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Agenda for CHS Board meeting of Monday, September 8, at 7 30 pm

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Agenda for CHS Board meeting of Monday, September 8, at 7 30 pm Powered By Docstoc
					                                        Christian Heritage School
               “Together building a caring, Christian, learning community that is dedicated to training minds,
                 inspiring hearts, and shaping character, to equip our students for a life of integrated faith,
                             pursuit of excellence, and joyful service to the Lord Jesus Christ.”

                                          Minutes
                                 CHS Regular Board Meeting
                                Monday, June 1, 7p.m. at CHS

Present: Mike Sitko, Lukas Scheepers, Rena Booth Navid, Martha Plett, Sharon Biehn,
Norm Klippenstein, Brent Campbell, Robb Reimer, Nico van Rensburg, Terry Browett,
Kim Gordon, Carmen Perret-Smith

Regrets: Evert Busink

1. Call to order and opening in Prayer- Lukas Scheepers

2. Approval of agenda
NORM MOVED TO APPROVE AGENDA AS AMENDED. TERRY SECONDED. ALL IN
FAVOUR. CARRIED.

3. Approval of Board meeting minutes of Monday, May 4, 2009
LUKAS MOVED TO APPROVE MINUTES OF MAY 4 AS AMENDED. NICO SECONDED. ALL
IN FAVOUR. CARRIED.

4. Correspondence
       4.1  Letter of Resignation from Nico van Rensburg
NORM MOVED TO ACCEPT NICO’S RESIGNATION WITH REGRET. ROBB SECONDED.
ALL IN FAVOUR. CARRIED.

       4.2Letter from Nikki Loeppky, YFC – asking permission to present YFC material to
          school families to gain support for her ministry.
TERRY MOVED TO GRANT NIKKI LOEPPKEY PERMISSION TO CONTACT CHS FAMILIES
ON HER OWN. KIM SECONDED. ALL IN FAVOUR. CARRIED.

       4.3    Board Code of Conduct, Norm – A copy was included with the last email to be
              read and reviewed by all members. It will be revisited in September 2009 and
              signed by all members.

5. Required Actions Review
      5.1   Money-back Guarantee Brochure - Carmen – A proof was presented for
            review. Some editing to be done; should be printed before the end of June. Brent
            volunteered to help with CHS promotion.
            Kindergarten postcards will be printed in small numbers and distributed to
            Nightingale Nest and other preschools.
LUKAS MOVED TO APPROVED THE PRINTING OF THE PROMOTIONAL BROCHURE
PENDING QUOTES FROM LOCAL PRINTERS. TERRY SECONDED. ALL IN FAVOUR.
CARRIED.

       5.2    Chocolate Sales - Sharon – Patmores will not let us sell at their location. Still
              looking at other options.
       5.3    Patmores Gift Certificates - Sharon – Not available at this time.



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6. Reports
      6.1    President’s Report – Mike Sitko (no report submitted)

      6.2    Academic Resources – Martha Plett (report submitted)
              Highlights: Keys to Christian Character, Track & Field Day, Bike Rodeo, after-
                school soccer program, final band concert, funding applications, preschool
                promotions

      6.3    Educational Advisory Council – Martha Plett for April Henderson (no report
             submitted)
              Healthy Schools Policy has been completed but technical difficulties
                prevented her from bringing it tonight.

      6.4 Budget/Financial Resources Report – Nico van Rensburg (report submitted)
           Highlights: Increasing kindergarten enrolment one key to affordable tuition.
           Promotion, recruitment & retention are very important.
           No budget to approve; year-end will be roughly $0
           Need to plan the year around the numbers we have now
LUKAS MOVED TO APPROVE THE DISTRIBUTION OF THE KINDERGARTEN POSTCARD
WITH CHANGES. NICO SECONDED. ALL IN FAVOUR. CARRIED.

      6.5  Physical Resources/Facility Improvement/Development – Terry Browett
           (report submitted)
TERRY MOVED, PENDING 2 ADDITIONAL QUOTES, TO APPROVE, OUT OF THE 2009-
2010 BUDGET, SPENDING UP TO $2100 BY SEPTEMBER 2009, FOR A DATA
PROJECTOR SET-UP FOR THE CHAPEL. NORM SECONDED. 7 IN FAVOUR. CARRIED.

                Sharon would like to see a long-term plan that can be used each year to
                 determine an IT budget for the year

LUKAS MOVED TO APPROVE, OUT OF THE 2008-2009 BUDGET, SPENDING UP TO $1500
FOR A SMART BOARD. ROB SECONDED. 7 IN FAVOUR. CARRIED.

TERRY MOVED TO SPEND A MAXIMUM OF $45,000 TO DO THE FLOOR AND THE ROOF
THIS SUMMER. LUKAS SECONDED. 6 IN FAVOUR. 1 OPPOSED. CARRIED.

                Sharon again stressed the need to make a list of projects, prioritize it,
                 estimate the expenses, and plan for repairs and upgrades over the next 5
                 years.
                Sharon will look into ways of accessing credit for the projects.
                Playground Committee, led by Reg, is working hard and looking for
                 volunteers.
                Grant Funding is being pursued.

