Timestamp

Topic

Details

Decision/Action Item

6:25pm - 6:45pm

Introductory Messages

• Land Acknowledgement
• Welcome Message
• Brief Introductions from Keith Murray and Jeff Burrows

6:50pm - 7:20pm

Nominations and Voting in 2025/26 Council

Previous School Council Voting Members

• Co-Chair - Alexandra Newton
• Co-Chair - Sarah Lawson 
• Co-Secretary - Krista  Findlay
• Co-Secretary - Lyndsay Sellars
• Treasurer -  Tyler Findlay
• PIC Rep - Kareem Refaay
• Member at Large - Terri Colagiovanni

Rolling Meadows School Council Elections - ROM Constitution for Reference

2025/2026 Council

Co-Chairs:

• Paul Dunslow
• Sarah Lawson
• Alexandra Newton

Secretary:

• Krista Findlay

Treasurer:

• Quartulain Shahzad

Parent Involvement Committee (PIC) Representative:

• Erin Vandenbroek

Members at Large:

• Caitlin
• Drew
• Lindsay Sellars

The group discussed the option of maintaining three co-chairs. Various opinions were expressed, and there were no objections to continuing with this structure.

7:20pm - 7:25pm

2025/26 School Council Dates

All Meetings are Hybrid

• September 22nd at 6:30
• November 3rd at 6:30
• January 12th at 6:30
• March 2nd at 6:30
• May 4th at 6:30

7:25pm - 7:30PM

Motion to Approve Previous Meeting Minutes

May 5, 2025 Meeting Minutes 

• Approved
• Krista to send to Karrie

7:30pm - 7:45pm

Treasurer’s Report 

$5094.22 currently in the School Council Fundraising account, $66.09 in Pro Grant Account, $811.51 in PIC Account (add about $280 from Troy’s that came today).

Principal will bring forward request for funds at the November Council Meeting

Principal/VPs Report 

7:45pm - 8:20pm

2025/2026 Fundraising

Fundraisers to Continue:

• Poinsettia Sales: Approved (Lead: Lindsay)
• COBS Bread: Approved
• Big Yellow Bag: Approved
• Kernels Popcorn: Approved (Lead: Alexandra)
• Freezies: Approved
• Dance-A-Thon: Approved
• BBQ: Approved
  
  
• Fundraisers Under Consideration
• Mabel’s Labels
• True Earth
• Terracotta Cookies
• Ice Dogs
• Candy Canes

• Consider DIY approach to Dance-a-thon vs. more costly approach of hiring Professor Whims
• Consider spacing out weekly fundraisers to avoid overwhelming families.
• The Online Safety event was poorly attended and will not be repeated.
• Family STEAM Night to be discussed further.

8:24pm

Motion to Adjourn

Motion to adjourn approved

• Approved
• Next Full Council meeting Monday November 3, 2025.

Timestamp

Topic

Details

Decision/Action Item

6:30-6:37

Introductory Messages

• Round table
• Land Acknowledgement
• Welcome Message
• Brief Introductions from Kristine Lukawecky and Jeff Burrows

6:38-6:43

Admin Updates

• Email address for if people want to get in touch with Rolling Meadows school council - rollingmeadowspschair@hsdb.ca
• Meeting minutes approved
• Financial training coming up 
• PIC Conference Nov 15, 9-3:30
  • all are welcome including community
  • Google Form to register by Oct 31
  • Free lunch, key note speaker, workshops, childcare available

• Meeting minutes approved

6:43-6:49

Principal’s Report

• Received preliminary decentralized budget $66K, receive final in January and usually a little higher
• Board of Conduct, Dress Code, and Discriminatory Language Protocol can be found on school website and Board website. Have all been reviewed with students in age appropriate ways
• Submitted annual fundraising plan last week - anything else that comes up through the year can go through separate approval via superintendent
• Kristine attended annual financial training. We’re okay to use School Cash online as much as possible and students can bring cash on as as-needed basis. Leftovers can be sold on a later day and considered one event. 
  • Note for freezies this year, have extras, since many kids came with cash (beyond what was purchased from school cash) and we ran out last year 

6:49-6:55

Staff Update

• Grade 8 trip to corn maze - get to know you for new students coming in
• Assembly for safety around construction sites
• Both senior volleyball teams undefeated
• Concert band into Thriller
• Indigenous awareness and Holocaust week 
• Grade 8s working with younger students are art project
• Volleyball intramurals underway
• Science Extension Team starting for grades ⅞
• Chess club 
• Junior students doing a novel study and researching into human brain and AI

6:55-7:46

Financial Updates

• Accounts
  • PIC Grant - comes automatically to us - have $1311.51
  • REQUESTS about $300
    • Child minding for council meetings
    • School tour in August money for refreshments
    • Come for coffee x1-2 supply coffee/muffins
  • Pro - have $66.09
    • Need to apply for funding (typically $500)
    • Could combine PIC and Pro Grant together
    • Possibility for schools to come together and pool funds - if parents and kids participating together, probably wouldn’t be able to fit 
    • Art Night max 30 people 
    • STEAM night again but would be helpful to see if could have different stations 
    • Code Ninjas
  • Fundraising - $6600 in the account, $5355 useable about 
    • Raised for athletic, music, technology categories
  • REQUESTS
    • Tent (one replacement) - used for sporting events, BBQ $700 plain / branded coloured with logo $1400.10
    • Comes with base weights, rolling bag, poles, structure, canopy, waterproof, guarantee
    • As a second, existing canopy could go on a different frame 
    • Jeff to send specs 
    • Chromebooks - 1:1 tech grade 4-8, 220 chromebooks that will sunset in 2 years, lifecycle is 5 years, not necessarily looking to maintain 1:1 but want to maintain 1:2 in grade 4-8, and grades 1-3  have 5-10 - $350 each 
    • Discussion on investing in multiple tent vs. chromebooks - we need to start investing in the chromebooks each year so we can have them spaced out in the upcoming years and not all sunsetting at once. School is already purchasing 44 from current funding. 
    • Can approve a certain a amount of chromebooks now and some later
    • Can set a fundraising goal for future against a specific amount of funds for chromebooks
  • Suggestions
    • More communication to students on what fundraising is for 
    • Best practice is to be as specific as possible
    • Debrief after fundraising to announce how much we raised

