DIXON PAC MEETING MINUTES 

Tuesday October 15, 2024

Present: Jenna Newman, Simi Malhi, Colleen Reid, Teg Bains, Nadine Eade, Charissa Anderson, Lisa Kanavaros, Yaz Jallad, Taylor Sims

Administration: Colleen Orzen, Mike Murrary

Welcome

Call to Order:

• 6:34 pm called to order 
• Colleen O. gave a Land Acknowledgement to thank the hǝn̓q̓ǝmin̓ǝm̓ speaking peoples on whose land we live (over 16 different groups that travelled along our neighbourhood); this area is important to sturgeon waters and were stewarded by the indigenous people and for this we thank them 
  • Quorum has been met per current bylaws
  • Teg moves to accept the agenda, Jenna seconds
  • Review and Approval of Minutes from last meeting
  • Lisa moves to approve the minutes, Nadine seconds

Treasurer’s Report & Budget

• Gaming Funds

• Gaming grant was received for 334 students in the amount of $6,680
• Opening balance of $13,407
• We should plan to spend the opening balance ($6,727) this year and leave the grant amount for next year
• General Funds
• Opening balance of $56,466 - $536 (uncleared cheques) = $55,930 (opening balance)
• $1,910 received from craft fair vendor fees (39 vendors)
  • Awaiting payment from one more vendor
• First movie night raised $896
• Hot lunch has raised $10,700 so far as orders have been placed far in advance
• We should comfortably budget the $21,816 we fundraised last year, and we have an additional $20,609 of accumulated surplus from last year to draw on
• Gaming Account Summary Report for 2023-24 is due by the end of November
• CRA charity return for 2023-24 not due till end of February 2025 
• Coast Capital signing officers are updated for 2024-25 and our two new officers are still completing set-up for online access. Planning to renew our annual BCCPAC membership as soon as the budget is approved.
• BC PAC has raised membership fees
• Movie license will remain the same price at $480
• Scholarships for two former Dixon students will remain at the same amount
• Do we want to increase the PAC supplies budget to allow for:
  • A social event/meeting for the parents to increase engagement
  • Division liaison (parent from each division) and the tools they may need to feel supported
  • $172 was spent last year
    • Cheques $85
    • Office supplies (binders/badges)
    • Pots of coffee at some meetings
    • All agree to add an additional $100 to the budget, making the total $300
    • PAC gifts – we usually spend around $150 and includes teacher appreciation gifts
    • Jingle Bell run – $450 is budgeted at this moment, we spent $400 last year on this event with the school providing some of the funding as well such as a grill
    • Uzime Taiko show fee is full cost
      • There is no need for a sound system as there are renovations happening in the gym
    • School-wide skating event
      • Cost shared by the school and PAC (arena/skate rentals, may include bus or parent drivers for transport)
    • ArtStart Grant - $2500 budget
    • Teacher Requests - $1000
    • Gym List - $2200
    • Do we want to spend $400 on a 2^nd square terminal?
      • Charissa was able to bring in another swipe square that gets inserted into a phone and offers swipe (no tap)
      • Teg mentions that the new iPhones also allow for tap payments and he will test tap payments and swipe square and bring a separate phone to get it to work
      • Lisa mentions to send out communication beforehand so people are aware of bringing cash and we can take e-transfers as well
      • Did we want to add some funds to clubs?
        • Bring gaming allocation for clubs down to $200; add a second $200 allocation for clubs from general account
        • Already received $270 in expenses from the Chess, Checkers, and Crib club
        • Budget Changes         
          • PAC supplies increased $300
          • School clubs (gaming) decreased $200
          • School clubs (general) increased to $200
          • Jingle Bell Run increased $500
          • Square Terminal amount removed (was $400)
          • Colleen R moves to approve, Nadine seconds
          • Motion to approve the 2024-25 budget as present with the amendments noted above
            • Colleen R moves to approve, Teg seconds, all approve

