Cliffwood Parent Council

Meeting Minutes February 25, 2015

6:30 to 8:40 p.m.

Attendees:

Sarah Frost (Principal), Gayle Mercurio (Teacher), Patricia Leblond (Teacher), Paul Kang, Melanie
Rubens, Julie Kwok, Eric Fung, Svetlana Bojilov, Roxanne Neagu, Derya Ozturk, Willie Chan, Krista
Carroll, Sheleen Jaffer, Sheila Waller-Kellen, Deborah Teng, James Cen, Yunwei Lin, Yong Yu, Jane
Li, Liyan Zhu, Cindy Brown, Claudia Aileni

Regrets:

Heba Sabry, Linda Xiang, Susan Wong, Simona Matasaru

Chairperson:

Paul Kang/Melanie Rubens

Location:

Cliffwood Public School

Agenda
1. Introductions
2. Overview of meeting discussion protocols / decorum
3. Minutes of January 21, 2015 meeting
4. Business arising from the minutes
5. Principal's report
5.1. Request for funds
5.2. Update on :
5.2.1. Security request for security cameras
5.2.2. Signs for parking lot
5.2.3. Air-quality test
5.2.4. Request for replacing plexi-glass windows
5.2.5. Ongoing and future extra-curricular activities
5.2.6. Author in school (for juniors and primaries)
5.2.7. Other
6. Business
6.1.1.
6.1.2.
6.1.3.
6.1.4.
6.1.5.
6.1.6.

Update from Superintendent Linda Curtis

Partition sub-committee
Parking / traffic: If volunteers are found, Paul to establish formal drop-off program from 8:45am
9:00am.
March 3 special meeting: Trustee Alexander Brown and Superintendent Linda Curtis to meet with
parents to discuss the strategic plan for Cliffwood if enrollment continues to increase and to
follow-up on questions sent by council on December 8, 2014
Lunch time programs: Begin planning for spring lunch time programs in April
Use of Mailchimp: E-mail consent forms re-sent last week

7. Treasurer's update
Cliffwood Parent Council

7.1.1.
7.1.2.

Financial update
Plans for next school year

8. Other Business
1. Introductions
2. Overview of meeting discussion protocol/decorum
2.1. With increased parent engagement, some rigour is required to manage conversations
2.1.1. Meeting chairs will loosely follow Roberts Rules of Order Moderator will acknowledge speakers.
Individuals requesting to speak should raise hand to be acknowledged by the moderator.
3. Adoption of Minutes from January 21, 2015 meeting
3.1. DECISION: Willie Chan moves to accept minutes, Sheleen Jaffer seconds. Motion carried with discussed
amendments
3.1.1. Staff observations about needs for classroom library books to be added (and for one portable that
started the year with no books)
3.1.2. Comment from staff about frustrations with noise/visual distractions from open-concept design to
be added
4. Business Arising from Minutes
4.1. Updates captured in Action Log
4.2. ACTION #34: Re-open, Paul Kang to request clarification on formula used for calculating capacity at March
3 meeting with Linda Curtis/Alexander Brown
5. Principal's Report:
5.1. Request for IT funds ($10,000):
5.1.1. Survey was distributed across all teachers
5.1.1.1.
Consensus that more ICT is required
5.1.2. 6 iPads for Kindergarten classrooms
5.1.3. 5 sets of laptop & projectors for 5 junior classrooms
5.1.4. Total cost of requested equipment is $12,000, but 3 laptop/projector sets have already purchased
with $2000 from previously donated dance-a-thon funds
5.1.5. Current ICT inventory:
5.1.5.1.
Every classroom has 2 desktops (computers are slow to login and becomes barrier to
adoption), 3 Smartboards in the school, one cart with 15 netbooks in the school, one
MacBook cart with 14 MacBooks for Grade 6s, TVs (Final # pending)
5.1.5.2.
20 desktops purchased last year were re-furbished
5.1.6. Parent questions:
5.1.6.1.
Is there an IT administrator? No, administration is handled by teachers and committee
members.
5.1.6.2.
Is there a curriculum that is ICT based? ICT Committee can share info with Parent Council if
requested
5.1.6.3.
What is board policy on donated technology? TDSB does not accept donated technology
5.1.6.4.
How can TDSB expect teachers to teach through technology, but not provide sufficient
funding to purchase the required technology? Suggest posing to Alex/Linda next week
5.1.6.5.
What kind of technology support is available to teachers? There are TDSB employees that
Cliffwood Parent Council

