"Board Meeting Minute April 12 2012 Approved"
Board Meeting Minutes Approved Regular Meeting April 12, 2012 Seven Hills Classical Academy 1. Call to Order: Chair John Rimstad called the meeting to order at 6:30 pm. 2. Roll call: The following members were present: Belinda Caspari, Kim Hubertus (Ex Officio), Bryan Quevli, Heather Burfeind, Sarah Gleason, Claire Emery, John Rimstad (Board Chair), John Thomson, Dr. Alice Woog (Ex Officio), Absent: Russell Rosckes Other Attendees: Carolyn Farrell, Nick Taintor, Anna Knaeble, Colleen Jax 3. Motion made by H. Burfeind and seconded J. Thomson to approve the amended agenda. Motion passed unanimously. 4. Motion made by K. Hubertus and seconded H. Burfeind by to approve March 1, 2012 minutes Motion passed unanimously Corrections - under #6 bullet 4, to change to from - Bullet 7 strike in the - Bullet 8 Success to successful - Bullet 9 strike to and families to lunch - Under Balance Sheet bullet 5 change HAS to HSA - Under Finance Committee bullet 5 strike Has and add D to isputed - Under Directors Report, bullet 8 change normal to normed - Bullet 9, 1 to 2, strike 65 current, 13 openings - Bullet 12 and on - Bullet 13 add are - Under Governance, add Dr. Woog and strike Alice - Under ongoing, add and - Adjourn, add time of 9:15 - 5. Comments from Community Members Anna Knaeble discussed the Summer School program Colleen Jax – There will be 6 students to 1 teacher. They will using the reading and Math Currliculum that the school already has. 6. Report on Beacon Prep Board Meeting – John Rimstad Enrollment 153 Discussion on the merger about the HS is step 2, step 1 is merging both schools. Purchasing a Gym divider and asking PC to help. Using the theater for next year as a classroom. Budgeting with 3 different scenarios, 170, 175, 180 students for next year 7. Monthly Finance Report – Nick Taintor Overall The working budget 2011-2012 projects revenues to exceed expenditures in all funds in the amount of $50,998. 62.6% of total expenses have been spent for FY 2012 which is normal for this time of year. We are 66.7% and 66.7% of the way through the fiscal year and school year, respectively Balance Sheet The beginning balances shown on the Balance Sheet are based on the audited ending information as of June 30, 2011. Current State Holdback Receivable, in the amount of $231,205 is the portion of the 40% holdback payment that is owed to the school from the state. 75% of the total holdback will be paid back on July 15, 2012. The remaining 25% will be paid back in October 2012. Shared Services due from Beacon Prep, in the amount of $105,535, represent amounts owed for services per the Shared Services agreement for fiscal year 2011-2012. There was a payment made in March to catch up payments from July through January. Accounts Payable represent amounts due for invoices received but not paid as of the end of the period. Payroll Deductions and Contributions are made up of employee related payroll costs prepaid at the end of February. $36,500 of that balance is made up of the HRA/HSA plan which Seven Hills has set aside amounts that the employees can use for medical reimbursements. The beginning Fund Balance represents the audited ending Fund Balance at the end of the 2010-2011 school year Statement of Revenue and Expenditures This report shows the budget approved for the year, the working budget, and year to date activity (revenues and expenditures). Per review of the percent of budget column on pages 6 through 8, no revenue or expenditure line items are worth noting, except that BKDA staff has done a second revised budget review of all revenues and expenditure line items. Many revenue and expenditure line items were updated for current year activity that has occurred and projected those items through the rest of the year. Some significant changes include – 1. General Education Aid – increased due to a new revenue source for the School Trust Land Endowment. 2. Federal Education Jobs Fund – increased due to a re-allocation of $600,000 from MDE. 3. E-Rate Revenue which has not been collected for FY 2010- 2011 and FY 2011-2012. 4. Miscellaneous Revenue – increased due to the Cypres- Microsoft Lawsuit and funds to be collected from technology costs expended in FY 2011-2012. 5. Q-Comp Salaries and Benefits – further review has found that the Q-Comp stipends paid to employees were not originally in the salary and benefit budgets as originally intended. 6. Contract Services – decreased due to actual activity during the year and the savings for hiring a nurse, changing IT services, and other arrangements made during the year. 7. Contracted Transportation – increased due to the fuel escalation clause and the rising gas prices. 