Sep. 23, 2020 PAC General Meeting Minutes

Meeting called to order at 7:05 pm. Meeting was held electronically (via Zoom).

Attendance: (will be confirmed and recorded using Zoom attendee screen names)

The previous Minutes from the general meeting held on June 3, 2020 were passed and adopted. Motion was moved and seconded.

Items discussed:

Introduction of PAC members and Sperling administrators

The PAC Chair (Kelly) provided an overview of Sperling’s Executive PAC positions and other existing committees. General introductions were provided for each member and their role(s). The Chair also introduced the school principal (Dave Maclean) and head teacher (Rosemary Venos), both of whom were present at the meeting.

Unfortunately, the current Vice-Chair (Norm) had to step down from this role due to scheduling conflicts. Accordingly, this Executive position is open again and the PAC welcomes nominations. No nominations were proposed during this meeting and therefore the position remains open.

The Chair further mentioned other various positions are available and if anyone is interested to volunteer to please inquire by e-mail at chair@sperlingpac.com

Committee Updates

Lost and Found (L&F): Two parents (Alessandra and Renee) handle the L&F. In previous years, the L&F area was placed in the school hallway for retrieval and an Instagram account was created last year to post items and remind people that items not claimed by month-end would be removed and donated. The Instagram handle is #ecolesperlinglost The new L&F procedure will be that the items will be rolled outside at certain times for the L&F parents to organize and post lost items on Instagram. Only students will be able to retrieve an item and are to inquire with their teacher.

Emergency (ER) Boxes and Kits: Ms. Venos, Mme. Day and a parent (Phil) oversee the maintenance of the ER boxes and kits. Ms. Venos has prepared all backpacks with ER equipment for each class and is still working on filling them up. Phil will assist Ms. Venos to get the items finalized.

Indoor/Outdoor Boxes: Every year there is a budget allocated for each class to have an indoor/outdoor bin of items, i.e. balls, games, etc. for rainy days or outside play. There is some excess budget from last year, due to COVID-19, since some items to be purchased after Spring Break did not happen. The school is looking at putting together individual outdoor learning activities together. Ms. Venos did some research and found 2 balls (durably quality) per classroom = 25 soccer balls. The approx. cost is $625. It was agreed to have Rosemary go ahead and order the balls for purchase and use the budget funds accordingly.

Hot Lunch Program: Mr. Maclean advised that the District is very hesitant to proceed with PAC-run hot lunch programs at the moment. No Burnaby schools are currently running any. He can continue to bring proposals to the District, if desired. There was open discussion on this topic which led to considering the following steps: hot lunch
committee discusses logistics and feasibility; Mr. Maclean can send pitch to District; PAC surveys parents for interest to decide yay or nay on pursuing the program for this term or year.

Parent Help/Community Building: There was discussion on looking for new ways to support the school and build sense of community during this new normal. Volunteering is a great thing for parents to feel part of the Sperling community. PAC webmaster (Ian) will update the PAC website regarding the volunteer mailbox and e-mail options.

Another idea, which was initially brought up at the info Zoom for Sperling parents, was looking for tents to be donated to the school to help provide undercover at the handwashing station (outside boys and girls washroom doors). One parent has already donated two large canopy tents to the school. Help is needed with the set up (before 9:30 am) and tear down (after 3:00 pm). The PAC will send an email asking for volunteers.

Parent Donations: In the past, a letter is sent out once a year to all parents asking for monetary donations. This letter was scheduled to be sent after Spring Break which did not happen due to COVID-19. For this school year especially, one way this will support the teachers is to give funding for outdoor education, which will need to be supplemented to progress the program, i.e. PE will be more in outdoor settings than usual. The PAC Chair will discuss with the committee member(s) on the timing of if/when this year’s letter should go out.

Fundraising: The PAC does not anticipate to be able to roll out many of the usual and traditional fundraisers this year, and if so, much of the process and logistics will need to be considered on whether it is practical and feasible to do so. Some of the usual events were discussed:

Terry Fox Run (Fall): encouraging online pledges; classes will do runs around the field and record it on large map; families can include any walking/runs they do and send record to the school – this also helps with common goal in helping build sense of community and school culture
*will see how this version goes and evaluate how to perform our Sperling Sprint school fundraiser held in the Spring

Shopfunds (usually once per Term): if this rolls out, first one would be looking at early November ordering, with delivery for early December

Fun Fair (bi-annually, scheduled for May 2021): confirmed that the event will not be able to proceed for spring 2021; will have to see where the pandemic is at down the road and also how we are doing with the PAC budget to determine when to plan for the next one.

