be available to the parents upon request. Under this system, the principal will require written authorization of the PAC executive before the spending of funds.

• PAC's may open a bank account in the name of the group. Any two of three designated members of the executive are named as authorized signatories of the account. Regular financial statements will be presented to the PAC executive and community. Individual members of the PAC may be held liable for the woup funds.

• PAC s raising and handling large sums of money may wish to consider incorporation under the S.c. Societies Act. This protects individual PAC members who act in a responsible manner from being personally liable for the funds. In these circumstances, a bank account will be opened in the society's name, with any two or three designated members of the executive as signatories.

If an PACpetitions to become a society, its constitution should include a section ensuring that the principal of

the school is a non-voting member of the executive and is present at meetings. The PAC should not be independent from the school.

Some fund-raising activities have involved the receipt of substantial donations and the establishment of trust� funds. Where the donation is made to the Board, the funds can be held in a separate trust account by the� Board and later be returned to the school for administering. These funds will be acknowledged with the� Board's registration number for tax deductible purposes and be eligible for a tax receipt.�

Funds of a permanent nature (I.e. principle is invested to earn interest and only the interest income is� expended) may be administered by the Accounting Division of the Board, in accordance with the instructions� set out by the school. Scholarship funds fall under this category, and it is recommended that scholarship� funds be administered by the Vancouver School.�

DMT Responsibility: SUPT.�

Cross References:� IGD: Co-Curricular and Extra-curricular Programs; JL: Student Gifts and Solicitations; fiCA: Field Trips and� Excursions� Adopted Date:� Monday January 16, 1989� Revision Date:� Aug 1990 Sep 1994 Jan 1999 Feb 1989

( IGDFA-E: Fund-Raising Activities up IGDH: Contests for Students)

November 28, 2013 TO: Board of Trustees Cc: Senior Management Team Jim Meschino, Director of Facilities Standing Committee Recorders FROM: Rick Krowchuk, Secretary Treasurer RE: Submission of Proposed Motions – BCSTA's February 21-22, 2014 Provincial Council Meeting This is to advise the process for submitting of proposed motions to the BCSTA's Provincial Council Meeting on February 21-22, 2014.

1. As per the BCSTA's bylaw 7(m), all Provincial Council motions must be of an "emergent" nature – i.e., cannot wait until the Annual General Meeting.

2. To provide enough time for motions to be reviewed by BCSTA's Legislative Committee and for approved motions to be sent out to all boards for review prior to the meeting, all proposed motions must be received at the BCSTA office by January 17, 2014.

Given that BCSTA wants any motions for Provincial Council to be submitted to them by January 17, 2014, any proposed motions will need to be approved at the Board meetings on December 16, 2013 or January 13, 2014. In order to facilitate the drafting and Board approval of proposed motions flowing from the five Standing Committees, the following schedule for motion preparation and approval is proposed.

Committee Type of Motion Committee Meeting Date Board Meeting Date for Motion Approval

I Emergent December 4, 2013 December 16, 2013

II Emergent December 18, 2013 January 13, 2014

III Emergent December 11, 2013 December 16, 2013

IV Emergent December 4, 2013 December 16, 2013

V Emergent December 11, 2013 December 16, 2013

On the dates noted above, please add, BCSTA Provincial Council Motions, as an item on the Committee agenda. Any proposed motions from the Committee(s) will be presented to the Board for approval.

Item 6

Vancouver School Board · NOTICE OF MEETING Vancouver School Board Secretary-Treasurer’s Office ... every day. Bolster ... increase their comfort and also ensure everyone stays

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