Fundraising update

• Christmas Photoshoot
  • Yaz was approached by Teg’s wife about family photos as a fundraiser
  • This event will be booked at clubhouse at Edgewater for four days (November 8 – 11) – the Edgewater space can be easily cancelled
  • It was suggested that perhaps hosting this event at Dixon might work better for families especially mid-week afterschool
  • Yaz asked everyone if this something we want to do or/and suggestions that can be made
  • Yaz has a full studio set up with a green screen which will allow for families to pick their own backgrounds such as Christmas cards that will be printed on cardstock paper
  • Families can explore his website and view his past photography
  • It will take about a week for turnaround time with one day for printing through Juke Box in hopes of having them ready for the beginning of December
  • There will also be sticker sheets available, and families can add any kinds of stickers including allowing children to draw pictures and turn them into stickers
    • These sticker sheets cost around $2-3 to make and can sell them for $5
  • The current suggestion is $100 for a 15-20min photo shoot
  • If these sessions cost around $125, $25 would go back to the PAC
  • There will be no risk for the PAC, the PAC will not have to do any funding for this event and that it would be prepaid up front by the families booking these sessions
  • It takes about 20 mins to set up lights and steam iron the background design, therefore, it would be nice to set up once and keep on site
  • Yaz says we could also add baked goods for people to buy there
  • Yaz would like to replace Artona as the PAC photographer as they can get expensive
  • Teg would like to start with the Christmas pictures first and Colleen R mentions that the PAC doesn’t decide on the Artona pictures and that is a school initiative
  • Colleen R asks how the PAC can assist in moving forward with this idea
  • Yaz mentions that it would be helpful to obtain some 3D props in front of the screen as he doesn’t celebrate Christmas such as wooden benches, and snowflakes
  • Everyone agrees that this is a good idea, and Colleen R will connect with Yaz going forward
• Movie Night
  • January 17 is the date for the next movie night, with the option of playing The Wild Robot
  • The next movie nights will take place on March 7 and May 2
• Purdys
  • Charissa mentions that we will start taking in orders soon
  • November 12 will be the deadline to place orders in
  • Friday, November 22, 2024, will be the pickup date for orders
  • We will be using digital flyers
• Spirit Wear
  • Everyone agrees that spirit wear orders should be done every year
  • Last year it was done in January and kids would like to have them for track & field days
  • Colleen R mentions that set up has been organized since last year which allows for easy ordering and Sara from the administration office handles the ordering
  • It was discussed that early next year would be ideal for orders

Administrator’s Report

• Mike thanked everyone for the successful movie night
  • Meet the Teacher night
    • Colleen O discussed meet the teacher night and is thinking of changing it next year and making it early September, shortly after the school starts as its about meeting the teacher rather than student progress
    • Would parents prefer to do it right after school or in the evening, there was lots of good feedback for those that want it to do it right after school, possibly with two sessions to help accommodate those with multiple children
    • Jenna mentions that it will be hard to pick a time that works for everyone, many families usually have one person already here to pick up the kids so after school might work
    • Lisa asks if there is a way we can let parents know before the school ends, as some parents didn’t know that it was happening and what time
    • It was suggested if we can let parents know at the same time as when parents are informed of the first day of school
• Mike asks if we can send out a full list of dates in May the year before
  • • It is hard to send out a full list of dates as everything isn’t planned out until later
    • Charissa asks if we know when track and field meet day is
    • Colleen O says no we don’t know in advance, as all schools are involved, we don’t find out until after spring break
• Dragon day will take place on June 6, 2025
• Mike mentions that conferences are coming up on Thursday and there will be an early dismissal for student, he thanks parents in advance for attending and partaking in their child’s education
• Staffing Positions Open
  • • Noon-hour supervisor for 1.5 hours daily
    • Education Assistant
      • This position will be filling a maternity leave
• Seismic Updates
  • • Unitech has asked to capture more of the school – they are ahead of schedule in work they need to do, but they behind in waiting for supplies for others such as windows
    • Unitech will be working on the gym kitchen, gym washrooms, resource rooms, storage spaces in the gym hallway next, they will move along the corridor that is currently being worked on
    • The covered area outside will be taken down as it will be raised higher to match roof lines
    • This work is on track to begin by Halloween
• Halloween
  • • Student are encouraged to wear costumes
    • There will be an assembly held by student council
    • Trick or treating will take place for little ones
    • There will be a school-wide colouring contest beginning the Monday that week and closing on Halloween
• Dixon Students
  • • There are a few clubs that have already started:
      • Volleyball club
      • Running club
      • Crochet club
      • Chess, Checkers and Crib club
        • A big thank you to the PAC for supporting all these clubs
    • Grade 5/6/7 kids gave feedback on what makes Dixon a great school and majority were events that are run by the PAC such as movie nights and hot lunches
      • They also mentioned that the community is great, and students felt safe here
• Teachers are allotted $350
  • • How do we want teachers to reimburse that amount?
      • They can send in receipt and expense form or send pictures of the receipts
• Taylor asks that in the week at a glance, the topic about not bringing weapons to school was brought up
  • • Is that based off a scenario or is that something to remind our kids about as we haven’t seen it before in our weekly newsletter
• Mikes mentions that the newsletter was a reminder for parents and no scenario has occurred
  • • The school district used to have a weapons policy where we used to teach how everyday objects can be a weapon
    • It is important that everyone feels safe and not threatened

