PAC Meeting Minutes - Annual General Meeting of October 19, 2020

Dixon Parents Advisory Committee

Location: Zoom meeting due to COVID-19 pandemic related restrictions on social gatherings

PAC Members Present:

Chair - Jennifer McMillan

Treasurer - Billie Caffrey 

Secretary - Michelle Gibault-Fahlman

Fundraising - Lyn Yang, Diana White, and L’nielle Cajigas

And Parent Guests

Dixon Administrators Present:

Principal Sean Harrington

Vice-Principal May Wong

1. Call to Order

Jennifer McMillan called the meeting group to order at 7:04pm and welcomed all present. 

2. Introductions

All present introduced themselves. 

3. Review and Approval of Agenda

The Agenda was APPROVED by Michelle, SECONDED by Lyn, and CARRIED by all. 

4. Review and Approval of Minutes of Last Meeting

The Minutes of the last meeting held on September 22, 2020, were APPROVED by Lyn, SECONDED by Diana, and CARRIED by all.  

5.  Administrator’s Report

• Oct 22/20: Early dismissal for parent-teacher conferences, which occur primarily over Zoom
• Oct 23/20: Pro-D day
• We are trying to book a webinar to occur on November 10, to commemorate Remembrance Day on November 11, 2020. 
• Nov 11/20:  no school, Stat holiday
• Oct 27/20: Photo Day.  New provider is Artona.  There will be no class photos this year due to COVID 19 social distancing requirements, but a collage of the children will be created. 
• Oct 29/20 Pumpkin Run
• Oct 30/20 Halloween costume parade
• Communicating student learning info has been sent home.  There are 15 divisions involved. 

• The Dixon Staff wish list has been posted:

• Outdoor learning classroom, with a roof and no walls, for an estimated $25,000.00.  This would be for use by the school and the community.  We are applying for 2 grants of $5,000.00 and $15,000.00 for this project. 
• Math and science manipulatives for $4,000.00 - $5,000.00.  Due to COVID 19 safety protocols, it is no longer possible to share math and science manipulative between classrooms, and so additional supplies are required.  
• Outdoor tents for $1,000.00.  We currently have 1 and would like to purchase 3-4 more tents. 
• iPads for approximately $15,000.00.  Our ipads were purchased many years ago through PAC fundraising, and it is time to plan for their replacement. 
• Dance program for $2,000.00.  

• Noon hour supervisor time has increased from 1.5 to 2 hours. 
• A grant for $3,100.00 has been received to help with learning resources. 
• Dixon has a new extra custodian. 
• Shipment of masks has arrived today and students should be receiving their masks next week. 

6. PAC Chair’s Report

• Thank you notes have been received from the 2 scholarship recipients from 2019/ 2020.  
• Letter has been received from Feeducate, confirming recipe of $1,000.00 donation and thanking Dixon community for the donation.  Feeducate is helping over 250 families with food hampers.  

a. Executive projects for 2020/2021 year

• The Dixon PAC Bylaws need to be updated, and this will include creating a Terms of Reference for the Fundraising Committee. 

​​​​​​​​​​​​​​b. Munch-a-lunch credits

• Letter will be sent to parents asking them to check if they have a Munch-a-lunch credit and then advise the PAC if they would like to be refunded the money or donate the money to the Dixon PAC. 

7. Fundraising Committee’s Report

• Prior to COVID 19, primary fundraising initiatives were the Dixon Craft Fair, movie nights, and Munch-a-lunch. 
• Planned fundraising initiatives:

• “Herbal Glo” is a hand sanitizer company based in Richmond. 
• Holiday Helpers with “Mom’s Pantry” which sells frozen items and pantry items.  40% of proceeds go to Dixon PAC. 
• “Oliver’s Labels” for household and clothing labels. 20% of proceed go to Dixon PAC. 

• Fundraising Committee is considering reaching out to the Dixon Community regarding items of interest for further fundraising. 
• It is helpful to have the Dixon Staff Wishlist, as some fundraising goals for more expensive items may be multi-year goals.

8.  Treasurer’s Report

Discussed that the BC Gaming Grants funds can and cannot be used for.  In brief, the funds from the BC Gaming Grant cannot be used to purchase educational instruments for inside classrooms.  Funds from the Gaming Grant are to be used for extra-curricular activities. 

a. Presentation of finalized budget

Treasurer reviewed the financial statements that were distributed to participants.  

9. Budget Planning for 2020/2021 year

Funds were reviewed at a high level, and then it was agreed that additional time would be required to review the budget and set priorities for the 2020/2021 school year.  It was noted that due to COVID 19 pandemic, some budget line items, such as field trips, will not be required.

Due to time constraints and complexity of the budget in light of the impacts of the pandemic on our ability to fundraise and on our expenses, a motion was presented by Jenn to have a separate meeting for the purpose of reviewing the budget one line item at a time, and then present a proposed budget to the PAC at the next PAC meeting.  The motion was APPROVED by Michelle, SECONDED by Jenna Newman, and CARRIED by all.

10.  Additional Items

• No additional items were presented. 

11. Adjournment 

MOTIONED, SECONDED and CARRIED by All that the meeting be adjourned at 8:23pm. 

The next PAC meeting is scheduled for November 16, 2020 at 7pm via Zoom.