Minutes from February 20th 2008 Council Meeting

Meeting start: 7:00 PM
Meeting close: 8:00 PM
Attendees: Steve Cole, Jo-Anne Hennig, Jennifer Huntley, Julene Duncan, Lisa Hooper, Richard Marcil, Roger Boettcher, Ozzie Ahmed, Donna White, Elizabeth Ney
Next meeting: March 19th @ 7:00 PM

Financial Update
The current account balance is $47,194. Based on year-to-date performance, 2007-2008 budget inflows are forecasted to carry over approximately $27,000 to the next school year – a small decrease versus the original forecast. Council has therefore cut back slightly on discretionary spending, though not cutting deliverables to kids or teachers. A motion by Joanne Hennig was made to adopt the amended budget, seconded by Steve Cole. PRO Grants have been received from the Ministry of Education which awarded our school with a grant of $1,000 for the 2007-2008 school year and $1,200 for the 2006-2007 school year. Only 40% of the grant applications were funded and CMPS has received a grant for the past two years. The pool of funds from the ministry is shrinking and money may not be available next year. Lastly, the playground GST carryover of $ 2485.87 has been received.

2008 Elementary School Boundary Review
Population in the Silverheights area in Hespeler has created need for the school board to propose new elementary school boundary, however the impact on Clemens Mill School may be minimal as the school is already operating a full capacity. Preliminary discussion suggested busing children from the Mattamy south subdivision to Ryerson PS or W.G. Davis PS, though this is very early in the process. The Boundary Study Working Group meeting was attended by Richard Marcil and Roger Boettcher on January 31st. Meeting minutes are posted on www.clemensmill.ca, and the next meeting is scheduled for February 21st.

2008 Seminar Planning
The plan for the first seminar promoting internet safety was scheduled for early March. Unfortunately, it has been postponed to early April due scheduling conflicts on the part of our community constable. Richard attended the Avenue Road PS session held in late January and reported on its success. There was an overwhelming interest for a parent-only seminar whereby any questions about internet use could be posed. The community constable would hold a seminar for parents at the school free of charge but requires a guarantee of at least 40 attendees to warrant the cost of police overtime and council members are asked to put out the word to other parents. The community constable did in-school presentations to Primary, Junior, and Intermediate students on February 12th, which was also well received. Council members discussed the idea of purchasing fridge magnets or mouse pads promoting internet safety to be given to Clemens Mill students. Roger will let council know of a suitable date for the seminar in April.

2008 School BBQ planning
Planning for a year end BBQ to be held June 12th is underway. Volunteer captains for the following are sought:
• Food/Equipment – Lisa Hooper/Steve Cole have volunteered
• Pre Order – Joanne Hennig to volunteer in the school
• Volunteer Organizer – Steve Cole has volunteered, Jennifer Hundley to send a copy of the spreadsheet list of parent volunteers who signed up early in the school year.
• Set Up Crew – Volunteer required
• Treasurer – Ozzie Ahmed has volunteered
• Take Down Crew - Volunteer required
• Communications – Richard Marcil will provide announcement to parent community asking for more volunteers to work with each captain.
• Music – Air Band
• Games for the younger crowd – CMAC students
• Photo Slide Show of the school year – Mr. Boettcher to ask teachers to provide photos from each division.

Principal Profile
Each year the Waterloo Region District School Board asks School councils to complete a principle profile and discussion was focused around the following questions:
1. Identify the school council priorities/expectations.
2. School Focus – Identify the special programs/innovations which your school provides to support student learning.
3. Identify any issue or concern for your school community which you would like taken into consideration when looking at leader transfers or changes for your school.
A copy of the CMPS profile was completed by council chair Richard Marcil and forwarded to council members for comments prior to submission to the WRDSB.

School Update
Roger Boettcher provided council with school update, which included:
• A number of board and ministry initiatives require that Roger be absent from the school close to 50% of his time.
• At the next school council meeting, Roger will spend 30 to 45 minutes to update council on ministry policies changes, including Bill 212 on discipline proceedings. The School Behavior Code will also be reviewed.
• Report Card time is fast approaching and teachers are very busy. The snow days have been somewhat disruptive to schedules.

