Cliffwood School Council

Meeting Minutes September 27, 2017

6:52 to 8:23 p.m.

Sarah Frost (Principal), Eric Fung, Colin Ryckman, Melanie Ryckman, Tirso Beltran, Jing Guo,
Attendees: Jianbin Cheng, Deborah Tong, Paul Kang, Huafeng Xu, Haiyan Zhan, Hangying Zheng, Ivar Soever,
Heba Osman, Jack Xu, Ling Zhou
Regrets:
Chairperson: Eric Fung Location: Cliffwood Public School
1. Welcome

2. Adoption of minutes from May 24, 2017

3. Election of 2017-2018 School Council

4. Chair's Report

5. School Report

6. Treasurer's Report
6.1. Final date for submission of receipts for 2016-2017
6.2. Motion to approve classroom allocations for 2017-2018
6.3. Motion to approve subsidies for Scientist-in-School
6.4. Motion to approve refreshments for Terry Fox/Playday
6.5. Motion to approve pumpkins for classrooms

7. Other business

8. Adjournment
1. Welcome

2. Adoption of Minutes of May 24, 2017

2.1. DECISION: Ivar Soever moves to accept minutes of May 24. Paul Kang seconds. Motion is carried

3. Election of 2017-2018 School Council

3.1. DECISION: Co-Chairs - Ivar Soever and Eric Fung acclaimed
3.2. DECISION: Co-Treasurers Melanie & Colin Ryckman acclaimed
3.3. DECISION: Secretary Jing Guo acclaimed
3.4. DECISION: Members-at-Large acclaimed:
- Paul Kang
- Deborah Tong
- Tirso Beltran

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 - Jianbin Cheng
- Ling Zhou
- Heba Osman

4. Chair's Report
4.1. DECISION: Motion to allocate $140 towards purchase of thank-you gifts for departing staff was approved
by email vote on June 26, 2017

5. School Report
5.1. Student enrollment strongly aligns to projections from last year. No re-organization required. No
movement of teachers or students done
5.1.1. Most classes are close to 20 students (+/- 2). One large class in G4/5 FI at 29 (3 more than
projected)
5.2. Ms. Mercurio is still on leave (Estelita Peralta filling in)
5.3. Ms. Irena Arapi new member of staff
5.4. EQAO scores for Cliffwood:
5.4.1. G3 results: 96% in reading. 92% in writing, 85% in math
5.4.2. G6: 93% in reading; 100% writing, 86% math
5.5. Total school population this year: 346
5.5.1. 193 French and 153 English students

6. Treasurer's Report
6.1. ACTION: Sarah Frost to ask at next staff meeting about subscriptions or site licenses that they may want
School Council funding to support
6.2. QUESTION: Can teachers use email to communicate directly to parents on a daily basis so that parents
know what children have learned, homework expectations etc?
6.2.1. Each teacher will choose how to communicate. Some use the agenda, others use email, others use
websites, but it is up to the individual teacher
6.3. DECISION: Melanie Ryckman moves to set a deadline of Dec. 31, 2017 to submit any outstanding
expenses that were approved in 2016-2017. Tirso Beltran seconds. Motion is carried
6.4. MOTION: Colin Ryckman moves to allocate $1,250 for Scientist-in-School. Melanie Ryckman seconds.
6.4.1. DECISION: Paul Kang moves to amend the motion to allocate $1,500 for Scientist-in-School. Heba
Osman seconds. Motion is carried.
6.5. DECISION: Paul Kang moves to allocate up to $150 to buy freezies. Tirso Beltran seconds. Motion is
carried.
6.6. DECISION: Colin Ryckman moves to allocate up to $100 to purchase pumpkins for classrooms. Paul Kang
seconds. Motion is carried
6.7. MOTION: Colin Ryckman moves to allocate $10,000 towards teacher allocations. $500 for F/T and $250
for P/T. 19 F/T + 2 H/T teachers = $10,000. Melanie Ryckman seconds.
6.7.1. Purchasing Criteria:
6.7.1.1. Purchases remain the property of the school
6.7.1.2. Purchases must provide educational benefit for their students
6.7.1.3. Purchases should be made before Dec. 31, 2017. Exceptions must be approved by School
Council.
6.7.1.4. School will provide a summary of how the funds have been used
6.7.2. MOTION: Ivar Soever moves to amend the motion to include purchasing criteria for
reimbursement. Deborah Tong seconds. Motion is carried

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 6.7.3. DECISION: Paul Kang moves to amend the previously approved teacher allocation motion to add
$250 due to mistake in teacher count. Heba Osman seconds. Motion is carried

7. Other Business
7.1. Dates: November 22, January 24, March 21, May 23 @ 6:45
7.2. Fall Lunch-Time program: Art program targeted for 8 weeks on Mon and Wed, tentatively starting Oct 16
in Room 104
7.2.1. Separate programs for G1-3 and G4-5 students
7.2.2. Registration information will be distributed through agendas once permitting is secured

8. Meeting Adjourned at 8:23 pm

Actions
Action ID Description Date Raised Assigned to Status Action Taken:
128. Research outdoor Mar 23, 2017 Melanie / Open
classroom Colin Ryckman
configurations/costs at
neighbouring schools.
133. Provide Eric Fung with May 24, 2017 Sarah Frost Closed
names of departing staff to
purchase gifts
134. Send out email vote for May 24, 2017 Eric Fung Closed
thank-you gifts to departing
staff
135. Update Eric Fung if May 24, 2017 Sarah Frost Closed
additional funds are
required to purchase
percussion instruments
136. Send email requesting for May 24, 2017 Eric Fung Closed
organizers for pizza lunch
and dance-a-thon
137. Ask teachers about site September 27, Sarah Frost Open
subscriptions/licenses that 2017
could be supported by
School Council

Decisions
Decision ID Description Date
101. Ivar Soever moves to accept minutes of May 24. Paul Kang seconds. Motion is carried. September 27
102. Ivar Soever and Eric Fung acclaimed as Co-Chairs for 2017-2018 September 27
103. Melanie Ryckman and Colin Ryckman acclaimed as Co-Treasurers for 2017-2018 September 27
104. Jing Guo acclaimed as Secretary for 2017-2018 September 27
105. Tirso Beltran, Jianbin Cheng, Paul Kang, Heba Osman, Deborah Tong, and Ling Zhou September 27
acclaimed as Members-at-Large for 2017-2018
106. Motion to allocate $140 towards purchase of thank-you gifts for departing staff was June 26
approved by email vote
107. Melanie Ryckman moves to set deadline of Dec. 31, 2017 for submission of expenses September 27
from 2016-2017. Tirso Beltran seconds. Motion is carried

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 Decisions
Decision ID Description Date
108. Paul Kang moves to allocate $1,500 towards Scientist-in-School. Heba Osman seconds. September 27
Motion is carried
109. Colin Ryckman moves to allocate up to $150 to buy freezies. Tirso Beltran seconds. September 27
Motion is carried
110. Colin Ryckman moves to allocate up to $100 to purchase pumpkins for classrooms. Paul September 27
Kang seconds. Motion is carried.
111. Paul Kang moves to allocate up to $10,250 towards teacher allocations at $500 per F/T September 27
teacher, and $250 per H/T teacher with the following conditions:
- Purchases remain the property of the school
- Purchases must provide educational benefit for their students
- Purchases must be made before Dec. 31, 2017, with any exceptions
approved by School Council
- School administration will provide a summary of how funds were used

Heba Osman seconds. Motion is carried

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