BOARD OF EDUCATION REGULAR PUBLIC MEETING AGENDA. April 10, :00 p.m.

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1 BOARD OF EDUCATION REGULAR PUBLIC MEETING AGENDA School District No. 43 (Coquitlam) Winslow Centre, Gymnasium 1100 Winslow Avenue, Coquitlam, BC Our mission is to ensure quality learning opportunities for all students of all ages April 10, :00 p.m. ACKNOWLEDGEMENT OF TERRITORY A. ACCEPTANCE OF AGENDA B. INTRODUCTIONS a) Partner Groups: SLC, DPAC, CUPE, CTA, CPVPA b) District Leadership Team C. DELEGATIONS / PRESENTATIONS D. EDUCATION E. APPROVAL OF CONSENT AGENDA (7:05 pm) a) Approval of February 20, 2018 Regular Board Meeting Minutes b) Trustee Calendar Planning Report for Information (Pages 4-6) c) Trustee Reports for Information (Page 7) F. RESPONSE TO PREVIOUS DELEGATIONS G. DISTRICT STAFF REPORTS (7:15 pm) a) Superintendent Patricia Gartland i) News & Events (10 minutes) ii) Amendment to 2018/19 and 2019/20 School Calendars (Pages 8-10) Gerald Shong (10 minutes) Page 1 of 36

2 Board of Education of School District No. 43 April 10, 2018 Public Board Meeting Agenda G. DISTRICT STAFF REPORTS CONTINUED (7:35 pm) b) Secretary-Treasurer i) Taxpayer Accountability Principles Chris Nicolls (Pages 11-21) (10 minutes: Presentation/ 5 minutes: Trustee Questions) ii) Accumulated Surplus Policy & Sustainable Multi-Year Educational & Financial Planning (Pages 22-26) iii) 2018/19 Five Year Capital Plan Bylaw (Pages 27-32) 1. Motion required to hold all three readings of bylaw at this meeting 2. Three readings, final passage and adoption of bylaw Chris Nicolls (10 minutes) Ivano Cecchini (10 minutes) H. UNFINISHED BUSINESS (8:10 pm) a) Blakeburn Lagoons Park Ivano Cecchini (Pages 33-34) (10 minutes) I. QUESTION PERIOD (8:20 pm) (10 minutes) (for questions that relate to agenda items only) a) Trustees b) Gallery J. NEW BUSINESS (8:30 pm) a) 2018/19 Preliminary Budget i) Overview of Budget Process Chair Palmer Isaak (5 minutes) ii) Presentation of 2018/19 Preliminary Budget iii) Questions from Trustees & Gallery K. NOTICES OF MOTION Chris Nicolls & Nita Mikl (45 minutes) (30 minutes) L. BCSTA ITEMS OF BUSINESS (9:50 pm) a) Metropolitan Branch Report Trustees Cahoon & Denison b) BCPSEA Report Trustee Thomas c) Provincial Council Report Trustee Hobson d) DPAC Report (Page 35) Trustees Sowden, Denison & Cahoon e) SLC Report (Page 36) Trustee Denison f) ELL Consortium Report Trustee Cahoon g) Coquitlam Foundation Report Trustee Cahoon Page 2 of 36

3 Board of Education of School District No. 43 April 10, 2018 Public Board Meeting Agenda M. QUESTION PERIOD (10:00 pm) (10 minutes) (for questions that relate to agenda items only) a) Trustees b) Gallery N. ADJOURNMENT (10:10 pm) ANNOUNCEMENT April 17, 2018, 6:30 pm April 24, 2018, 7:00 pm Location: Special Public Board Meeting An opportunity for stakeholders to present feedback to the Board on 2018/19 Budget (please note that prior registration required) Regular Public Board Meeting Final presentation and approval of 2018/19 Budget Winslow Centre Gymnasium, 1100 Winslow Avenue, Coquitlam, BC Contacts regarding agenda items: Kerri Palmer Isaak, Chair Chris Nicolls, Secretary-Treasurer/CFO Alisha Walsh, Executive Assistant Page 3 of 36

