May 2022 Meeting Minutes

SCA Secondary School Council Meeting Minutes

May 18, 2022

Meeting start – 7:01pm....half an hour before the Oiler game starts...got to move fast.

Attendance: Aileen Bozic, Amanda Meints, Nate Peters, Kevin Winkel, Naomi Arzate, Matthew Spronk, Seyi Oladipo, Cathy Allen, Andrea Timmermans, Kelli Littlefair, Teresa Tessier

1. Welcome/call to order – Aileen Bozic

We acknowledge that we are on Treaty 6 land. We acknowledge the history and culture of the peoples with whom Treaty 6 was entered into and the land upon which Elk Island Public Schools resides. We also acknowledge the traditional homeland of the Métis Nation. We recognize our responsibility as Treaty members and honour the heritage and gifts of the First Peoples. We commit to moving forward in partnership with Indigenous communities in a spirit of collaboration and reconciliation.

2. Opening Prayer - Nate Peters
3. Additions to/Agenda approval – Nate Peters
4. Approval of minutes – minute approval did not happen
5. Admin Report

 Mission report – Seyi Oladipo

presented on Missions Local to discuss what they have done as a class this year. Presentation on Missions Internation/National was planned but couldn’t happen this time.

• Raised $8074 for the Mustard Seed during the coldest night of the year fundraiser
• At Easter, made cards for the Edmonton Remand Center, ran a school wide easter egg hunt and helped with school chapel/lunch
• Earth week they ran daily challenges
• May 27^th is an event called “Anything but a backpack” where students are to come to school bringing everything they need for class in anything but a normal backpack. Prizes will be awarded!
• June they are helping sort donations at the Mustard Seed
• Students also have been working on getting 20 service hours in by volunteering at different events including the clothing exchange, working at the Eagle’s nest, linking generations, community cleanup, or sweeping rocks
• Students working on a final project which can be a fundraiser, interactive experience, art exhibition or documentary.
•  

1. Kevin Winkel – great presentation, I am excited to see what the missions class is doing. How did you raise so much money for the Mustard seed?
2. Seyi – students put in a lot of effort, received some good donations, and it helped that the class size was so big

1. Cathy Allen – is this just highschool students doing this work? Is it extracurricular?
2. Seyi – yes, grades 10-12. It is part of the spiritual classes at SCA.

Kelli Littlefair – have had 2 kids do this class and this is a fantastic opportunity for kids to put their faith and church knowledge into action. It embodies what the Christian component of SCA should be.

Matt Spronk – thanks to Seyi for presenting and stepping up to come to the meeting, even when hockey is on!

Aileen – thanks to Seyi. It is great to hear from a student about what SCA is doing and how they are enjoying it.

Matt Spronk - SCA requires students to take a spiritual/Bible class as part of their education. Missions local is one option, others include school of worship arts, social justice class (just did a walk from Millennium place to simulate what it is like for kids can’t afford other transportation), missions international/national (running VBS-like program in Millwoods for children whose families just came to Canada).

Spiritual emphasis retreats for grades 7, 9, 12 are taking place at camp Van-Es.

Sound of Music happening June 2-5. SPAC has partnered to make a promo video for the musical. Great to see the relationship between school and church.

Introduction to New Administration Principal - Kevin Winkel

Kevin Winkel is our new assistant principal for the school. Has 2 kids, attends Trinity Baptist church and leads worship there. Has 17 years of experience working in other schools, including 6 years working with Maskwacis First Nation. It was a great eye-opener and learning experience and he is excited to see the mission and social justice work happening at SCA.  Is looking forward to meeting more people and has enjoyed the positive interactions so-far with the people he has met.

EIPS Priority report – Naomi Arzate

Full school education plan will be available on school website in the fall

Priority 1. Promote growth and success for all students – SCS will increase reliable and meaningful assessments for students and use a variety of forms of assessment. Staff will have common categories and weightings aligned by the end of each semester (Jan/June). 

