THE BOARD OF EDUCATION OF SCHOOL DISTRICT 68 REGULAR BOARD MEETING TO BE HELD WEDNESDAY, OCTOBER 23, 2013 6:00 PM BOARD

D ROOM AGENDA Page 1. CALL TO ORDER

The Chair will call the meeting to order and recognizes that tonights meeting is being held on the traditional territory of the Snuneymuxw people.

2.

TRANSFER OF ITEMS TO OPEN MEETING AGENDA

3.

ADDITIONS

4.

DELETIONS

5.

CHANGE IN ORDER

6.

APPROVAL OF THE AGENDA

7.

APPROVAL OF THE MINUTES

7.1 Minutes - September 11, 2013 That the minutes of the Special Board Meeting held September 11, 2013 be adopted.

6-7

03 - September 11, 2013.pdf

7.2 Minutes - September 25, 2013 That the minutes of the Regular Board Meeting held on September 25, 2013 be adopted.

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04 - September 25, 2013.pdf

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Procedure No. 1001 E(P) - Closed Meetings Subject matter is restricted to salary negotiations; personnel matters- acquisition, sale, lease, exchange, legal matters, confidential communication

Policy No. 1070 - News Media Communications The Chairperson, or designate, shall be the official spokesperson to the news media for the Board.

Page 8. SECTION 72(3) REPORT

8.1 Section 72(3) Reports for April 29, 2013, June 24, 2013, June 26, 2013, August 28, 2013 and September 11, 2013 That the Board of Education of School District 68 (Nanaimo-Ladysmith) receives the Section 72(3) Reports for April 29, 2013, June 24, 2013, June 26, 2013, August 28, 2013 and September 11, 2013.

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27 - April 29, 2013.pdf 33 - June 24, 2013.pdf 34- June 26, 2013.pdf 02 - August 28, 2013.pdf 03 - September 11, 2013.pdf 9. ANNOUNCEMENTS AND REMINDERS
Wednesday, November 6, 2013 Monday, November 11, 2013 Wednesday, November 13, 2013 Wednesday, November 27, 2013 Education Committee Meeting 6:00 pm 6:00 pm 4:30 pm 6:00 pm

Remembrance Day
Business Committee Meeting Closed Board Meeting Regular Board Meeting

10.

PRESENTATIONS

11.

CORRESPONDENCE
11.1 Mr. T. McGrath RE: Colliery Dam The Agenda Setting Committee recommends to the Board of Education of School District 68 (Nanaimo-Ladysmith) that it receives and files the correspondence from Mr. T. McGrath regarding the Colliery Dams.

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T. McGrath Correspondence.pdf
11.2 Minister of Forests, Steve Thomson The Agenda Setting Committee recommends to the Board of Education of School District 68 (Nanaimo-Ladysmith) that the correspondence from Minister Thomson regarding the Colliery Dams be received and filed.

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200515 Final - Ministry of Forests.pdf

11.3 J. Stripe

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Procedure No. 1001 E(P) - Closed Meetings Subject matter is restricted to salary negotiations; personnel matters- acquisition, sale, lease, exchange, legal matters, confidential communication

Policy No. 1070 - News Media Communications The Chairperson, or designate, shall be the official spokesperson to the news media for the Board.

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Re: Cedar Community - Colliery Dams The Agenda Setting Committee recommends to the Board of Education that the correspondence from Mr. Stripe regarding the Cedar Community - Colliery Dams be received and referred to the Board Chair for a response.

Stripe Correspondence.pdf
11.4 L. Bury RE: Cedar Community The Agenda Setting Committee recommends to the Board of Education of School District 68 (Nanaimo-Ladysmith) that the correspondence from Ms. Bury regarding the Cedar Community be received and referred to the Board Chair for a response.

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Bury Correspondence.pdf
11.5 S. Higginson RE: Cedar Community The Agenda Setting Committee recommends to the Board of Education of School District 68 (Nanaimo-Ladysmith) that the correspondence from Ms. Higginson regarding the Cedar Community be received and referred to the Board Chair for a response.

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Higginson Correspondence.pdf
11.6 S. Higginson RE: Cooperative Gains Mandate Savings Plan for CUPE The Agenda Setting Committee recommends to the Board of Education of School District 68 (Nanaimo-Ladysmith) that the correspondence from Ms. Higginson regarding the Cooperative Gains Mandate Savings Plan for CUPE be referred to the Board Chair for a response.

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Higginson Correspondence.pdf 12. COMMITTEE REPORTS From the Education Committee

12.1.1 Vancouver Island Symphony That the Education Committee recommends to the Board of Education of School District 68 (Nanaimo-Ladysmith) that it write to the Vancouver Island Symphony thanking them for their support and contributions to the District's Symphony Program.

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Procedure No. 1001 E(P) - Closed Meetings Subject matter is restricted to salary negotiations; personnel matters- acquisition, sale, lease, exchange, legal matters, confidential communication

Policy No. 1070 - News Media Communications The Chairperson, or designate, shall be the official spokesperson to the news media for the Board.

Page
12.1.2 Learn@Home That the Education Committee recommends to the Board of Education of School District 68 (Nanaimo-Ladysmith) that the Learn@Home program be added to a future Education Committee Meeting Agenda for discussion.

From the Business Committee

12.2.1 Harbour City FC - Nanaimo That the Business Committee recommends to the Board of Education of School District 68 (Nanaimo-Ladysmith) that staff connect with Harbour City FC - Nanaimo to explore partnership possibilities. 12.2.2 BC Funding for Education That the Business Committee recommends to the Board of Education of School District 68 (Nanaimo-Ladysmith) that it encourages the Ministry of Education to to develop an educational funding program that more accurately reflects the real costs and needs of Boards of Education in British Columbia. 12.2.3 Gender Neutral Washrooms That the Business Committee recommends to the Board of Education of School District 68 (Nanaimo-Ladysmith) that a Gender Neutral Washroom Working Group be established to consist of stakeholder representatives necessary to review the staff report and to give an updated report to the Business Committee by January 2014.