4 BOARD OF EDUCATION Calendar Planning April 10, 2018 CONSENT AGENDA Regular Public Board Meetings commence at 7:00 pm Special Public Board Meetings commence at 6:30 pm unless otherwise stated DATE MEETING LOCATION APRIL 2018 MAY Board Meeting Winslow Centre, Gymnasium 17 Board Meeting (Special) Winslow Centre, Gymnasium 24 Board Meeting Winslow Centre, Gymnasium BCSTA AGM Sheraton Vancouver Airport JUNE BCSTA Provincial Council Sheraton Vancouver Airport 8 Finance & Audit Committee Meeting District Office, Board Room 15 Board Meeting District Office, Board Room 29 Finance & Audit Committee Meeting District Office, Board Room 5 Board Meeting District Office, Board Room Dr. Charles Best Commencement Ceremony (Trustee Representative: Diane Sowden) Inquiry Hub Commencement Ceremony (Trustee Representative: Barb Hobson) Encompass Commencement Ceremony (Trustee Representative: Judy Shirra) Queen Elizabeth Theatre Inlet Theatre Vanier Centre Gymnasium 14 District Retirement Event Hard Rock Casino Aboriginal Education Honouring Ceremony (Trustee Representative: Carol Cahoon) Gleneagle Commencement Ceremony (Trustee Representative: Chuck Denison) Finance & Audit Committee Meeting rescheduled to May 29 Centennial Commencement Ceremony (Trustee Representative: Keith Watkins) Pinetree Commencement Ceremony (Trustee Representative: Barb Hobson) CE, CLC & COL Commencement Ceremony (Trustee Representative: Carol Cahoon) Centennial Secondary Theatre Queen Elizabeth Theatre District Office, Board Room Orpheum Theatre Queen Elizabeth Theatre Inlet Theatre Page 4 of 36

5 DATE MEETING LOCATION JUNE Heritage Woods Commencement Ceremony (Trustee Representative: Lisa Park) Simon Fraser University 23 Port Moody Commencement Ceremony (Trustee Representative: Kerri Palmer Isaak) Orpheum Theatre 24 Riverside Commencement Ceremony (Trustee Representative: Michael Thomas) Simon Fraser University 26 CABE Commencement Ceremony (Trustee Representative: Carol Cahoon) Massey Theatre 26 Board Meeting cancelled District Office, Board Room 28 Terry Fox Commencement Ceremony (Trustee Representative: Judy Shirra) Orpheum Theatre Please refer to the District website for further information on Board meetings: Page 5 of 36

6 SCHOOL DISTRICT NO. 43 (COQUITLAM) Office of the Secretary-Treasurer MEMORANDUM CONSENT AGENDA TO: FROM: Board of Education Chris Nicolls, Secretary-Treasurer/CFO DATE: April 10, 2018 SUBJECT: Record of In Camera Meetings As per Section 72(3) of the School Act, the Board of Education reports that the following items were addressed at in camera meetings: Special In Camera meeting held on January 29, 2018: 1. Personnel matters In Camera meeting held on January 30, 2018: 2. Approval of previous minutes 3. Standing Committee Report 4. Financial matters 5. Land matters 6. Legal matters 7. Other matter Special In Camera meeting held on February 1, 2018: 1. Legal matter Page 6 of 36

7 CONSENT AGENDA BOARD OF EDUCATION TRUSTEE REPORTS April 10, 2018 Trustee Carol Cahoon participated in the following activities, events and meetings: Feb 16 Mike Pledge Retirement Event, Mundy Road Elementary, Coquitlam Feb 20 In Service, In-Camera & Regular Public Board Meeting, School Board Office, Coquitlam Feb 21 The Enchantment Project Pub Night Fundraiser, The Burrard Public House, Port Moody Feb 22 Grad Transitions Day, Heritage Woods Secondary, Port Moody Feb 23 Professional Development Day Perspectives in Teaching and Learning in 2018, Keynote speaker: Dr. Martin Brokenleg, Riverside Secondary, Port Coquitlam Feb 24 Gleneagle Secondary s 10th Annual Jazz Gala, Gleneagle Secondary, Coquitlam Feb 26 to Mar 9 Board Delegation to China Mar 12 SD43 Trustees and Staff Tour of new Moody Middle School with Port Moody Mayor, Mike Clay, Port Moody Mar 13 Coquitlam Foundation s Grants, Scholarships & Bursaries Committee meeting, Coquitlam City Hall Meeting Room, Coquitlam Mar 14 English Language Learners (ELL) Consortium Meeting, Burnaby Central Secondary School, Burnaby Mar 14 Coquitlam Foundation s Grants, Scholarships & Bursaries Committee meeting, Coquitlam City Hall Meeting Room, Coquitlam Mar 15 Celebration of Success Children of the Street Society celebration & fundraiser, Heritage Hall, Vancouver Apr 3 Finance & Audit Committee and Special In-Camera meeting, School Board Office, Coquitlam Apr 4 District Parent Advisory Council Meeting, Winslow Gallery Room, Coquitlam Trustee Barb Hobson participated in the following activities, events and meetings: February 20 Regular Board of Education Meeting Board Office February 23 Coquitlam Teachers Association Professional Development Day with special guest speaker Dr. Martin Brokenleg Riverside Secondary February 24 Gleneagle Secondary s 10th Annual Jazz Gala Dinner & silent auction February 26 March 9 Board Delegation to China March 15 Children of the Street Celebration of Success, Heritage Hall, Vancouver April 3 Finance & Audit Meeting Board Office April 3 Special In-Camera Board Meeting Board Office April 7 Odyssey of the Mind Provincial Tournament Burnaby North Secondary Page 7 of 36

