Dixon Parent Advisory Council Meeting

Meeting Minutes

Monday, December 11, 2023, 6:30pm

Present: Vincent Ng (NG), Colleen Reid (CR), Jenna Newman (JN), Jenn McMillan (JM), Charissa Anderson (CA), Taylor Sims (TS), Lynsey Li (LL), Maggie Li (ML), Teg Bains (TB), and parent guests.

Dixon Administrator(s): Kirsten Wallace, Principal (KW)

Regrets: Shawne MacIntyre, Nadine Eades, Colleen Orzen.

Minute taker: Jennifer McMillan

The meeting was called to order at 6:41pm.

1. Review and Approval of Agenda
   • TS requested to discuss a vendor at the craft fair. Discussion would take place at the end of the meeting if time permitted.
   • The meeting agenda was approved by JN and seconded by CR.
2. Review and Approval of Minutes of Last Meeting
   • The minutes of the last meeting were approved by JN and seconded by TS.
3. Treasurer’s Report

• Fundraising Totals

JN provided an update on fundraising. Approximately $16,000 has been raised so far this school year. The approximate net amounts raised by each fundraising event are:

1. 1. 1. Purdy’s 2023 Winter Campaign: $900
      2. Dixon Craft Fair 2023: $6800
      3. Hot lunches (to date): $7500
      4. Movie nights (to date): $1300

• ​​​​​​​Dixon PAC Annual Budget (2023/24 school year)

PAC executives CR, JN, JM, SM, and NE met on December 5, 2023, to prepare a draft budget for this meeting. JN presented that draft to those in attendance.

Gaming Account:  

• The opening balance (as of September 1, 2023) of the gaming account is $9986.
• Outstanding items (as of August 31, 2023) have a balance of $3,837.
• The grant fund received for 2023/24 was $6700.
• The gaming account cash available (before budgeted expenses) is $12, 849.
• The following items were presented for voting (total budgeted $6520): 
  • BCCPAC membership: $75
  • Grade 7 grad: $1,000
  • Reader's Choice Awards: $700
  • Library Resource Fund: $350
  • Fine Arts Fund: $1,000
  • Speaker Fund - Saleema Noon: $725
  • Field trip fund ($5.50 per student): $1,870
  • Volleyball uniforms: $500
  • School clubs: $300

Notes about the proposed gaming account budget:

• While only $600 has been requested from the school for fine arts (equipment for winter concert), the PAC has allocated $1000 with the hope that the school could bring in speakers/artists to the school.  

• Volleyball uniforms have an estimated cost of $491.00.  
• $300 has been allocated to non-specific school clubs. The funds could be used by the chess club, crochet club, garden club, etc.
• The PAC is proposing that $12 per student be allocated for field trips. The total amount has been split between the gaming and operations accounts ($5.50 and $6.50 per student respectively).
• The proposed budget leaves $6329 in the gaming account.

Operations Account:

• The opening balance (as of September 1, 2023) of the operations account is $38,020.
• Outstanding items (as of August 31, 2023) have a balance of $1,156.
• The operating account cash available (before budgeted expenses) is $39,176.
• The following items were presented for voting (total budgeted $15,930): 
  • Classroom supplies allotments ($350/division): $5,250
  • Resource teacher allotments: $400
  • Field trip fund ($6.50 per student): $2,210
  • Movie Licence: $480
  • Scholarships (past Dixon students): $600
  • PAC Munchalunch administrative fee: $340
  • PAC Postage and mailing: $100
  • PAC Printing and copying: $50
  • PAC Supplies: $50
  • PAC Gifts (departing staff and parents): $150
  • PAC Teacher appreciation (lunch): $600
  • Beach Day school buses: $2,000
  • Jingle Bell Run: $500

ONE-TIME EXPENSE:

• • Garden celebration: $1,300
  • Square terminal: $400
  • Library collection enhancement: $1,500

Notes about the proposed operations account budget:

• During the budget discussion, KW requested $500 to support purchasing breakfast for the annual Jingle Bell Run. This was added as a line item from the operations account prior to approval of the presented budget.
• The garden renewal project was a one-time expense that was covered by a neighbourhood grant.

• The classroom allotment was approved at a previous PAC meeting.
• The field trip allotment from the operations account is budgeted to $6.50 per student ($2,210). Additional funds will come from the gaming account.   
• The PAC would like to continue supporting the school wide beach field trip with $2000 for buses.  The PAC has not budgeted for funding food, as was done in the 2022/23 year.
• There had been a request for the PAC to fund of a $350 per division book allowance. PAC members were concerned how effective that purchase would be and instead proposed to budget $1500 for the purchase of books for the school library collection.
• The $5000 savings fund was removed as a line item as there is no plan for these funds at this time.
• The movie license has a lower cost than what was originally budgeted. JN adjusted the budget to reflect the actual cost. 
• The proposed budget leaves $23,246 in the operations budget.

JM put forward a motion to approve the budget with discussed updates as it was presented. CR seconded the motion and all in attendance were in favour. The Dixon PAC budget for 2023/24 was approved.

4. Administrator’s Report

KW presented the following information: 

• The annual Dixon Jingle Bell Run will have approximately 300 people attending. The PAC has contributed $500 for breakfast items. This is a fundraiser for the food bank. The school will have a donation QR code at the holiday concert.
• The holiday concert preparation is happening and will involve all students.
• The lending library is accepting donations of clothing items.
• A school wide skating trip is happening on December 18, 2023.
• Student council is running the coin drive to support families.
• A Brazilian martial arts dance presentation will be happening in January for all students.
• Feeding Futures is a program that is working to improve food security in Richmond. The coordinator will be purchasing fridges for all district schools and will provide snacks such as granola bars. Dixon is asking for approximately $300 per week in support. There will be a grab and go breakfast option trialed soon. Dixon has requested 50 breakfasts to start. The school will be open at 8:00am for this.

5. Hot Lunch Report

The hot lunch team presented the following information:

• There are no set plans for January to June yet.
• Hot lunches will run twice per month and are based on volunteer availability.
• Some parents have requested for there to be weekly lunches. The hot lunch team is looking into whether this is something that would be beneficial. They will be looking at adding an extra day in March.

6. Fundraising

CA presented the following information:

• • The Purdy’s was a success and there were many volunteers to help pack the orders.
  • The recent movie night had less people in attendance. This could have been due to the holiday season. The next movie nights are scheduled for January 26, 2024 and April 26, 2024.

7. Spirit wear

• The online shop is open and the deadline for ordering spirit wear is January 5, 2024.
• Samples are available in the school hallway.

8. Outdoor Learning Space

TB presented the following information:

• • There is no update on this potential project.
  • Dixon is not eligible for any district funding for playground renewal as the current equipment is in good condition.
  • CR requested that the PAC receive input from school administrators, staff, and other parents/guardians before we move forward on any large project planning.
  • The attendees discussed options for a public forum to get ideas. TB proposed that the PAC discuss the option of an open house/forum at the January PAC meeting. 

9. Chair’s Report

VN opened the floor to discuss the PAC communication strategy (item tabled at last meeting).

• The executive members agreed that the PAC meeting agendas will be sent out one week prior by email/MailChimp.
• CR will take over distribution of PAC correspondence through MailChimp.

The meeting was adjourned at 8:10pm. The next PAC meeting will take place on Monday, January 22, 2023.