From Other Committees

12.3.1 Ladysmith Extended Consultation Working Group

13.

SUPERINTENDENT'S REPORT
13.1 Superintendent's Report - Response to Board Motion R13/06/26-37 That the Board of Education of School District 68 (Nanaimo-Ladysmith) accepts the report from the Superintendent/CEO, as per Board motion R13/06/26-37.

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SC Info Sheet Supt Report Oct 23 2013.pdf

13.2 Administrative Procedure - School Consolidation

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School Consolidation Administrative Procedure.pdf

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Procedure No. 1001 E(P) - Closed Meetings Subject matter is restricted to salary negotiations; personnel matters- acquisition, sale, lease, exchange, legal matters, confidential communication

Policy No. 1070 - News Media Communications The Chairperson, or designate, shall be the official spokesperson to the news media for the Board.

Page 14. UNFINISHED BUSINESS

14.1 Wellington Secondary Seismic Project - Approval of Plans That the Board of Education of School District 68 (Nanaimo-Ladysmith) approves the plan of G block as presented.

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AS 2013-10-23 Wellington G Block.pdf 15. NEW BUSINESS

15.1 BCSTA - Motion regarding Local Elections

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PC L9 7 - Local Government Election Cycle.pdf

15.2 Name Change of the John Barsby Multipurpose Room (MPR) That the Board of Education of School District 68 (Nanaimo-Ladysmith) approves the name change of John Barsby Multipurpose Room to Chandler Hall, and for the school to formalize this name change at a later date.

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AS Name Change of John Barsby Mutlipurpose Room.pdf 16. FOR INFORMATION

16.1 Suspension Report

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Student Suspension Summary 2013-2014.pdf

16.2 16.3 Vandalism Report Board Motions Report

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Outstanding Board Motions as of Oct 16 2013.pdf

16.4 Correspondence from Minister of Education - cc to Board of Education

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169371 Rae outgoing.pdf 17. QUESTION PERIOD

Questions from the audience must be submitted in writing and given to the Boards Executive Assistant (Cathy Kelt) for submission to the Chair. The question period is intended to enable the public to obtain clarifying information regarding a current agenda item. Forms are available in the information rack near the entrance of the Board Room

18.

ADJOURNMENT

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THE BOARD OF EDUCATION OF SCHOOL DISTRICT 688 MINUTES OF SPECIAL BOARD MEETING HELD SEPTEMBER 11, 2013 Trustees J. Brennan, in the Chair B. Bard N K. Howland D. Neary B. Robinson T. Saunders Absent D. Allen N. Curley S. Welch CALL TO ORDER Staff D. Hutchinson, Superintendent/CEO P. Turin, Secretary-Treasurer J. Blain, Deputy Superintendent D. Reimer, Director of Communications C. Kelt, Executive Assistant

Guest C. Vanderhorst, MNP Meeting No. S03 The Chair called the meeting to order at 5:35 pm and recognized that tonights meeting is being held on the traditional territory of the Snuneymuxw people. IT WAS MOVED BY Trustee Neary IT WAS SECONDED BY Trustee Robinson That the Agenda be approved. CARRIED UNANIMOUSLY

APPROVAL OF THE AGENDA Folio S13/09/11-01

NEW BUSINESS 2012-2013 Audited Financial Statements Mr. Turin introduced Mr. Cory Vanderhorst, Auditor with MNP. Mr. Vanderhorst provided a brief overview of the Audited Financial Statements to Trustees and members of the public. Mr. Turin said that the district ended the school year in a financially sound position, with an unrestricted surplus of $1.5 million and a restricted surplus of $3 million, in a $123 million operating budget. He said that the unrestricted surplus was the result of $500,000 carried forward from the previous year and additional unexpected revenues that arrived late in the budget year. He noted that the 2012-13 financial statements were under the Public Sector Accounting

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Draft Minutes of the Special Board Meeting held September 11, 2013

Standards guidelines for the first time, a change from the Generally Accepted Accounting Principles that were used previously. He said this required a significant amount of work and thanked the districts Finance Department staff for the assistance they provided to the auditors. IT WAS MOVED BY Trustee Neary IT WAS SECONDED BY Trustee Howland Folio S13/09/11-02 That the Board of Education of School District 68 (Nanaimo-Ladysmith) approves the 2012-2013 Audited Financial Statements. CARRIED UNANIMOUSLY There were no questions this evening. IT WAS MOVED BY Trustee Neary IT WAS SECONDED BY Trustee Saunders That the meeting be adjourned. CARRIED UNANIMOUSLY The meeting adjourned at 5:45 pm.

QUESTION PERIOD ADJOURNMENT Folio S13/09/11-03

Jamie Brennan, Board Chair

Phil Turin, Secretary-Treasurer

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THE BOARD OF EDUCATION OF SCHOOL DISTRICT 68 MINUTES OF REGULAR BOARD MEETING HELD SEPTEMBER 25, 2013 Trustees J. Brennan, in the Chair D. Allen B. Bard N. Curley K. Howland D. Neary B. Robinson T. Saunders S. Welch Staff D. Hutchinson, Superintendent/CEO P. Turin, Secretary-Treasurer J. Blain, Deputy Superintendent P. Trick, Associate Superintendent/HR G. Roberts, Asst. Secretary-Treasurer B. Esliger, Assistant Superintendent D. Reimer, Director of Communications C. Kelt, Executive Assistant Meeting No. R4 CALL TO ORDER The Chair called the meeting to order at 6:00 pm and recognized that tonights meeting is being held on the traditional territory of the Snuneymuxw people. There were no items transferred to the Open Agenda from the Closed Board Meeting. There were no additions to the Agenda this evening. There were no deletions to the Agenda this evening. There was no change in order to the Agenda this evening. IT WAS MOVED BY Trustee Neary IT WAS SECONDED BY Trustee Welch That the Agenda be approved. CARRIED UNANIMOUSLY IT WAS MOVED BY Trustee Neary IT WAS SECONDED BY Trustee Welch That the minutes of the Regular Board Meeting held August 28, 2013 be approved. CARRIED UNANIMOUSLY