• Requests approved
• Branded tent $1400 approved
• Chromebooks $3000 approved

7:46-8:05

Events

• Trying to be more efficient in planning. Each event has one council lead - lead in communication, providing updates, some might need subcommittee whereas others one person can run with. Then use council meeting for updates. 
• Poinsettias - as of Friday $262 raised so far but its early days!
• Kernels - as of Friday $418 raised so far 
  • Dec 12 will be distribution date - Lyndsay, Paul and Sarah
  • Confirm timing and Kristine will book students 
• Dance-a-thon
  • Professor Jams now Riff Whims or DIY
  • $1200 - age and stage appropriate, high quality, lead kids in activities, turnkey
  • Downside is cost, Kaitlin said she could run it with her class (grade 8 students) 
  • Rent lights <$100
  • Ask students in each class to give song recommendations, could make it a theme, teachers dressed up 
  • Lyndsay to lead
• PIC Event
  • Combine PIC + Pro Grant funds for $1500 event
• BBQ - June 11
  • Book inflatables, we do have $300 discount
  • Ice cream and Troy’s booked
  • Alexandra to take the lead
• Freezies lead TBD
• Others
  • Another Kernels - discuss in January, consider changing model 
  • Let school continue with cookies for Breakfast Fund
  • Brainstorm other things
  • Purdy’s - look in January for February
• Movie Night 
  • School now has a streaming service which includes license for movie night
  • Free to come, sell concessions and can order pizza, can bring your own
  • Erin lead with Alexandra, Drew and everyone support
  • Out of My Mind 
  • Wear Jammies 

Kernels

• Confirm pick up time for Paul
• Confirm time to Kristine and she’ll book students

Dance-A-Thon

• Convene with school on dates

PIC Event

• Come back with options for Jan 12 meeting
• Alexandra to ask Learning Tree if they have other options
• Kaitlin to contact Code Ninjas

Look at dates for Movie Night

8:09

Motion to Adjourn

Motion to adjourn approved

Next meetings

• January 12th at 6:30
• March 2nd at 6:30
• May 4th at 6:30

• Approved
• Next Full Council meeting Monday November 3, 2025.

Timestamp

Topic

Details

Decision/Action Item

6:30pm

Welcome and Opening Remarks

Kristine Lukaweky gave Land Acknowledgement.

Alexandra and Kristine welcomed past Council members and new attendees to the first School Council meeting for the 2024/2025 academic year.

N/A

6:30pm - 6:50pm

Administrative/Meeting Minutes

Approval of Previous Meeting Minutes

• May 2024

• Recording of Meeting Minutes:
  • Minutes must be recorded and kept for four years, and posted on in the school website once they are approved by the school council.​​
  • Introduction of a Meeting Minutes Template for ease of documentation.
  • RM Google Drive Folder: Overview and instructions for locating meeting documents.

Minutes approved. 

6:50pm - 7:30pm

Principal’s Report

Past/Recent School Events

• RM BBQ
• Breakfast for incoming JK families
• Coffee/Tea 
• Terry Fox Run 

Code of Conduct 

• ​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​To ensure safe, caring and inclusive schools, there is a board-wide Code of Conduct.  In addition, each school has their own Code of Conduct.  
• HDSB has a Code of Conduct that applies to all members of our school community, including students, staff and families. Teachers will be reviewing the Code of Conduct with all students, in an age appropriate manner, during the first few weeks of school, using interactive activities. As well, there is a Code of Conduct Classroom Poster in every classroom. Families are also encouraged to review this poster with their students at home.
• Questions were raised as to whether incidents stay on students’ permanent school record. This depends on the nature of the incident (e.g., if the student is suspended or expelled there is documentation that goes in the student's OSR-Ontario Student Record). 
• Questions were also raised on how incidents are managed. Schools use progressive discipline which takes into consideration a number of factors including the nature of the infraction, and also considers mitigating factors such as the age of the student, the developmental capacity of the student, special needs etc. There is an infraction chart which is used by administrators in determining consequences for a student, and administrators also consult with the Safe Schools Department.
• Harmful and Discriminatory Language Protocol
  • The HDSB created the Discriminatory and Harmful Language Protocol​ to provide clear expectations for how staff respond when harm is caused. 

About School Council

• Alexandra and Kristine provided a detailed breakdown of the School Council’s general mandate, fundraising and community building efforts, and roles and responsibilities.
• Members at large asked questions about the difference between the type of events, how raised funds are allocated, and how funds have been allocated in the past. 

• Council to plan fundraising and community building events at the next Council meeting. 

7:30pm - 7:45pm

Treasurer Report

August Month End Financial - Summary Report and Transaction Report

School Council Annual Report

N/A

7:45pm - 8:30pm

School Council Nominations and Elections

See updated handbook for roles and responsibilities of Council Members.

Number of positions available vs. number of nominations received:

Co-Chair

Secretary

Treasurer

Parent Involvement Committee Representative

Nominations reviewed. 

Elections held/members voted into Council.

Alexandra and Kristine confirmed that the elections would be shared publicly with the RM community. 