Priority 2. Enhance high quality learning and working environments – SCS staff, school leaders and campus ministry team will provide opportunities for spiritual formation, service to others and social justice activism.

Priority 3. Enhance public education through effective engagement – SCS will work to promote active parent engagement and participation and will expand communication strategies with families.

Aileen – likes priority 3, and likes the increased communication with families as it is often hard to gauge what is happening from reports that kids bring home

Matt – priority 3 will also include incorporating parent education opportunities, like a blanket ceremony for parents in the fall

Nate – good things being seen in priority 2.

Aileen – likes the priorities that were presented. The EIPS priority plans and the school mission/statement of faith seem to line up beautifully.

6. Trustee Report – Cathy Allen

Friends of Education Award – Alberta School Board Association

EIPS nominated Shell Canada (Scotford) for this award and they were selected as one of two recipients.

2022-23 KEY BUDGET ASSUMPTIONS

The assumptions are based on the province’s Budget 2022 and Funding Manual for School Authorities 2022-23 School Year. EIPS will use the approved assumptions to develop a conservative 2022-23 spring budget to help schools and departments begin planning for the upcoming school year. As with all assumptions, any changes such as funding, reserve usage, enrolment numbers and standard costs can significantly affect the budget.

ASSUMPTION HIGHLIGHTS

• General operations: Operations will focus on increased student-learning opportunities, new curriculum work, a new mental health strategic plan, technology upgrades and public-health best practices.
• Alberta Education: Alberta Education plans to introduce three new grants: the Student Well-Being Grant, Curriculum Implementation Grant, and Dual Credit and Enhancements for Career and Technology Studies. However, the province’s Funding Manual for School Authorities 2022-23 School Year doesn’t include details on distributing the grant monies or any associated restrictions.
• Other Funding: EIPS expects the funding from the province to cover its lease agreements for Strathcona Christian Academy Elementary and Strathcona Christian Academy Secondary; the Mental Health Capacity Building grant to remain in place; all assessments for Program Unit Funding completed by the deadline set by Alberta Education; School Generated Funds to return to normal—similar to the 2018-19 actuals; and funding for the Division’s French programming to continue, albeit with a slight reduction because how the programs are split. However, unlike the fall budget, the spring budget doesn’t include funding for the Odyssey Language Program, as it’s uncertain if it will be supported in 2022-23.
• Enrolment: For the 2022-23 school year, the Division expects slightly lower student registration numbers than in fall 2021—decreasing to 16,942 students from 17,124 students.
• Compensation: EIPS anticipates overall employee compensation to remain flat. Benefit expenses will increase. However, certificated standard costs will drop by 1.8%—primarily because of hiring teachers with fewer years of experience to replace those retiring or resigning, and the use of temporary staff to fill leaves. Meanwhile, classified standard-cost changes will increase between 0.4% and 4.3%—based on grid movement and benefits costs.
• Reserves: New in 2022-23, the province defined the Operating Reserve Limit parameters. School boards must keep operating reserves within a certain percentage of the operating expenses. Alberta Education will recover any money school boards hold in excess of that set limit—in December 2023. For EIPS, the limit is 3.15%, or an estimated $6.07 million. Administration will ensure operating reserves are below that number.
• Expenses: The Division anticipates overall expenses to increase—mostly because of rising fuel, inflation, insurance and Federal Carbon Tax costs. These increases mainly affect Student Transportation budgets, school fees and utility costs.
• Inflation: EIPS anticipates significant increases in non-salary inflationary costs based on the overall consumer price index—furnishings, equipment, supplies for Careers and Technology Studies. Schools and departments will cover all added inflationary expenses.
• System and Administration: System and administration expenses will stay below the targeted grant amount, $6.3 million, provided by Alberta Education. The Division will allocate any unused amount for Board expenditures, such as instruction.

ALLOCATIONS AND USE OF RESERVES: 2022-23

The Board approved the budget allocations and reserve use for the 2022-23 school year.