TRANSFER OF ITEMS TO OPEN MEETING AGENDA ADDITIONS

DELETIONS

CHANGE IN ORDER

APPROVAL OF THE AGENDA Folio R13/09/25-01

APPROVAL OF THE MINUTES Folio R13/09/25-02

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Draft Minutes of the Regular Board Meeting held September 25, 2013

SECTION 72(3) REPORT Folio R13/09/25-03

IT WAS MOVED BY Trustee Neary IT WAS SECONDED BY Trustee Welch That the Board of Education of School District 68 (Nanaimo-Ladysmith) receives the Section 72(3) Report for the July 3, 2013 Closed Board Meeting. CARRIED UNANIMOUSLY

PRESENTATIONS Stephanie Higginson - Save the Cedar Schools Coalition Stephanie Higginson, of the Save Cedar Schools Coalition, told the Board that the groups goal is to provide new information which would lead trustees to reconsider their decisions about Cedar schools. She reviewed the topics of optimal school size and its impact on student achievement; the context and makeup of SD68; and the cost to renovate the Cedar Secondary building into an elementary school. Sandra Dick, a Cedar parent, discussed the financial implications of the plan for Cedar schools; the reporting of FSA results; the timelines for the consultation for the 10-Year Enhanced Facilities for Learning Plan; and the enrolment patterns for Cedar-area schools. IT WAS MOVED BY Trustee Saunders IT WAS SECONDED BY Trustee Howland Folio R13/09/25-04 That the presentation time for Sandra Dick be extended by ten minutes. CARRIED UNANIMOUSLY IT WAS MOVED BY Trustee Neary IT WAS SECONDED BY Trustee Welch Folio R13/09/25-05 That the Board of Education of School District 68 (Nanaimo-Ladysmith) receives the report from the Cedar Schools Coalition and refers it to staff for a response regarding the information contained in the presentation and that the response be supplied to the Board of Education. CARRIED UNANIMOUSLY

Sandra Dick - Cedar Parent

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Draft Minutes of the Regular Board Meeting held September 25, 2013

CORRESPONDENCE J. Stanhope, Chairperson Regional District of Nanaimo Folio R13/09/25-06 IT WAS MOVED BY Trustee Neary IT WAS SECONDED BY Trustee Welch That the Board of Education of School District 68 (Nanaimo-Ladysmith) receives the correspondence from the Regional District of Nanaimo regarding School District 68 School Closures and Board to Board Communication be received. CARRIED UNANIMOUSLY

Wendy Pratt, Executive Director Nanaimo Community Hospice Grand Opening - Nanaimo Community Hospice Folio R13/09/25-07

IT WAS MOVED BY Trustee Neary IT WAS SECONDED BY Trustee Howland That the Board of Education of School District 68 (Nanaimo-Ladysmith) receives and files the correspondence from the Nanaimo Community Hospice regarding the Grand Opening of the new Center on Friday, September 27th. CARRIED UNANIMOUSLY IT WAS MOVED BY Trustee Saunders IT WAS SECONDED BY Trustee Robinson That the Board of Education of School District 68 (Nanaimo-Ladysmith) receives the correspondence from the Cedar Community and refers it to the Board Chair for a response. CARRIED UNANIMOUSLY IT WAS MOVED BY Trustee Neary IT WAS SECONDED BY Trustee Bard That the Board of Education of School District No. 68 (Nanaimo-Ladysmith) receives and files the correspondence from Cedar Community members regarding Cedar Community Schools. CARRIED UNANIMOUSLY

Correspondence from Cedar Community Members Folio R13/09/26-08

Correspondence from Cedar Community Members Folio R13/09/25-09

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Draft Minutes of the Regular Board Meeting held September 25, 2013

COMMITTEE REPORTS From the Education Committee From the Business Committee Five Year Capital Plan Trustee Allen asked that "at the same site" be added to the Capital Plan on page 46 for item #2. Chair Brennan said that it would be accepted as a friendly amendment and would ask staff to make that change to the plan. IT WAS MOVED BY Trustee Neary IT WAS SECONDED BY Trustee Bard Folio R13/09/25-10 That the Board of Education of School District 68 (Nanaimo-Ladysmith) approves the 2013-2014 Five-Year Capital Plan in the amount of $119,519,063 and submits it to the Ministry of Education. CARRIED UNANIMOUSLY IT WAS MOVED BY Trustee Neary IT WAS SECONDED BY Trustee Bard That the Board of Education of School District 68 (Nanaimo-Ladysmith) approves the Department of Learning Services spending plan for the $264,694 BC Education Plan grant. CARRIED UNANIMOUSLY IT WAS MOVED BY Trustee Neary IT WAS SECONDED BY Trustee Howland That the Board of Education of School District 68 (Nanaimo-Ladysmith) direct staff to meet with the Boys and Girls Club on exploring a partnership with the daycare organization and to have staff develop an administrative policy on having daycares on school district property. CARRIED UNANIMOUSLY

BC Education Plan Budget for 2013-14 Folio R13/09/25-11

Boys & Girls Club Folio R13/09/25-12

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Draft Minutes of the Regular Board Meeting held September 25, 2013

From Other Committees SUPERINTENDENT'S REPORT LIF Spending Plan Mr. Hutchinson gave the Board information on the Learning Improvement Fund (LIF) spending plan for the school district. The total LIF funding granted to the district this year is $1,486,702. Of this, $190,000 is dedicated to education assistant support staff. The remainder will be invested to support schools with instructional coordinators and teacher professional development. IT WAS MOVED BY Trustee Neary IT WAS SECONDED BY Trustee Robinson Folio R13/09/25-13 That the Board of Education of School District 68 (Nanaimo-Ladysmith) approves the LIF Spending Plan as presented by the Superintendent. CARRIED UNANIMOUSLY Mr. Hutchinson said that a Working Group has been established in the Ladysmith zone as part of the extended consultation process on the proposals to close North Oyster and Davis Road elementary schools. Trustee Welch updated the Board on the work the group has done so far. IT WAS MOVED BY Trustee Neary IT WAS SECONDED BY Trustee Howland Folio R13/09/25-14 That the Board of Education of School District 68 (Nanaimo-Ladysmith) receives the Superintendent's Report. CARRIED UNANIMOUSLY There was no Unfinished Business on the Agenda this evening. There was no New Business on the Agenda this evening.