We are pleased to announce that the following Rolling Meadows parents/guardians have been elected as voting members to our 2024-25 School Council:

• Co-Chair - Alexandra Newton
• Co-Chair - Sarah Lawson
• Co-Secretary - Krista Findlay 
• Co-Secretary - Lyndsay Sellars
• Treasurer - Tyler Findlay
• PIC Representative - Kareem Refaay
• Member-at-Large - Terri Colagiovanni

8:30pm

Next Meeting

• Date: Monday October 7, 2024

N/A

Timestamp

Topic

Details

Decision/Action Item

6:35

Introductory Message

• Land Acknowledgement
• This upcoming PA day, Indigenous Rights leaders will be in the school for training with staff

• If you have a recurring agenda item, you can reach out with contents before agenda is set and sent out about a week in advance

6:40

Admin & Approval of Previous Meeting Minutes

• Council members received description of roles
• Everyone should have access to Council’s Google Drive Folder 
• Includes volunteer list where we can add new people to the list (get their contact info!)
• Before posting on school website, we first vote on accuracy of meeting minutes
• [Link to minutes from previous meeting]

• Minutes approved

6:45

Teacher Representative’s Report

• Nastasha - Intermediate Phys Ed Teacher
  • Teacher Rep relays info from the teachers and vice-versa
  • Fall Overview
  • Intramurals
    • Primary, junior and intermediate students: Intermediate Volleyball, Junior Giant Jenga, Primary intramurals coming soon
    • Opportunity to get involved in breaks (lunch or recess)
    • Doesn’t involve tryouts
    • Discussed future opportunity for soccer 
  • Athletics
    • Teams that require tryouts or walk on
    • Cross Country, Flag Football and Sr. Volleyball right now
    • Before and after school
  • The Arts
    • Glee Club, Arts (grades 6-8)
    • Additional Extra Curriculars
    • Yarn, Yearbook, Islamic Heritage
    • Clubs
    • Bracelet, Skipping, Chess, Reading (previously also dance, choir)
  • When kids ask, usually there’s a teacher who’s willing to supervise - encourage kids to ask directly
    • Most are during school / break whereas organised athletic is before and after
    • Age groups
    • Usually don’t have a Kindergarten level since kids are with teachers and for safety
    • Fewer for primary / grades 1-3 but trying to create more
    • There’s more in older years
    • Grade 4 official teams start
    • At Kindergarten level, sometimes parents set up playdates in lieu of organized activities. As well, parents have donated things for more variety of sports equipment and activities in the Kindergarten pen.
    • All activities get shared during morning announcements and also available on school website on the day of (practice cancellations would get posted), and also Google classroom to access
  • September Events Recap
    • Terry Fox Fun
    • Cross Country meet
    • Grade 7 Camp Trip to Cedar Glen - way to integrate students entering from different schools 
    • School website homepage has memos and announcements about current and upcoming activities 

6:55

Principal’s Report

• Acadiece Screening
  • Kindergartens, Grade 1 and 2 all being screened for phonological skills
  • Data will be reviewed for the school and school board at large to set baseline
  • In Spring will have screening again
  • Came out of Right to Read report and is tied to new Ministry curriculum and Wilson Program
  • Will appear on report card as a small spot at the bottom
  • Won’t be a mark on report card as this is a specific aspect. It’s now one mark for language that includes all the strands. 
  • Shows teachers where gaps are for each child so they can tailor lessons
• LRT & Math Coach Roles
• LRT (Learning Resource Teacher - support on learning instruction)
• Math Coach coming to work in Grade 3 & 6
• Come Nov/Dec and again in Spring
• Decentralized Budget
  • Based on # of students in the year with specific pots based on programs your school offers (ex. ESL)
  • Budget is $71,206
  • Principal & VP have discretion on how allocating within school
  • We reviewed the decentralized budget 
  • Ratio of chromebooks is 1:1 in grades 7 and 8, 1:2 in grades 4, 5, 6, and it’s a centre for primary (kids working on printing, writing, etc. so they weren’t being used). 1:1 isn’t typical so may not always be the case, but trying to do 1:1 for grade 6 as well. Also they can be split across classes so students have access 3 periods out of 6  of the day.
• Viking Awards
  • Growing Success is a document from the ministry about how assessment is a subjective activity and aims of assessment
  • Goal is to help students move forward with learning, getting specific information about how to move forward and improve
  • Movement to less focus on specific levels / marks and towards “Grading for growth” - what are you doing now and what can you do to move forward
  • Award System has been in place for 20 years. Focused on students from grade 4-8, can earn honours, however doesn’t fit in with new philosophy. Also awards for straight “E”s on learning skills however inconsistency with how teachers applying and pressure to give “E”s for kids to get award
  • Family perspective
    • Some families felt not aligned with current educational practices
    • Some children very motivated
    • For some caused anxiety, tears, sibling rivalry
    • Belief that academic excellence should be rewarded
    • Work conflicts missing income due to assembly during the day
  • Staff perspective: On PA day staff reviewed articles and books in academic and business world, discussed the awards and regrouped in smaller subcommittee to set path forward. Perspectives shared:
    • Students focused on getting award instead of learning process
    • Pressure, anxiety and tears from students
    • Not equitable since contest for all even if they don’t want to
    • Would like to find way to recognize achievements in more equitable way
  • Next steps
    • Gather student voice about their own values (ex. Respect, honesty, determination, kindness) - these will become values to base awards on
    • Primary will start with brainstorm and mural, and then move up to junior and then intermediate
    • Whole school assembly 3 times/year Dec/Mar/Jun (build community)
    • Can’t fit parents and due to privacy can’t live stream
    • Take photos to send to families of their student receiving an award (Google Drive)
    • Instead of the Viking Honours, Citizenship and Improvement Awards, we’ll recognize 2 students from each class at each assembly that represent Viking Values
    • Considered 3 however then in smaller classes that would lead to 9 students getting recognized which could then feel more exclusionary for those who didn’t get recognized 
    • Assemblies will include story focused on one of the school values
    • Continue with Grade 8 awards - going from 35 to 20  - will still have honours seal on certificate but more discrete
  • Counsel discussed different perspectives on this change
    • Some felt positive change separating academic and behaviour.
    • E has lost its value and it’s forgotten that G is already a great accomplishment. 
    • Academically driven students will still be motivated by marks on report cards. 
    • Still need to set students up for success for how they will be evaluated in future institutions. 
    • Students do have marks starting at grade 1 and families can choose to celebrate at home.
    • This is in line with all other schools in North Burlington (no others do academically based awards, and for grade 8 graduation other schools range from 0 to 5 awards)
• Open House 5-6PM Wednesday (Oct 9th)
• Must have completed vulnerable sector check for any events where volunteering 
• There will be a school council table at the front foyer 
• QR code for new volunteers to sign up