8 SCHOOL DISTRICT NO. 43 (COQUITLAM) MEMORANDUM DATE: April 10, 2018 TO: FROM: SUBJECT: Patricia Gartland, Superintendent of Schools Gerald Shong, Assistant Superintendent Amendment to the 2018/19 and 2019/20 School Calendar Recommended Action: That the Board of Education approves the amendment to the 2018/19 and 2019/20 School Calendars to comply and align with the BC Ministry of Education and Office of the Premier announcements to provide additional time to support the revised curriculum and the moving of BC Family Day. Background: On February 2 nd, 2018, the Ministry of Education announced that Boards of education will be required to schedule additional non-instruction periods for teachers to participate in discussions and activities that develop evidence-based approaches to curriculum implementation. On February 9 th, 2018, the Office of the Premier announced the moving of BC Family Day beginning in 2019 to the third week of February to align with other provinces in Canada. This requires an amendment to both the 2018/19 and 2019/20 school calendars that were previously approved by the board on the three year calendar approval process. In both school years, the district had selected a school closure day on the Friday prior to BC Family Day as part of the calendar approval process. To be consistent with development of the school calendars, those closure days will be moved to maintain the format of the previously approved calendars. In discussions with the Coquitlam Teachers Association, it was agreed that Friday, November 9 th, 2018 would be proposed as an additional non-instructional day to meet the Ministry of Education instructions. The proposed date was also communicated to CUPE 561, DPAC, CPVPA and SLC. For the BC Family Day change and the associated closure day change, the proposed amendments were communicated to the CTA, CUPE 561, DPAC, CPVPA and SLC. Page 8 of 36

9 School District No. 43 (Coquitlam) School Calendar DESIGNATION Schools open Tuesday, Sept. 4 Pro D Day Friday, Sept. 21 Thanksgiving Day Monday, Oct. 8 Pro D Day Friday, Oct. 19 Non-Instructional Day for Redesigned Curriculum Training Friday, Nov. 9 Remembrance Day Stat Holiday Monday, Nov. 12 Schools close for Winter vacation (last day in session) Friday, Dec. 21 Winter vacation period Dec. 24 Jan. 4 Schools reopen after Winter vacation Monday, Jan. 7 School Not in Session Friday, Feb. 15 BC Family Day Monday, Feb. 18 Pro D Day Friday, Feb. 22 Schools close for Spring vacation (last day in session) Friday, Mar. 15 Spring vacation period Mar Schools reopen after Spring vacation Monday, Apr. 1 Good Friday Friday, Apr. 19 Easter Monday Monday, Apr. 22 Pro D Day Friday, Apr. 26 Victoria Day Monday, May 20 Last day of school for all students Thursday, June 27 Administrative Day Friday, June 28 ** Please note: an additional 2 school-based non instructional days will be selected by each school. Page 9 of 36

10 School District No. 43 (Coquitlam) School Calendar DESIGNATION Schools open Tuesday, Sept. 3 Pro D Day Friday, Sept. 20 Thanksgiving Day Monday, Oct. 14 Pro D Day Friday, Oct. 18 Remembrance Day Stat Holiday Monday, Nov. 11 Schools close for Winter vacation (last day in session) Friday, Dec. 20 Winter vacation period Dec. 23 Jan. 3 Schools reopen after Winter vacation Monday, Jan. 6 School Not in Session Friday, Feb. 14 BC Family Day Monday, Feb. 17 Pro D Day Friday, Feb. 28 Schools close for Spring vacation (last day in session) Friday, Mar. 13 Spring vacation period Mar Schools reopen after Spring vacation Monday, Mar. 30 Good Friday Friday, Apr. 10 Easter Monday Monday, Apr. 13 Pro D Day Friday, Apr. 17 Victoria Day Monday, May 18 Last day of school for all students Thursday, June 25 Administrative Day Friday, June 26 ** Please note: an additional 2 school-based non instructional days will be selected by each school. Page 10 of 36

