HPAC Executive Minutes

Nov 17, 2015

Highlands Parent Advisory Committee

Executive Meeting Minutes

November 17, 2015

Executive Present:

/ Ed Desaulniers, Verna O’Neill, Tracey Lebedovich, MarnieGiblin, Carmen Kaufmann, Todd Henderson, Amber Zhao

Executive Regrets:

Next HPAC Meeting:
Next Exec Meeting: / Jason Krupa, Tracy Stirling, Moira Cregan,
Tuesday, Dec 1st, 7:00pm (6:30pm), Highlands Elementary
Tuesday, Dec 15th, 1:30pm at (TBD)

Admin Update - Todd

  • Biggest priority is getting the Christmas concert ticket sales going. None of the Highlands students will be taking up seats in the audience so there will be more seats available.
  • Closed dress rehearsal in the afternoon during school time. Parents will not be allowed to attend due to space issues.
  • Todd – Working through the process of confirming if the ICBC drivers abstract is needed every year versus every 3 years. It’s easier for the office if parents do new ones every year. District would like it left for every three years because it’s difficult for some schools to get parents to do it annually. Todd will gently ask parents to do it every year.
  • The school has had some concerns with parents that have infractions on their driver’s abstracts and wanting to volunteer to drive. It’s not a totally clear what the rules are with the district but Todd errs on the side of caution.
  • Tree situation – there is no new information to share. The school district has to go through all the private homeowners. Nov 12th was the deadline date for homeowners to work with the School District and enable tree surveyors to check all of the trees. There is not a definite timeline of when the work will be completed and the area re-opened.
  • New Superintendent – the School District had a succession plan in place for a Deputy Superintendent to shadow the current superintendent. There has been a rethink – the posting will now be for a new Superintendent instead of a Deputy role.
  • Hiring process for upper admin is done through an external firm.
  • Admin association will provide their input, as might DPAC. This is the first new Superintendent in 10 years.
  • Traditionally for the Christmas concerts, HPAC (Assigned to Moira) buys flowers for the band (Dec 14th) and strings directors (Dec 16th) and the music director of the Centennial concert (Dec 10th). The HPAC should have students or parents presents to the teachers.
  • Moira should ask Laura Svenhard or Dana Cave for contacts and information and make arrangement on behalf of the HPAC.

Fundraiser Update

-Parent Social

  • Carmen is needing to resign from the HPAC for personal reasons
  • MarnieGiblinis interested in taking over the Fundraising role– we can put this to a vote at the next General HPAC meeting
  • We should post an opening for “Member at Large” – to take over Marnie’s role, and just be another extra helper.
  • Class rep role – Marnie can keep that this role for the remainder of the year.
  • Spring Event is still TBD by the HPAC –the goal is still to raise at least $2000 with some kind of event.
  • Card Project – just under $2000 profit – which was lower than expectations but still strong. Kelly and Meghan feel that it’s easy for them but quite a bit of work for the teachers.
  • Carmen – passed along the Gaming License information for the 50/50
  • Carmen – the field has been booked the full day for the Spring Event on May 14th

Natural Playground Update

-Anonymous Donor Family is in support of Highlands using a large portion of their donation ($10,000) to help pay for a large-scale children’s art mural along the south fence by the “River’s Edge” area of the Natural Playground.

-There is a non-profit organization called “Stream of Dreams” that provides watershed education plus the painting and installation of a wooden fish mural that would be great.

-Stream of Dreams – Todd has worked with them in the past and they were fantastic. But they are pricey. The cutting of the wooden fish needs to be done by parent volunteers. Sometimes you can partner with a High School and their shop students

-They would do two classes at a time – one would do education and one would do the painting.

-$10/per student approx. cost. Plus $5 per student for pre-made wooden fish that will last 15 years.

-Todd believes every student should have their own fish for the legacyaspect versus just some of the students.

-It could tie in a coloured-theme or a “Jackson Pollack” type of painting themeso it relates back to the donor’s grandmother.

-Tracey and Jackie Hoffer will look further into costs.

-Todd is confirming that the School District is ok with us attaching the fish to the fence.

Playground Construction Update –

-Little wrinkle – We got approval from Janson Ho as he was leaving. Todd is expecting a new director has been appointed so he will need to be brought up to speed so we may need more time to receive answers from the School District

-Todd is getting the final word from the District on when/where Great Canadian can begin to collect donated materials and store them at the school before construction

-Todd mentioned the gravel field is very saturated right now so the school district is just making sure the gravel field would be ok for heavy trucks driving across it.

-Timeline – Todd is finding out if we could we begin construction sooner than the summer, maybe by Spring Break

-Jason Berg is our contact for the project but Todd will also see if Mark Thompson can be available for Jackie Hoffer to ask questions

-Marnie G – she will stop applying for new grantsand is still waiting to hear back from several that she has already applied for.

-We should keep all the playground donations in the bank untilall of our funding has been deposited.

-Tracey would like to keep a healthy buffer in the bank as contingency until the construction is completed. If there areexcess funds available once we have received all donations, then we will speak with admin and HPAC members about giving some more technology funds to admin.

Scholastic Book Fair –

-Verna had a meeting with Christine Carrick and Erin MacNair. There are certain sales plateaus you have to hit ($3000 minimum) in order to get cash back. Under $3000 and the school receives a Scholastic credit. Verna asked about the trinkets and that’s where all of the money is being made.

-Amber –we should offer some tips to parents, reminding them that it’s the parent’s responsibility to set expectations and rules about what their children can and cannot purchase.

-Dec 1st – set up – open for parents only (before and after the HPAC meeting), great for Christmas presents. Then the book fair will also be open Wed and Thursday during the day.

HT Photo–Carmen is looking for feedback from parents for next year

Dr. Vo – Verna – She received an email from Blair asking Dr. Vo about his availability. We still need cost estimates from Blair.Ed is going to get in the loop with this so Verna doesn’t have to manage it.

Carmen’s Talk – They have waived the fees for the speakers, but Carmen will find out about any fees for photocopying and bracelets. If the audience gets too large we could move to Handsworth. Advertising posters might go out in January. Carmen to talk to Todd about having the slideshow and microphone set up for the evening.

Jan 22ndRed Cross Babysitting - $60 for a babysitting course“First Aid Hero” for Grades 6 and 7s.

Movie Night – Marnie G will reconfirm the gym for Feb 4th. Challenging to select a movie that all kids like. Carmen suggests “Inside Out” for all ages. The NVSD holds a contract for licensing of some movies.Marnie will look into it.

Upcoming events – Both Teresa (Librarian) and Kidsbooks are ready to roll out “books for schools” for Christmas presents to the school.

Communications Update–

Website – Marnie can work with Verna to add fundraising updates to the website. Website template update may happen over the holidays if Tracey and Verna have time.

Safety Position -Amber – sometimes she feels there is not a large need for the Safety Coordinator to be at all the Exec meetings. Amber is interested in learning more about becoming the member at large. We may not need the Safety Exec position in future years.

Marnie/Verna – will post the Member at Large position now and see what happens.