7:40

Treasurer’s Report

• $2031 fundraising, $600 in Grants Parent Involvement, $650 from PIC account
• Request for $2000 purchase for musical instruments. Instruments are very old and some require frequent repair.
• It’s about every year replacing a few instruments
• Cost to rent would so high
• Could fulfil in instalments since some things come with upfront costs that we need to save funds for such as Danceathon (DJ down payment $800, buying prizes $400)
• Note school isn’t allowed to charge for program fees, such as renting musical equipment 

• Tyler to meet with Kelly and Kristine before the next meeting to go over reports

• $1000 approved now and other instalment request will be made at later date

7:50

PIC Report

• HDSB looking for regional PIC representatives
• Kareem attending November 7th meeting and will bring updates in next session 
• Full day session in February

7:55

School Council Constitution

• Kristine, Sarah and Alexandra met to discuss new constitution
• Each school council must develop their own constitution. 
• There’s a provided framework that can then be revised as needed.
• Inclusions such as purpose, members, how to go about electing, when meetings, timelines for minutes completion, conflicts of interests, resolution process, etc.
• Sarah to lead drafting based on conversations and welcomes further input if people have. 
• Once draft ready, will be sent out as Google doc and aim to vote by December meeting
• Will be annually reviewed to ensure still applicable

• Sarah to prepare draft that will be sent out for review before December meeting

• December meeting we’ll vote

8:00

Events/

Fundraising

• 2024/2025 Event Planning
• Discussed planning for events by considering school needs and potentially setting fundraising targets
• Given the council was low on time we had a quick discussion on upcoming events and resolved to meet again for further discussion in November
• End of Year BBQ
  • June 11, 2025
  • Need to form committee very soon
  • Longer lead times for selecting food vendor, bouncy castles (Lindsay has contact we could get references for, good experience with current), etc.
• Kernels
  • They’ve already asked if we’d be interested again
  • Best success has been before holidays
  • How it works - you place an order and you get them all at once (other schools have done weekly basis and could be in the future if we have enough people to support in this). Volunteers pick up from Kernals at night and then sort the products with labels and by class. Very involved for those on the committee. (for ex. There may be 400 bags to sort)
  • Did it 4 times last year, first 3 raised the most funds 
  • Raised $1750 for the year, expenses $1002, profit $748
  • Pricing is diverse and product is inclusive 
• Food is biggest motivator for fundraising - other easy option is Terracotta cookies
• Need on school cash 2 weeks in advance 
• Dance-a-thon 
  • Typically happens mid-February
  • Sub-committee formed near start of council year
  • Raised $6,111, profit $3914
  • Snack bags one of the things that made the most money, received it before the dance in classrooms. Something for everyone.
• Also there’s an angel fund to support others to be able to participate in these programs 
• November meeting will be used to focus on events and fundraising without full reports 

• Team gather details about fundraising opportunities and consider event ideas

• Terri check out Terra Cotta cookies and Cobbs options

• Alex contact Kernels about various options

Next Council Meeting

Next Council Meeting

• Monday, November 4, 2024
• Will focus on events and fundraising, and not going into all reports

Timestamp

Topic

Details

Decision/Action Item

6:35

Introductory Message

• Land Acknowledgement

6:38

Admin

Council Email Address

• School council has an inbound only email address
• This email address can be shared at school events or if a caregiver has a question
• To respond, cc that email and respond using personal address

Rolling Meadows Facebook Group Communications

• The Facebook page isn’t affiliated with the school and the faculty isn’t on the page
• Preference to keep school comm through school newsletter and website
• Don’t use as a platform for addressing concerns 
• We may capture people in the Facebook that wouldn’t read the official Rolling Meadows Comms
• We could post more in an unofficial capacity, sharing updates more as parents / as individuals vs in a formal council capacity (ex. not signed off as council chair)

Financial Training

• November 26

PIC School Representative Training

• December 5

Dress Code Policy and Code of Conduct Feedback

• School board is asking school councils to provide feedback
• Complete Google Form for feedback ASAP
• Co-chairs will be compiling feedback to share with school board by Nov 15
• Student leadership team also met and provided feedback

• Lyndsay to lead comms in the group in an informal manner

• Complete Google Form for feedback ASAP

6:50

Fundraising

2023/2024 Recap

Kernels

• Order Details: No Minimum Order Requirement
• Administration
  • Posting on School Cash Online
  • Exporting and sending order summary to Kernels
• Kernels Processing Time: 5–6 days
• Pick-up bags from Kernels at Burlington Center
• Sort individual bags by classroom
• Pricing and Profit
  • Cost per Bag:
  • Regular flavours: $1.35 + tax
  • Caramel: $1.45 + tax
  • Suggested Resale Price: $2.50–$3.00 per bag
  • Profit Margin: $1.05 – $1.65 per bag at the suggested resale price