Hespeler/Preston Elementary Schools Boundary Study - minutes from February 21st meeting

A meeting of the Working Group was held on February 21, 2008 (made up of Board staff, school administrators and parents of each of the school communities). Planning staff reviewed the purpose and scope of the boundary study, and identified issues and discussed the objectives of the study.
Item 1 – Development Activity Overview - Guest
Jim Kirchin, Director of Planning for the City of Cambridge provided an overview of the remaining residential development activity in the northern half of the city, and discussed the areas that could impact the schools under discussion.
He noted that the Mattamy "Millpond" development unit maximum under draft plan approval was 940 units, which used up the available Hespeler STP capacity. J. Kirchin advised of current uncertainties with the Arriscraft urban density proposal (currently approved for large single family lots on private septic systems), which is in the present Silverheights boundary, and development constraints with the Mattamy Preston Heights draft plan.
He indicated that other than some fairly modest infill developments (Elgin, Preston and Silverheights boundaries) and completion of building in the existing plans, this area of Cambridge is nearly out of "greenfield" development lands. Most new development will be infill at moderate to higher densities, in line with Provincial and Regional land use policies.
J. Kirchin also volunteered to attend in the future, perhaps when the Working Group has some options for his comments. J. Kirchin will confirm the status of the unopened Grand Valley Drive right-of-way.
Item 2 – Review Draft Study Objectives:
Chris Smith highlighted the revised study objectives and noted staff would be adding two more ‘Board’ objectives:
• Financial and operational feasibility.
• Good Schools Standing Committee recommendations (copies will be circulated with agenda for next meeting).
Item 3 – Information Sharing:
Chris Smith and Nathan Hercanuck updated the working group with the most recent school statistical data…(still missing one portable at Elgin!).
Nathan Hercanuck provided some additional information such as the students by grade from the Mattamy bused area and the "home" catchment area of Silverheights. The number of students feeding into Wm. G. Davis PS from the current Preston PS community was also provided and the projections for Preston HS and Jacob Hespeler SS were also discussed.
Chris Smith summarized the likely impact of the developments Jim Kirchin of the City of Cambridge identified.
Item 4 – Discussion / Review Issues:
• Mattamy area reps are concerned that their area's student numbers are being moved around to "bolster" existing schools/older communities.
• Could the Board build a school on vacant land in the industrial park on the north side of CanAmera Parkway? Would be closer to the larger group of children.
• What are the long-term projections for the Mattamy-Townline area?
• What are the long-term projections for the Ryerson PS area?
• Will the study also speak to outstanding issues at existing schools such as Silverheights, which will likely be back in a few years to similar enrolment AFTER a boundary change?
• It was suggested, and agreed, that Board staff mock up a number of potential scenarios for the next meeting, to serve as a starting point for the next discussion moving into the scenario development stage.
• It was also suggested that we look at a Public Information Meeting after we have some scenarios. Board staff will also look at potential dates/location (Portuguese Club on Townline Road?) for a Mattamy-Townline community meeting.

Say thanks to our crossing guards

On Wednesday, February 27, 2008, be sure to say thank you to our crossing guards who work faithfully in all kinds of weather to assist our children to walk safely to school. A quick smile and thank you will go a long way...

Hespeler/Preston Elementary Schools Boundary Study -minutes from January 31st meeting

A meeting of the Working Group was held on January 31, 2008 (made up of Board staff, school administrators and parents of each of the school communities). Planning staff reviewed the purpose and scope of the boundary study, and identified issues and discussed the objectives of the study.
Discussion/Issues and Comments Raised:
• Children have become accustomed to Silverheights PS and like it
• Although children are bused, there is continuity of the JK to 8 program
o consider JK-8 scenario for new boundary
• Already have kids at two different schools because of French Immersion, this would be one more change
• If any appointments with children during the day would facilitate if closer to home.
• Concern with moving grade 8’s for one year before secondary school (or have 7 and 8’s finish at Silverheights PS
• Impact of French Immersion program: Elgin, Clemens Mill and Hespeler
• Clemens Mill PS is overcapacity
o portables and related concerns
o impact on school’s infrastructure
• The solution should be longer-term
• Ryerson PS issues relate to being very small
o want a solution that keeps the school open.
o great community, but no internal growth
• Like the JK-6, 7/8, secondary model
o 7/8 allows for a ‘junior high’ experience
• Program has to be key consideration as well as size
• Elgin Street PS has a tight community, French Immersion students especially so.
o good blend of students
o site access, Elgin Street congestion, parking is tight
o site has steep rear yard
Objectives
• That solution(s) be long-term and include permanent construction
• Keep Mattamy (Townline) development together as a school community - understand that we are transported now and will be in the future
• Organize bus routes to minimize travel time and keep JK-8 bused students on same buses
• Program, continue high standards
• Facility that supports program by providing safe and secure environment for students and staff.