11 SCHOOL DISTRICT NO. 43 (COQUITLAM) Office of the Secretary-Treasurer MEMORANDUM TO: FROM: Board of Education Chris Nicolls, Secretary Treasurer/CFO DATE: April 10, 2018 SUBJECT: COPIED TO: Taxpayer Accountability Principles District Leadership Team Recommended Action: This is provided to the Board of Education for information. Background: The Board of Education will be provided with a presentation on the Taxpayer Accountability Principles, which were developed by the Provincial Government in 2014 and are part of financial governance and accountability in the public sector. The Principles were included as part of the Financial Health Working Group Financial Governance and Accountability Report for School Districts of BC and are required to be implemented by June The presentation will provide an overview of the Principles and will demonstrate how the District is in compliance and already implementing and using the Principles in decision making, governance and the development of the 2018/19 preliminary budget. Page 11 of 36

12 Taxpayer Accountability Principles (TAP) Financial Governance & Accountability Presented to the Board of Education April 10, 2018 Agenda Overview Timeline Implementation Principles Compliance Page 12 of 36 1

13 Overview Part of governance and accountability in provincial public sector Applies to all public sector organizations Recognition that public sector organizations have higher accountability to taxpayer above and beyond traditional fiduciary duty to organization Overview Designed to strengthen accountability, promote cost control and ensure that the public sector operates in the best interests of taxpayers Includes 6 principles that should be enshrined into public sector operations to ensure decisions reflect priorities and values of government and its shareholders the public / taxpayer Strengthen Accountability Promote Cost Control Operate in Best Interests of Taxpayer Purpose of TAP Page 13 of 36 2

14 Overview 6 Principles Cost Consciousness (Efficiency) Integrity Accountability TAP Respect Appropriate Compensation Service 2015 Implementation TAP information session at BCSTA 2015 AGM by Ministry of Finance, Crown Agencies Resource Office 2017 Financial Health Working Group released Financial Governance and Accountability Report for School Districts of BC Working group included membership from BCSTA, BCSSA & BCASBO Developed report in consultation with Ministry of Education, Ministry of Finance & Office of Auditor General Report provided financial governance and accountability guidance material and expectations for K-12 public education sector Requirement for districts to implement and comply with TAP by June 30, 2018 March 28, 2017 Finance Committee Presentation April 4, 2017 Public Board Presentation Used to guide 2017/18 Budget Process June 20, 2017 Finance Committee Presentation November 7, 2017 Board In Service Presentation Full Implementation & use of TAP Page 14 of 36 3

15 Principles 1. Cost Consciousness (Efficiency) Strengthen cost management capabilities and foster culture of cost consciousness at all levels Provide public services and programs as efficiently and effectively as possible Support sustainable public policies and programs as lasting legacy for generations to come TAP Compliance at SD43 1. Cost Consciousness (Efficiency) Revised budget planning and cost pressures submission and review process to improve cost control Alignment with Directions 2020 goals and objectives Accumulated Surplus Policy to ensure stable and sustainable financial outlook Enhanced quarterly financial reporting process for increased transparency and accountability Page 15 of 36 4

16 2. Accountability Principles Transparently manage responsibilities according to set of common public sector principles in best interests of citizens Enhance organizational efficiency and effectiveness in planning, reporting and decision making Alignment with government s strategic mandate TAP Compliance at SD43 2. Accountability Recent review of Financial Health Working Group recommendations and follow up action to increase compliance Updated Finance & Audit Committee Terms of Reference to reflect efficient and effective processes Development of Financial Statement Discussion & Analysis document to offer context and additional information to more fully explain financial statements for increased accountability Development of Guide to Financial Statements to assist reads of statements in providing clarity and to further increase transparency Page 16 of 36 5

17 Principles 3. Appropriate Compensation Comply with rigorous and standardized approach to performance management and employee compensation Appropriate compensation for employees that is consistent with TAP and respectful of taxpayer TAP Compliance at SD43 3. Appropriate Compensation Collaboration with PSEC and BCPSEA to review and revise exempt staff compensation to ensure alignment with public sector Compensation for employees is based on rigorous and standardized K-12 sector approach Annual disclosure of executive compensation to PSEC, Ministry of Education and the public through Statement of Financial Information (SOFI) Upcoming implementation of performance management/review plan for exempt employees Page 17 of 36 6