Ladysmith Zone Consultation Update

UNFINISHED BUSINESS

NEW BUSINESS

FOR INFORMATION Suspension Report Received as information.

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Draft Minutes of the Regular Board Meeting held September 25, 2013

Vandalism Report Board Motions Report QUESTION PERIOD

Received as information. Received as information. There were several questions from the audience this evening. IT WAS MOVED BY Trustee Howland IT WAS SECONDED BY Trustee Curley That the meeting be adjourned. CARRIED UNANIMOUSLY The meeting adjourned at 7:25 pm.

ADJOURNMENT Folio R13/09/25-15

Jamie Brennan, Board Chair

Phil Turin, Secretary-Treasurer

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BOARD OF EDUCATION OF SCHOOL DISTRICT 68 (NANAIMO-LADYSMITH) Report of Special Closed Board Meeting held April 29, 2013 Minutes Section 72(3) Report (3) A board must prepare a record containing a general statement as to the nature of the matters discussed and the general nature of the decisions reached at a meeting from which persons other than trustees or officers of the board, or both, were excluded and the record must be open for inspection at all reasonable times by any person, who may make copies and extracts on payment of a fee set by the board. Trustees J. Brennan, in the Chair D. Allen B. Bard N. Curley K. Howland D. Neary B. Robinson T. Saunders S. Welch General Decisions Made by the Board Personnel Matter

General Matters Discussed by the Board

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BOARD OF EDUCATION OF SCHOOL DISTRICT 68 (NANAIMO-LADYSMITH) Report of Special Closed Board Meeting held June 24, 2013 Minutes Section 72(3) Report (3) A board must prepare a record containing a general statement as to the nature of the matters discussed and the general nature of the decisions reached at a meeting from which persons other than trustees or officers of the board, or both, were excluded and the record must be open for inspection at all reasonable times by any person, who may make copies and extracts on payment of a fee set by the board. Trustees J. Brennan, in the Chair D. Allen B. Bard N. Curley K. Howland D. Neary B. Robinson T. Saunders S. Welch General Decisions Made by the Board

General Matters Discussed by the Board Committee of the Whole Discussion regarding the 10 Year EFL Plan

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BOARD OF EDUCATION OF SCHOOL DISTRICT 68 (NANAIMO-LADYSMITH) Report of Closed Board Meeting held June 26, 2013 Minutes Section 72(3) Report (3) A board must prepare a record containing a general statement as to the nature of the matters discussed and the general nature of the decisions reached at a meeting from which persons other than trustees or officers of the board, or both, were excluded and the record must be open for inspection at all reasonable times by any person, who may make copies and extracts on payment of a fee set by the board. Trustees J. Brennan, in the Chair D. Allen B. Bard N. Curley K. Howland D. Neary B. Robinson T. Saunders S. Welch General Decisions Made by the Board Received correspondence from lawyer re South Wellington Received correspondence regarding property acquisition Leave of Absence Requests (4) Contract Renewal MPC Committee to be established

General Matters Discussed by the Board Arbitration Update Enhanced Facilities Plan

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BOARD OF EDUCATION OF SCHOOL DISTRICT 68 (NANAIMO-LADYSMITH) Report of Closed Board Meeting held August 28, 2013 Minutes Section 72(3) Report (3) A board must prepare a record containing a general statement as to the nature of the matters discussed and the general nature of the decisions reached at a meeting from which persons other than trustees or officers of the board, or both, were excluded and the record must be open for inspection at all reasonable times by any person, who may make copies and extracts on payment of a fee set by the board. Trustees J. Brennan, in the Chair D. Allen B. Bard N. Curley K. Howland D. Neary B. Robinson T. Saunders S. Welch General Decisions Made by the Board Denial of request to purchase school property Superintendents Report Submit letter to Minister of Forests Storm Water Drainage Easement Agreement Write to BCSTA

General Matters Discussed by the Board Redevelopment of NDSS Site HR Report Legal Report Trustee Remuneration Use of District Logo

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BOARD OF EDUCATION OF SCHOOL DISTRICT 68 (NANAIMO-LADYSMITH) Report of Closed Board Meeting held September 11, 2013 Minutes Section 72(3) Report (3) A board must prepare a record containing a general statement as to the nature of the matters discussed and the general nature of the decisions reached at a meeting from which persons other than trustees or officers of the board, or both, were excluded and the record must be open for inspection at all reasonable times by any person, who may make copies and extracts on payment of a fee set by the board. Trustees J. Brennan, in the Chair B. Bard K. Howland D. Neary B. Robinson T. Saunders Absent D. Allen N. Curley S. Welch General Decisions Made by the Board Personnel Matter Audited Financial Statements for 2012-2013

General Matters Discussed by the Board Administrative Officer Assignments

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Ref:

200515

September 30, 2013 Jamie Brennan, Chair School District 68 Nanaimo Ladysmith Public Schools 395 Wakesiah Avenue Nanaimo, British Columbia V9R 3K6 Dear Chair Brennan: Thank you for your letter of August 28, 2013, regarding the risk to John Barsby Community School associated with Middle and Lower Chase River Dams (Chase River Dams), on Chase River. I understand and appreciate the concerns of the Nanaimo-Ladysmith Public Schools regarding the risks posed by the Chase River Dams, owned by the City of Nanaimo. As you state in your letter, as recently as July 30, 2013, the City of Nanaimo has been reminded by the comptroller of water rights that they must correct the deficiencies identified in the two dams as soon as possible and implement measures to mitigate the ongoing risk while these deficiencies are being corrected. It is the dam owners right to determine which safeguarding option to use provided it is acceptable and approved by the provincial dam safety officer. This ministry recognizes the seriousness of the situation with the two dams on the Chase River and continues to encourage the City of Nanaimo to reach an appropriate solution in a timely manner. As you point out, if necessary, options are available to the British Columbia Government if the City of Nanaimo fails to meet their obligations as dam owner. I encourage the Nanaimo-Ladysmith Public Schools to contact the City of Nanaimo directly to express your concerns and to ensure that the risks to John Barsby Community School are appropriately addressed by the City of Nanaimo in both their short-term risk mitigation plan and for the long term. In the interim, the School Board may want to consider having a safety

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Ministry of Forests, Lands and Natural Resource Operations Office of the Minister Mailing Address: PO BOX 9049 Stn Prov Govt Victoria, BC V8W 9E2 Tel: Fax: Website: 250-387-6240 250-387-1040 www.gov.bc.ca/for

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consultant review the City of Nanaimos July 2012 Chase River Dam Breach Flood Inundation Study and the other related technical reports (available on their website) and provide recommendations to the School Board on appropriate emergency preparedness. Thank you again for taking the time to write. Sincerely,

Steve Thomson Minister pc: Honourable Peter Fassbender , Minister of Education Mayor John Ruttan, City of Nanaimo Glen Davidson, Director and Comptroller of Water Rights, Water Management Branch Resource Stewardship Division John Baldwin, Water Stewardship Officer, West Coast Region

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BOARD OF EDUCATION OF SCHOOL DISTRICT NO. 68

INFORMATION SHEET

DATE: TO: FROM: SUBJECT:

October 23, 2013 Board of Education Dave Hutchinson, Superintendent/CEO Superintendents Report: Response to Board Motion R13/06/26-37

Background: This report was prepared in response to the following Board Motion: R13/06/26-37: That the Board of Education of School District 68 (Nanaimo-Ladysmith) direct the CEO to prepare a report for the Board outlining the next steps to be taken within the facilities plan to consider community use of some available facilities and to provide plans to undertake the transition work required for students, parents, and staff for schools that will be affected in the next three years. On June 26th 2013, in keeping with recommendations in the districts 10 Year Enhanced Facilities for Learning Plan, the Board approved the following school consolidations: 1. 2. 3. 4. 5. 6. 7. June 2013: South Wellington to Woodbank Primary and North Cedar Intermediate June 2013: Five Acres Junior Learning Alternatives School to NDSS June 2014: Vast Senior Learning Alternatives School to NDSS June 2014: Cedar Secondary to John Barsby Secondary June 2014: Ladysmith Zone Grade 7 Students to Ladysmith Secondary June 2015: Woodbank Primary to Cedar Elementary June 2015: North Cedar Intermediate to Cedar Elementary

Next Steps: Organizing the School Consolidation Process: In order for the school consolidations to be managed effectively a new Administrative Procedure (3607 School Consolidation) has been developed (please see attached). This procedure requires that the consolidation process be organized by a School Consolidation Working Group (SCWG), as defined within the procedure. With respect to the community use of facilities, the disposition of school property is included with the SCWGs terms of reference. It is important to note that this is cross-referenced with Administrative Procedure 4011 Disposal of Property, (also attached) and SCWG discussions with respect to district property require the involvement of the Secretary Treasurer. The SCWGs will be chaired by senior staff with the Learning Services Department, will meet throughout the school year, and provide regular updates to the Board of Education. Over the next two years, School Consolidation Working Groups will be required for the following:
1

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2013-2014 School Year 1. 2. 3. 4. South Wellington to Woodbank Primary and North Cedar Intermediate (Chase River) Cedar Secondary to John Barsby Junior and Senior Learning Alternatives to NDSS Ladysmith Secondary 7-12 Reconfiguration/French Immersion program addition

2014-2015 School Year 1. Woodbank Primary and North Cedar Intermediate to Cedar Elementary Learning Services senior staff are currently working with Principals to establish the respective School Consolidation Working Groups. Information relative to the working groups and their mandate will be communicated to the students, parents/guardians, staff, and NDTA and CUPE Presidents. Recommendation: That the Board of Education of School District 68 (Nanaimo-Ladysmith) accepts the report from the Superintendent/CEO, as per Board motion R13/06/26-37.

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Nanaimo Ladysmith Public Schools School Consolidation Administrative Procedure (NEW) Schools approved for consolidation by the Board of Education will develop a transition plan. This plan will be developed by a School Consolidation Working Group (SCWG). The SCWG will be responsible for overseeing the various aspects of the transitions planning process outlined in the terms of reference below. The SCWG will meet 4-5 times during the school year and will be chaired by a Learning Services Assistant or Deputy Superintendent. The SCWG Chairs will report to the Board periodically and ensure that a summary report is presented to the Superintendent/CEO at the conclusion of the working group meetings. 1. SCWG Composition

Assistant Superintendent, Learning Services Finance representative, Business and Operational Services (1) Facilities Representative, Business and Operational Services (1) PAC Chairs NDTA representatives (2) CUPE Representatives (2) Trustee Zone representative (1) Aboriginal Community representative (1) Regional District representative (1) Community Association representative (1) 2. SCWG Terms of Reference

The SCWG will be responsible for providing recommendations with respect to: 1. 2. 3. 4. 5. 6. 7. 8. 9. Student and family transition/orientation activities Receiving School facilities requirements Student Safety Closing school history and artifacts School financial/budget related matters, including PAC fundraising money & gaming funds Student support services Library resources Staffing implications The disposition of district property *

*Discussions of property disposition will take into account the guidelines found in Administrative Procedure 4011 Disposal of Property and will necessitate the involvement of the Secretary Treasurer.

