St. Marguerite D'youville Catholic School Council

St. Marguerite D'Youville Catholic School Council

Agenda/Meeting Minutes

November 16, 2016

Attendance: / Jon Attard, Stephanie Huber, Lisa Wright, Geoff Moore, Stephanie Simpson, Antonella Ficca, Anjanie McCarthy, Laura Stephenson, Nieve Lomas, Misty Santerre, Evelina Perri, Beth Allison, Maria Negas, CallySawasin, Robin Hanbury, Kim McGladdery / Jon, Steph H, Lisa, Mr. Moore, Stephanie, Antonella Fica, Anj, Laura, Nieve, Misty, Evelina, Mrs. Allison, Maria, Cali, Rob
Welcome & Opening Prayer / Jon lead the group in prayer
Adjournment: / Jon was the chair for the meeting
Approval of the Agenda:
Approval of the October 2016 Minutes: / Agenda was approved by Jon and seconded by Maria

1. Need to adjust previous minutes regarding Halloween dance
2. Minutes regarding decorations (Maria to send the revised minutes to Kim)
3. Maria’s update: Halloween dance committee used existing decorations not donations
4. Anj moved to second the amendment

1. Jon advised the committee that the following modification will be made to future minutes:
2. Action items will be captured with the name assigned to each task (owner along with due date)
3. Proposed format change for the action items was agreed by all members

Geoff Moore: now that the minutes have been approved he will be publishing them on the school website
Council procedures and framework /

1. Proposed a By-Law Committee: to be established (SMD school council and parent network organization)
2. Proposed completion timeline next meeting (Geoff's recommendation: by laws are currently located on the school website)
3. Lisa, Cally, Anj, Neive, Rob,& Geoff will assume responsibility of the by-law committee and code of ethics

1. Code of Ethics & Minutes: must be posted and visible both in a binder and online
2. Kim ,Stephanie S & Geoff - to work on a solution to accommodate thisrequirement)

1. By laws must be updated to include the accurate meeting times
2. SMD school council and parent network organization layout must be modified as the current format indicates a hierarchy (include it in the revamp discussions)
3. Geoff distributed copies of the LDCSB-Parent Involvement Committee Handbook
4. Need to develop a code of ethics
5. 2013/2014 book was located with a code of ethics
6. Voting Capacity:In order to have voting rights on proposed items you must attend a minimum 2/3 of the meetings
7. Consensus (pg 41): voting is used when consensus cannot be obtained
8. Secret ballot requirement for all voting requirements pg 47
9. Voting should only be used in a minimal capacity
10. If a participant does not initially want to be a voting member and later wants to become a voting member what is the process - Geoff indicated that it would need to be investigated (suggestion is to track attendance percentage on each of the monthly meetings)

1. All parents/guardians are welcome to participate in catholic education as members of a CSC ( Pg. 14 ) of the handbook / subcommittees are built from the CSC
2. 1 teaching and 1 non teaching staff representative is required for voting member committees
3. Geoff will follow up on the teaching representative for future CSC
4. Positive and effective school council meetings
5. Minutes must be maintained and located in a binder (it is also located on the website)
6. Members of council must be listedpublicly

1. Sub committees(pg 37):Parent Network/Fundraising and Social committee/Ad Hoc as needed/Ideas for community building
2. School fundraising(pg 65): must be approved by CSC and communicated (the purpose of all fundraising must be clearly identified to the school community

1. Geoff: legislation indicates that you must BCC members for conversation (consent of a conversation compliance)
2. Email list with names displayed - must include a BCC
3. Stephanie Huber will provide an email template to Anj regarding email compliance regulations (eblast software)
4. Suggestion is to BCC emails to the conversation

Committee Reports:

Parent Network – Anj

1. SMD fundraising and Social Committee is the new name based on the results of the Nov 9th meeting

-Anj proposed to bring the 2-3 new fundraising ideas to the Jan meetings that were discussed during the Nov 9th meeting

-Detailed outline to be supplied prior to the next meeting

1. Christmas Store:

-Need to discuss and confirm dates for the Christmas store

-Gym is not available for the Christmas store due to the Christmas Carol play

-Dates are now conflicting (Maria is discussing the concerns on behalf of Shawna)