18 4. Service Principles Maintain clear focus on positive outcomes for citizens Deliver cost-efficient, effective, value-formoney public services and programs TAP Compliance at SD43 4. Service Full integration of Directions 2020 into budgetary planning and decision making to support long-term stability and delivery of value-for-money services and programs New position control process to provide services and programs in cost-effective manner Enterprise Risk Management study undertaken as governance best practice to understand and eliminate or mitigate risk, thereby enhancing organizational efficiency and effectiveness Page 18 of 36 7

19 5. Respect Principles Engage in equitable, compassionate, respective and effective communications that ensure all parties are properly informed or consulted on actions, decisions and public communications in timely manner Proactively collaborate in spirit of partnership that respects use of taxpayers monies TAP Compliance at SD43 5. Respect Enhanced communications and information sharing with all stakeholders to increase transparency and accountability and maintain and develop relationships Continuous collaboration with partner groups to ensure respective and effective communications Partner groups are informed or consulted on actions and decisions in spirit of partnership on ongoing basis Page 19 of 36 8

20 6. Integrity Principles Make decisions and take actions that are transparent, ethical and free from conflict of interest Establish strong ethical code of conduct for employees and executives Respect the public trust and act in accordance with TAP TAP Compliance at SD43 6. Integrity Development, training and implementation of Standards of Conduct Administrative Procedure (code of conduct) for all employees New AP provides guidance on behaviours that support District s vision statement and outlines responsibilities and expectations of employees Detailed section on conflict of interest with information on employees fiduciary duty and duty of fidelity and loyalty to employer Expectation that conflicts of interest will be prevented or disclosed Conflict of interest form for employees to submit should a conflict exist, have potential or be perceived to exist Page 20 of 36 9

21 TAP Compliance at SD43 The Board of Education purpose aligns with TAP: The Board of Education accepts its responsibility to provide a quality and equitable public education for the success of all learners, within the limits and resources available. Directions 2020 Strategic Goal #3 aligns with TAP: Foster a Sustainable Educational Organization: Ensure that our human, financial and physical resources are sustainable. Thank You Questions? Page 21 of 36 10

22 SCHOOL DISTRICT NO. 43 (COQUITLAM) Office of the Secretary-Treasurer MEMORANDUM TO: FROM: Board of Education Chris Nicolls, Secretary-Treasurer/CFO DATE: April 10, 2018 SUBJECT: COPIED TO: Accumulated Surplus Policy & Sustainable Multi-Year Educational & Financial Planning District Leadership Team Recommendation: That the Board of Education move to accept the Finance & Audit Committee s recommendations regarding the Accumulated Surplus Policy and sustainable multi-year educational and financial planning as follows: To the extent that there is an excess of revenues to expenditures (operating surplus) in any fiscal year that: a) Any surplus in excess of 2% of total operating revenues will be set aside into an unallocated fund for subsequent use as determined by the Board; b) 25% of the balance of the operating surplus funds be directed to one-time opportunities primarily associated with technology, educational initiatives and deferred maintenance of facilities; and c) 75% of the balance of operating surplus funds be allocated equally over the subsequent three fiscal years, but no more than the aggregate surplus budgeted in the year (excluding onetime funding from the unallocated fund). Any excess of funds will be set aside into the unallocated fund. d) This Policy will be reviewed annually by the Board. Background: In the 2014/15 fiscal year, the Board adopted the concept of allocating operating surplus over the subsequent three year period. In 2015/16 the Board modified the concept by allocating operating surplus over the following four year period and included the consideration of one-time emergent requirements. This multi-year approach avoided the potential pitfall of significant year over year fluctuations in funding, and the resulting disruption in educational support, by smoothing the inflow of funding in a more stable, sustainable and predictable manner. Page 22 of 36