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THE BOARD OF EDUCATION OF SCHOOL DISTRICT 68 ACTION SHEET TO: DATE: FROM: SUBJECT: SD68 Board of Education October 23, 2013 Pete Sabo, Director of Planning and Operations Chad Dalrymple, Energy and Capital Project Manager Wellington G Block Floor Plans

REFERENCE: Board Policy# 4010P, Real Property and Construction: Plans for new school shall be vetted by the Building Committee and submitted to the Board for approval BACKGROUND: A result of the seismic work at Wellington school is the construction of a new G block. The new G block will replace the existing A block. A block will be demolished nearing the end of the seismic work at Wellington. The new G block was programed as a replacement to A block and by ministry agreement to contain the same elements as A, in accordance with existing ministry of education space standards. DISCUSSION: See attached floor plans and elevations. A School Building Committee has been working with KMBR architects and consultants on designing G block. A major design consideration was given to 21st century learning (open and flexible spaces). The School Building Committee has approved these floor plans. Minor details still need to be flushed out (i.e. finishes, electrical layout, millwork, etc). The current schedule calls for tender of G block in December of 2013. The plans and relevant space details have been discussed with the Ministry of Education. Renovations in support of the seismic upgrades in B and E block are ongoing. Renovation to support the upgrades will continue in future phases in D and F block. Alterations in these blocks are not considered new space and therefore staff will not be seeking board approval for these alterations, however, staff plans to provide regular updates to the board on how the work is progressing. RECOMMENDATION: That the Board of Education of School District 68 (Nanaimo-Ladysmith) approves the plan of G block as presented.
S:\SecretaryTreasurer\ExecutiveAssistant\2013-2014\Agendas\Agendas\Regular Board\04 - October 23, 2013\2013-10-23 Wellington G Block Action Sheet.docx

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AGENDA ITEM #L9.7 PROVINCIAL COUNCIL MEETING: October 26, 2013 STATEMENT OF ISSUE: Local Government Election Cycle Submitted by: BCSTA Board of Directors

This is an action resolution and does not change or contradict any existing Foundational or Policy Statement.

BE IT RESOLVED: That a vote be taken at the October 2013 Provincial Council meeting to determine the position of Boards of Education on whether the interval between trustee elections be changed to four years or remain at three years.

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15.1

Agenda Item #L9.7 Local Government Elections

RATIONALE: In 2009, the provincial government announced the creation of the Local Government Elections Task Force to recommend changes to local elections legislation. One of the issues the Task Force considered was the frequency of local government elections. In 2010, BCSTA surveyed school trustees regarding the frequency of local government elections and the majority of trustees surveyed supported a change to a four-year cycle. BCSTA made written submissions to the Task Force. On the issue of frequency of elections, BCSTAs submission included the statement that: A majority of school trustees surveyed would support a change to a four-year cycle. In any case, the cycle for elections of school trustees should be the same as for local government members. The Task Force recommended extending the term of office for local elected officials to 4 years. After the release of the Task Forces report, the Union of BC Municipalities (UBCM) considered a motion to extend the term of office for local elected officials to four years. The motion was defeated by the UBCM membership in 2010. In September of 2013, UBCM passed a resolution to ask the provincial government to increase the interval between civic elections from three years to four years.

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15.1

Agenda Item #L9.7 Local Government Elections

BCSTA has been asked to confirm BCSTAs position regarding the frequency of local government elections. The provincial government is currently engaged in a consultation process regarding local government elections. The consultation process is scheduled to conclude on October 23, 2013. The provincial government plans to introduce legislation to change local government elections legislation in the Spring of 2014. This matter is emergent as BCSTA must advise the government of its position on the frequency of local government elections soon in order to have the ability to influence the governments decision on this issue. If this matter is delayed until AGM, legislation may be developed without input from BCSTA. References: BCSTAs written submission to the Task Force: https://dsweb.bcsta.org/docushare/dsweb/Get/Document-61043/2010-0401_Local_Govt_Elections_Task_Force_Submission.pdf Report of the Task Force: http://www.localelectionstaskforce.gov.bc.ca/library/Task_Force_Report.pdf

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15.1

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STUDENT SUSPENSION SUMMARY - DISTRICT September 2012 - June 2013

Assault El September October November December January February March April May June TOTAL 13/14 TOTAL 12/13 TOTAL 11/12 TOTAL 10/11 TOTAL 09/10 TOTAL 08/09 TOTAL 07/08 TOTAL 06/07 TOTAL 05/06 TOTAL 04/05 TOTAL 03/04 TOTAL 02/03 TOTAL 01/02 TOTAL 00/01 TOTAL 99/00 TOTAL 98/99 TOTAL 97/98 TOTAL 96/97 0 30 37 55 53 59 52 78 55 56 78 58 63 96 98 99 116 89 0 16 13 14 10 16 34 39 20 32 37 41 18 25 28 39 24 30 0 Se 0

Break & Enter El 0 Se 0

DisDefiance obedience El 1 Se 2 El 0 Se 0

Drugs/ Alcohol El 0 Se 2

Fighting El 0 Se 0

Fire El 0 Se 0

Fire Alarm El 0 Se 0

Fire Works El 0 Se 0

Intimidation/ Harassment Misbehaviour Smoking El 1 Se 1 El 1 Se 2 El 0 Se 0

Snowballs El 0 Se 0

Theft El 0 Se 0

Truancy El 0 Se 0

Vandalism El 0 Se 0

Verbal Abuse El 0 Se 0

Violating Contract El 0 Se 0

Weapon El 0 Se 0

TOTAL ALL SCHOOLS El 3 0 0 0 0 0 0 0 0 0 Se 7 0 0 0 0 0 0 0 0 0 7 263 449 568 683 538 806 784 518 690 652 651 524 513 661 650 611 675