Next Meeting Date:
Thursday, February 21, 2008 - 4:30 p.m., Saginaw PS Library
Working Group Meeting

Preliminary agenda for February 20th 2008 meeting

When: Wednesday February 20th 2008
Where: Art Room
Time: 7:00 – 8:00PM

Agenda:
1. Financial update – Richard, Ozzie (15 minute)
2. School boundary update – Roger (5 minutes)
3. 2008 seminar update – Alison, Richard (10 minutes)
4. 2008 BBQ planning – All (10 minutes)
5. School update (10 minutes) – Roger, Alison

All parents are welcome to attend!

Board updates right to your mailbox

Check out the Waterloo Region District School Board's Direct To You mailing list for news releases and 'system messages'. The latter is the best feature, broadcasting emails about school closures directly to your mailbox, first thing in the morning. No need to scramble for the radio or the TV when the weather looks ominous!
See http://www.wrdsb.on.ca/mailinglist-signup.php

Minutes from January 16th 2008 Council Meeting

Meeting start: 6:00 PM
Meeting close: 7:00 PM
Attendees: Steve Cole, Jo-Anne Henning, Lisa McDonald, Amanda Drewett, Julie Croteau, Richard Marcil, Roger Boettcher, Allison Wardrop, Ozzie Ahmed, Benedictus Soga, Elizabeth Ney
Next meeting: February 20th @ 7:00 PM (Clemens Mill Art Room)

Treasures Book Update
The Treasurers book campaign was a very successful first year attempt and council has given it thumbs up for next year. To support the program, Richard Marcil will include a quick piece in the next Dolphin Talk newsletter, reminding parents to use the Treasures Book and the coupons. The new campaign representative, Marie Sheppard, will be asked to visit a council meeting in April or May to review the 2008/2009 program. Treasures Book has also offered Clemens Mill an additional incentive to signup for next year. Council will receive 10 free books worth $320 (i.e. if 300 books are sold only 290 will be paid for). It was suggested that a promo be added to the council webpage on the school website. Next year it is hoped that a Treasurers book campaign will begin early in September and be promoted to families as a value added fundraiser with the emphasis being buy the book now and get 16 months of use.

Financial Update
The current balance is $47,332.71.
Year-to-date, the budget inflows sit slightly below expected due to several reasons:
• The PRO Grants have not yet been received from the Ministry of Education however we have not yet heard that our proposal has been rejected so hopefully funds will be received shortly.
• Special lunch (pizza) has been discontinued because of the difficulties encountered with the supplier, and a new supplier has not been guaranteed. Our thanks to Jennifer Huntley and Tracey LeBar for their dedicated organizational support to this program which continues to earn financial support for our school. The tuck shop has just broke even, so earnings are not expected to increase over last year.
• Payment for the playground has had some adjustments due to the fact that timber was not used on the volleyball court, and council has requested a detailed invoice to clarify the final payment. The GST rebate has not yet been received.
An updated budget will be provided to council by Richard Marcil and Ozzie Ahmed prior to the next meeting, and council will consider possible spending adjustments at the February meeting.

2008 Elementary School Boundary Review
The increasing population of the Hespeler Silverheights area has created need for the school board to propose new elementary school boundaries. With the Mattamy subdivision on this side of the 401 being part of the Silver Heights boundary there has been a significant influx of students. As a result, there is a possibility the student numbers at Clemens Mill could increase. Currently the board is putting together a planning group and is asking for 2 parent volunteers from the Clemens Mill community to attend monthly meetings. The purpose of the planning group is to be an advisory voice to the board. The parents attending the planning group would then communicate to the Clemens Mill school community. An email will once again be sent around the council email and anyone knowing of parents who would volunteer for this planning group should contact the school office.

2008 Seminar Planning
The plan for the first seminar is to promote Internet safety, and possibly showcase the launch of the school website Clemensmill.ca. There was an overwhelming interest for a seminar of this topic in the parent survey conducted by school council last spring. Alison Wardrop contacted the Waterloo Region Police Community Constable to ask for possible dates in February to present an Internet Safety Seminar. The Community Constable would hold a seminar at the school free of charge but requires a guarantee of at least 40 attendees to warrant the cost of police overtime. Currently the Constable is scheduled to do in school presentations to Primary, Junior, and Intermediate students on February 12th. It would be great to have an evening presentation for parents after the visit with the students to provide follow up information.
Also, a seminar is being held at Avenue Road School on 28th of January for interested council members. Prior to next meeting, Roger Boettcher will let council know of a suitable date, and will check on the possible liability/ board regulations of having our Grade 7 and 8’s volunteer for child care during the seminar.