23 Directions 2020 and the goals as captured below provide the orientation of our current accumulated Surplus Policy which was intended to provide financial support into each of the three objective areas. Goal 1 Achieve Student Success: With the multi-year approach implemented over the past three years, surplus funds are initially utilized to address September school start up staffing pressures directly related to students. This continues to promote staffing resource stabilization while supplementing resource requirements as funds allow. Goal 2 Enhanced Learning Through Technology: Through proportional allocation of surplus funds, incremental educational technology initiatives in support of student learning can be furthered. This would enable supplemental directed educational initiatives to be enhanced (professional development, coding programs, workshops, safe and responsible digital use etc.). Surplus funds have been oriented toward replacing 20% of school computers each year. By committing funding towards sustainable student computer replacement plans, the district will be directly supporting student learning, encouraging classroom technology use and promoting operational sustainability. Goal 3 Foster a Sustainable Educational Organization: This goal is addressed in two ways the adoption of a multi-year approach to the utilization of surplus operating funds supports a practice of forward looking financial stability and secondly by supporting facilities that support world class learning. Coquitlam spends the least amount on a per student basis amongst its peers for operational and normal maintenance costs. The use of additional funds will be directed toward deferred maintenance such as painting, roof replacement, HVAC systems, plumbing, electrical, etc. In November 2016, the Board established an Accumulated Operating Surplus Policy as part of its multi-year financial approach for stable and sustainable organizational health. The policy is to be reviewed on an annual basis and the motion reads: To the extent that there is an excess of revenues to expenditures (operating surplus) in any fiscal year that: 40% of the operating surplus be directed to one-time opportunities primarily associated with technology, educational initiatives and deferred maintenance of facilities; and the balance of funds be allocated equally over the subsequent three fiscal years. Current Surplus Funding Model: The current status of accumulated surplus and how it would flow over the next several years is captured in the attached chart. For projecting purposes it is assumed that International Education will provide the substance of any surplus and that the existing surplus policy applies. The aggregate surplus allocation for the FY18 (current school year) is $4.1 million. It would increase slightly to $4.3 million in FY19, jump to $5.3 million in FY20 before dropping to $3 million in subsequent years. This assumes International Education provides $5 million in surplus each year and there is no associated grant funding underspending. It is this concern which has been expressed by several Board members and a request to refine the current accumulated surplus policy. Page 23 of 36

24 The past two years have provided significant surpluses generated from both International Education revenues and staffing shortages leading to an underspend of grant revenue. This later issue is likely to be repeated for the 2017/18 year, but corrected in future years as staffing resources stabilize. Proposed Surplus Funding Model: The substance of the existing surplus policy is sound, however there are some refinements that could be utilized to provide incremental smoothing of surplus utilization and provide an upper range limit. This would include: Avoid the FY20 surplus increment by capping surplus use in this year (and FY19) to $4.1 million. Change the percentage allocation such that 75% is allocated to the operating budget over 3 years and 25% is allocated to one time opportunities for facilities, educational initiatives and technology. Implement an overall upper limit to the amount of surplus that could be allocated to 2% of total operating revenues (equal to approximately $6 million). Any surplus in excess of this amount would be set aside for further determination by the Board. These adjustments would, assuming the same outcomes as above, result in a surplus flow that is outlined in the attached chart. Essentially this removes the peaks of FY19 and FY20, provides similar financial support for staffing as provided in previous years, but does reduce the funding for facilities, educational initiatives and technology. The annual budget will attempt to incorporate additional funding for facility, educational and technology initiatives as funding permits. An unallocated reserve provides a funding source for one time initiatives or to further buffer and smooth those years in which surplus is significantly less than required for this model. Attachments: Current and Proposed Surplus Funding Model Charts Page 24 of 36

25 Surplus Funding Models for Years 2014/15 to 2020/21 Description* Surplus 2014/15 Surplus 2015/16 Surplus 2016/17 Surplus 2017/18 Surplus 2018/19 Surplus 2019/20 Surplus 2020/21 Surplus Total 3,550, ,000 CURRENT SURPLUS FUNDING MODEL 2017/ / / / /22 Facilities, Educational Initiatives & Technology 6,571,003 1,392,750 1,392,750 1,392,750 1,000,003 12,945,775 1,949,155 1,949,155 1,949,155 3,898,310 5,000,000 1,000,000 1,000,000 1,000,000 2,000,000 5,000,000 1,000,000 1,000,000 5,000,000 1,000,000 5,000,000 1,000,000 1,000,000 1,000,000 2,000,000 2,000,000 2,000,000 Total 4,141,905 4,341,905 5,341,905 3,000,000 3,000,000 *Note future year surpluses are hypothetical only. Description* Surplus 2014/15 Surplus 2015/16 Surplus 2016/17 Surplus 2017/18 Surplus 2018/19 Surplus 2019/20 Surplus 2020/21 Surplus Total 3,550, ,000 PROPOSED SURPLUS FUNDING MODEL 2017/ / / / /22 Facilities, Educational Initiatives & Technology 6,571,003 1,392,750 1,392,750 1,392,750 1,000,003 12,945,775 1,949,155 1,949,155 1,949,155 3,898,310 5,000, ,000-1,250,000 1,250,000 5,000, ,000 1,250,000 1,250,000 1,250,000 5,000,000 1,250,000 1,250,000 1,250,000 5,000,000 1,250,000 1,250,000 Unallocated 1,700, ,000 Total 4,141,905 4,141,905 4,141,905 3,750,000 3,750,000 2,150,000 *Note future year surpluses are hypothetical only. Page 25 of 36