ELEMENTARY Out 10 In 0

0 0 1 0 2 0 1 2 0 0 0 0 0 0 0 0 0 0

0 0 0 0 2 0 0 0 0 1 0 1 0 1 4 0 0 0

1 16 38 30 26 l8 57 40 17 61 58 53 69 125 93 72 116 111

2 21 33 46 33 47 69 48 16 23 16 26 13 8 12 23 3 8

0 3 9 12 13 9 28 21 29 31 19 21 14 27 78 74 40 47

0 15 20 23 31 31 20 38 3 36 53 51 41 33 44 57 40 38

0 3 5 0 7 8 8 14 21 13 1 10 5 10 16 11 17 26

2 97 121 168 255 141 186 189 166

0 26 45 63 78 54 55 64 66

0 45 89 101 91 74 99 135 134

0 0 1 1 5 8 5 8 4 6 11 4 11 2 4 8 9 6

0 0 5 1 3 4 12 4 4 3 3 4 3 10 4 1 6 3

0 0 1 1 0 1 0 0 1 0 3 3 0 1 0 2 6 0

0 1 0 1 2 1 4 3 0 0 2 1 0 1 1 2 1 4

0 0 1 0 0 1 0 1 0 2 8 0 1 2 3 2 3 1

0 1 8 8 3 2 19 5 5 19 21 5 13 7 12 11 8 5

1 10 19 31 59 24 29 41 43 36 36 59 33 52 28 31 52 79

1 18 38 31 34 32 51 58 35 66 41 44 41 32 53 35 34 45

1 8 12 41 41 28 22 45 34 42 53 53 53 70 86 136 105 137

2 26 40 64 84 54 94 83 42 47 60 49 30 36 28 37 52 58

0 0 0 0 0 3 3 0 0 0 3 0 0 1 6 15 12 16

0 0 0 4 0 11 29 27 2 1 1 5 3 6 16 8 4 7

0 0 0 2 0 7 13 21 25 7 9 2 20 30 52 1 15 78

0 0 0 2 0 5 3 17 9 5 1 2 1 16 20 2 8 3

0 0 2 2 5 6 7 10 8 20 12 15 15 16 17 15 30 21

0 6 16 26 19 22 16 20 3 20 18 ` 11 19 14 21 29 12

0 0 0 0 0 0 3 1 8 4 4 0 3 2 2 27 20 5

0 3 26 43 68 47 86 37 37 54 81 60 26 29 74 56 83 62

0 1 0 3 3 1 0 5 16 5 4 3 1 11 14 12 12 6

0 0 12 13 15 12 16 15 2 13 5 19 6 9 3 6 8 19

0 8 9 10 12 11 10 10 7 17 25 29 35 40 43 27 47 49

0 6 21 12 20 24 41 30 36 23 21 32 27 26 48 44 25 39

0 0 0 0 0 0 1 10 2 0 3 1 0 5 6 2 1 24

0 1 2 2 7 7 10 22 1 17 5 1 0 3 2 0 0 2

0 5 6 9 9 6 15 12 9 12 2 8 3 9 3 7 9 6

0 7 5 9 6 8 17 14 3 9 4 5 7 2 14 7 6 2

3 110 186 260 313 226 309 374 345 416 431 445 453 698 738 774 951 1097

205 104 116 168 102 115 167 126 118 167 127 117 145 197 105 176 189 108 137 233 164 103 341 177 134 396 204

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10/16/2013

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Motion #
S13/10/15-03

Motion
That the Board of Education of School District 68 (Nanaimo-Ladysmith) follow its Policy/Procedure No. 4005 for appointing a school construction committee for the new Cedar Elementary School. That the Board of Education of School District 68 (Nanaimo-Ladysmith) directs the Board Chair to write to the Minister of Education expressing the Board's dismay and frustration at the negative impact that a cooperative gains mandate savings plan for CUPE will have on the Board's Strategic plan for the improvement of student learning. That the Board of Education of School District 68 (Nananimo-Ladysmith) write to BCSTA Executive to express our grave concerns regarding the Ministry of Education's directive to fund the provincially bargained CUPE salary increases using the Cooperataive Gains Savings Plan; and further, that the BCSTA, representing all the BC School Districts, work diligently to achieve a co-governance model for BC School Districts and the BC Ministry of Education.

Comments

Assigned
Pete Sabo

Due Date

Completed
No

S13/10/15-05

Jamie Brennan

No

S13/10/09-06

Jamie Brennan

No

R13/09/25-12 That the Board of Education of School District 68 (Nanaimo-Ladysmith) direct staff to meet with the Boys and Girls Club on exploring a partnership with the daycare organization and to have staff develop an administrative policy on having daycares on school district property. R13/09/25-05 That the Board of Education of School District 68 (Nanaimo-Ladysmith) receives the report from the Cedar Schools Coalition and refers it to staff for a response regarding the information contained in the presentation and that the response be supplied to the Board of Education. R13/06/26-38 That the Board of Education of School District 68 (Nanaimo-Ladysmith) directs the CEO to prepare for the Board and the public the formal Long-Term Facilities Plan as modified including years 3 - 10 proposals in the 10 Year Enhanced for Learning Facilities Plan and provide a copy to the Ministry of Education and the local and regional governments.

