School Council Minutes

Monday, June 5th, 2023

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Attendance

Opening: The sixth and final, full meeting of the 2022-2023 James Robinson PS School Council was called to order at 6.30 pm on June 5th, 2023 by chairperson Erin Stokes in the James Robinson Library, and virtually, over Google Meet.

Approval of April Minutes

The minutes of the previous meeting were unanimously approved as distributed over email

Approval of June Agenda

The agenda was unanimously approved as distributed over email

Agenda

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Agenda Item:     Chair’s report (15 mins)                                                                 Presenter: Erin Stokes

Discussion: 

·         Shoutouts and thank-yous

o    A big thank you to Jeanette for all the playground maintenance planning, bunker repair, worker bee, which was well managed, had tools brought by volunteers, and was a great success

o    Thank you to Parvis for coming out to “Welcome to Kindergarten”

§  Informal meet and greet at the school where families could get to know the school, staff, and learn about Council

§  Handed out the “Tips & Tricks” form explaining the Council and common school questions

o    Thank you to everyone who contributed to the “Tips & Tricks” sheet for parents 

o    A huge thank you to the Fun Fair team: Julie, Arsalan, Sarah K, Jeanette, Mylisia, Scott, Hayley and thank you to the volunteers who took shifts

o    Special shout out to Julie who put together the Silent Auction and distributed items

o    Gift from Council to Chair, organized and presented by Danielle: Thank you to Erin for all her leadership this year, her organization, and dedicated presence 

o    From Erin to Principal Chin: Thank you to Scott for his support and giving us freedom to feel empowered and part of the school ecosystem

·         Report

o    Oliver’s labels fundraiser has made the school $63.44

o    FlipGive fundraiser has made the school $166.78 so far this year

§  Thinking of promoting the fundraisers one more before the end of the year, with a message/flyer home

§  Fun Fair feedback

·         Please continue to give feedback in the Fun Fair shared document

§  Money raised and tickets sold

·         Please see final report from Julie

·         eg: 25 Crosby families requested wristbands (how many came? 5 families picked up their wristbands)

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Agenda Item:     Principal’s Report (15 mins)                                                         Presenter: Scott Chin             

Discussion: 

• Please see the principal’s weekly emailed Raven’s Report  for more information on all items below
• Scott Chin will be leaving JRPS, effective at the end of this school year. Our new principal will be Doug Chester
• Thank you to Erin and the council for working so hard this year, taking on so much, and bringing the community together
• Staff are in the process  of finishing class placements:
• School reached out for student and family preferences and staff are taking responses into account
• Students grades 3-8 filled out forms to give their feedback and preferences
• Student voices have been heard and it feeds into student identity and inclusion
• JRPS was recently part of a pilot project for 90 schools in YRDSB led by Inclusive School and Community Services, where teachers bring learning back to the school regarding racial literacy and inclusive schools. This will culminate with a virtual seminar with Dr. Stevenson on June 19th. Register here
• Grade 8 grad trip going to Lac St.George has 100% attendance
• Inclusion was top priority and support has been given to any students who could not afford the cost of the trip
• Board subsidizes Outdoor Ed, so we were able to run the grad trip very economically
• Music night is Wednesday June 14th at Cornell Village. It is only a few classes and will showcase the new string instruments
• Appreciated the yard clean up. More to follow up with on this topic with the new principal, such as creating a regular schedule
• All new cupboards and shelving are being installed over the summer
• Working to get barrier-free door buttons and they should be installed over the summer. Some doors still too narrow to be up to accessibility code
• Parking: trying to work with the city on paving the boulevard and then have it cleared of snow every year, with idea being to create more accessible entry points instead of just one path in the front yard
• Board is aware, new principal will have to take on the charge - Scott has left it as a priority

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Agenda Item:     Treasurer’s Report (5 mins)                                                         Presenter: Julie Wong

Discussion:  

• Closing balance is currently $11,459.80 (as of June 12, 2023) with expected expenditures of $1600 for Sub Lunches remaining to be withdrawn. We should finish the year with approximately $9850
• Please see Treasurer’s Report included at the bottom of the minutes
• Motion to move $2500 from general account to go into playground account

o    Currently have $1000 set aside for playground

o    Motion passed unanimously

• Motion to save remaining funds (approx $300) for startup for next year (minus the $250 for OPAL item purchase)
• Motion passed unanimously
• Principal request is to put any excess funds back into the school music program for the new instruments
• Motion to transfer a total of $7000 ($1245 already in the school account from the Fun Fair) for school instruments
• Motion passed unanimously
• Post meeting info: Motion passed to supply $250 to OPAL to purchase Loose Parts items.   That money will come out of the start up budget for next year.

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Agenda Item:     Fundraising (5 mins)                                                       Presenter: Julie

Discussion: 

• Fall fundraising idea being presented by Julie: 
• Fall Harvest fundraiser - we get 40% back to the school
• Bulk vegetable bundles with 3 or 4 items (onions, potatoes, carrots, apples)  would be sold at the beginning of the year
• Decision made to complete form to show interest and defer decision until September
• Alternative fall fundraiser: Love Gelato
• They were supportive during the Fun Fair and are local

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Agenda Item:     OPAL Coordinator Report (15 mins)                                     Presenter: Jeanette McLellan

Discussion: 

• Please find OPAL notes prepared by Jeanette at the bottom of the minutes
• Thank you  Erin, and Mr. Chin for taking time to do a schoolyard “walk about” with Jeanette to establish a prioritized plan and R and R list
• Scott has offered for bunker clean up by the teachers to be a regular occurance during prep time. Scheduling will need to be arranged with new principal
• Perennials from the nursery fundraiser have to be picked up soon and can possibly be put into the front yard and be made into an informal pollinating garden (stored by Jeanette over the summer)
• Very pleased with the turnout for the yard clean up - will approach the neighbouring homes next time to get more community involvement
• A thank you to the families who came out to help: Knetchels, Kennedys/Nears, Stokes, Hendries, Hewstons, Chongs 
• Next clean up will be in the back schoolyard to pull weeds and prep the path for painting
• Following that will be mulch delivery and spreading and putting cardboard down to suppress the weeds
• Jeanette will give Scott a date to get mulch delivered
• Log seating: trying to get a log donated and elevate it somehow to avoid deterioration from moisture. Trying for a hardwood log to last 25+ years

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Agenda Item: School Council “Year in Review” Discussion (5 mins)             Presenter: Erin Stokes        

Discussion: 

• “Stop, Start, Continue” form discussion:
• Thank you for the replies and please complete the form if you haven’t
• Will follow up in the fall to review council events for the coming year

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Agenda Item: Other Business (5 mins)                                                                    Presenter: Erin Stokes        

Discussion: 

• Additional thank you from the Chair for everyone’s hard work and presence tonight and through the year
• Have a wonderful end of the school year and summer!

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Meeting Adjourned:  8:08pm

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Chair’s Long-Range Plan for the Year

Treasurer’s Report

OPAL Report