CCNS Executive Board Meeting

August 18, 2015

Executive Member Present / Initials / Position
Amanda Degrace / AD / President, Chair
Aaran Jackson / AJ / VP
RoksanaCylupa / RC / Fundraising
Pamela Giroux / PG / Teacher
Jen Ruddy / JR / B4K and Moving Committee
VACANT / Blog and Newsletter
Lindsay Pritchard / LP / Registrar
Noémie Bergeron / NB / French Liaison
Laurence Finet / LF / Treasurer
Nancy Gillan / NG / Secretary
Kathy Adams / KA / Outgoing VP
Michelle Hedge / MH / Teaching Director
Wendy Jolliffe / WJ / Outgoing Secretary

Regrets: Tyler Parrott, Ana Paula Bulhoes

Meeting called to order at 7:40 by AD

Topic and Notes
The meeting was called to order at 7:40pm
Reminder to everyone to make sure they have a copy of the CCNS executive constitution. Please read to make sure you know your roles and responsibilities and ask questions as needed.
Secretary
  • Approval of July minutes.
  • Action ItemTP: Update the Blog ASAP
  • LP motioned, RC 2nd, All in favour
  • Approval of June minutes JR motioned, RC 2nd, all in favour
  • June and July minutes have been put on the website

Director’s Report
  • Michelle has been asked to speak at Heritage College again this year. Tentatively in November. Pamela would be Michelle’s replacement teacher that day.
  • 3 PD days throughout the school year. Try to pick one that corresponds to the WQSB and one to the CSPO. The 3rd is usually a day for both boards. Tentatively looking at October 9, November 27, and January 4, 2015
  • Other important dates for the 2015-2016 school year are:
  • Wednesday May 25, 2016 AGM
  • Saturday October 24, 2015 Halloween Party
  • Action Item: Confirm PD days with teachers once school is back in session.

Financial Report/Budget Update:
  • Ceridian Quote for payroll. We will only need to enter to teachers hours at every pay and Ceridian will take care of distributing salaries and remittances, which will be a great help as we had difficulty in calculating the right remittance amounts last year which cased penalties and to have to pay these remittances on a faster schedule. . This year it will cost $685, $560 in subsequent years due to a one time set up fee. With only one transaction taking care of all payroll distributions, we will have reduced bank fees. Ceridian will also formulate the ROES, R1 and T4’s for the teachers.
Motioned by Wendy, 2nd by Kathy, all in favour
  • Power of attorney is in progress
  • Speed bump with Xero (accounting system). Laurence is unable to have the bank feed going through, making it hard to follow up and make reports, etc
  • ROES are done and distributed

French Liaison Report
  • Noémiehas translated B4K letter and sent to Tyler
  • Action Items:
  • Jen will touch base with Tyler to make sure he has all the updated SAP contacts
  • Letter to all past donors should be going out by end of this week August 21
  • Noémie will translate letter for the new programs
Due Date ASAP
Moving Committee Update
  • Mid July met at ST Stephens to meet with Valerie (parent and architect)..She will design our new building.
  • Should be able to save us money because we wont need to pay for the architectural stamp
  • Ana’s dad will be the contractor. Still much discussion on a basement or none, add in electrical baseboards??
  • Jen Ruddy and her husband are reaching out to local companies to donate the wood
  • Action Items: (JR)
  • Need notarized contract from St Stephen
Want the dates of when we can move and when we will start paying rent….it now says Oct 1st but we want it blank and just pencil in when we actually move.
  • Touch base with Valerie to see where she is at.
Ideally we want Valerie to have her drawings done by the September meeting at the municipality.
  • Confirm dates for Sept municipality meeting for the presentation of our plan
Due Date ASAP
Registrar Report
  • Junior Class 12-FULL
  • Mixed Class 10
  • Senior Class 4
  • Family with twin want Jr. class but may do the mixed class. Very interested, maybe for other programs or even next year.
  • Interest in the mixed class (one July birthday and one June Birthday (turned 3)
  • MH gives okay for their registration
  • LP has the insurance package. Looking into whether we have the best deal
  • Important Action Items:
  • LP to contact parents on the waiting list for mixed class ASAP
  • LP will look up the information that we have on the bursary criteria because there may be interested children. She will report back to us if it needs updating. DUE
  • LP will check with insurance company to ensure that we are covered for all ages (babies in arms to school aged kids). Also enquire about directors and operators insurance.
  • LP update parent email list for 2015-16ASAP
  • JR send out newsletter to all parents Due: by August 28th
  • TP send out email to remind families of the meeting on Wed. Sept 2nd
***WJ already drafted a letter (saved in email) DUE: by August 21
Communications Report (notes from Tyler)
  • New website by end of September
  • New parent is volunteering to help with the rebrand. Will also design a new logo, business card and ______, making the forest part more prominent
  • More discussion will be given at the next meeting for the name….Must be bilingual!!
  • Tyler not getting a lot of help from other parents for the farmers market and/or the rec. fair on August 22 and August 29 respectively.
  • Other strategies may be needed to get parents to volunteer
  • Important Action:
  • AD will formulate a list of jobs and then email families and ask them to participate, signing up for a minimum of 3 jobs to do this year DUE DATE: ASAP

Fundraising Report
  • Hard to fill out applications because we still have not moved so our status is uncertain making us ineligible.
  • No dissolve soap, Mabels labels-yes, coffee-yes. Also look into Loblaws gift cards (5%) goes to the school
  • KA heard of a contest for all schools in Chelsea (due in Oct). What would be the best idea to do with the money available? We should submit our Nature Playscape
  • Grant applications:
  • JR, Carey Innis , and RC will do the grant writing (MEC grant, application for free municipality space in the Meredith Center)
  • Action Items:
  • RC find out more about Loblaws gift cards
  • RC/KA submit application to schools contest for the Nature Playscape
  • JR and RC meet to do the handover of fundraising position DUE by August 28th

Bids4Kids
  • Jen Ruddy has volunteered to take on the B4K position. Thank you Jen!
  • Motion by LP, 2nd by NB, all in favour
  • Dates for Auction: November 15, 16, 17, 18 (online format) with a live auction and pick up of online items and party on Saturday November 21st.
  • Action Items:
  • JR to contact APB and get caught up to date ASAP
  • Find location for party

VP Report
  • Access to the land behind the Meredith Center has been granted to the afterschool program by Dave Meredith. Important to note that the access to this land may change because Chelsea Nordic will be developing the land.
  • $20/hour for room rental in the Meredith Center. This could become quite costly, especially in the late fall and winter months.
  • Maybe the library would be another alternative

Blog Report
  • Nothing to report

Teacher Contracts
  • Teachers would like to see a reduction in the radius and that the conditions be waived if you are not competing with CCNS programs
  • Important Actions:
  • KA and AJ will finesse the wording of the clauses ASAP

Other Business
  • Discussion about how long we can guarantee teacher hours if programs don’t run and we can’t make up the deficit.
  • Teacher hours will remain the same until December when the Board will revisit. WJ motions, JR seconds. All in favour
  • AJ motions to change the KM radius from 60 to 15 KM. WJ seconds, all in favour.
  • Clause 10.1 Restrictions may be waived at the discretion of the board. Add that any new programs that are not already offered by CCNS are okay to work for if we are not interested in running them. CCNS would have right of refusal of any new programs brought forward. AJ motioned, JR seconded.
  • Any previous programs and experiences are grandfathered in. AJ motioned, JR seconds, all in favour

Meeting adjourned at 11:15pm

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