Clothing Drive – likely no go for this year

Bottle Depot (Kensington Plaza) – yes, parents can still do this on their own to support the school. Can drop off items in a plastic bag and creating a label at the touchscreen at front of the shop using phone account *6042969030*. There is also an account for gr 7’s separately (account to be confirmed).

Treasurer’s Report

The Treasurer (Jessica) ran down the proposed budget prepared by the PAC Exec team. Various line items were reviewed, and some amendments were made:

Expenses Budget: Suggested decreases: Fun Fair; School buses (for track); YRCA Book Club; Zoom Account.
Suggested increases: Teacher appreciation event.

Gaming Account: May be impacted by the pandemic, still waiting for confirmation. Field Trip budget – suggestion was made to divide up the refunded amount and spread among teachers towards the consumables.

Consumables: This year classrooms were reduced from 27 to 26 (includes LSS/ELL). By adding the refunds from the Field Trips budget, teachers/classes would be provided a larger consumables budget for this year.

Project requiring PAC approval: Two pitches were suggested for this allocation. One was a focused theme of “Give Back” where kids think of others in caring and compassionate ways by giving back in time or volunteering and not just on a monetary level (going beyond fundraising and donations). The focus would not only bring out sense of community, belonging, pride, ownership, but also help raise more awareness to the school and students. The pitch is to have each class come up with a proposal and pitch it to a panel (perhaps PAC members), like Dragon’s Den style. Criteria include identifying an issue, looking at barriers, finding a solution to achieve the goal of helping others, what things (i.e., items) are needed to make it happen.

The other pitch was to use these funds to facilitate COVID-19 related new expenses that were unexpected for this school year, such as more outdoor equipment.

Subsequent addition to these Minutes that was initially missed in the post drafted version:

Motion was moved and seconded to approve the budget including all adjustments and amendments discussed in this meeting. Parents in favour showed a “thumbs up” icon on their screens; no parents expressed not being in favour. Majority vote was in favour and therefore motion passed.

CPF (Canadian Parents for French)

CPF is offering free membership this year and registration can be done through their website. The free tutoring program offered is now full, but there might be another program opening up in the Spring. Teacher awards were presented at the last CPF meeting. CPF also mentioned they have some funding that they want utilize and looking for more online based platforms to run the program through. William confirmed that the CPF grant (for the school) will be open for applications shortly.

DPAC (District PAC)

At the last DPAC meeting, lots of questions were raised about what PACs can do this school year and a question about what can the (gaming account) grant funds be used for this year (if no field trips). DPAC will discuss what and how the school can find ways to fundraise or build community through the DPAC. They want to find other ways on how we can build sense of community and will be continuing these discussions through to the next
meeting.

Principal’s Report

General: The morale is super high with students who are also doing an amazing job with the new protocols. It has been great to see teachers and students settling into their new realities. Approximately 86% of Sperling students have returned to in-school learning.

New COVID-19 policies: The principal thanked everyone for their cooperation on the new policies and procedures. It is a constant balancing act for all schools. An e-mail was sent out with the latest daily health check procedures. The daily check will now be changed from individual questions asked to each student and instead to a general asking of “have your parents gone through the questions with you”. If a child does answer a ‘yes’ to a question, he/she will be directed to the office and screened by the principal or head teacher. If symptoms subside, one can return after 24 hours; if one has 2 symptoms or a fever, he/she will be instructed to seek medical attention through 811.

Staggered Schedule: The staggered start times have greatly helped reduce traffic flow; however, people are coming too early and playing on the playground until their bell time. It is strongly encouraged to come as close to start and end times and not too early in an effort to keep cohorts from being compromised.

Staff updates/changes: Due to online options this year, Sperling was surplused an French Immersion teacher for online services and therefore less a division in the school. Ms. Schulze is our surplus online, but still a part of the staff. Sperling welcomes the following teachers: Mr. Stuart (grade 4/5 in the portable) filling in for Ms. Grundy’s leave position; Mr. Larsen (gr 6/7 English) for Ms. Neumann’s position; Mme. Funnell (Gr 5/6) for Mme. Potyka’s maternity leave ; Mr. Brletic (2/3) for Mme Cirka’s maternity leave. We also welcome 4 new EA’s this year.

