Dixon PAC Meeting Minutes

Monday, February 26, 2024

Present: Vincent Ng, Jenna Newman, Aniela Daum, Nadine Eade, Colleen Reid, Shawne MacIntyre, Charissa Anderson, Jenn McMillan, Teg Bains, Taylor, Tracey, Susan

Administrators: Kirsten Wallace, Colleen Orzen

1. Welcome & Introductions:

• Call to Order: 6:30
• Colleen Orzen gave a territorial acknowledgment
• Vincent Ng passed around binders with printed Bylaws
• Quorum was established

2. Review and Approval of Minutes from last meeting:

• Colleen Reid motioned to approve minutes of last meeting, Jenna Newman seconded, all passed

3. Corrections/Additions of Agenda of this meeting

• Colleen Reid motioned to approve the agenda, Nadine Eade seconded, all passed

4. Review of Constitution/Bylaws (2002)

• Jenn, Teg, Florence, Billie and Nadine had started revising the Bylaws last year and this year’s PAC Exec will look at updating these
• Nadine suggested making an amendment to the Bylaws by adding a Social Media Liaison
• this role could liaise between the PAC and the Dixon parent community by providing updated information, maintain communication related to volunteer call-out, fundraising initiatives
• this additional role would have to be clearly defined and would be added to the Nominations call
• Under Bylaws 6.2 we can add role to the PAC Exec (no need to change bylaws to create that position)
• Nadine recommended a target date to have Bylaw update completed in order to have them passed at the May 27th AGM
• the ‘adoption of new Bylaws’ would have to be on the Agenda by May 20^th
• once passed it will need to be submitted to the School District
• once passed, the Bylaws will need to be submitted to certain granting agencies to which Dixon applies for grants
• It was agreed that where Jenn M. began bylaw updates is a good place to pick it back up, add to and refine, after which it will go to the committee for discussion, then ready for Agenda and voting
• Nadine E., Colleen R., Jenn M. and Jenna N. all agreed to be on the Bylaw Update Committee
• this document will be made available in Google Docs via the PAC Email which is a shared Gmail account
• the Committee aims to have amendments completed by the April meeting, final draft to share 7 days before the AGM, placed on Agenda and ready to approval at May 27^th AGM