26 Current Surplus Funding Model for Years 2014/15 to 2020/21 5,000,000 1,000,000 Proposed Surplus Funding Model (smoothed approach) 4,000,000 1,000,000 1,000,000 3,000,000 1,949,155 1,949,155 1,949,155 1,000,000 1,000,000 2,000,000 1,392,750 1,000,000 1,000,000 1,000, ,000 1,392,750 1,392,750 1,000,000 1,000, / / / / /22 Surplus 2014/15 Surplus 2015/16 Surplus 2016/17 Surplus 2017/18 Surplus 2018/19 Surplus 2019/20 Surplus 2020/21 Page 26 of 36

27 SCHOOL DISTRICT NO. 43 (COQUITLAM) Facilities & Planning Services MEMORANDUM TO: FROM: Chris Nicolls, Secretary-Treasurer/CFO Ivano Cecchini, Executive Director, Facilities & Planning Services DATE: April 10, 2018 SUBJECT: COPIED TO: 2018/19 Five Year Capital Plan Bylaw District Leadership Team Recommended Action: That the Board of Education pass a motion to hold all three readings and have the three readings, final passage and adoption of the 2018/19 Five Year Capital Plan Bylaw. Background: The Ministry of Education has responded to our 2018/19 Five Year Capital Plan submission made and approved by the Board in June 2017, by advising support for advancing project development or delivery of the following capital projects for 2018/19, as per the attached Ministry letter: 1. Sheffield (Partington Creek) Elementary New School o In June 2017, the Board approved advancing its own funds to engage an architect to begin the design process for Sheffield Elementary prior to receiving Ministry approval 2. Panorama Elementary Classroom Addition o In January 2018, the Board approved advancing its own funds towards the design of the Panorama addition prior to receiving Ministry approval 3. Westwood Elementary Classroom Addition o In January 2018, the Board approved advancing its own funds towards the design of the Westwood addition prior to receiving Ministry approval 4. Dr. Charles Best Secondary Classroom Addition o In January 2018, the Board approved advancing its own funds for the Dr. Charles Best addition prior to receiving Ministry approval 5. Dr. Charles Best Secondary Mechanical Upgrades 6. Summit Middle Mechanical Upgrades 7. Coquitlam River Elementary Boiler Replacement 8. Hazel Trembath Elementary Boiler Replacement Page 27 of 36

28 In accordance with the School Act, the Board is to adopt a single capital bylaw for the approved 2018/19 Five Year Capital Plan. Projects cannot proceed until the bylaw is approved and a signed Capital Project Funding Agreement, Annual Program Funding Agreement or other formal authorization is received from the Ministry. Attachments: Capital Plan Bylaw Ministry of Education Response to Annual Five Year Capital Plan Submission for 2018/19 Page 28 of 36

29 CAPITAL BYLAW NO. 18/19-CP-SD43-01 FIVE YEAR CAPITAL PLAN 2018/19 A BYLAW by the Board of Education of School District No. 43 (Coquitlam) (hereinafter called the "Board") to adopt a Capital Plan of the Board pursuant to Sections 143 (2) and 144 (1) of the School Act, R.S.B.C. 1996, c. 412 as amended from time to time (called the Act ). WHEREAS in accordance with provisions of the School Act the Minister of Education (hereinafter called the "Minister") has approved the Board s Capital Plan. NOW THEREFORE the Board agrees to the following: (a) (b) (c) (d) authorizes the Secretary-Treasurer to execute project agreements related to the expenditures contemplated by the Capital Plan; upon approval to proceed, commence the Project and proceed diligently and use its best efforts to complete each Project substantially as directed by the Minister; observe and comply with any rule, policy or regulation of the Minister as may be applicable to the Board or the Project(s); and, maintain proper books of account, and other information and documents with respect to the affairs of the Project(s), as may be prescribed by the Minister. NOW THEREFORE the Board enacts as follows: 1. The Capital Bylaw of the Board approved by the Minister that specifies the supported projects in the Ministry s letter of March 26, 2018 from the 2018/19 Five Year Capital Plan is hereby adopted. 2. This Bylaw may be cited as School District No. 43 (Coquitlam) Capital Bylaw No. 18/19-CP-SD READ A FIRST TIME THE 10 th DAY OF APRIL, 2018; READ A SECOND TIME THE 10 th DAY OF APRIL, 2018; READ A THIRD TIME, PASSED AND ADOPTED THE 10 th DAY OF APRIL, Board Chair Secretary-Treasurer I HEREBY CERTIFY this to be a true and original School District No. 43 (Coquitlam) Capital Bylaw No. 18/19-CP- SD43-01 adopted by the Board the 10 th day of April, Secretary-Treasurer Page 29 of 36