There being no further business to discuss, the meeting was adjourned at 8:53 pm.

Minutes prepared by Co-Secretary (Livia)

Jun. 3, 2020 PAC Annual General Meeting (AGM) Minutes

Called to order 7:05pm

Great turn out to meeting via zoom. Possibility of doing this for future meetings if it makes it easier for people to attend

Address from Chair: this meeting is to secure our PAC executive team for the next school year, even though we don’t know what that looks like yet. More people joining committees is better so we encourage participation. Kelly thanks all the people who have helped in any capacity this year. Previous hot lunch crew recognized for their hard work, and a thank you to the new crew for stepping up and doing a great job.

Minutes from previous meeting passed by show of thumbs up reaction.

Principals Report

  • Junior achievement project: Coi masks (group name): all 10 sewing machines were lent to families to make masks. Instructional video how to use sewing machine, permission to use template. Made business plan and sent letters to various companies to get donations. 200 masks made and they are hoping to raise $1000 to send to the Vancouver aquarium
  • Remote learning successes: Students are getting great learning opportunities. Raz kids. Some are doing a passion project on their own guidance. One student made her own pair of shoes and has been invited to loves jewels leather to see how their shoes are manufactured. Getty museum challenge has paintings being replicated; examples will be posted on website. Click track Starwars band across the district with 9 schools participating with largest participation from Sperling. Ensemble quite impressive and will be posted for people to see later on.
  • Staff has planned on many contingencies to be ready for various scenarios. Met and gone beyond health and safety protocols. This has been very difficult for the staff, as the district has worked to reinvent what learning looks like twice, but the resiliency and creativity of staff has been impressive. Made as smoothly as possible for parents and kids.
  • Remaining at 23 divisions: 13 French and 10 English. Circa and Potyka on mat leave. Newman taking leave. Grundy extended her leave. So looking to fill 4 teaching positions
  • Grads invited to come one at a time to share favorite memory and that will be combined together to make video montage and have a watch party with open invitation to families. Will maintain all health and safety protocols but if larger groups are allowed then they will look at how to have a few people onsite in a larger group

Financial Report

  • last quarter not much going on. 2nd quarter $200 PAC grant. Fundraising monies deposited.
  • We can combine teacher volunteer gift and teacher appreciation event. Fundraising acct.
  • Gaming account nothing spent since division cheques, so there is no money remaining in that account which was our goal.
  • Cash acct 41K
  • Motion made to adopt financial report as presented. Thumbs up approval.

DPAC

DPAC was about budget. Half as many international students so budget has gone way down. Confidential info was given which has now been posted after discussion. Most of these are district jobs that are being cut. Next meeting would be the AGM, but unsure where that stands at this point.
McLean: teaching staff not affected. Front line positions have not been touched despite the cuts back scenes. Increased enrollment so teaching staff has actually gone up. Teachers get layed off each year and as soon as numbers of kids come in then they get hired back so we have a net increase this year. Lack of 800 international students. Burnaby always a small conservative district that has done well to mitigate damage.

CPF

CPF nothing to report.

Grade 7 Rep

Money they have so far should be enough to do a yearbook. Georgia has started that process in communication with the school. Not sure if all the fundraising will cover the costs. Delivery expected end of July. Hoping to have a gathering late summer to wrap up if things open up. Pretty sad to have to cancel events and bookings. If anything can be done they would like to do it.

Fundraising

  • Unsure if we can do another clothing drive during the pandemic as donations are not being accepted anywhere
  • ShopFunds cancelled this season. Will have to wait till Sept to see what happens.
  • HotLunch same thing… will wait and play it by ear.

Teachers Appreciation Lunch

In talks with Cosmos as a local small business. 2nd choice could be Little Billy’s Hideaway or Cioffis. Teachers to get menu and pick what they want and it will get delivered to
school. Slide show might be tricky so we may need to skip that. For most teachers tu/th would work. Dave will follow up with Juanita from Cosmos, and Kimberly will message Sabrina. Appreciation week June 15-19 have children take pic or drawing to send teachers individually. Dave will send out on D list which doesn’t go to teachers. Nice message or note encouraged.