5. PAC Meeting Calendar + Other Admin Tasks

• Upcoming PAC Meeting dates are: April 22nd, May 27, June 17^th

6. Discussion: “Alternative forums for discussion”

• Shawne raised that given the recent conflict on a Dixon community What’sApp thread, combined with Vincent’s request for finding alternative forums for community discussion, that social media platforms associated with the school are not the appropriate place for political discussions
• The initial purpose of the WhatsApp group chat was to solicit volunteers for hot lunches and fundraising initiatives; if parents want to have a larger discussion with others on topics outside of those initiatives, it was discussed by the attendees that parents could: discuss amongst themselves on the playground, on their personal time outside of school channels, and/or at a PAC meeting and/or in discussion with the Dixon Administration
• Taylor raised that if she wants to know about a particular topic she’d come to the PAC Meeting to get the info
• Dixon parents are always encouraged to come to PAC meetings with any issues they’d like to discuss or to meet with Admin
• Teg B. said that the PAC meeting information is pretty accessible, through the weekly emails with the TWA, the Agenda that is circulated to all parents on the newsletter list, and that the PAC meetings are also sent out on socials, and parents are welcome to come to the AGM. If parents want to have a voice, it’s up to the parent to attend the meeting or not; Online is not the right forum for some discussions
• Jenn mentioned that many PACs are putting in Social Media positions which will help with processes, moderating, online standards to follow
• At the beginning of the year, Vincent created a Google doc where parents can add their thoughts, concerns and questions
• Vincent recently circulated some compiled parent comments about Saleema Noon’s presentation content
• Vincent solicited these opinions and some parents asked him to not share their names connected to some opinions
• Vincent said that a SGM could be requested if there were 10 parents concerned about something, but that didn’t seem necessary per the parent comments that he’d collected
• Colleen R. said Vincent does a good job about putting things out there and putting topics in front of administration
• The attendees agreed that overall, parents want to avoid contention and conflict within the community and encourage non-political, community-oriented, school-supportive, respectful dialogue
• Nadine suggested that the above language be included as a clause on PAC related social platforms
• Susan suggested an automated response be typed up and created for PAC related social channels before things get out of control; there should be policy for adding admin, reinstating rules and description
• On existing PAC related social accounts, there is a presently a respectful language and community-oriented message and posted is monitored and can be added once a PAC Admin enables it
• Some messages from the recent conflict were deleted to clear it of the content so the platform could start fresh and return to its original intent
• Colleen R. reached out to a few parents she knew of who left the group and assured them that the rules had been reinstated 
• Vincent indicated that he thought it was his responsibility to send on the opinions he collated
• Consensus is that if parents have a concern, they have the following venues available to them: email the Administration, come to the PAC meeting if parents want a voice to converse about topics
• Teg said its applaudable to be the person who will take voices to the Admin but our Admin is already very accessible; Teg suggests that Vincent pass on to those he’s speaking with that Dixon has a very accessible Admin so go talk to them; Colleen O said she’d love to talk to those who want to talk about their ideas, concerns and these would be the appropriate forums for these types of discussions.
• Colleen O asked what the intention of the data was that Vincent sent
• Colleen R also asked what was the desired result in forwarding those thought: were the parents just shares thoughts and feelings, or looking for a response, or seeking clarification? Colleen also asked if those people feel like their need was met?
• Vincent said he thought they wanted to share their contribution with the community but that’s it
• An attendee raised that there are PAC different stakes when sharing with Admin vs. parents
• Susan said that it makes sense that some don’t want their names open to everyone; there are high stakes in a small community and the relational issues that these topics can have
• Vincent suggests the action step was to be heard in advance of the barriers of coming to the PAC meeting
• Jenna says they can email their comments and it can be brought to the meeting OR they can speak person-to-person with Admin
• Colleen R. said that Admin gave at least 5 weeks of advance notice of Saleema Noon’s discussion, and it was up on the PAC discussion a few times; there was plenty of time to bring forward concerns
• Kirsten says the District provides support with the conversation by providing personnel, etc. for further discussion
• It’s up to the parents to come to the discussion and show up

7. Dixon Elementary School Legacy Project

• Teg and Colleen working together on this; Teg showed a Power Point presentation and spoke to many points, some of which – but not all -- are included below:
  • How do we engage school pop to get to the end result (parents, students, teachers, community)
  • Outdoor Learning Space for Future Generations
  • Launch in 2024 as part of the school’s 50^th anniversary celebration
  • Native Plant Garden (attract pollinators and wildlife; living laboratory for science lessons); Colleen suggests this is the PP created for the parents to get people stimulated and engaged to share ideas – collaborative forum for ideas; this is for the Early Dismissal/Parent Teacher conference date;
  • Natural Outdoor Playspace
  • Collaborative Buddy Benches
  • What is Your Idea – ask the community stakeholders – have a place for the parents to contribute ideas
  • Teg outlined How To Share Your Idea on the presentation
  • Jenna says there is potentially $50K to start with
  • We’ll be setting it up as a PAC and b/c it’s a legacy project, parents and students can come back for the ribbon cutting project
  • Susan suggests we be careful and accurate about maintaining and keeping documentation for upcoming years and not too far in the future b/c the ideas can get away from us (admin changes, PAC changes)
  • Teg suggests we finish Step 0 and 1 BY THE END OF THE YEAR; Colleen suggests we put a time frame and (dollar sign?) attached to this?
  • We can put this is the TWA, posters around the school, how else do we powerfully communicate this?
  • Jenn suggest three reasonable forums b/c can’t meet everyone: Parent/teacher conference, TWA, Onsite Posters; individual notice that we send home with students?
  • Kirsten suggests the kids draw their vision
  • How do we pay for this: Fundraising, grants, volunteers, sweat equity?
  • Does School Board have requirements for outdoor spaces? (ie: not allowed to have); may be careful not to get additional permits;
  • Vincent suggests he’ll put together a presentation of how to involve everyone, to show to Ms. Wallace
• Kirsten put in request for bike rack, tires