ALLOCATION HIGHLIGHTS

For the 2022-23 school year, funding from Alberta Education is relatively the same as the current school year. Although, there are some new funding items, including:

• a 1% increase to base funding for kindergarten and grades 1 to 12
• a 1% increase to Operations and Maintenance
• a 4.6% increase for Student Transportation
• various adjustments between grant categories
• the introduction of the student well-being grant, curriculum funding and new school grant; and
• a commitment to hold school divisions harmless for enrolment decreases resulting from the pandemic.

Overall, the Division’s projected accumulated deficit is $2.41 million, as of Aug. 31, 2023. The accumulated deficit comprises investment in tangible capital assets, operating reserves and capital reserves, and asset-retirement obligation. The accumulated deficit is the result of the asset retirement obligation, $14.94 million, which is a new accounting standard requirement. It represents the costs to abate EIPS buildings for asbestos when the Division retires a building—typically covered by Alberta Education in the year the building is retired. As such, it’s better to look at the accumulated surplus, excluding asset retirement obligations, which is $12.53 million.

For schools, allocations will slightly drop because of lower standard costs. Meanwhile, allocations for Central Services departments will increase to account for higher utility, insurance, fuel and cleaning costs. EIPS also plans to access $2.48 million from its operating reserves for schools and departments and $6.43 million from the Division Allocated Reserves to support Division projects. For the most part, these projects include the Focus on Unfinished Learning initiative, consultants in the areas of assessment, numeracy, early learning, career pathways, the new curriculum and mental health initiatives. Finally, EIPS projects the Division Unallocated Reserve to be $3.92 million by Aug. 31, 2023, which is well within the Operating Reserve Limit.

RESERVE FUND REQUESTS

The Board approved the following reserve fund requests:

• Transfer $5.33 million to the Division Allocated Reserves from the Division Unallocated Operating Reserves.
• The use of $6.43 million from the Division Allocated Operating Reserves to cover costs for the Focus on Unfinished Learning, consultants and other Division project expenses.
• Transfer $1.37 million to Division Allocated Capital Reserves from the Division Unallocated Capital Reserves.
• Transfer $1 million to Division Allocated Capital Reserves from the Division Operating Reserves.
• The use of $1.04 million from Capital Reserves.

SCHOOL FEES: 2022-23

The Board approved the proposed school fees for the 2022-23 school year, which outlines how fees are charged for optional courses; noon supervision; extracurricular and activity expenses, such as field trips; and non-curricular goods and services. Parameters were set by the Board of Trustees to ensure students achieve quality education, but also to ensure fees are not cost‐prohibitive for families. Now approved, schools will post fees on their individual websites for the 2022-23 school year. The Division will also update school fees on its website by the end of May 2022.

2022-23 ADMINISTRATIVE FEES

FACILITY RENTAL FEES

The Board approved the facility rental and lease fees for the 2022-23 school year. Fees are reviewed annually and determined by current market rates and operational cost-recovery analysis. Based on higher operational, inflation and insurance costs, fees are increasing in September 2022. The most notable fee changes include the youth weekend Tier 1 gym space, $60 per hour; youth weekend Tier2 gym space, $50 per hour; the not-for-profit registered societies lease fee, $5.68 per square metre, and the for-profit organization lease fee, $18.15 per square metre. While rental and lease fees are increasing, all EIPS after-hour rentals remain significantly lower than other school boards and other community lease-space providers.

SPECIALIZED SUPPORTS FEES

The Board approved the Specialized Supports Fees for the 2022-23 school year. The fees cover the costs associated with providing specialized supports and services in both inclusive settings and system programs for non-resident students. For 2022-23, fees will increase by 1% to align with the province’s per-student funding—also rising by 1%.