Exec Positions

  • co chair position is filled by Norm Ells
  • Ruth and Livia let their names stand for secretary and co-secretary.
  • Dina lets her name stand for DPAC. Will can step in and Jason House is also considering.
    Shannon is also interested.
  • CPF William letting his name stand. Having a member from Sperling the PAC receives a grant. Currently there are no meetings but they are usually once every second month.
  • Treasurer would like to stay on. 2 treasurers are ideal. Jessica lets her name stand. Jason would be interested if he can find the time in the new school year.
  • Kelly would like to stay on as chair.
  • All exec positions voted in individually by way of thumbs up on zoom screen.

Committees (Non Exec)

  • Sperling Sprint: Eugene and Melanie for May next year.
  • Lost and found: Alessandra will stay on.
  • Emergency preparedness: Phil will stay on.
  • HotLunch: Liv, Elaine, Eva, Shannon and Jenny will stay on.
  • Indoor outdoor boxes: Eva has stayed on.
  • Fruit and veggie could use a few more volunteers.
  • King of the Web: Ian will stay on.
  • Parent notices and teacher appreciation: Chi who is also willing to help where needed.

Pancake Breakfast

Was different this year but went really well. Money made for food bank and there were lots of volunteers. Wasn’t chaotic. Some kids had never been before and good feedback from kids who are able to attend the first time. Nice event and worked out really well. Teachers had nothing but praise for the format and were happy that all students were able to participate.

Floor Opens for Questions

  • Rosemary Venos reiterates how teachers so appreciate the parents being so flexible, kind, and understanding during this really difficult pandemic time for teachers. Forgiving of teachers who are learning how to do everything differently as this is not how they have learned to teach or have been teaching. Feedback from staff re parade: was a wonderful event and an amazing coming together of the community. Thanks for standing on the street and waving to us and holding signs. It brought us together: rough count was over 300 students
  • Thanks to Kelly for a good job as chair.
  • Paula suggests future zoom pac meetings. Right now we are using a paid school account. We need to figure out how long we have this account. Zoom is a free membership and there is no cost to run 40-minute meetings. Maybe PAC can pay for an account for the general meetings. If we have 45-50 people it would be great. No problem maintaining if this can stay free.
  • Shruthi asks about gifts for teachers as her daughter is in her last year. Dave says send email for process on which it can be delivered. Teachers will appreciate that.
  • Eva budget question for teacher appreciation lunch. We have enough funds from the teacher appreciation lunch and the gift line item so we will add it together to purchase the food.
  • Lucia question about CommunyHub. Ian can put pamphlet together. People can go home and try it? This was in addition to some WhatsApp groups some teachers have done. Pandemic has made increased digital presence of teachers for classroom communication. Even after the pandemic this can be a great way to feel connected to the school.
  • Communication: Parent reps for each class to be set in September. Schedule for fall meetings to be set in June. Minutes and other information posted on PAC website so go check out what’s there. WhatsApp and CommunyHub have been a great help to connect parents and foster friendships that have developed (parent driven)
  • Funfair could be postponed a year, but would have been May 2021. Will be discussed in Sept.
  • ADST: Printer and Cricut machine were around 4k and are being well used.

Meeting adjourned 8:18pm

Feb. 19, 2020 PAC General Meeting Minutes

Meeting called to order at 7:08 pm

Attendance: (refer to sign up sheet)

The previous Minutes from the general meeting held on November 20, 2019 were passed and adopted.

Items discussed:

Hot Lunch

Kelly and Livia from the hot lunch committee provided an update since the last general meeting. The previous organizers had confirmed at the end October that they were stepping down. The PAC canvassed out for a new group of parent volunteers and a new committee was formed with 6 members. The committee received information and administrative transfer of the Munchalunch accounts from the previous organizers and proceeded with their pre-arranged hot lunch vendors and Friday dates for the Term 2 session. 

The committee sent a callout in January for parent volunteers to assist on hot lunch days for 20-30 minutes and help deliver orders to classrooms simultaneously. The goal was to assist with simultaneous delivery of the hot lunches to all classrooms, which would maximize the lunch hours for the kids and for the teachers. The feedback on the transition and new process was generally a positive one with a few suggestions and tips & tricks going forward. Overall, the first run by the new committee was a successful one!

There was inquiry on whether the grade 7s could be of assistance; however, since it is a PAC event it was encouraged to provide the opportunity to parent volunteers.

The Hot Lunch committee welcomes any parents who wish to volunteer, whether as part of the committee or on the day of help. Principal MacLean will also bring up this opportunity and awareness to parents at the Kindergarten Introduction Day (scheduled in May).