8. Instructional Supplies and Textbooks and Workbooks – there was a reclassification of expenses that more appropriately reports the actual activity for the fiscal year. Administration does not foresee any further expenditures in these categories for the remainder of the year. 9. Community Fund Revenue and Expense – revenues increased for the inclusion of the Kids’ Club fees charged. Expenditures have increased for the inclusion of the stipends paid to teachers for overseeing the Kids’ Club program; and the addition of two kindergarten teachers who had been solely allocated to the General Fund, but after further review should be allocated to the Community Fund. Cash Flow Statement Nothing significant to note for this month. 8a. Finance Committee – Kim Hubertus Review February financials Review 2012 – 2013 budget scenarios Review 990 tax return Pay for performance proposal Motion made by B. Quevli and seconded by K. Hubertus to approve the 990 tax return Motion passed unanimously 8b. Executive Director Report – Dr. Alice Woog – See Directors report Human Resources—as we look to the 2012-13 school year, discussions regarding the MDE’s Birth to 12th grade Literacy Plan entitled: Reading Well by Third Grade will take effect. Currently, the Curriculum Director and Literacy Specialist along with our Enrichment Team have led to a recommendation to post for an additional Literacy Specialist. This will allow us to have two specialists to serve grades K-2 and 3-5, respectively. Currently, Claire Emery is our Literacy specialist and she would assume one of the grade levels of service and oversee the Literacy Program at SHCA. The funds provided through the literacy initiative will pay for one of the two specialist positions. This position will be posted internally, on the school website, and on EdPost in early April 2012. Other staffing plans will be reviewed in the next 3-4 weeks as we look at our enrollment and needs in Special Education. Curriculum—the Board approved National Geographic Science curriculum was available for parents to view at the recent Town Hall Meeting on March 27, 2012. Julie Ball, Curriculum Director presented information regarding the new curriculum. The first Curriculum Committee meeting took place on March 22nd. Discussions included the history of the school’s curriculum, a curriculum review cycle, and next steps. The committee will reconvene on April 24th to compare Singapore Math and Math in Focus. A math survey went out to all teaching staff with results to be reported on the 24th. We are looking to improve our implementation of Singapore Math, looking at student achievement in mathematics, as well as remediation needs. MCA II testing will begin on April 17th-20th, for grades 3-5 in Reading. This is the last year of paper/pencil tests. MCA III testing will begin on April 24th – 27th, for grades 3-5 in Mathematics. This is the first year SHCA has participated in the online version. MCA testing in Science will be online for grade 5 only, on May 1st and 2nd. Enrollment—419 students as of April 12, 2012. An update of enrollment projections will be provided at the April 12, 2012 Board of Director’s Meeting. Regarding Kindergarten enrollment, the following was reported on March 30, 2012— AM = 28 PM = 18 Full Day = 29 Facilities—the lease aid documents are ready for submission to the MDE by the April 15, 2012 due date. An AED was purchased and is installed in the main office area of SHCA for use by both schools, and if necessary, should an emergency arise on the property. On, March 27, staffs from both SHCA and BP were trained in CPR and use of the AED. On April 19 we will hold the required severe weather drill along with BP. This year we have had a Lock Down warning drill, and it is our plan to have an actual Lockdown drill for by mid-May. Parent Connection—the PC is to be commended for the successful School Carnival they sponsored on March 17, 2012 at SHCA. The PC provided lunch for the staff on Monday, April 9th during Parent-Teacher Conferences. Plans are being made for the Spaghetti Dinner and Silent Auction scheduled for May 17, 2012. Communication—information regarding standardized testing was given to parents at the Spring Conferences. Through the Chronicles, the Exploratory Committee is able to provide families with an update of their activities. Technology—in early April we needed to replace one of our servers, which was done through Kevin King from Metistek. Bids for technology support providers for the 2012- 13 school year have been requested. All bids received will be reviewed to meet our requirements and expectations. We must have a technology support provider that is a member of the E-rate plan in order for us to be reimbursed for technology expenses. The Technology Committee will hold its first meeting on April 17th. Transportation—all issues or problems with bus service and student behavior are being addressed in a timely manner by Deb Peters or me. Calendar—a proposed calendar will be sent to Board Members on Tuesday, April 10 for their review and potential adoption. The proposed calendar needs to be reviewed by the Calendar Committee members when they return to SHCA on April 9. Teacher Observations—by the end of April 1 will have observed all teachers and provided them with a formal written evaluation. In addition to these observations, our Curriculum Director, Julie Ball and the teacher mentors and peer coaches from