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33 SCHOOL DISTRICT NO. 43 (COQUITLAM) MEMORANDUM TO: FROM: Chris Nicolls, Secretary-Treasurer/CFO Ivano Cecchini, Executive Director, Facilities & Planning Services DATE: April 10, 2018 SUBJECT: COPIED TO: Blakeburn Lagoons Park District Leadership Team Recommended Action: This information is provided to the Board of Education for information. Background: District staff, the school, the school PAC and the Board of Education have expressed concerns regarding the removal of fencing on City of Port Coquitlam property to provide access to the Blakeburn Lagoons Park adjacent to Blakeburn Elementary School. This project is currently under construction and is expected to be completed in upcoming weeks. In the view of the parties listed above, the removal of fencing and the inadequate replacement of new safety barriers at this location would pose a risk for the students who attend Blakeburn Elementary School. City staff put forward a recommendation in October to the Budget and Infrastructure Committee to place additional fencing at the site, however, the Committee rejected the recommendation. The Board of Education called for a meeting with Port Coquitlam to work to resolve this issue. Update: On March 14, 2018, the Board Chair, Vice Chair, Executive Director of Facilities and Planning Services, the school Principal and two parent representatives met with the Mayor of Port Coquitlam and the Director of Engineering to discuss this issue as an attempt to find a solution which would help alleviate the concerns raised. In the end, the City agreed to install additional mesh fencing to their currently planned wood fencing, which will help act as a barrier for the area closest to the corner of the school, and the District agreed to install chain link fencing on school property (to be planned out with support of the school). A meeting was held with the school and Facilities staff on March 15, 2018 to determine the location and height of the fence, and I am pleased to report that school district fencing has now been installed. Page 33 of 36

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35 Board of Education School District No. 43 (Coquitlam) BCSTA ITEMS/BUSINESS DPAC Liaison Report Trustee Denison attended the following meeting, and presents the following report for information: DPAC Highlights of meeting Feb. 28, 2018 Self-Regulation: Presentation by SD43 Student Services, Anna Lenarczyk Some schools have Self-Regulation classrooms. Resources can include an exercise bicycle, exercise ball, art materials. By Grade 8, Executive Functions are developing (Goal Oriented Behaviors) Putting resource materials on the SD43 website, for parents. Budget Process: Reno Ciolfi described Budget Process. Much information will be on the SD43 website, including Capital Projects, Cross catchment process, communicating student achievement. At Our School Riverview Park: Desiree Lim presented. School has been active with Bike to School Week, including walking and roller skating (May 28-June 1), with about 50% participation. Children of the Street Society: Presentation at Heritage Woods Secondary on March 8 (Trustees Denison and Thomas attended) Proposed Policy 22: PAC feedback appeared to be mostly positive. DPAC Concerns and Recommendations were available at tables. Page 35 of 36

36 Board of Education School District No. 43 (Coquitlam) BCSTA ITEMS/BUSINESS SLC Report Trustee Denison attended the above meeting and presents the following report for information: SD43 Middle School Student Leadership Council - Meeting Feb. 27, 2018 Growth Mindset: o o o Reviewed concept. Group Exercise, drawing attention to participant comments (Growth Mindset or Fixed Mindset based) Homework was to set up an initial meeting at their school, to begin an Action Plan, for a school activity. Due about end of May. Hint: Use the 5 W s and How Next meeting: Tuesday, April 10, Winslow Gallery Room, 1:00 to 2:45 p.m. SD43 Secondary School Student Leadership Council - Meeting Feb. 27, 2018 Budget Process o Described by Nita Mikl. General comments by Reno Ciolfi Student Priorities o Students brainstormed their long term priorities (passions; what to improve) SD43 Advisory Committees o Invitation extended for students to join: Student Achievement Advisory Committee French Language Advisory Committee Next meeting: Thursday, April 26, Gallery Room, 6:00 to 7:30 p.m. Page 36 of 36