8. Treasurer Report

• Jenna says our Gaming account is $10,000+, general account is at $64,000: total cash balance $74k, with only about $15k of expected budgeted expenses.We could consider additional funding requests that weren’t made at the beginning of the year 
• Hopefully teachers will give us their requests so we can support them; we’re happy to entertain their wish lists
• Children’s book illustrator Udayana Lugo just did a school visit which was successful; currently the wrap-around project;
• Updates: Gaming asked for a questionnaire and we were missing one report which we immediately sent it; recommended changes for policy and share proposal at the next meeting; Jenna almost done federal charity return – CRA needs addresses and dates of the executive members
• Jenn M. asked if Dixon PAC different in that we are a charity? Jenna said yes, is seems to be unusual for an individual PAC to maintain its own registered charity status.
• Most PACs rely on the School District to generate a tax receipt. You can pay a donation through SchoolOnlineCash and ask your $ to go to Dixon; Charissa says there are many times she’s put in the charity number; the charity status may give us access to additional grant funding, but it does mean we are required to file annual returns. 
• Charissa submitted the Neighbourhood Grant for next year – we applied for up to $2k toward renting an ice rink for community (take place between June and December and can’t be used for fundraising) and will also be open to parents; Charissa says they want us to do fun things so we should continue to apply; we’ll hear back in June about this
• Kirsten requests $500 contribution to Andrea Hoff’s flood art project toward paying for printed wraps to go on city utility boxes at No. 1 and Francis; Motion to approve by Jenn M, seconded by Colleen, everyone is all in favour
• Administration requested $1600 for Hop-On bike lessons to several grades (4, 5, 6), approx. $13.60/kid; this has been tabled to the April Meeting
• Jenn raises concern of supporting some divisions and others not at all; we should be equal in supporting all grades; Jenna suggests we could increase allocation to per kid field trip payment

9. Administration Report

• Many school clubs are currently running, swimming, talent show, basketball, knitting, chess, reader’s choice award
• Talent Show was terrific; Kindness Week happening (eg: 5 compliments, 5 gratitude, mark off on a bookmark) Lunar New Year Activity
• Kirsten had a chat with basketball spectators about showing respect and positivity toward the referees, emphasis on Sportsmanship
• Student Council has done lots of great things
• Kirsten and Colleen are taking groups of classes out aside to discuss learning First Peoples’ Principles of Learning; talking with them how to be Anti-racist and talk about appropriate language out there on the playground, etc.
• Camp Jubilee planning is underway, April 25^th – grade 5 and 6s parent info night; $325/kid; School will arrange Watersafe (4 hours at Watermania)
• Many field trips are being planned; Children’s Festival, Salmon Hatchery, Aquarium instead of tubing on Seymour
• Feeding Futures – the school community fridge is full
• Early Dismissal are March 7^th for conferences; please make an appointment with your child’s teacher
• #Dixon Pride – Andrea Hoff art project with the school; artist will create wraps for utility boxes at Francis/No.1 Road. Total cost is $2,500 and $2,000 already covered; Kirsten requests the additional $500 from the PAC to pay for these wraps
• Staffing Updates: Mr. Tasaka is taking a leave to switch careers; Mme. Law – March 14^th Mme Stroh returning April 2. Mme Law TTOC at Dixon for the Spring
• EFI K and entire program is full
• Primary Family Literacy Day on Friday; Reading Under the Stars soon, many other activities including DARE, Online Safety Exploitation Education, Metis Dance Group De Si, Hop On Division (possible PAC could contribute to this)
• Online Safety Exploitation Education: grades 5, 6, 7
• Consent Education for Teens: online; Consent – this is a huge, important concept for kids, teens to understand
• Teachers have been speaking to students about racist language; Grade 6-7 group was most quiet regarding racist language being used on the basketball court; language, micro-aggressions, using words that are used by certain communities, Susan will send a “racism interrupters” graphic to Colleen and Kirsten for use in TWA
• Safe Exploitation Online Zoom April 22^nd – 6-7 presentation, 7-8:30pm PAC

10. Routine Updates:

• Hot Lunch - Taylor
  • Same folks doing it routinely
  • We added the extra weeks but it’s been working out very well
  • Play first is great
  • Lunch Equity continues to work well – thanks to Colleen for identifying the kids who could benefit and be included
  • One vendor we won’t be moving forward with b/c we want the kids to eat and not waste
  • We want healthy food but needs to work for all parties
  • Aniela suggest we could buy gift cards from vendors
  • Taylor will make a note re: condiments can be requested
  • Thank you to Taylor and the team!
• Spirit Wear Spring Order – Colleen Reid
  • Do we want to do another Spring order? Turn around is generally 3 weeks.
  • Parents want to make a Spring order available
  • Feedback on colour availability etc. will be made to Beatriz (can they check their stock before putting it in the orders)
• April 26^th is the next Movie Night