PARTNERS FOR SCIENCE

The Board approved the Partners for Science (P4S) fees for the 2022-23 school year. Annually, EIPS supplies its schools and other school jurisdictions with P4S kits. Fees aren’t charged to EIPS schools but are charged to other school jurisdictions to cover the proportionate operational costs. For the upcoming school year, these fees will increase by 13.75% to help offset the rising costs associated with the P4S program. The Division will also continue to charge a restocking fee for any P4S kits returned late, rising to $26.25.

ALBERTA NON-RESIDENT AND INTERNATIONAL

The Board approved the Alberta non-resident and international fees for the 2022-23 school year. Rates for non-Alberta residents and international students will increase by 1% to align with the province’s per-student funding—also rising by 1%. EIPS fees are comparable to other Alberta-based school division rates. Currently, EIPS has two international students—one full-time and one part-time—and no non-Albertan resident students enrolled in its schools.

PLAY AND LEARN AT SCHOOL

The Board approved the Play and Learn at School (PALS) fees for the 2022-23 school year. The fee is for the typically developing twin of a child who meets the criteria for PALS programming—providing programming for a typically developing twin benefits the child with disabilities and the PALS program as a whole. For the 2022-23 school year, fees will increase by 1% to align with the province’s per-student funding—also rising by 1%.

STUDENT TRANSPORTATION FEES

The Board approved Student Transportation fees for the 2022-23 school year. Student Transportation offers a two-tiered, cost-recovery fee structure. As such, all riders—eligible and ineligible—pay a fee for transportation services. It’s an equitable structure for riders and allows EIPS to maintain its current level of service.

The recent increase in fuel prices and rising inflationary costs have the Division, and school boards provincewide, struggling with Student Transportation budgets. In fall 2021, EIPS paid $1.13 per litre for diesel. It’s now paying $1.74 per litre—an increase of $0.61 per litre. The impact is significant as EIPS serves one of the province's largest geographical areas. Currently, it projects fuel costs to increase by $543,100 for the upcoming school year. That, coupled with rising inflation costs, insurance rates that have doubled, and the delivery of the legislated Mandatory Entry-Level Training program are substantial and create a significant shortfall for the Division.

Next year, the province is providing school divisions with a 4.6% funding increase for student transportation budgets—to help offset higher costs for fuel, insurance, supplies and services, and training. It’s also waving the provincial fuel tax—when oil hits $90 U.S. However, the added funding and fuel-tax savings still don’t cover the expected shortfall. As such, Student Transportation fees will increase by $21—for eligible, ineligible, non-resident and supplemental busing riders. Fees for replacement passes and administration processing remain unchanged. Student Transportation will also continue to offer a payment-plan option—available to families with fees of $300 and more—paid over seven months

BUDGET REALLOCATION: 2021-22

The Board approved a budget reallocation of unanticipated surplus. The Division will use the funds to:

• support a division wide enhanced kindergarten initiative ($110,000)
• cover costs related to renovations to the Connections and Play and Learn at School programs at Pine Street Elementary ($184,000)
• cover costs at schools division wide to enhance student achievement and school supports ($400,000).

Cathy Allen – Trustee for Sherwood Park

780.417.8109          

cathy.allen@eips.ca

7. COSC Report – Aileen Bozic

CAREGIVER EDUCATION SERIES: May
 Alberta Health Services hosts a series of virtual caregiver information sessions focused on ways to support students’ mental health. The sessions are free and geared toward parents, caregivers, teachers and community members who want to learn more about challenges impacting children and adolescents. Session topics include anxiety, ADHD, depression, self-harm, technology, teens and teaching leadership skills, communication, resiliency, and more. Learn more

SCHOOL COUNCIL ANNUAL REPORTS
 Every year, school councils are responsible for submitting an annual report to the Division. The report includes two parts. One is a summary of the school council's activities during the school year. The second is a financial statement listing the money the school council handled and used during the year. School Council Annual Reports are due June 28, 2022. Once complete, submit the report to your school principal, who will then submit it to the Division

SCHOOL COUNCIL ENGAGEMENT GRANT: Three-part speaker series

Brenda Kell, with the Alberta School Councils’ Association, attended the May COSC meeting as a guest speaker. She discussed the province’s Assurance Framework; the framework’s performance measures; and how it supports a transparent, responsive and accountable education system. The presentation was paid for through the Alberta School Council Engagement Grant. As such, it’s available to the 15 EIPS school council groups that pooled funds. To view the presentation, and accompanying handouts, contact Corrie Fletcher.