      6.6    Fundraising Committee – Sharon Biehn & Robb Reimer (no report submitted)
              2009/2010 Committee: Rena and Terry to co-chair
              Needs to be started before the summer starts; fall campaigns and volunteers
                should be decided on right away

      6.7    Tuition Assistance Committee – Nico van Rensburg (no report submitted)
              2009/2010 Committee: Robb to chair, Lukas, Mike, Sharon; new committee
                to meet Thursday, June 4, 3:30 p.m. at CHS to approve applications for 09/10



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                                                                               12/7/2010 3:06 AM
       6.8    Promotions (no report submitted)
               2009/2010 Committee: Brent to chair, Norm, Carmen
               Work will proceed over the summer for fall campaigning

       6.9    Facility Improvement/Development – Terry Browett (report under 6.5)

7. Old Business
       7.1     Reconsider the vote and put on the minutes the motion to exclude Brent
               Campbell from voting on the new principal – Brent
Motion to be reconsidered: “NICO MOVED TO ALLOW BRENT CAMPBELL TO DISCUSS
NEW PRINCIPAL MATTERS BUT NOT VOTE. LUKAS SECONDED. 4 IN FAVOUR. 1
OPPOSED (TERRY BROWETT ASKED TO BE RECORDED IN OPPOSITION). CARRIED.”
(9.5, May 4)

MIKE WITHDREW THE ABOVE MOTION. LUKAS SECONDED. MOTION WITHDRAWN.

       7.2     Reconsider the vote and enter on the minutes the motion to appoint Janice
               Chapman and Carla Elliott to the board – Mike
Motion to be reconsidered: “BRENT MOVED TO APPOINT JANICE CHAPMAN AND CARLA
ELLIOTT TO THE BOARD FOR A TERM OF ONE YEAR. TERRY SECONDED. ALL IN
FAVOUR. CARRIED.” (9.1, May 4)

LUKAS MOVED TO GO INTO CAMERA. NICO SECONDED. ALL IN FAVOUR.. CARRIED.

9:20 p.m. In Camera
MOTION TO GO OUT OF CAMERA. ALL IN FAVOUR. CARRIED.
9:45 p.m. Out of Camera

BRENT AMENDED THE PREVIOUS MOTION TO STATE: BRENT MOVED TO NOMINATE
JANICE CHAPMAN TO THE BOARD. TERRY SECONDED. 3 IN FAVOUR. 4 OPPOSED.
MOTION DEFEATED.

ROBB MOVED TO VOTE ON NEW CANDIDATES AT TONIGHT’S MEETING. LUKAS
SECONDED. 4 IN FAVOUR. 3 OPPOSED. CARRIED.

NICO MOVED TO CAST LOTS FOR TWO NAMES. NORM SECONDED. 5 IN FAVOUR. 2
AGAINST. CARRIED.

Carla Elliott and Larry VanBeek have been appointed to the board for a one-year term.

       7.3    Healthy Schools Policy – Martha – tabled until September meeting Old
              Business

       7.4    Budget for the 2009/2010 School Year – Sharon - tabled until September
              meeting Old Business; will forward draft budget to board members over the
              summer

       7.5    Roof & Floor Renovation – Terry

      7.6   New Student Application – Martha
RENA MOVED TO ACCEPT JUSTIN BESHAY AS A NEW KINDERGARTEN STUDENT IN
FALL OF 2009. NICO SECONDED. ALL IN FAVOUR. CARRIED.



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                                                                                12/7/2010 3:06 AM
8. New Business
     8.1    Board appointments
             Norm distributed copies of the “Board Handbook” for objectives, guidelines,
               etc.

       8.2    Committee Appointments – some done tonight; remaining to be chosen in
              September.

     8.3   Signing Officers
TERRY MOVED THAT MICHAEL SITKO (CHAIRPERSON), ROB REIMER (TREASURER),
MARTHA PLETT (PRINCIPAL) AND SHARON BIEHN (ACCOUNTANT) HAVE SIGNING
AUTHORITY ON CHS ACCOUNTS AT CROCUS CREDIT UNION FOR THE 2009/2010
SCHOOL YEAR. NICO SECONDED. ALL IN FAVOUR. CARRIED.

       8.4    Years of Service Recognition – none at this time

       8.5Staff/Volunteer Insurance Policy – Sharon – Criminal Record, Chld Abuse
          Registry checks are required for all EAs, staff, and volunteers
NORM MOVED TO REFER THIS TO THE EAC FOR THE FALL OF 2009. TERRY
SECONDED. ALL IN FAVOUR. CARRIED.

      8.6   Recording Secretary – Norm
ROBB MOVED TO AMEND THE ADMIN ASSISTANT’S JOB DESCRIPTION, TO BE
TEMPORARILY RELEASED FROM BOARD RECORDING SECRETARY DUTIES, ON A
TRIAL BASIS UNTIL DECEMBER 1, 2009. KIM SECONDED. ALL IN FAVOUR. CARRIED.

       8.7  Comptroller – Norm – suggestion to move the budget and financial discussions
            to the beginning of the meeting
NORM MOVED TO NOT COMPEL THE COMPTROLLER TO ATTEND BOARD MEETINGS,
ON A TRIAL BASIS UNTIL DECEMBER 1, 2009. NICO SECONDED. ALL IN FAVOUR.
CARRIED.

       8.8    Principal Search Committee – ad hoc committee is now dissolved; Martha will
              consider her future intentions and another committee will struck when required.

       8.9    Current Bylaws – Brent
               Several different copies of the bylaws are being circulated right now (i.e. 2001
                 and 2004 versions)
               The bylaws should be looked at and revised over the summer so accurate
                 copies can be put out for society members and board members.
               Tabled until September meeting Old Business

     8.10 Appointment of Auditor – Brent
ROBB MOVED TO APPOINT BDO AS THE AUDITOR FOR CHS FOR THE 2009/2010
SCHOOL YEAR. BRENT SECONDED. ALL IN FAVOUR. CARRIED.

NORM MOVED AT 11:58 P.M. TO ADJOURN THE MEETING. TERRY SECONDED. ALL IN
FAVOUR. MEETING ADJOURNED.




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