11. Discussion Carried Over from the Last Meeting

• Additional New items
  • Richmond DPAC Training for chairs and vice-chairs; good database to keep in the closet
  • Facilities - July 2024 anticipate seismic construction to begin ($31.2 million)
    • Vincent stays there’s a parent conference for BCCPAC May 3-5; Jenna shared what is covered in this session
    • Vincent asking if there’s interest from other parents to attend; none
    • Questions about what it provides that’s different than others; can this be a slide deck that can be passed on vs. attending in person
  • SWAP
    • Aniela suggests that kids who’ve outgrown Dixon Spirit Wear, can drop off outsized clothing and parents can come and ‘shop’ at a specific listed date to pick up ‘new’ clothing; we can put message out there; everyone liked the ideas; can ask the High Schools to see if the students there have anything they could drop off; can do it right before the Spring order of Dixon Wear
    • Emphasise sustainable messaging; Sara will put it in TWA and make posters for school; parents need to make sure its freshly washed, it’s an April project
    • Aniela will put a box in Colleen’s office – Taylor and Aniela are going to work on that together
  • Grade 7 Grad Committee
    • Staff and Admin reach out to the parents about this – usually happens after Spring Break – parents meet in Library and talk about the diff committees
    • Teachers will ask about what the kids want for their Grade 7 celebration
    • Grade 7 Assembly is in the morning until noon (end of June)
    • Jenn M. raised that last year the timeline was very tight so planning may want to begin earlier
    • Yearbook needs to start ASAP; always been parent driven
    • Vincent mentions inflatables but the PAC doesn’t have to worry about that
    • March 11 was suggested as the meeting date
  • PAC Code of Ethics and PAC Unity
    • Colleen handed out a Code of Ethics for all Council Exec members to sign; commitment that they’ll uphold a standard and ethics; we want to do the best for the children
    • Role of ethics is essential at the PAC Exec level; if you sign it, you adhere to it and respect it; this will be upheld in the Bylaws which will be included in the updated Bylaws
    • One question asked is what happens if someone breaks it
    • Vincent questions what topics are considered off-limits with respect to Saleema Noon as he thinks this topic falls under PAC discussion. He clarified this point after the PAC meeting so no-one was able to respond to this question during the meeting.
    • Vincent asked what the procedure might be for having an open debate or discussion on a difficult topic. He clarified this point after the PAC meeting so no-one was able to respond to this question during the meeting.
    • Colleen R. spoke to the larger group and wants the parents to know we’re taking steps as a PAC toward working together, in unity, and to move forward together; as the PAC Exec want to be inclusive and make decisions together and participate in sharing information and making decisions together.
    • We want everyone to feel involved especially at the Exec level; we all need to approve the agendas, the budget drafts, vote to pass the budget, get consensus on cleaning out the PAC closet – everyone has to be on board with working together as a cohesive unit and making decisions together
    • We want to ensure we remain NEUTRAL and that anything that is personal should be send from a personal email vs. the Dixon PAC email – and this is applicable to ALL Dixon related emails
    • There’s a place for personal and there’s a place for using the Dixon related email – for Dixon related business and must remain neutral at all times
    • We want to reassure the Dixon community we understand what has happened recently and we’re trying to work together as a team, we’re trying to build the unity back up and we want to show we’re doing our best as volunteers

    • Vincent indicates he left the Whatsapp group because of concern that his personal opinions about Saleema Noon would interfere with other parents’ family’s decision making and stated that whether this was appropriate curriculum content for a family’s children should be each family’s choice. He says he deferred to Colleen’s style of leadership in the group of communicating with other parents as it was preferred. He says he had hoped people would be able to distinguish his opinions as a parent than that of PAC chair.

    • Vincent suggests that Colleen made some valid points about appropriate forum and that the PAC could work better to be inclusive of all parental voices, esp when pertaining to unpopular views.

    • Vincent maintains that parents should be able to have open dialogue about educational matters related to their children and that there are barriers to building space where parents can share authentically. *this was clarified after the Meeting and so no one at the meeting was able to respond to his concerns.

    • Parents are required to follow a Code of Conduct which applies to every person on the school property including parents, kids, teachers, etc; respecting property and online property
    • Teg suggests a Code of Conduct which he says is becoming a common practice for groups to agree to adhere to

Adjournment:

8:51pm meeting is over