Board Report- Shared by Cathy

ASCA Update: 1 new board member and 1 returning.

Resources are stretched very thin ( they do take donations as they are now $0 government all donor funded)). Minister is stating they do not fund “operations” however they haven’t funded operations for many years they funded “specific projects” through grants.

Building strong relationships with all political parties, and is positioned to work with current government and is not invited to the table. It is difficult to advocate for the parent voice from a government who doesn’t want it.

School council engagement grant is funded again next year, it has an increase in red tape for schools to access.

8. SCA Society Report – Nate Peters

Focused on flourishing school culture initiative. Presentation available at: https://scasociety.ca/wp-content/uploads/2022/05/SCA-Society-Council-Update-May-2022.pdf

85. Aileen – Family commitment forms for SCA are only at 85.7%, down from 97%. Is this normal or a cause for concern?
86. Nate – it is fairly normal for this time of year. There are two forms to fill out, one for EIPS and one for SCA and it often takes longer for parents to sign the SCA one.

9. New Business - Aileen Bozic

ASCA Conference and AGM Review – ASCA conference had a lot of presentations, most of them focusing on the new curriculum.  At the AGM all motions presented to council in April passed, including diploma weighting of only 10%.

School council facebook page - will be closing. Council minutes will continue to be posted to the school web page

Next year council meetings - Next year’s School Council meeting dates will be moved to every third Monday of the month.  Hoping to have in person meetings but might try to have some online (switch between the two, not do both at the same time).

School council meeting schedule for 2022/2023:

Monday September 19, 2022

Monday October 17, 2022

Monday November 21, 2022

Monday January 16, 2023

Monday March 20,2023

Monday April 17, 2023

Monday May 15, 2023

School Council Bank account – School council should not have a bank accout. Currenty have $535 in the account, but would like to use this money instead of paying bank fees.

 Vote to use $150 for gift for Wes Merta’s retirement – Andrea passes the motion, Teresa, Naomi second.

Need to have more parent engagement in the fall meeting to decide how to use the remaining funds. Possible uses are for a blanket ceremony or or student/staff appreciation.

SCA Secondary School Council Chair Report  “Our Year In Review”

This past year has slowly brought us back to a close to normal school year. We have reintroduced sports, spectators, field trips, art shows, film festivals, band festivals and in person meetings. Our staff, administration and students have really overcome some many obstacles from the last two years and worked hard to move from one transition to the next. They never lost focus of what makes our school great and that is never losing focus on their faith.

I want to take a moment to reflect on some of the highlights from our past school year.

First let’s celebrate the school and its focus to continue to work on its mission work.

Many great local mission work continued in the school led by students. We look forward to future ways school council can continue to support the school and students in future mission goals.

I would like to reflect the times Mr Boyko came to share with the parents at council meetings sharing his passion and knowledge in First Nation, Metis and Inuit education. He came in the fall to share in Reconciliation and then again in the spring to discuss the Metis and Treaty 6 flags that will be raised in the school division.  It was inspiring to hear of the different ways he brings this education into the classroom for students and we thank him for being willing to share with parents as well.

It was so wonderful to be able to host and share with all parents in the district Barclay Spady’s Career Pathways Presentation. It was such an informative evening that would help many parents navigate next steps with their children.

With the new School Council Grant Funding it was great to work collaboratively with other schools in the district to fund three engagement sessions.

