Southlands Elementary School PAC

DRAFT AGM Meeting Minutes 2010

Tuesday, June 8, 2010. 7:00 – 8:11 pm

Southlands Elementary School Library

Attendees: Kim Nemeth (incoming Principal), Michelle Black, Verlee Bromley (Co-chair), John
Bromley, Jeanette Calderone, Carol Jones (Fundraising), Michelle Kokan (Co-chair), Peter
Kokan, Krista Hilton, Nav Hundal, Heidi MacLean, Angie O’Brien, Chrystal Palaty (Recorder),
Averill Sadleir, Sofia Sandover, Alison Sillmans, John Stekl (Treasurer), Jennifer Thornley.

1. Co-Chair Welcome and Statement Michelle Kokan & Verlee Bromley, PAC Co-chairs

Welcome. Michelle Kokan welcomed parents and notified the attendees about changes to the
agenda. Southlands Principal Ian Cannon did not attend the meeting as he is recovering from
surgery after a road hockey accident . A substitute principal will be replacing him for the next two
weeks of school.

New Principal. Michelle Kokan introduced Kim Nemeth, Southlands principal for the 2010 - 2011
school year.

Co-Chair Summary of the School year. Michelle provided a summary of this successful school
year, on behalf of herself and PAC co-chair, Verlee Bromley. She thanked all the parents for their
generosity and activities throughout the year, which has provided many things for the students,
including extracurricular activities, friend to friend programs, camp and field trips. This year saw
the reinstatement of the Welcome Potluck, a successful Hearts@School program, hosted by
Angie O'Brien, and the Winter Social and Spring Fling organized by Carole Jones. Michelle and
Verlee thanked all the parent volunteers, class parents and committee heads including: Julia
Peter (Safe Arrival), Lennie Sargent and Jane Mccague (Library), Jessica Hemming (Greening),
Joanne Pickford (Yearbook), Paula Heal (Cross-Country running), Catherine Lambert (Fruit and
Veggie Program), Dave Carmean and Julia Peter (Directory), Ali Sillmans (Earthquake
Preparedness, Head lice Patrol), Michelle Black and Carole Jones (Hotdog and Pizza Days).

Michelle and Verlee thanked the resigning PAC executive members Chrystal Palaty and Carole
Jones. They expressed a special thanks to Carole Jones, who has been with the PAC for 14.5
years.

Minutes from 2009. John Bromley motioned to accept the minutes from the 2009 AGM, Heidi
MacLean seconded the motion. Minutes were accepted.

2. Principal's Report - Delivered by Carole Jones.

Playground update. The large structure in the corner of the playground is being removed
because of structural instability and at this time, is not being replaced.

Principal of the day. Originally scheduled for Friday, June 18th, this will need to rescheduled to
a day when Ian Cannon is present. This year's Principal of the Day is Mitchell Barrett.

Copies of the finalized Southlands PAC Meeting Minutes are posted on the parent board on the first floor of the school
and on the southlands PAC blog.
http://southlands-pac.blogspot.com/

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Volunteer tea. This will be held on Friday, June 18th.

2010 - 2011 Enrollment. Expected enrollment is 350 students; this is high due to students
coming from UHill and other surrounding schools.

Staff updates. Mr. Burris has accepted a position at Selkirk school and will not be back.

3. Presentation and Vote on Budget 2010 - 2011. John Stekl

John provided a summary of the budget (attached).

Revenue highlights/changes:
• Gaming funds have increased back to $20 per student, however the amount for 2010 - 2011
is based on the 177 students that we had in September of 2009.
• Next year there are $4250 in gaming funds to be spent in the next year.
• Fundraising came in over budget this year. Next year's expected budget is reduced from $5K
to $3K, to take pressure off the new fundraising chair.

Expense Highlights/Changes:
• Some of the expense categories have been dropped, including the safe arrival program and
the assembly fund, however most remained the same.
• A few items that were not in the previous budget were added, including special events,
Healthy Hearts, Potluck.

Other discussion points:

• The field trip fund is only three years old, and was created to supplement the teachers' field
trip budgets, and is to be used for transportation and emergency taxis, but not for tickets.
Once more students are in the school, this budget item can be reevaluated.
• Capital project fund - nothing was added this year. Some ideas for this fund include
decorating the gym floor or a new PA system for the school.
• The total cost for students to attend camp is $10,000, and this year each family paid $260 per
child. Once a camp is announced, it is every child's right to go to camp, even if the family
cannot afford to send their child.

The budget has a proposed deficit of about $6,000. Running a deficit of $5000 was not a problem
this year, as we are now ahead $13500. The budget contains $5000 in reserve for emergencies.
As of May 31, 2010, there was $48,839 available. Of that, $19,165 was committed, leaving
$30,673 of total cash available.

John Bromley motioned to accept the proposed budget. Peter Kokan seconded the motion. The
motion was unanimously carried.

4. Vote on Constitution Bylaw Amendments Verlee Bromley & Michelle

Kokan

This spring, the PAC constitution was revised by the PAC executive, reviewed by John Bromley,
and posted on the PAC board and blog for the last month. In brief, the changes clarified the
responsibilities of the PAC executive and SPC members, and ensured that there were greater

Copies of the finalized Southlands PAC Meeting Minutes are posted on the parent board on the first floor of the school
and on the southlands PAC blog.
http://southlands-pac.blogspot.com/

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volunteer resources through lengthening the duration of PAC positions and enabling former
Southlands parents to come back and assist the PAC as needed.

John Bromley motioned to accept the proposed changes. Carole Jones seconded the motion.
Revisions were accepted.