can be called to come service technology

5.1.6.6.
ACTION: Teachers to put in tickets to have slow desktops serviced and re-assess
performance issues
5.1.6.7.
ICT Committee Members: Patricia Leblond, Gayle Mercurio, Allan Sooknanan, Hannah
Erdhardt, Junny Shim
5.1.7. Request for additional $1,000 in funds for portable stereo system
5.1.8. DECISION: Julie Kwok moves to provide $11,000 towards purchase of technology as noted above
for (JK/SK, 4-6), with any overage to require pre-approval from Council. Sheila Waller-Kellen
seconds. Motion is carried with 3 opposed.
5.1.9. ICT Committee still debating technology needs for 1-3s and develop long-term plan for technology
5.1.9.1.
ACTION: Teachers to define list of technology needs for Grade 1-3 classrooms for April
Parent Council meeting
5.2. Request for funds for classroom libraries
5.2.1. Staff found an additional $10,000 in school budget
5.2.1.1.
$5,000 spent on numeracy initiatives (manipulatives: blocks, cubes, counters etc.)
5.2.1.2.
$5,000 for literacy initiatives (dictionaries, classroom libraries)
5.3. Proposal submitted to TDSB for summer school (min 120 students required). Partnering with Highland to
include G7-8. There is notable interest, including from feeder schools. Assuming there is sufficient
registration/commitment, we would offer day French in the mornings in July (Distribution of primaries
and juniors will determine final class compositions). No offering for JK/SK.
5.4. Signs for parking lot:
5.4.1. More one-way signs and dog-free signs requested
5.4.2. Request for one-way arrows to be painted on the pavement has been submitted
5.5. Air quality:
5.5.1. Report for Room 209 ready, no issues uncovered
5.5.2. Assessments for portables are still in-progress
5.6. Plexiglass replacement proposal approved
5.6.1. Next steps will be to pick architect, then go to tender. Design & Construction to provide target
dates at a later date
5.6.2. Will the windows be able to open after they're replaced?
5.6.2.1.
ACTION: Mrs. Frost to ask Design & Construction if proposed windows will be able to open
5.7. Future extra-curricular
5.7.1. Track & Field being planned
5.7.2. Soccer being discussed
5.7.3. Proposal for Rocks&Rings program for JK-G3
5.7.3.1.
Would be equivalent offering to previous G4-6 skiing and in lieu of Primary skating
5.7.3.2.
Mrs. Woodland proposing Mar 9-10 for JK-3 to learn curling in the gym
5.7.3.3.
Cost of $2 per student, with letters going to parents shortly
5.8. Author in School
5.8.1. Author visit was very successful. Book purchases were very successful
5.8.2. Art Xpress/Drama offering for K-3 primaries was also very successful
5.8.3. Parent appreciation for update/photo of the event posted on school website
5.9. Projected enrollment
5.9.1. Plan is for 1 Grade 4 French Extended class
5.9.2. 50 offers have been made for SK French Immersion
5.9.3. 37 JK registrations
5.9.4. Remaining projections still being collected
5.10.
Security
Cliffwood Parent Council