Principal’s report

Recent school events:

  1. Hip Hop Dance Week:
    • Overall the week went well
    • Parent turnout for the show is getting trickier; may need a ticketing system in the future; larger audience could have also been from the timing – this year the event was in January; in the past it has been in September (something to consider)
    • Principal MacLean is looking at recording the entire event by video, to be available for everybody; hopefully this could reduce the amount of (phone) cameras and people blocking the views of others
  2. Boys Basketball Play Date:
    • Shoutout to coaches, excellent job!
    • Girls Play Date is next week
  3. Ski Day
    • Numbers still seem to be down this year; the school will continue to look into it
  1. Shrek Play  
    • The students/divisions that attended the play at Michael J. Fox Theater were excellent, even the Kindergarten classes. Everyone loved the play and was a great experience.

ADST (Applied Design, Skills, & Technologies)

The recently bought Cricut machine and 3-D printer have been great – one teacher used the printer to make a name plate! 

The 3-D modeling program, TynkerCad, has been fun for the challenge program kids to ‘tinker’ with. It is online and free.

Summer School

This year Sperling will have full day summer sessions that include free morning (academic) courses and paid (Activity) afternoon courses. Principal MacLean will be site supervisor; Ms. Venos will be morning supervisor. The school is looking to offer 7 or 8 paid afternoon classes. Possible courses are rock band, movie making, cooking, sewing, artist voice class with multi-mediums of art.

2020-21 School Year Registration

February is the month to apply for French Immersion as well as Kindergarten students. Teachers are already looking into class planning for the new year. 

The English program is currently full and maxed out at Sperling. Any catchment students will be directed to Montecito. The French program has some open spots overall, but is still considered limited.

Treasurer Report

The Treasurer (Jessica) was absent at the meeting. The report has been deferred to the next meeting.

DPAC

The DPAC update has been deferred to the next meeting.

PAC Events

Recent events:

  1. Pancake Breakfast:
  1. The new committee tried something different this year – instead of before school (7-9am) it was held during school hours at staggered times (9-11am); overall good and successful event
  2. Kids had fun, most were very excited to eat with their ‘buddies’; acknowledgement made that it is during school hours which is difficult for working parents to attend 
  3. Raised approx. $600 to the Food Bank
  4. Shopfunds:
  1. Raised approx. $781 in fundraising; over $23,000 in card purchases
  2. Next one is planned for orders due April 14th (just after Easter); delivery scheduled for April 29th or May 5th, but within plenty of time before Mother’s Day

Upcoming Events:

  1. Clothing Drive:
  2. Next one is scheduled for after Spring Break – March 29th to Apr 5th
  3. Sperling Sprint:
  1. Scheduled for May 1st (first Friday in May)
  2. Notice and pledge form will be sent out the week before 
  3. Teacher Appreciation
  1. Date still to be determined 
  2. Suggestion to have it on a Wednesday over a Friday
  3. Prefer May as opposed to June – possibly May 27th
  4. Volunteer Tea
  1. Teachers organize it for the parent volunteers
  2. Scheduled for May 20th; coincides with PAC AGM General meeting so may possible change it

Meeting adjourned (time unconfirmed – approx. 8:30 pm)

Hot Lunch Program

Hello Parents and Staff:

Get Ready for Hot Lunch Days again!

The following Hot Lunch dates are:

  • Friday, Jan 17 – Pizza Day* – Short Deadline order date – see below
  • Friday, Jan 31 – Subway Day
  • Friday, Feb 21 – Pasta/Pizza Day
  • Friday, Apr 3 – Pizza Day
  • Friday, May 1 – Subway Day
  • Thursday, June 4 (Sports Day) – White Spot Day

*Proceeds from this Pizza Day will go towards Grade 7 grad fund.

Orders can be submitted and paid online through Munchalunch (https://munchalunch.com/login.aspx), which will be opened up on Thursday, Jan 9th.

Please note the deadline to order Pizza for Jan 17th will be by Tuesday, January 14th (before midnight). All other orders can be submitted and paid up to 7 days prior to each Hot Lunch day. You may order all at once or each at a time (we suggest all at once so you don’t forget!)

Also, we are seeking some volunteers for about 10-15 min on those Hot Lunch Days. A volunteer notice to follow tomorrow.

Thank you!

From The Hot Lunch Committee