5. Vote on PAC Executive Positions for 2010 - 2011 Verlee Bromley (Nominating
Committee Chair) & Michelle Kokan

The PAC Executive Positions for the upcoming year include:

Secretary/Recorder: Krista Hilton was nominated by Verlee Bromley. Heidi McLean seconded
the nomination. Krista won by acclamation.

Fundraising.
Heidi McLean was nominated as the committee chair by Carole Jones. Sofia Sandover seconded
the nomination. Heidi won by acclamation.

Treasurer
John Stekl will continue in his current position for another year.

PAC Co-chairs
Michelle Kokan and Verlee Bromley continue in their positions for another year.

6. School Planning Council Elections

The PAC was not notified about nominations in a timely manner, so will be addressed at the
September/October PAC meeting.

7. Other business

Sports day is Friday, June 11. Parent volunteers are still required.

Teacher appreciation lunch is on June 16th.

Business part of meeting adjourned at 8:11 PM.

Copies of the finalized Southlands PAC Meeting Minutes are posted on the parent board on the first floor of the school
and on the southlands PAC blog.
http://southlands-pac.blogspot.com/

3
 SOUTHLANDS ELEMENTARY SCHOOL PAC
BUDGET FOR 2010/2011
2009/2010 VS
2010/2011 2009/2010 2009/2010 2009/2010 2009/2010
REVENUE BUDGET BUDGET FORECAST OVER/UNDER DIFFERENCE
$ $ $ $ $
RESERVE FROM 2008/2009 5,000.00 5,000.00 5,000.00 - -
GAMING FUNDS ($20 PER STUDENT) 3,540.00 2,270.00 2,260.00 (10.00) 1,270.00
PIZZA/HOT DOG DAYS 4,500.00 4,500.00 5,276.93 776.93 -
GROCERY VOUCHERS 5,000.00 5,000.00 6,476.79 1,476.79 -
DIRECT DONATIONS 2,000.00 2,000.00 3,565.00 1,565.00 -
FUNDRAISING (PURDYS/PHOTOS/GIFT WRAP) 3,000.00 5,000.00 5,000.00 - (2,000.00)
SPECIAL EVENTS (WINTER SOCIAL) - (1,000.00) 398.76 1,398.76 1,000.00
SPECIAL EVENTS (SPRIING FLING) - 12,918.92
DIRECTORY - - 168.00 168.00 -
GRADE 7 FUNDRAISING - -
DPAC CONTRIBUTION 365.00 365.00 400.00 35.00 -
PST REBATE - 200.00 200.00 - (200.00)
INTEREST 200.00 200.00 200.00 - -

23,605.00 23,535.00 41,864.40 18,329.40 70.00

EXPENSES
SAFE ARRIVAL (TELUS) - 450.00 450.00 - (450.00)
ASSEMBLY FUND - 200.00 200.00 - (200.00)
SANDBOX SAND 100.00 100.00 28.19 (71.81) -
GREENING 200.00 300.00 134.02 (165.98) (100.00)
EARTHQUAKE COMMITTEE 500.00 500.00 259.61 (240.39) -
APPRECIATION/GET WELL 200.00 200.00 200.00 - -
FINE ARTS PERFORMANCES 3,800.00 3,800.00 3,798.75 (1.25) -
ARTS & CRAFTS SUPPLIES/SPECIAL ART PROJECTS 800.00 800.00 826.84 26.84 -
EARLY LITERACY 400.00 400.00 454.38 54.38 -
LIBRARY RESOURCES 1,500.00 1,000.00 1,098.53 98.53 500.00
SUPPLEMENTARY LEARNING RESOURCES 1,000.00 1,000.00 1,000.00 - -
MUSIC PROGRAM RESOURCES 1,000.00 1,000.00 1,102.05 102.05 -
COMPUTER EQUIPMENT 500.00 500.00 360.00 (140.00) -
YEAR BOOK 1,000.00 1,000.00 1,000.00 - -
SCIENCE WORKSHOPS/EQUIPMENT 400.00 400.00 75.29 (324.71) -
WINTER CONCERT 1,000.00 - - - 1,000.00
SPECIAL EVENTS - - 1,166.70 1,166.70 -
BODY SCIENCE 1,000.00 - - - 1,000.00
HEALTHY HEARTS 200.00 - - - 200.00
POT LUCK DINNER 350.00 - - - 350.00
SPORTS DAY 500.00 400.00 400.00 - 100.00
CROSS COUNTRY - 150.00 - (150.00) (150.00)
SAFETEEN/CONDOMANIA 650.00 650.00 630.00 (20.00) -
GYM & RECESS/LUNCH EQUIPMENT 400.00 400.00 598.29 198.29 -
P.E. PROGRAMS (HIP HOP/ROLLER BLADING/TENNIS) 1,600.00 1,600.00 1,619.34 19.34 -
CLASSROOM FUND 2,500.00 2,500.00 2,500.00 - -
FIELD TRIP 3,000.00 3,000.00 1,662.89 (1,337.11) -
GRADE 7 FUND 500.00 500.00 500.00 - -
GRADE 6/7 OUTDOOR EDUCATION 500.00 500.00 500.00 - -
PAC ADMIN. 800.00 800.00 1,514.56 714.56 -
BANK CHARGES 100.00 100.00 100.00 - -
BAD DEBTS (RECOVERED) 100.00 100.00 (32.00) (132.00) -
CAPITAL PROJECT FUND - 1,200.00 1,200.00 - (1,200.00)
RESERVE FOR 2010/2011 5,000.00 5,000.00 5,000.00 - -

29,600.00 28,550.00 28,347.44 (202.56) 1,050.00

EXCESS/DEFICIT (5,995.00) (5,015.00) 13,516.96