• Pros 

  • Been done in the past, people really liked it, some have asked

• Con

  • Admin side - takes more work
  • Smaller return given amount of work

Dance-a-thon

• Event Timing
• Schedule for February.
• Dance-a-thon Schedule
• 9:00 am – 10:25 am: Grades 1-3
• 10:30 am – 11:05 am: Kindergarten
• 11:10 am – 12:45 pm: Grades 4-6
• 1:40 pm – 3:00 pm: Grades 7-8
• Form a Sub-Committee
• Establish a dedicated team to manage event planning and execution.
• DJ Booking
• Total cost $1050
• Secure a DJ with a $100 deposit
• Funds raised covering the remaining balance.
• DJ we use tweaks the playlist based on ages, nothing but positive experiences and great feedback
• Prize Purchase
• Obtain $300–$400 worth of Council-approved prizes for the event.
• Fundraising Through Sales on SCO (School Cash Online)
• Sell items such as snack bags, dance-a-thon accessories for $1 (e.g., glow sticks, silly glasses), and prize tickets ($5 donation per ticket) ahead of the event.

6:55

2024/2025 Ideas

Fundraising plan needs to get submitted to the superintendent by Kristine which is being sent now. After this, anything additional needs to be submitted separately.

Dance-a-thon

• Use $100 of council funds to secure DJ for event 
• Reach out if you want to be on sub-committee 
• Everyone will get a glow stick for inclusivity 

Fundscrip Gift Card Fundraising

• See details here
• Gift card fundraising - when you order gift card, there’s a portion of the amount that goes to the school 
• Looks like it will need to be set up within school cash and then gift cards all ordered and distributed at once
• To start Dec 2nd

Poinsettias Terra Greenhouse

• Parents had been asking about
• See details here 
• Cost $8, suggested retail b/w $11/12 
• All orders in by December 6th and then they drop off at the school
• Could set up in auditorium for pick up 12-6PM and have school council member there with list to distribute 
• Would need to make a flyer with photos + pictures (ideally in-situ), can go up on school cash quickly 
• Probably want up for 2 weeks 
• Offer 6” - $12, 8” - $30, all colours, and planters $75
• Live Nov 11-25, orders due Nov 25, submitted to Terra Nov 28th 
• Targeted delivery Dec 5th for distribution Dec 6th

Kernels

• See above details

Terra Cotta Cookies

• Register your school on their website
• Get your unique webpage link that will capture your orders
• Share it on your own website, social media, or email list. 
• All sale commissions purchased through your unique link will be allocated 

Cobs

• Sign up with them and when someone buys if they reference Rolling Meadows the school gets a credit back 
• Also give school 50 vouchers for student recognition treat cards and bread for a year voucher valued at $250
• Needs to be 1 location 

Purdy’s Chocolates

• Earn up to 25% fundraising profit
• Items starting at $6
• Online ordering system plus delivery

Messaging

• In memo include list of upcoming fundraising  

• Voted to proceed with Dance-a-thon
• Kristine to advise on any conflict dates in Feb
• Council to pick date 
• Alexandra to book DJ
• When Alexandra confirms date, she’ll ask who wants to join sub-committee
• Voted to proceed with gift card fundraiser
• Kristine to check with HDSB to assure meets criteria
• Krista to look into signing up and communicate directly with Kristine
• Voted to proceed with Poinsettias Terra Greenhouse
• Lyndsey to contact about deliver Dec 5 for distribution Dec 6 and order delivery deadline
• Lyndsey to lead putting together flyer 
• Kelly to post on School Cash
• Hold on Kernels
• Hold on Cookies
• Voted to proceed with Cobs
• Terri to sign us up 
• We’ll start to message ASAP in RM memo but not at same time as poinsettias
• Hold on Purdy’s
• Alexandra to email Kelly with heads up of details
• *Note come back to other activities for Spring at a later date

8PM

BBQ 

Catering 

• Pre-booked Troy’s Diner Milton 
• Offer more food options, proper POS, good to work with, snow cones (just charges for product and council members run themselves)
• Give amount back to school based on sales
• Give free meals to teachers + council members working
• Note she doesn’t do contract and not good over email
• To review more next meeting

• Council can look into additional options to discuss in next meeting

8:05PM

Next Steps

Next Meeting

• Dec 2nd, 6:30-8PM 
• Meeting focus will be on BBQ + Dance-a-thon, and overall updates will be kept to a minimum 
• In this meeting will vote on October + November meeting minutes

Timestamp

Topic

Details

Decision/Action Item

6:35

Introductory Message

• Land Acknowledgement
• Have Your Say survey reflection on results to further develop the learning (specifically around word colonialism) and grade 7-8 leadership team desire to have more diverse learning each year (currently feel some repetition)
• A note on Pro Grant 
  • Funding from the board that can be applied for
  • Various themes this can be used for such as Indigenous awareness etc. 

6:40

Admin

• Approval of Previous Meeting Minutes
• Oct + Nov 
• School Code of Conduct and Dress Code
• Feedback has been submitted

• Approved

6:50-7:08

Principal’s Report

Winter Concert 

• This week for grades 7 and 8 bands and glee club
• Will also be an Arts night in Spring

PIC Grant

• Currently used for Come for Coffee + Childcare for Council nights
• Vote on if we will continue to cover the Childcare from the grant funds

Presentation on Boundaries with Tech by Dr. Caroline Hendry

• Clinical psychologist - reached out to discuss having a session for caregivers on safe and responsible boundaries with technology - connection over control approach; grade 1-8 what’s developmentally appropriate; research and evidenced-based information
• Offered to do this for free, clinic offers free community programs
• Rolling Meadows alumni, 5 years as elementary school teacher, 15 years in practice 
• Invite Clarksdale and Bruce T. Lindley 
• Kristine and Sarah met with her
• In person in an evening in January (22, 29, 15 in order of preference), Wednesday, 75 mins
• For those who can’t attend in person there will be a community session in Spring that we can offer the link for 
• Event will be organized by the school, and introduction 
• Vote for Childcare x2 hours + High School Volunteers 