BBQ
Planning for a year-end BBQ to be held in June (week of 9th -13th) is underway. Steve Cole communicated with contacts on the supply of food. It was also suggested that Domino’s pizza would be a good choice and pre-orders would be taken to simplify the process. Currently, a call for approximately 12 parents to form a BBQ committee would be necessary and Richard Marcil indicated he would put a letter outlining a request for volunteers as a stand-alone and / or in Dolphin Talk. Activities planned for the event may include:
• Slide show highlighting school activities from all grades
• Air Band competition
• A few games organized by CMAC and volunteers for the younger crowd
Kudos to Steve Cole Lisa Hooper for their early efforts into this event.

School Update
Roger Boettcher and Allison Wardrop provided council with an update of the school happenings, which included:
• Grade 7/8 Quebec trip to Montreal scheduled for June (an information night to be held in January23rd)
• Grade 8 graduation pictures to be taken later in January.
• Spirit Day planned for Jan25th
The possibility of student fundraising was also raised in order to offset costs of the Montreal trip. However, a fund raising campaign organized through the school would not be possible at this time and parents were encouraged to seek alternatives. Lisa McDonald suggested the Community program that organizes Meals on Wheels as they are often seeking students for snow shoveling, yard work, etc.
The possibility of a Science Fair being organized for the 2008-2009 school year was also discussed. Roger was supportive and indicated he would present this topic with teaching staff and get back to council.

Looking for a preview of the February 12th Internet safety seminar?

Avenue Road Public School is also delivering this seminar to parents and students. The parent evening session is scheduled for the following:

Date: Monday January 28th
Time: 6:45 PM
Place: Avenue Road Public School, 40 Gail St., Cambridge
Topic: Safety and Awareness on the Net
Speaker: Officer from Waterloo Region Police Force

Members of the Clemens Mill Public School Council are welcome to attend!

How hot is hot in school portables?

The following appeared in the January 17, 2008 edition of the Cambridge Times. It's a positive next step following lengthy discussions on the topic of heat in school portables. Hopefully, this process will lead to timely resolution of the issue.

How hot is hot in school portables? Board will spend year monitoring temperatures
by Lisa Rutledge
Published on Jan 17, 2008 , Cambridge Times

After years of discussing what needs to be done to help reduce heat in school portables, Waterloo public trustees are one step closer to bringing relief to teachers and students who have been putting in their own kind of sweat equity.

During a Waterloo Region District School Board meeting Monday night, trustees voted to direct staff to spend the next year examining 350 portables across the district and see just how hot they can get in extreme weather.

They are expected to report back to the board in March 2009 with recommendations to make learning more comfortable for teachers and students.

For trustee Cindy Watson, the move has been a long-time coming. She called on the board Monday night to take steps to bring relief. "We've talked about this issue for five years and I'm tired of talking about it," Watson told the board. "It's time to move, it's time to send a message that we're going to address this."

Those comments were echoed by trustee Kathleen Woodcock, who argued the school board should move even faster. She said if the board waits any longer, it could be perceived to be stalling.

She contends it should take a leading role to protect children and teachers. "If we delay this any longer, we're sentencing the students."

In the worst-case scenarios, the district plans to install air conditioners. In cases where the climate is deemed less extreme, other measures will be taken to reduce heat, measures such as increasing ventilation rates, relocating portables from tarmac to shady areas and installing reflective windows and shades.

Other options could include night cooling, which utilizes cooler night air to reduce temperatures in the stand-alone classrooms.

Reading from anonymous testimonials from teachers who demand to see air conditioners installed in portables, Watson said classrooms reach unbearable temperatures, including seven days last September where temperatures rose to between 29 and 38 C with humidity factored in.
The testimonial also stated excessive temperatures cause profuse sweating, nausea and vomiting, lethargy and dizziness, headaches, poor concentration and poor visibility due to the fact that lights are turned off and drapes are drawn in attempt to cool portables.

While there was discussion from other trustees to refer the matter to the board's environmental advisory committee, trustee Catherine Fife, a member of that working group, said the issue has already been discussed and didn't want to see any further delays.

There was also debate around the financial and environmental impacts of installing air conditioners, resulting in the board's compromise to search out the worst-case scenarios, reserving alternative cooling options for other portables.

"For those who are concerned about the environment, we're not doing all of them," explained Watson. "We're just going to do the worst-case scenarios." Air conditioners could be installed as early as the end of the 2009 school year, however, teachers and students may not want to put away their thermometers just yet as the cooling initiative will be phased in over a five-year period from May 2009 to May 2014.

Preliminary agenda for January 16th 2008 meeting

When: Wednesday January 16th 2008
Where: Art Room
Time: 6:00 – 7:00 PM
Agenda:
1. Financial update – Ozzie/Richard
2. School boundary study – Roger/Alison
3. 2008 seminar planning – All
4. 2008 BBQ planning – All
5. School update - Roger/Alison

All parents are welcome to attend!