-Possibly consider Dec 21-22nd -Maria has offered to volunteer to run the store on Dec 21 if Shawna is unable to accommodate that date due to work

-Run by school council however it is not a fundraising event (school does not run it)

-Need to find an area to organize the primary grades before and after the class visits

-Consider Dec 8th/9th to host the store

Parent Network - Halloween DanceParent Network – Maria, Misty, Evelina

1. Halloween dance was held Oct 27, 2016
2. Huge success, great turnout
3. Decorations were not donations
4. Revised minutes: The Halloween Dance committee used decorations from existing Halloween stock in the storage closet.
5. Some of the decorations were also provided by Misty Santerre, Dennis Webster and Anna Oliveira.Thanks again, Maria

Fundraising Committee – Stephanie HuberHalloween Dance Profit: $916.25

Travel CommitteeTravel Committee –Lisa Wright:

1. Travel study was reviewed: Work in Progress - Mark Ridley provided a summary (Pedestrian cross over)
2. Josh Morgan was included on the travel study last year
3. Many parameters involved with crosswalks, crossing guards
4. Cross over study will be assessed for SMD (will at least prompt the drivers to obey)
5. Currently we do not have a legal crosswalk in front of the school (i.e. no tickets will be issued for infractions currently) / concerns have been brought forth to the committee to determine city requirements
6. Another meeting will be conducted on Nov 17th
7. Geoff has increased the amount of communication in the school newsletter
8. Kiss and ride card will be sent out to the parent community to increase communication
9. Health unit perspective is that a child should be able to walk to school on their own
10. Lisa to bring forth additional concerns

Healthy/Safe Schools Committee – Beth

1. Encouraging additional parental involvement
2. Connectiveness: Dan Monohan
3. Anyone who is hungry can line up to get food however if you need a friend there is nowhere to line up
4. Only 1 parent currently involved in the committee
5. Yoga/meditation
6. Drive a connection with the community
7. Learn to find a friend
8. Next meeting: Date will be provided to Anj

Parish Committee – Lisa

1. Movie night is the same night as Spirit Night (Nov 30th)
2. Promote both Spirit Night and Movie Night as a whole night out (use the movie time to go Christmas shopping)
3. Friday Nov 25th "deck the wreath” night - cost of $20 which includes a meal and decoration
4. Promote the Holy Strollers for Mothers with youngsters post on the FB page
5. Children’s choir: will be posted (practices are every 930-1030 Saturday morning / only need to do 1 mass a month) - any age
6. First Reconciliation: prep was conducted and was successful
7. First Communion: previously buses were provided to attended a walk- through of the alter
8. Alpha course: will be forthcoming (program about having a closer encounter with God)
9. FIAT: faith in action team (a program used in other parishes)

Community Committee – Laura

1. How does the school come up with its own fundraisers (outside of council)
2. Request to learn the process for requesting outside fundraisers
3. Limited to 5 3rd party fundraisers per year (as confirmed by Geoff)

Social Committee – Anjanie

1. No additional updates (previously discussed during meeting)

Principal Updates: (Refer to the attached handout)

1. Blessing of grade 4 bibles with occur November 30th
2. Curriculum: focus on each division in Math
3. Community in Culture:
4. Math Club for primary grades will be coming up
5. Basketball tryouts are ongoing for the older grades
6. Safe Schools: only have 1 outstanding fire drill to complete and we will be in compliance until later in the school year
7. Discuss during next meeting: (attached)
8. - Costs of shirts quotes
9. - Jon conducted an assessment of the existing inventory and the majority of the shirts are in poor condition (85 shirts only available)
10. Geoff requested 200 shirts - next steps Geoff to provide an inventory of the number of shirts per size
11. Need to identify where the fundraising is allocated in January meeting
12. PRO GRANT: empowering our children to be ready for the real world
13. Cheques have been received this week ($1500)
14. Dates for presentations: Pending confirmation
15. - Grades 4-8
16. - An evening session will be offered to the parents
17. - April: week of 24-28th will be presented to the presenter
18. – Funds from the grant must be used by January 28th, 2017

Library Update: Book Fair

1. Book Fair: Week of Nov 21st
2. Tuesday November 22 –Friday November 25th
3. Geoff to send out an update this week
4. WednesdayNovember 23rdopen until 7ppm

Action Items/Owners:

1. Bottle drive idea - discussion to occur during the next meeting
2. Technology discussion will need to be tabled until the next meeting (must validate the balance in the account first) - need to be tabled until next meeting
3. Identify a third Spirit Night, dates for Spring Craft show, and date for Carnival
4. Identify the possibility of running a second Little Caesars/Cinnabon fundraiser
5. Maria: Provide revised minutes surrounding Halloween decorations – complete 11/16/2016
6. Geoff: Identify a teaching representative for future CSC meetings – due next meeting
7. Stephanie H: Provide Anj with an email template regarding compliance consent – due next meeting
8. By-Law Committee: Provide by-law revisions and code of ethics updates – due next meeting
9. Healthy/Safe Schools: next meeting date to be provided to Anj – due next meeting

Adjournment:

1. Anj: move to adjourn the meeting and Jon seconded
2. Anj: move to close & Everyone seconded
3. Next Meeting: Jan 18th 2017
4. Feb 15th Social and Fundraising committee meetingNovember 16, 2016
   Meeting Minutes:
   Attendance: Jon, Steph H, Lisa, Mr. Moore, Stephanie, Antonella Fica, Anj, Laura, Nieve, Misty, Evelina, Mrs. Allison, Maria, Cali, Rob
   Adjournment:
   - Jon started the meeting
   - Agenda was approved by Jon and seconded by Maria
   - Minutes from Nov 16th meeting
   Need to adjust previous minutes regarding Halloween dance minutes regarding decorations (Maria to send the revised minutes to Kim)
   Maria halloween dance committee used existing decorations
   Anj moved to second the ammendment
   Jon - action items will be captured with the name assigned to each task (owner along with due date) - format change for the action items
   (agreement by all members)
   Geoff-now that the minutes have been approved he will be publishing them on the school website
   Jon chaired the meeting
   Agenda: budget
   Prayer: Jon lead the group in prayer
   Halloween dance: Profit: $916.25 financial update
   Cinnebon:/Little Cesars: tabled for Jan meeting
   Anj Update
   - Parent Network:
   -SMD fundraising and Social Committee is the new name based on the results of the Nov 9th meeting
   - Anj proposal to bring the 2-3 new fundraising ideas to the Jan meetings that were discussed during the Nov 9th meeting
   - Detailed outline to be supplied prior to the next meeting
   Christmas Store:
   - Need to disucss and confirm dates for the Christmas store
   - gym is not available for the Christmas store due to the Christmas Carol play
   - dates are now conflicting (Maria is discussing the concerns on behalf of Shawna)
   - possibly consider Dec 21-22nd -Maria has offered to volunteer to run the store on Dec 21 if Shawna is unable to accomodate that date due to work
   - run by school council however it is not a fundraising event (school does not run it)
   - need to find an area to organize the primary grades before and after the class visits
   - consider dec 8th/9th to host the store
   Principal Update: (refer to hard copy handed out and discussed)
   - blessing of grade 4 bibles with occur nov 30th
   - Curriculum: focus on each division in Math
   - Community in Culture:
   - Math Club for primiary will be coming up
   - Basketball tryouts are ongoing for the older grades
   - Safe Schools:
   - only have 1 outstanding fire drill to complete and we will be in compliance until later in the school year
   - Discuss during next meeting:
   - costs of shirts quotes
   - Jon conducted an assessment of the existing inventory and the majority of the shirts are in poor condition (85 shirts only available)
   - Geoff requested 200 shirts - next steps Geoff to provide an inventory of the number of shirts per size
   - Need to identify where the fundraising is allocated in January meeting
   - PRO GRANT:
   - empowering our children to be ready for the real world
   - Cheques have been received this week ($1500)
   - dates must be decided on
   - grades 4-8
   - an evening session will be offered to the parents
   - dates need to be determined
   - April: week of 24-28th will be presented to the presenter
   -- funds must be used by jan 28th
   - Spring Dance: March 30th
   - Proposed a by law committee to be established (SMD school council and parent network organization)-proposed completion timeline next meeting (Geoff's recommendation: by laws are currently located on the school website) - Lisa, Cali, Anj, Neive, Rob, Geoff will assume responsibility of the by law committee and code of ethics
   - MUST create a by law committee moving forward (AD HOC)
   - code of ethics, minutes, must be posted and visible both in a binder and online (Kim/Steph/Geoff - to work on a solution to accomodate this requirement)
   - By laws must be updated to include the accurate meeting times