• Approved childcare

7:09

Treasurer’s Report

Activity

• Poinsettia Fundraiser
• Professor Jamz deposit
• Poinsettia Fundraiser
  • Total sales $3298 ($3381 transaction fee from School Cash)
  • Total costs $2254 poinsettias, delivery fee $75, HST $303
  • Net profit $665 
• Fundraising Account end of November 
  • ~$1600 will be remaining after costs ($1000 of musical instruments)
• Grants Pro Account
  • Currently a little under $900
  • Paint Nights came out of this account last year 

7:20-7:35

PIC Meeting

Pro Grant 

• Due Dec 13, $500-750, 90% of schools who submit receive - can request extension from Superintendent 
• Funds spent by May 30, 2025
• To help promote initiatives around parent engagement such as mental health, cyber literacy, physical wellness, literacy support (could have an author come in but from underrepresented group), antiracism, STEM activity, musical
• Guest speakers resource shared
• Contact for support in application process
• Kareem, Sarah, Alexandra meet on some ideas 
• Council discussed where to spend - like interactive events, could mix interactive and more educational optionals

• Kareem to fill in application and share with Kristine, Alexandra and Sarah in next 48 hrs, then share with council, then submit

• Kareem to send out list of suggested topics + speaker referrals 

• Google doc to add ideas

7:35-8:10

Fundraising

Poinsettia Pick Up

• Drop off from Terra Dec 6, 10-1 delivery window 
• Lindsay to be here all day
• There will be signs to group the different items
• Lindsay will have master list
• Grade 8s to help unload carts
• Any not picked up can stay in auditorium over the weekends 
• 1:30-2:45 (can go until 3) 
  • 1:30-2:45 Lindsay, Terri, Paul
  • 1:30-2 for Alexandra

• 3:45-6

  • 3:30-5 Krista, Tyler 
  • 4:30-5:30 Sarah
  • 4:30-6 Kristine

Cobbs 

• Now in effect
• Mapleview location 
• Any time a customer mentions the name Rolling Meadows 10% of the sales goes back to RM
• At any time can request running total which is then presented at the end of the school year for minimum of $25
• To be posted in next memo
• Can check the balance to spend in advance for this year
• We can communicate that it will be going to the BBQ Bouncy Castles

BBQ

• Halal, Veggie, Burgers, Fries, Hot Dogs, Chips, Water, Juice, Condiments
• Give 10% back to school after free food for staff/volunteers
• Will have 4-6 adults, credit card machines
• Start at 4:30 for staff, 5 for families, finish around 7 
• They can bring Sno Cones and Cotton Candy for free, if we run then we just pay product and can keep projects 
• Those running it would need to have food safety training 
• Need to set up committee 

Dance-a-thon

• April 10
• Deposit $100 paid to Professor Jamz, total is $1000 including set up, lights, music, etc. 
• Raised funds through Snack Bags, Glow Sticks
• School board no longer recommending to run Raffles due to gaming laws, they are seeking legal advice 
• Could consider just making it a donation to the dance-a-thon
• Could be reward for class - whatever class raises most money on per student basis, they get a prize 
• Note silent auctions are still permitted (could be at BBQ)
• Joanne could help with lessons learned

• Council to manage pick up
• To be added to the memo
• To go up on school sign outfront 
• Approved to go forward with vendor - Troys
• Agenda item in future the best way to proceed with Sno Cones, Cotton Candy
• Alexandra to set up committee + milestones
• Alexandra to set up committee + milestones

8:10PM

Next Steps

Next Meeting

• January 13
• March 3 

Key Agenda Items

• Pro Grant
• Dance-a-thon
• BBQ

Timestamp

Topic

Details

Decision/Action Item

6:35

Introductory Message

• Land Acknowledgement
• Reflection: New AI guidelines for use for grades 7-12, value of prompts doing a test on history of Canada and how at first it didn’t include indigenous perspective until explicitly added in the prompt
• Alexandra mentioned she can support in any further convos on applications of AI as she uses in depth

6:40-6:45

Admin

Approval of Previous Meeting Minutes

• Dec

Sign Up Form for Subcommittees 

• Was circulated in December and will be recirculated 

• Approved
• Link will be recirculated
• Once subcommittee formed, put out call for broader volunteers

6:46-6:55

Principal’s Report

Board Multi-Year Strategic Plan

• Board has released new plan 2024-2028
• Watched video on the plan - see here

Budget Consultation 

• Questions form closing tonight for public session on Jan 20
• After that steps for families to submit feedback

School Updates

• Volleyball just ended in December
• Basketball tryouts happening
• Many activities happening! Intramurals, pickleball, crochet club, art club, math and reading, GSA, primary and junior dance, junior coding just starting, etc.
• Floor hockey tournament and Badminton try out just happened

6:56

Treasurer’s Report

Activity

• Not a lot of activity, just the purchase of 2 musical instruments (just over $900)
• Only outstanding item is the funds from the poinsettia fundraiser being deposited 

6:58-7:34

PIC

Pro Grant (PRO = parents reaching out)

• We will be granted $500, may get another $250 based on number of schools that applied
• Can start spending now and will be transferred by end of school year
• Now need to determine the activities (activities for parents to get more involved in kids learning and education)
• Will have a total of $900 existing + $500 new to spend 
• To be spent by May 30th 

Pro Grant Activity Discussion 

• Discussed Kids Play Sports, Children’s Author, STEM and Paint Nights
• Would like to go forward with Paint Nights x2 and compare 2 STEM options Code Ninjas and Learning Tree for costs and engagement for age range 
• Earlier is better, after March break things get busier - February and March ideal dates 
• Wednesday night is school night for booking things however booked February 19th and 26th
• Paint Night could be Tuesday or a Thursday as well 
• 6-8PM for Paint Night 