Senior Staff

David Hutchinson

No

David Hutchinson

23-Oct-13

No

David Hutchinson

No

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R13/06/26-37 That the Board of Education of School District 68 (Nanaimo-Ladysmith direct the CEO to prepare a report for the Board outlining the next steps to be taken within the Facilities Plan to consider community use of some available facilities and to provide plans to undertake the transition work required for students, parents and staff for schools that will be affected in the next three years. R13/06/26-29 That the Board of Education of School District 68 (Nanaimo-Ladysmith) extends the consultation period, to consider various alternatives, for Ecole Davis Road Elementary School to December 1, 2013 for the closure of Ecole Davis Road on June 30, 2014 and further that staff be requested to develop a proposal and consultation plan to be presented at the Regular September 2013 Board meeting. R13/06/26-28 That the Board of Education of School District 68 (Nanaimo-Ladysmith) extends the consultation period, to consider various alternatives, for North Oyster Elementary School to December 1, 2013 for the closure of North Oyster Elementary School on June 30, 2014 and further that staff be requested to develop a proposal and consultation plan to be presented at the Regular September 2013 Board meeting. R13/06/26-27 Be it resolved that the Board of Education of School District No. 68 (Nanaimo-Ladysmith) permanently closes North Cedar Intermediate School, 2215 Gould Road West, Nanaimo, BC, V9X 1J9; Facility No. 68009; on June 30, 2015, and that it be given third and final reading. R13/06/26-23 Be it resolved that the Board of Education of School District No. 68 (Nanaimo-Ladysmith) permanently closes Woodbank Elementary School, 1984 Woobank Road, Nanaimo, BC, V9X 1K6; Facility No. 68085; on June 30, 2015, and that it be given third and final reading. R13/06/26-19 Be it resolved that the Board of Education of School District No. 68 (Nanaimo-Ladysmith) permanently closes Cedar Secondary School, 1640 MacMillan Road, Nanaimo, BC, V9X 1L9; Facility No. 68007; on June 30, 2014, and that it be given and that it be given third and final reading. R13/05/22-14 That the Board of Education of School District 68 (Nanaimo-Ladysmith) directs staff to conduct a pilot program focusing on the entire print shop operation that provides for fee for service for labour costs on a cost recovery basis and that a preliminary report on the pilot be presented to the first March 2014 budget meeting.

David Hutchinson

23-Oct-13

No

David Hutchinson

9-Dec-13

No

David Hutchinson

9-Dec-13

No

Phil Turin

No

Phil Turin

No

Phil Turin

No

Phil Turin

12-Mar-14

No

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R13/04/24-17 That the Board of Education of School District 68 (Nanaimo-Ladysmith) refers the motion NDSS from the April 10, 2013 Business Committee meeting regarding Serauxmen Stadium be Redevelopment referred to the next joint Board/City Council meeting for discussion and also that staff Project bring back a report by September 30, 2013 on the potential sources of revenue from licenses and/or leases of Serauxment Stadium. R13/03/27-14 That the Board of Education of School District 68 establish an Ad Hoc Committee, In Progress. First reporting through the Business Committee, to develop a three-year Local School Calendar Meeting held Oct that will commence September 2014. 16th R13/02/27-25 That the Board of Education of School District 68 (Nanaimo-Ladysmith) requests that the In Progress Superintendent/CEO develop a plan for Board approval for publicly reviewing/revising policy/procedures . R13/02/27-17 That the Board of Education of School District 68 (Nanaimo-Ladysmith) requests staff to bring a report back to the Board on the feasibility of costs in creating gender neutral bathrooms in SD68 facilities by September 30th 2013. R13/02/27-12 That the Board of Education of School District 68 (Nanaimo-Ladysmith) asks that staff assess the potential for additional child care facilities at Nanaimo and Ladysmith Secondary schools. R13/01/30-29 That the Board of Education of School District 68 Nanaimo-Ladysmith request that staff and Board representatives continue working with the Nanaimo Ladysmith Schools Foundation to develop a memorandum of understanding between Nanaimo Ladysmith Schools Foundation and Nanaimo Ladysmith Public Schools by the end of the 2012-2013 school year. R12/05/23-18 That the Board of Education of School District 68 (Nanaimo-Ladysmith) requests staff to develop an administrative policy/procedure regarding volunteers. R11/06/22-10 That the Board of Education of School District 68 (Nanaimo-Ladysmith) adopt a policy that supports the retention of all recordings of Board Meetings and Standing Board Committees in its possession for a period of no less than three (3) years following approval of the minutes or summary of the meeting by that same assembly. In Progress

Phil Turin

25-Sep-13

No

John Blain

No

David Hutchinson Pete Sabo 25-Sep-13

No

No

John Blain

No

Board/NLSF MOU

David Hutchinson

No

in progress

David Hutchinson

No No

DReimer/PTurin to Donna draft Reimer policy/procedure related to Board Recordings - Feb 29 12

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16.4

October 3, 2013 Ref: 169371 Steve Rae Email: steve.rae@navico.com Dear Mr. Rae: I am responding on behalf of government to your emails regarding the Nanaimo-Ladysmith Board of Education. I would like to be clear that British Columbias boards of education are separate, legal entities under the School Act. Each board is responsible for making decisions regarding schools in its district, as well as student safety while on school property. Boards have budgetary responsibilities and must make decisions about such matters as opening/closing schools, grade reconfigurations, school catchment areas, and the management of all school district properties. Boards have the autonomy to decide how best to address the needs of students within their local communities. Accordingly, the Ministry of Education will not intervene in the school closure process of the Nanaimo-Ladysmith Board of Education. On the matter of the Colliery dams, Ministry of Education staff have consulted with officials in the Ministry of Forests, Lands and Natural Resource Operations about the seismic upgrades required for the dams in Colliery Dams Park and the risk to students at John Barsby Secondary School. As you know, the City of Nanaimo is working through the mitigation process for these dams. This process also involves the Regional District of Nanaimo and the Snuneymuxw First Nation. The City and the School District are well aware that John Barsby Secondary is situated on the flood plain beneath Colliery Dams Park and I am advised that emergency procedures are in place for the safety of students. The Nanaimo-Ladysmith Board of Education understands its responsibilities and is following a process to complete its long-term facilities plan. Sincerely,

Peter Fassbender Minister pc: Jamie Brennan, Chair, Board of Education, School District No. 68 (Nanaimo-Ladysmith)
Office of the Minister Mailing Address: PO Box 9045 Stn Prov Govt Victoria BC V8W 9E2 Location: Parliament Buildings Victoria

Ministry of Education

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