PUBLIC MEETING AGENDA BOARD OF EDUCATION

WEDNESDAY, JANUARY 8, 2020 – 7:00 pm

Telephone 604 668 6000 Fax Secretary Treasurer at 604 233 0151

Fax Superintendent of Schools at 604 233 0150 Visit our Web Site @ www.sd38.bc.ca

The Richmond Board of Education acknowledges and thanks the First Peoples of the hən̓q̓əmin̓əm̓(hun-ki-meen-um) language group on whose traditional and unceded territories we teach, learn and live.

1. Recognition of Visitors, Announcements and Updates from Trustees

(a) Recognition of Visitors

(b) Announcements

(c) Any materials not included in packages available to the public

2. Adoption of Agenda

3. Presentations, Special Recognitions, Briefs and Questions from the Public

(a) Presentations

Strategic Planning – Student Voice

Students from Ferris Elementary and Richmond Secondary will present on theirexperiences providing input into the draft strategic plan.

(b) Special Recognitions

Nil.

(c) Briefs

Nil.

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Agenda of Public Board Meeting, Wednesday, January 8, 2020

(d) Questions from the Public

Members of the public are invited to come forward with questions regarding agendaitems.

Communications Break

4. Executive

5. Approval of Minutes

Nil.

6. Business Arising

(a) Standing committee Representation 2020Verbal Update from the Board Chairperson

(b) Strategic Plan Employee Consultation UpdateMemorandum from the Superintendent

7. New Business

(a) Seismic Mitigation ProgramPresentation from the Executive Director, Planning & Development

8. Questions from the Public: Tonight’s Agenda

Members of the public are invited to come forward with questions regarding agenda items.

9. Standing Committee Reports

(a) Audit CommitteeChair: Donna SargentVice Chair: Debbie Tablotney

A meeting was held Monday, January 6, 2020. The next meeting will be held Monday,March 2, 2020 at 4pm at the school district offices.

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Agenda of Public Board Meeting, Wednesday, January 8, 2020

(b) Education CommitteeChair: Ken HamaguchiVice Chair: Norman Goldstein

The next meeting is scheduled for Wednesday, January 15, 2020 at 6pm at the schooldistrict offices

(c) Facilities and Building CommitteeChair: Debbie TablotneyVice Chair: Sandra Nixon

The next meeting is scheduled for Wednesday, February 5, 2020 at 5pm at the schooldistrict offices.

(d) Finance and Legal CommitteeChair: Ken HamaguchiVice Chair: Richard Lee

The next meeting is scheduled for Wednesday, January 15, 2020 at 11am at the schooldistrict offices.

(e) Policy CommitteeChair: Sandra NixonVice Chair: Donna Sargent

(i) RECOMMENDATION: to place proposed new Policy 504.4/504.4-R: MenstrualProducts into the Stakeholder review process for questions and feedback byFebruary 13, 2020.

The next meeting is scheduled for Monday, January 20, 2020 at 10:30am at the School district offices

10. Correspondence

Nil.

11. Board Committee and Representative Reports

(a) Council/Board Liaison Committee

The next meeting is scheduled for Wednesday, February 12, 2020 at 9am atAnderson Hall, City of Richmond.

12. Adjournment

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Agenda of Public Board Meeting, Wednesday, January 8, 2020

BOARD OF EDUCATION

Telephone 604 668 6000 Fax Secretary Treasurer at 604 233 0151

Fax Superintendent of Schools at 604 233 0150 Visit our Web Site @ www.sd38.bc.ca

THE NEXT MEETING OF THE BOARD IS SCHEDULED FOR: WEDNESDAY, FEBRUARY 12, 2020

Contact Persons regarding agenda items:

Superintendent of Schools, Mr. Scott Robinson – 604 668 6081

Deputy Superintendent, Mr. Rick Ryan - 604 668 6081

Assistant Superintendent, Ms. Lynn Archer – 604 668 6093

Assistant Superintendent, Ms. Wendy Lim – 604 668 6087

Secretary Treasurer, Mr. Roy Uyeno – 604 668 6012

• Please address any item for an upcoming Agenda to the Chairperson, Board of Education

(Richmond) at: 7811 Granville Avenue, Richmond, BC V6Y 3E3.

• Items are to include your name and address.

• Items received at the office of the Secretary Treasurer by 9am the Thursday preceding a meeting of

the Board will be included on the Agenda.

• Items arriving after the 9am Agenda deadline will be reserved for the next meeting of the Board.

• For further assistance, please contact the office of the Secretary Treasurer at 604-668-6012.