• Sarah to look into Code Ninjas
• Alexandra to look into Learning Tree
• Alexandra to reach out to Connie Paint Night 2hrs
• Check avails for Wednesday nights in February and March (note paint night could also be a Tues or Thurs)
• Co-chairs to then create email chains for subcommittees 

7:35-7:49

Fundraising

Cobbs Update

• Reminder if anyone who goes, if you tell them you’re with Rolling Meadows, then 10% goes back to the school  

Dance-a-thon

• Thursday, April 10
• Raised funds through Snack Bags - definitely do this again, Glow Sticks
• School board no longer recommending to run Raffles due to gaming laws, they are seeking legal advice - need to figure out new option - could do class that raises the most by groupings in the school 
• Prizes could be something like the popcorn party (just need option for those who can’t have), pizza (gluten free, dairy free), popsicle, ice cream sandwich party, etc. 

Navigating Screen Time and Technology 

• 40 adults responded, 15 children for childcare 
• See if grade 7s can volunteers to be helpers with Katherine 
• Council announcement off the top and have sign up sheet for volunteer list / email list 
• No council needs to set up tech or chairs 

BBQ

• Wednesday, June 11 
• Could have Kids Play Sports at BBQ, Nostalgia Games Cafe, OMAC, etc. 

• Put in newsletter once a month 
• Alexandra to email subcommittee
• Alexandra and Sarah to organize announcement
• Kristine to lead initial introduction 
• Alexandra to send email to sub-committee 

7:50PM

Next Steps

Next Meeting

• March 3 

Timestamp

Topic

Details

Decision/Action Item

6:35-6:39

Introductory Message

• Land Acknowledgement
• Intro by new VP

6:39-7:01

City of Burlington: Community Development 

• Represents neighbourhoods
• More connections in neighbourhoods, happier everyone is
• When the local community does something together, it’s more effective
• Programs
  • Cogeco neighbourhood rinks
  • Group of residents come together and agreed they’ll maintain the rink
  • Application sept-nov
  • Need group of 6 volunteers for maintenance throughout the season (clearing snow, flooding)
  • This year 7 rinks
  • City works with park staff to set up the rink 
  • Hockey not allowed
  • Find out more on city website - search cogeco neighbourhood rink program
• Love my Neighbourhood
  • $500 to residents to have fun with their neighbours
  • Per household (vs. by community) 
  • Street party, gathering in park, on a front lawn, BBQ
  • Intent is to drive people to connect 
  • Year round (calendar year)
  • Ex. neighbourhood did a public skate, renting ice time at arena 
  • City manages insurance and permits
  • Waive fee for city facility 
  • Mostly shared through social media groups
  • 130-150 events in the city last year
• Other support 
  • Community Hubs
  • Play Lending Library - over 100 pieces of equipment (backyard games, sports equipment, winter items)
  • List online of all the items
  • At Haber Community Centre
  • Pick ups on Thursdays and drop off on Tuesday
  • Engagement (onsite, neighbourhood ambassadors, public living room)
  •  if there’s an event, they could try to come out to bring games, get feedback
  • Public living room - it is a living room, activities, games, etc. things to invite people into the space and have conversations 
  • New spaces that are free to use
  • Grant support through city
• Neighbourhood community matching fund - as a collection of residents, it’s a matching fund for $10K that you can make with volunteer hours, donations, etc. 
• For any general inquiries: Communityconnects@burlington.ca 
• Presentation Slides
• Cogeco Neighbourhood Rink Program
• Play Lending Library

• Alexandra to reach out to Corey Long regarding RM’s BBQ and whether the Community Development Unit is available to attend as a community partner. 

7:02-7:02

Admin

• Previous meeting minutes approval

Approved 

7:02-7:19

Principal’s Report

Come for Coffee

• Mar 28th
• May 23rd

Arts Night

• May 27th
• Book fair whole week
• Anyone in primary music learning same song so could attend and perform if desired
• Artwork from every student will be displayed around the school 
• Tickets to families whose kids are performing released first

Orientations 

• April 30 - grade 7 orientation → could just come for first 10 mins
• May 14, 5:30-6:30PM - Kindergarten orientation → Alexandra to attend
• Discussion on feedback on format of orientation, potential to have stations
• *note idea for Kindergarten graduation to set up photo station, keep sake

Staffing Process

• Over next month getting numbers 
• Will be sending out memo in Spring about any particular placement notes for next year (ex. Specific learning style, kids with conflicts, etc.). Class building process is in June. Current grade team will work together to make placements for following year.
• JK to SK try to keep same teacher as much as possible 
• Can’t accommodate requests for same teacher as older siblings 

• Kristine will send email out closer to see who from council could join

• Please remind any contacts in the neighbourhood to register

7:19-7;29

Teacher Representative Report

• Picked yearbook cover by student vote
• Lots of clubs going on: Sr Basketball, Sr + Jr Intramurals
• February 19 and 26 Junior Volleyball Tournament hosted here
• Pink shirt day Feb 26, student leadership team came around to different classrooms to talk about bullying and kindness
• Halton Skills competition Feb 25 (grade 4-8)
• Feb 12 and 19 French Grade 7 / 8 students participated in an oral competition and essay writing 
• Mar 7 big science and innovation fair for grades 7 and 8
• Clubs available at more junior level
• Posted within morning announcements 
• Grade 1 intramurals on Fridays, changing sports 
• Confidence Club, every week on Tuesdays (1st break)
• Primary dance club, every week on Tuesdays (2nd break)

7:29-7:34

Treasurer’s Report

• February financials - confirming amount deducted for Terra Greenhouses 
• Remaining $100 for music department still to hit (leaving $1845 in fundraising account)
• STEAM night will come out of Grants Pro Account (will be receiving $500 still for the new grant)
• Still funds in PIC account ($823)