   - SMD school council and parent network organization layout must be modified as the current format indicates a hierarchy (include it in the revamp discussions)
   - Handed out the handbook
   - Need to develop a code of ethics
   -2013/2014 book was located with a code of ethics
   - have to attend 2/3 of the meetings in order to be able to vote on proposed items
   - voting is only required when we cannot come to a consensus
   - voting should only be used in a minimal capacity
   - if a participant does not initially want to be a voting member and later wants to become a voting member what is the process - Geoff indicated that it would need to be investigated (suggestion is to track attendance percentage on each of the monthly meetings)
   - all parents/guardians are welcome to participate in catholic education as members of a CSC ( Pg. 14 ) of the handbook / subcommittees are built from the CSC
   - 1 teaching and 1 non teaching staff representative is required for voting member committees
   - Geoff will follow up on the teaching representative for future CSC
   - positive and effective school council meetings
   - minutes must be maintained and located in a binder (it is also located on the website)
   - members of council must be listed
   - pg. 37 sub committee's
   Parent Network
   Funraising and Social committee
   Ad Hoc as needed
   Ideas for community building
   pg 41 Consensus: voting is used when consensus cannot be obtained
   - secret ballot requirement for all voting requirements
   pg 47
   pg 65 - school fundraising: must be approved by CSC and communicated (the purpose of all fundraising must be clearly identified to the school community
   Geoff: legislation indicates that you must BCC members for conversation (consent of a conversation compliance)
   email list with names displayed - must include a BCC
   - Steph Huber will provide an email template to Anj regarding email compliance regulations (eblast software)
   - suggestion is to BCC emails to the conversation
   Action Items: During Next Meeting
   Bottle drive idea - discussion to occur during the next meetingTechnology discussion will need to be tabled until the next meeting (must validate the balance in the account first) - need to be tabled until Jan meeting
   Laura: Community Rep
   how does the school come up with its own fundraisers (outside of council)
   - request to learn the process for requesting outside fundraisers
   - limited to 5 3rd party fundraisers per year
   Anj:No updates
   Parish Representative Update: Lisa
   - Movie night is the same night as Spirit Night (Nov 30th)
   - Promote both Spirit Night and Movie Night as a whole night out (use the movie time to go Christmas shopping)
   - Friday Nov 25th "deck the wreath"night - cost of $20 which includes a meal and decoration
   - Promote the Holy Scrollers for Mothers with youngsters post on the FB page
   - Childrens choir: will be posted (practices are every 930-1030 Saturday morning / only need to do 1 mass a month) - any age
   - First Reconciliation: prep was conducted and was successful
   - First Communion: previously buses were provided to attended a walk through of the alter
   - Alpha course: will be forthcoming (program about having a closer encounter with God)
   - FIAT: faith in action team (a program used in other parishes)
   Travel Committee Update: Lisa Wright
   - Travel study was reviewed: Work in Progress - Mark Ridley provided a summary (Pedestrian cross over)
   - Josh Morgan was included on the travel study last year
   - Many parameters involved with crosswalks, crossing guards
   - Cross over study will be assessed for SMD (will at least prompt the drivers to obey)
   - currently we do not have a legal crosswalk in front of the school (ie: no tickets will be issued for infractions currently) / concerns have been brought forth to the committee to determine city requirements
   - another meeting will be conducted on Nov 17th
   - Geoff has increased the amount of communication in the school newsletter
   - Kiss and ride card will be sent out to the parent community to increase communication
   - Health unit perspective is that a child should be able to walk to school on their own
   - Lisa to bring forth additional concerns
   Beth: Safety schools committee
   - encouraging additional parental invovlement
   - connectiveness: Dan Monohan
   - anyone who is hungry can line up to get food however if you need a friend there is no where to line up
   - only 1 parent currently involved in the committee
   - yoga/meditation
   - drive a connection with the community
   - learn to find a friend
   - next meeting: date will be provided to Anj
   Anj/Jon - have waived the updates
   Mrs. Fica:
   - book fair is next week
   - Tues-Friday
   - Geoff to send out an update this week
   - Wed open until 7ppm
   Anj: move to adjourn the meeting and Jon seconded