5.10.1. Meeting was held last week with TDSB Security, Health & Safety, Police about school security
5.10.2. Safety procedures have been reviewed for all staff
5.10.3. Procedures for permits revised to better control access to the school building after-hours
5.10.4. Request submitted for cameras and additional lighting, and signed-off by Superintendant
5.10.4.1. Next step is for Safe Schools to evaluate the request
5.10.4.2. Safe Schools representative will be attending the special Mar 3 Parent Council meeting
6. Business
6.1. Partition's Subcommittee report
6.1.1. Visited Hillmount
6.1.1.1.
Partitions do not fully enclose classroom, but do eliminate visual distractions and reduces
noise distractions
6.1.1.2.
Caretaker believes the principal applied directly through TDSB rather than through Trustee
6.1.2. Main roadblocks
6.1.2.1.
Unclear who we should be connecting with. Hillmount Caretaker provided potential TDSB
contact at TDSB for submitting requests
6.1.3. Is there a plan from the board to close off open-concept schools? Backlog of capital requirements
make partitions a low priority item. Question to be answered by Alexander and Linda at Mar. 3
meeting.
6.1.4. Linda Curtis is bringing a team on Friday Feb 27 to assess options for partitions. Melanie Rubens,
Derya Ozturk and Rachel Spiro-Saffer to attend on behalf of Parent Council
6.1.5. Linda Curtis clarified that Parent Council funds can be allocated towards partitions
6.1.5.1.
Partitions must meet TDSB standards
6.1.5.2.
TDSB cannot incur maintenance costs
6.1.5.3.
Must not impact lighting/ventilation
6.1.6. Subcommittee to create a petition to be distributed to parents to lobby for funding for partitions
6.1.6.1.
ACTION: Roxanne Neagu to provide link to petition for distribution to Parents email list
6.2. Half-time Vice-Principal
6.2.1. Formula is finalized at end of March. Assuming formula remains unchanged, we would be due for a
time Vice-Principal. Next update expected in April
6.3. Strategy to address growing enrollment
6.3.1. Next year's enrollment does not appear to require any additional portables
6.3.2. Linda Curtis/Alexander Brown to address in more detail at March 3 meeting
6.4. Morning traffic/parking
6.4.1. If we had parent volunteer or staff to direct kids from the drop-off zone, would that improve traffic
flow?
6.4.1.1.
Bigger cause of concern is parking right along Cliffwood. Parents will keep kids in car from
8:45 to 9:00 waiting for the bell to keep them warm.
6.4.1.2.
Request for 2 parent volunteers for each day to help improve traffic flow
6.4.1.2.1.
Sheila available on Mondays
6.4.2. Parents are technically allowed to park on Cliffwood for 15 minutes
6.4.3. SUGGESTION: Can we make Cliffwood curbside a drop-off zone similar to in the parking lot?
6.4.4. SUGGESTION: Can we not use the gym on cold days?
6.4.5. SUGGESTION: Can we survey parents to understand root cause for parking issues?
6.4.5.1.
ACTION: Eric Fung to put together proposed survey. Review with Paul Kang, Svetlana
Bojilov, Sheleen Jaffer
6.5. Spring lunch-time programs:
Cliffwood Parent Council

6.5.1. Looking for suggested programs from parents

6.5.2. Requesting parent support to organize and run Spring lunch-time programs
6.6. Email: Parent Council transitioning to use mailchimp to manage parent email distribution lists
7. Treasurer's Update
7.1. Dance-a-thon: Raised $5,122.55. In excess of $3,900 target.
7.1.1. Raffle draw winners to be announced
7.2. Chocolate Fundraiser Starts March 24 with assemblies to provide instructions on how to sell chocolates,
along with form to get parent consent and liability
7.2.1. Chocolates distributed April 2
7.3. Scientist in School
7.3.1. One teacher has yet to book a date and collect funds for Scientist in School, but funds for
remaining classes have been collected
7.4. Gyminee nets
7.4.1. TDSB approved product has been sourced. Order pending clarification on installation process/cost
7.5. Proposal to form Fundraising Committee
7.5.1. Looking for 3-4 members who can be trained between now and June
7.5.2. ACTION: Eric Fung to send separate email to parents as a request for volunteers and committee
members
7.5.3. ACTION: Mrs. Frost to post volunteer and committee member needs on school website
8. Other Business
9. Meeting adjourned 8:40pm

Action ID
4.

8.

22.

23.
26.

Description
Follow-up with Mr. Yee to
determine which vendor
provided similar equipment
to Hillmount Public School
Bring forward request for
creation of class mailing
lists to teachers and provide
update by next meeting
Publish a communication to
parents with guidelines to
maintain a nut-free school
environment
Re-visit discussion on
ensuring nut-free school at
next meeting
Provide update on request
to complete replacement of
downstairs plexiglass
windows

Cliffwood Parent Council

Date Raised
Oct 1, 2014

Actions

Assigned to
Mrs. Frost

Status
Closed

Action Taken:
Vendor sourced. Purchase Order
pending confirmation of
installation costs.

Oct 1, 2014

Mrs. Frost

Open

With Kindergarten registration

in Feb, this will be explored once
registration is completed.

Oct 29, 2014

Mrs. Frost

Closed

Will be included in the next

newsletter.

Oct 29, 2014

Paul Kang

Open

Deferred to next parent council

meeting

Oct 29, 2014

Mrs. Frost

Closed

Request to replace windows has

been approved. Pending design
and tender to confirm dates.