7:35-7:44

PIC

• STEAM night
  • Will use money from Pro Grant for STEAM night, Weds Mar 19 6-7:30 (in front auditorium) 
  • Flyer is up around the school
  • Will have parent council table, parents can sign up for volunteers
  • Could have a partway through and end thank you message 

• Lyndsay to post in parent FB group
• Add to morning announcements (oral and communication)
• Update sign outside 
• Lyndsay and Sarah to go around to share the message in the classroom (Lyndsay to reach out to Learning Tree about visuals to share) - Friday

7:44

Fundraising

Dance-a-thon

• Thursday, April 10th
• Circulated meeting notes - key notes
• Schedule
  • Period 1 - 8:55am- 9:45am - Classes 1-1, 12-1, 2-1 (approx. 60 students)
  • Period 2 - 9:45am - 10:35am - Classes 23-1, 3-1 (approx. 40 students)
  • Break #1: 10:35 - 11:15
  • Cash box returned to the office until the next period
  • Period 3 - 11:15am - 12:05pm - JK & SK (approx. 75 students)
  • Period 4 - 12:05pm - 12:55pm - Grades 4-6 (approx. 100 students)
  • Break #2: 12:55 - 1:35
  • Cash box returned to the office until the next period
  • Period 5 - 1:35pm - 2:25pm - Grade 7 (approx. 110 students)
  • Period 6 - 2:25pm - 3:15pm - Grade 8 (approx. 110 students)
• Fundraising items
  • Snack bags ($5)
  • Glow sticks ($1 and $3) 
  • Potentially some kind of guessing game we could do
  • Could have teachers volunteer for different funny activities when the school reaches certain goals
  • Put metre at the front of the school 
  • Target amount to fundraiser 
  • Raised $3-5K in the past when had raffles
  • Could consider some kind of thermometer to communicate progress 
• Purpose of fund
  • Two main items could use funds for musical instruments, technology (large number of devices that will sunset in 2028, Chromebooks around $300/each), recess equipment 
• Schedule
  • Thursday, March 20th goal to have everything up on School Cash - need to finalize list and costs 
  • Students helping with school posters 
• Attendance
• Greeting teachers and students, answering questions, selling glow sticks 
• 2 volunteers are lots per period, maybe 4 to help get more people involved 
• Volunteer sign up form if needed

End of Year BBQ

• Will receive emails soon about meeting of subcommittee 
• Alexandra has reached out to band who attends for free 
• Confirmed OMAC will attend 
• Ice cream vendor to be discussed in sub-committee 
• Could do jumbo freezies

• Krista to make updated flyer this week or next week (Lyndsay can help if needed)
• Kristine to send out message to teachers to see what they’d volunteer for 
• Alexandra to organize group for assembling 
• Council members to sign up in volunteer schedule 
• Alexandra / Lyndsay to compare inflatables vendors and determine the best fit for Council and the BBQ. 

Next Steps

Next Meeting

• Monday May 5, 2025

Timestamp

Topic

Details

Decision/Action Item

6:25pm - 6:45pm

Introductory Messages

• Land Acknowledgement
• Welcome Message
• Brief Introductions from Keith Murray and Jeff Burrows

6:50pm - 7:20pm

Nominations and Voting in 2025/26 Council

Previous School Council Voting Members

• Co-Chair - Alexandra Newton
• Co-Chair - Sarah Lawson 
• Co-Secretary - Krista  Findlay
• Co-Secretary - Lyndsay Sellars
• Treasurer -  Tyler Findlay
• PIC Rep - Kareem Refaay
• Member at Large - Terri Colagiovanni

Rolling Meadows School Council Elections - ROM Constitution for Reference

2025/2026 Council

Co-Chairs:

• Paul Dunslow
• Sarah Lawson
• Alexandra Newton

Secretary:

• Krista Findlay

Treasurer:

• Quartulain Shahzad

Parent Involvement Committee (PIC) Representative:

• Erin Vandenbroek

Members at Large:

• Caitlin
• Drew
• Lindsay Sellars

• The group discussed the option of maintaining three co-chairs. Various opinions were expressed, and there were no objections to continuing with this structure.

7:20pm - 7:25pm

2025/26 School Council Dates 

All Meetings are Hybrid

• September 22nd at 6:30
• November 3rd at 6:30
• January 12th at 6:30
• March 2nd at 6:30
• May 4th at 6:30

7:25pm - 7:30PM

Motion to Approve Previous Meeting Minutes

• May 5, 2025 Meeting Minutes 

• Approved
• Krista to send to Karrie

7:30pm - 7:45pm

Treasurer’s Report 

• $5094.22 currently in the School Council Fundraising account, $66.09 in Pro Grant Account, $811.51 in PIC Account (add about $280 from Troy’s that came today).

• Principal will bring forward request for funds at the November Council Meeting

• Principal/VPs Report 

7:45pm - 8:20pm

2025/2026 Fundraising

Fundraisers to Continue:

• Poinsettia Sales: Approved (Lead: Lindsay)
• COBS Bread: Approved
• Big Yellow Bag: Approved
• Kernels Popcorn: Approved (Lead: Alexandra)
• Freezies: Approved
• Dance-A-Thon: Approved
• BBQ: Approved

Fundraisers Under Consideration

• Mabel’s Labels
• True Earth
• Terracotta Cookies
• Ice Dogs
• Candy Canes

• Consider DIY approach to Dance-a-thon vs. more costly approach of hiring Professor Whims
• Consider spacing out weekly fundraisers to avoid overwhelming families.
• The Online Safety event was poorly attended and will not be repeated.
• Family STEAM Night to be discussed further.

8:24pm

Motion to Adjourn

• Motion to adjourn approved

• Approved
• Next Full Council meeting Monday November 3, 2025.