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COMMITTEE APPOINTMENTS 2020

The Chairperson or Vice Chairperson of the Board is the alternate to all standing committees in the absence of appointed Trustee. All Trustees are encouraged to attend standing

committee meetings as they are available. Cambie Coordinating Aboriginal Education

Enhancement Agreement Advisory Committee

Child Care Development Advisory Committee

Council/Board Liaison Committee

Richmond Sister City Advisory Committee

Chair/Rep(s) Richard Lee Sandra Nixon Heather Larson Ken Hamaguchi / Sandra Nixon

Heather Larson

Alternate Donna Sargent Norman Goldstein Norman Goldstein Debbie Tablotney Donna Sargent

Senior Leader Wendy Lim/Roy Uyeno Richard Steward Richard Steward Scott Robinson / Roy Uyeno

Lynn Archer

Reports To Finance and Legal Com. Education Com. Facilities and Building Com.

Board of Education Education Com.

BCPSEA BCSTA Prov. Council ELL Consortium Vancouver Coastal Health Authority

Chair/Rep(s) Norman Goldstein Heather Larson Donna Sargent Norman Goldstein

Alternate Sandra Nixon Debbie Tablotney Richard Lee Richard Lee

Senior Leader Laura Buchanan Scott Robinson Jane MacMillan Scott Robinson

Reports To Board of Education Board of Education Education Com. Facilities and Building Com.

AUDIT EDUCATION FACILITIES AND BUILDING FINANCE AND LEGAL POLICY

Chair Donna Sargent Ken Hamaguchi Debbie Tablotney Ken Hamaguchi Sandra Nixon

Vice-Chair Debbie Tablotney Norman Goldstein Sandra Nixon Richard Lee Donna Sargent

Member Heather Larson Richard Lee Norman Goldstein Debbie Tablotney Heather Larson

Alternate Norman Goldstein Heather Larson Donna Sargent Norman Goldstein Richard Lee

Senior Leader Roy Uyeno Lynn Archer Roy Uyeno / Rick Ryan

Roy Uyeno Scott Robinson

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Report to the Board of Education (Richmond) Public DATE: January 8, 2020 FROM: Scott Robinson – Superintendent of Schools SUBJECT: Strategic Plan – Engagement Strategy

This report is provided to the Board for information purposes. No further action on behalf of the Board is required at this time.

INTRODUCTION: The purpose of this report is to provide a summary of the proposed Strategic Plan engagement strategy.

BACKGROUND: In order to ensure that the Strategic Plan is reflective of the Richmond School District community, it is important that a wide variety of people are given the opportunity to provide input into the draft plan. Consultation has begun with students, as ultimately, the school district primarily exists to provide educational services to this group. Leadership and management staff will then be given the opportunity to provide input followed by individual employees and parents. Finally, stakeholder group representatives will then be given the opportunity to provide feedback on the draft strategic priorities and goals as will a representative group of students to ensure that no substantial issues have been missed.

Consultation with Students: Consultation with students began in early December. Each school principal was asked to engage with a group of students from their school in order to obtain feedback representing the views of a variety of students. In addition, a number of specific student groups are also being surveyed directly in order to ensure their unique perspectives are gathered and considered in the plan. Students representing the following groups have been or will be surveyed through small group discussions:

• Indigenous students

• Alternate program students

• ELL students

• Students with special needs

• CE young adult/older adolescent students

• International students

• MacNeill Incentive Program students

• Students who have left the system without graduating

Upon collection of all student feedback, a summary will be provided for the Board’s consideration in the early development of the plan.

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Consultation with Employees: In December, senior staff met with stakeholder presidents to gather input as to how to best engage with each stakeholder group. It was agreed that an online survey made available to all employees would be the most effective way to gather broad-based input. The survey will be made available to employees in mid-January and will conclude in mid-February. Alternate methods of providing input will be made available to small groups of employees who may not have easy access to online technology.

Consultation with Leadership and Management Staff: Direct consultation will occur with principals and vice-principals as well as management staff during RLT (Richmond Leadership Team) meetings in January and February.

Consultation with Parents: Parents will also be provided the opportunity to respond to the online survey through the Let’s Talk website. The goal is for the website to be open from mid-January to mid-February.

Consultation with Stakeholder Groups: In late February, the executives of all stakeholder groups will be invited to meet with the Board at the annual Stakeholder Dinner. At that time, stakeholders will be asked to provide feedback on the Board’s draft strategic priorities and goals.

Community Partners: It is recommended that community partners such as the City of Richmond, Vancouver Coastal Health and Richmond RCMP be given the opportunity to review and comment on the draft plan prior to Board approval.