Action ID
27.
29.

32.

33.
34.

35.

36.
38.

42.

43.
44.

45.

Description
Investigate usage of new
water fountains at other
schools
Gather teacher suggestions
on how to encourage
students to eat their
lunches
Distribute soft-copy of
room partitions history
document to parent council
and members-at-large
Invite Alexander Brown and
Linda Curtis to February
parent council meeting
Share maximum capacity
and current occupancy data
for Cliffwood

Date Raised
Oct 29, 2014

Investigate identified
parent council issues and
provide update via Melanie
Rubens
Distribute PDF of Sklz Art
catalogue to Parent Council
and Members-at-Large
Poll Members-at-Large for
preferred lunch-time
programs to be run from
Jan-Mar and Apr-Jun terms
Confirm where Northern
Karate donation of $2000
was allocated in school
budget
Provide current IT inventory
by classroom to support
funding request
Contact TDSB Safe Schools
and Toronto Police Services
on actions taken following
latest security incident
Send additional concern to
Alexander Brown and Linda
Curtis regarding school
safety following latest
security incident

Cliffwood Parent Council

Actions

Assigned to
Julie Kwok

Status
Open

Action Taken:
Waiting for teacher's funding
request before deciding

Oct 29, 2014

Mrs. Frost

Open

Nov 26, 2014

Paul Kang

Closed

Distributed January 20, 2015

Nov 26, 2014

Paul Kang

Closed

Confirmed for March 3

Nov 26, 2014

Paul Kang

Open

Nov 26, 2014

Alexander
Brown

Open

Nov 26, 2014

Paul Kang

Open

As per TDSB, school capacity is

rated for 481 students. As of Oct
31, 2014, enrollment of 441
students equates to utilization
rate of 96%. Clarification on
formula to be requested at
March 3 meeting
Some updates provided by email
and noted in minutes. Further
clarification to be provided at
March 3 meeting

Nov 26, 2014

Paul Kang

Open

Winter programs underway.

Jan 21, 2015

Sarah Frost

Open

Jan 21, 2015

Sarah Frost

Closed

Julie Kwok to provide specific

donation total to assist with
determination of where funds
have been allocated
Noted in minutes above

Jan 21, 2015

Sarah Frost
Willie Chan

Closed

Jan 21, 2015

Melanie
Rubens

Closed

Action taken noted in minutes

above.

Action ID
47.

48.
49.
50.

51.

52.

53.

54.

55.

Decision ID
26.
27.

Description
Direct Alexander Brown to
speak with David Percival in
TDSB Construction re:
Partitions in other schools
Visit other schools that
have successfully enclosed
open-concept classrooms
Submit tickets for TDSB to
service slow desktops and
optimize performance
Define list of technology
needs for Grade 1-3
classrooms for April Parent
Council meeting
Inquire if proposed
windows to replace
Plexiglass will be able to
open
Provide hyperlink to
Partitions petition, for
distribution to Parents
email list
Develop proposed parent
survey for drop-off
behaviours and review with
Paul Kang, Svetlana Bojilov,
and Sheleen Jaffer
Eric Fung to gather requests
for volunteers/committee
members and distribute by
separate email to Parents
List
Post requests for volunteers
to school website

Date Raised
Jan 21, 2015

Jan 21, 2015

Actions

Assigned to
Paul Kang

Status
Open

Rachel SafferSpiro
Derya Ozturk
Mrs. Frost and
teachers

Closed

Feb 25, 2015

Mrs. Frost and

teachers

Open

Feb 25, 2015

Mrs. Frost

Open

Feb 25, 2015

Roxanne
Neagu

Open

Fe 25, 2015

Eric Fung

Open

Feb 25, 2015

Eric Fung

Open

Feb 25, 2015

Mrs. Frost

Open

Feb 25, 2015

Decisions

Action Taken:

Results discussed in minutes

above

Open

Description
Willie Chan moves to accept minutes of November 26, 2014. Sheleen Jaffer seconds.
Motion is carried with amendments
Julie Kwok moves to provide $11,000 (includes $10,000 allotted at Jan 21) to support
school purchase of 6 iPads (JK/SK), 5 laptop/projector carts and 1 portable stereo
system. Melanie Rubens seconds. Motion is carried with 3 opposed

Cliffwood Parent Council

Date
Feb 25, 2015
Feb 25, 2015

Cliffwood Parent Council