1) Jody Carrington – a well-known Alberta-based psychologist, focused on building better relationships. Her presentations are engaging and full of passion and laughter. Her talk will focus on mental health and what families can do to support their children, each other and school administrators.  This was great to be able to open it up to all parents in the EIPS district and build stronger school communities

2) Amy Von Heyking – an Associate Professor at the University of Lethbridge and a member of the Alberta K-12 Curriculum Advisory Panel. In her presentation, she’ll explain the long-term vision for Alberta Education’s draft curriculum and what a high-quality curriculum should look like.

 3) Alberta School Council Association – ASCA engages directly with Alberta Education and advocates on behalf of school councils from across the province. In the presentation, you’ll learn more about the Assurance Framework, which replaces the Accountability Framework; the performance measures; and how the framework supports a transparent, responsive and accountable education system.activities and initiatives for next year.

One wonderful and small gesture was the “Bless the Teachers” initiative led by parents. We were able to get all the teachers a hot drink in the cold months of winter as well as a small treat later in the winter/spring. I hope we can continue to share these blessings moving forward, including having more ways for parents to share shout outs to the teachers.

I am pleased to say that our work with SCA Society has improved. It is a slow process but it is a process moving in the right direction.  There has been more open communication between both the parents and the society reps that I believe we are on the right path to building stronger relationships between all stakeholders. I want to thank Nate for continuing to be present to parents during our meetings this past year and being open to working with parents. Nate thank you for sharing with us your valuable time.

I want to acknowledge the school board and its commitment to the importance of continuing to support school councils. Your support allows parents voices to be heard not only on a district level but also provincial level. With out your support many schools would be left with out a voice. I would like to thank Trustee Cathy for continuing to make yourself present for our council meetings. I have learnt that this is not a common practice in all school divisions so we are very blessed to have you here with us. We appreciate the continuous information and knowledge you share with us and providing parents the opportunity to ask questions. We look forward to continue to work with you in the fall.

I want to thank the parents who volunteered their time to members of the school council

Andrea Timmermans who joined school council as our vice chair and has one more year in that role.

Amanda Meints who joined us recently as a council secretary and will be here for two more years.

My position as chair is up for a vote in the fall again, so if any parent is interested in putting their name forward please reach out and I can share information. I also will put my name into the running for a second term as chair. I have enjoyed being able to represent and advocate for our school on different levels.

To our school admins, thank you for being a part of our meetings. Thank you for all the different reports you have shared with us throughout the year.  It has been wonderful to work with all of you on different projects. Matt, it has been wonderful to work alongside with you at the council level and I look forward to many more opportunities to collaborate. Naomi thank you for being present at all our meetings and helping facilitate the online meets. It has been so wonderful to get to know you and your positivity helps light up a room - even virtually.  Wes, we wish you all the best as you transition into the relaxed world of retirement. It has been wonderful to get to know you and see your passion for mission work inspire the students, staff and families.

Moving into next year some of our goals and priorities will be:

The potential to host a First Nation, Metis and Inuit blanket exercise for parents in the fall (Potential to Collaborate with SCE)

Continue to support the school mission plans (National and Local)

Introduction of a First Nation, Metis and Inuit information piece into each council meeting

To be an influential and impactful advocate for our school and community.

Continue to foster a positive and collaborative environment

Continue to build regular communication with SCA Society with regular reports

To engage in conversation and deepen parent awareness around first nation Metis and Inuit culture and history with school FNMI lead

To continue to represent our school at monthly COSC meetings and to be our school parent voice in the district and provincial levels.

 scsschoolcouncil@gmail.com 

10. Staff shout-out

Kelli Littlefair – kids are done at SCA, says thanks to the great community and the work of the society.

Matt Spronk – thanks Kelli for always attending meetings. Thanks Aileen, for your leadership and spending your time and energy working on council.

11. Close – Aileen Bozic

Next meeting date September 19, 2022

Meeting end: 8:24 pm

SCS School Council Mission Statement

To be an influential and impactful advocate for change in our church and school.

We will achieve this through tangible support recognized by students, parents and staff.