the QComp Leadership Team have completed their classroom observations with a follow up conversation and written document about the observation. Classical Education Methodologies—this group has met five times and is focusing on learning the essentials of Classical Education and how we can move towards a true model of this type of education system in the future. We will provide information to families through the Chronicles. Members of the committee are scheduled to visit Nova Classical Academy on April 12 for classroom observations and discussions with teachers. Achieve Adequate Yearly Progress for Special Education in Reading: Interim assessment results were shared with staff at the end of 3rd quarter. These discussions provide teachers with adjustments to their lesson designs as we work towards higher student achievement in reading and math. Pay for Performance Plan—I met with Kim Hubertus from the Finance Committee and reviewed all teacher salaries as they relate to our pay structure. Information will be shared at the Board Meeting Motion made by S. Gleason and seconded C. Emery by to approve 2012-2013 Academic Year Calendar Motion passed unanimously 8c. Board Chair – John Rimstad i. Approve the Pay-for-Performance plan Motion made by J. Thomson and seconded by b. Quevli to approve the Pay-for- Performance Plan. Motion passed unanimously. ii. Strategic Plan (IEP plan section) Recommend to strike the paragraph regarding individual learning plan Motion made by B. Quevli and J. Thomson to approve striking paragraph page 4. Motion passed unanimously. iii. Exploratory committee update 40% of survey were submitted Amy outlined what it means for both schools to merge from the MDE. If the merger happens one school would be able to operate for 1 year which would put a lot of students and families in a bad situation. If the school does a consolidation, it would be under a new charter. Waiting to hear back from the MDE on the response to the expansion. iv. Annual Survey PR will take on the Parent Survey Will make a few minor changes on the Teachers survey Staff survey will go out Monday April 16, 2012 Dr. Woog sent a letter to the board stating that she would like to return for the 2012-2013 Academic year. John Rimstad replied with a letter accepting her interest in returning. Motion made by J Thomson and S Gleason to accept her renewal for Director for the 2012-2013 Academic School year. Motion passed unanimously 8d. HR Committee - Sarah Gleason Revisit Pay for performance: Discussion about credits and continued education/flat amount for degrees and relationship between amounts paid to new higher and current highers 1,2,3 and the 4th % would based on leadership/community involvement determined by Dr. Woog Ongoing- make sure the current salaries reflect last year’s staff education -Completed Degree with transcript by certain date will increase by approximately 5,000 -Finance to check on some details -Finance Committee to see if the 1% from last year went toward frozen staff working it off Letter Recommendations: - Letterhead needs to come from Dr. Woog- and she will ask to review all letters of recommendation based on advice from legal counsel Handbook- -Dr. Woog will present verbiage for leave section for employee handbook Surveys- -Staff/Parent Survey -Survey Monkey- Sarah will look at last year’s -Exit Surveys- Kim will look into other examples - Parent Exit Survey will go to the PR committee to create HR Committee Charge- Goals: -Contracts ready for board meeting on May 3rd -Dr. Woog to get education experience to Kim- HR will follow-up prior to May 3rd 8e. Governance Committee - Claire Emery 3/1/12 Board Meeting Update Review Board Planning Calendar document-Committee reviewed Board Planning Calendar document; document will be sent to board members for review; Governance-specific calendar will be created Establish/review policy review schedule-Annually-reviewed policies will be reviewed at 4/19 Governance meeting ; “3 year” policy review schedule will be created at next Governance committee meeting Add to Board Planning Calendar Governance Committee transition Materials for new and existing board members-Committee will prepare materials for new board/committee members Board planning calendar Job descriptions Committees/chairs/members, etc. Future meeting schedule 4/19/12 5/17/12 June?-No meeting scheduled; meetings will not take place over summer 8g. Public Relations – Heather Burfeind Nothing to report 8h. Election Committee Voting Guide will be going out to families on April 13, 2012 2 Teachers and 1 Parent seat open 2 Teachers nominees and 2 Parent nominees Finding volunteers for the election day 8i. Facilities committee - Dr. Woog - Nothing to report 9. Upcoming Events: Beacon Preparatory Board Meeting. Belinda Caspari will attend the May 15, 2012 board meeting as a representative from the SHCA Board. 10. Next Meeting: May 3rd, 2012 6:30 p.m. 11. Motion made by B. Caspari and seconded B Quevli to adjourn the meeting at 9:13 p.m. Motion Passed Unanimously. Submitted by Debbie Peters Office Manager