Chair Report

• Colleen R is seeking for approval of the PAC bylaws and constitution that was distributed and shared to everyone
• The code of ethics has been signed by all executive members
• There were a few changes from the previous bylaws
  • • Social media was added
    • Cash handling was added
    • Some of the language was changed
• Approval of the current PAC bylaws and constitution                                 
• Colleen R moves to approve the bylaws, Jenna seconds, all approve

• Mike asks if we have a central filing system
  • No, but there are some items in the cabinet at school but no clear steps on how to do certain tasks, Jenna has started constructing this
• RDPA (Richmond District Parents Association) will be hosting a district wide event called PAC 101 on November 5 at 6:30pm at Burnett Secondary
  • PAC workshops
  • Fundraising workshops
  • Treasurer workshops
  • If anyone wants more information, please contact Colleen R

• Classroom/Parent Liaison role
  • • Nadine and Collen R have drafted up a job description and have been communicating with Mike Murray and Collen Orzen
    • Would be a communicating role between the classroom teacher and parents
      • To encourage additional communication and involvement
      • Want to make sure that we roll it out properly with the aim for parent teacher conferences but may be too rushed
      • This position can be a routing position or a dedicated position
      • QR codes for hot lunch and craft fair sign ups have been posted outside of the classrooms and exterior doors to gain additional volunteers
• Mike mentions that we can release some parent’s emails as most parents have checked yes that they want to be contacted by the PAC through the media release form – Sara from administration has this information organized by classroom
• Colleen R mentions that we’re trying to expand our reach through the forms of the newsletter and social media pages
• Currently we use a free version MailChimp for sending out emails but it’s restricted to one list but we can tag them in groups
• Teg recommends spending the money and having the $10/month version which will allow for separation based on activities ie focus on people who just purchased hot lunch and send them email instead of everyone
• The main goal for this year is more communication with parents

Lunch Days update

• Taylor provides an update
• The first lunch was last week and was overall pretty well done
• Two teachers with similar names caused some confusion
• In the future, we may want to send reminders to parents as some kids were searching for their lunches, however, they weren’t ordered
• Parent volunteer numbers were lower than usual with only one new parent  
• The next hot lunch day is pizza day through Fresh Slice
• PAC won’t have access to the gym kitchen and will need to get creative with the table set ups after Halloween
  • • If the gym kitchen gets taken over by construction, will it be completed by mid-December?
    • Hoping to get students back into the classrooms in the new wing by mid-December, it will be a close call
• PAC can assist in moving items around, so it doesn’t fall on administration
• The fridges from the gym kitchen will be kept in the staff kitchen for use
• Mike mentions that one of the feedback items that they received from students is that they want more hot lunches

Craft Fair update

• Lisa provides an update and mentions that almost all tables are sold out and we are waiting for two payments
• Communication has been good between PAC and vendors
• We are lacking in donations when compared to last year and having been following up with people that were originally contacted
• More volunteers are need and can include teenagers
  • • There has been communication with both McMath and Boyd to have individuals assist
• We might have to change the wrapping day as it’s currently scheduled for on a Pro D Day and school is closed
• Teg asks if we have a list of how many volunteers are needed and their roles
  • • There is a list that was send out in the WhatsApp group
• Colleen R asks if we need a QR code for donations
• Lisa gives a shoutout to Taylor for posting everything on social media and highlighting one vendor a day
• There are policies for the vendors to sign off on and one of the policies is that they have to provide a donation for the silent auction
• Admins asks if we want to continue with Artona as they have a lot of photographers contacting us to change and would like feedback from the PAC, Dixon is the only school that uses Artona at an elementary level
• Admin mentions that other schools have used Mountain West which is now called Edge Imaging after an ownership changes and they are fantastic at what they do and if we had the option, is this something we want to pursue?
• All PAC members agree to change

Adjourned 8:10pm