Timeline: Dec. 5-Jan. 14 Student input gathered Jan. 16 Leadership and management staff input - RLT meeting #1

Jan. 20-Feb. 14 Individual employee and parent input gathered

Jan. 22 Trustee Workshop – Strategic Plan

Feb. 20 Leadership and management staff input – RLT meeting #2 Late February Stakeholder Dinner (date tba)

Feb. 24 Junior Board meeting event

Late February/early March Trustee Workshop – Strategic Plan (date tba) Early March Community Partner engagement

CONCLUSION The draft engagement plan is intended to provide opportunities for members of the school district community to provide input into the draft plan in order to ensure the final plan approved by the Board captures the beliefs, needs and values of the community.

Scott Robinson Superintendent of Schools

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Report to the Board of Education (Richmond) Public DATE: January 8, 2020 FROM: Sandra Nixon, Chairperson, Policy Committee SUBJECT: Stakeholder Review of Draft Proposed Policy 504.4/504.4-R –

Provision of Menstrual Products

RECOMMENDATION:

THAT The Board of Education (Richmond) approve the attached proposed new policy 504.4/504.4-R – Provision of Menstrual Products for circulation to stakeholders for input and feedback between January 9, 2020 and February 13, 2020.

In accordance with Board Policy 204: Creation and Revision of Policy and Regulations, a Notice of Motion was provided to the December 11, 2019 public meeting of the Board of Education (Richmond). The Notice of Motion advised that a RECOMMENDATION will be presented at the January 8, 2020 Public meeting of the Board of Education (Richmond) to approve circulation of the proposed new policy to stakeholders for input and feedback.

BACKGROUND: Earlier this year, the Ministry of Education issued a ministerial order requiring that boards of education provide menstrual products free of charge to all students who may require them. In addition, boards must develop policies and administrative procedures regarding the provision of menstrual products in their schools. Accordingly, a proposed new policy was presented for consideration at the October 18, 2019 meeting of the Policy Committee and initial feedback was gathered. A revised proposed policy was then brought to the November 19, 2019 meeting of the Public Policy Committee where there was consensus that the draft policy should be entered into the stakeholder review process.

CONSULTATION: Feedback at the October 18 Public meeting of the Policy Committee was as follows:

1. Create a separate regulation that replaces a section of the previously proposed policy. Thiswas agreed upon and a separate proposed regulation (attached) was drafted forconsideration.

2. Develop a communication plan that considers:a. Communication with school PACsb. Translation as appropriatec. Signage on or near machines as appropriated. Discussion at the school level about the installation and usage of the dispensers and

productThe communication plan will be developed and implemented in consultation with school administrators.

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CONCLUSION Every student in the Richmond School District should have access to healthy learning environments including free access to menstrual products. The attached draft policy and regulation are intended to reflect the Board’s commitment to that notion.

Respectfully submitted,

Sandra Nixon, Chairperson Policy Committee

Attachments: A – Proposed New Policy 504.4 B – Proposed New Regulation 504.4-R

EXCERPT from Policy 204: Creation and Revision of Policy and Regulations ....Notice of Motion for any adoption, amendment, or suspension of a policy or regulation shall be submitted at the regular public Board Meeting prior to the meeting at which the change will be considered.....

Definitions:

Policies define guiding values, overall purposes and specific goals. They indicate, as directly and concisely as possible, what the Board wants and why. Regulations define required actions. They indicate how and by whom the Board requires things to be done.

Administrative guidelines are developed and maintained by the Superintendent to complement policies and regulations developed by the Board by providing additional or more detailed procedures and expectations when that is deemed necessary by either the Superintendent or the Board.

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Policy

EDUCATION Policy 504.4

Attachment A

Provision of Menstrual Products to Students

The Board of Education (Richmond) is committed to providing menstrual products to students

who may require them.

Every student in the Richmond School District should have access to healthy and effective

learning environments. The public school system is expected to promote gender equality and

create an inclusive learning experience for all students. Lack of access to menstrual products can impact a student’s ability to engage in their school experience and can negatively impact

their social-emotional well-being. Providing students with convenient access to free menstrual products helps to support their full participation in school activities, reduces stigma and

promotes gender equality.

Adopted;

Board Adoption of Revision:

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Board Adoption:

Regulation

EDUCATION Policy 504.4-R

Attachment B

Provision of Menstrual Products to Students

The Board of Education will:

a. Ensure menstrual products are made available to students of all gender identities or expressions in a manner that protects student

privacy;

b. Provide for barrier free, easily accessible menstrual products at no cost to students;

c. Provide menstrual products in school washrooms; and,d. Consider student feedback with respect to the provision of menstrual products.

School district staff will develop procedures regarding the provision of menstrual products

to students.

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