Minutes: Prairie Creek Community School Board Meeting
Thursday, 8/19/04
Present: Dan Kelley, Laura Medwetz, John Battiste, Simon Tyler, Michelle Martin, Brett Reese, Caroline Jones, Nancy Dennis
Absent: None
Agenda attached.
2. Role of Board and Board Calendar (Dan)
1. Board Calendar
Dan presented a calendar to the board including things to do for the year. Discussion ensued about adding long range planning to the calendar and whether tying it in with contract renewal process (due to happen this year with our sponsor, the Northfield School District) makes sense or to tackle separately. Caroline and Laura will draft a contract renewal plan and present at September’s meeting. A goal is to have a comprehensive strategic plan by year-end. This may be a good board retreat topic; suggestion to get a facilitator for the meeting if funds are available.
Contract Renewal Plan: (Caroline) Intensive process, similar to accreditation.
Two Parts:
Self-Study: To include the areas of curriculum and the operations of board, faculty and parents in the school. Some information to be gathered through surveys of board, parents and faculty.
Visiting Team:
The proposed evaluation team included Former superintendent Terry Tofte and two others who will receive our self-study and then visit and prepare an evaluation of the school. Their report to be presented the School Board along with a recommendation for renewal of our contract.
2. Financial Stability
Last year was a good year. Did not need to use our Line of Credit to tide us over the summer months. (We used this in 2002-2003 due to the way the state holds back 20% of funding until the fall) MACS (Minnesota Association of Charter Schools) advice is to keep 10% cash balance in the bank ($75,000). This goal has not yet been met. This is the last year we will have Title 10 start up funds ($160,000) so we need to make certain our operating budget doesn’t rely on these funds.
3. Parental Involvement in Board Activities
We have applied for a variance from the state to change our Board composition from a majority of teachers to its traditional make up of a parent majority. Currently we have a 4 teacher to 3 parent ratio; our application is to change that to 3 teacher to 6 parent ratio. Dan is checking on the status of the request. In the meantime, we will publicize the meetings on the monthly calendar and make sure that parents are aware that they can attend the meetings. Also, may recruit some ex-officio members. In addition, Agenda will be posted 72 hours in advance of meeting on web site and at school. Board meetings will be noted on monthly calendar to go home to parents.
3. Roles of each Officer and Committee
4. Officer and Committee Assignments
Caroline gave each member a packet of information including job descriptions, organizational chart, mission, calendar, and role of board and trustees and new outreach materials.
Training may be available for trustees through MACS during Minnesota Education Week.
Addition to Chair Expectations: To be an advocate for Progressive Education.
Vice Chair: Brett
Secretary: Nancy – post approved minutes on web site and in school
Treasurer: John
Executive Committee: Nominated and Approved:
Caroline, Dan, Brett and John
Other Matters:
Role of Community Council: Can Community Council and the Board tie in closer and support one another? We should fit Community Council into our overall plan. Invite Jan to meetings. Ask specifically to next board meeting to discuss CC goals for the year.
Budget discussion about number of classroom assistants:
Currently budgeted for Diane plus 3 assistants.
We have 110 students instead of 108. Can Caroline hire 2 additional assistants – each classroom would have an assistant 4 hours daily. Cost is approximately $13,000 additional, but extra two students would give us about $10,000. Consensus is to hire two additional assistants.
- What if we lose students in the classes with 19? Board decided to replace students in the classes with 18, wait for budget update with current numbers and decide in September about the classes with 19.
5. Authorization to Borrow Funds
Need three signers for our Line of Credit if it becomes necessary to use it. These are Dan, John and Simon.
6. Goal Setting by Committee
Educational Resource: Simon/Laura Technology Subcommittee: Michelle
Will brainstorm with faculty during Workshop Week and come to September meeting with 1-2 specific goals.
Will be involved in contract renewal process.
Will recruit parents for ERC.
ERC is a Parent/Faculty Partnership:
- Faculty brings new curriculum ideas to ERC
- Project Work
- ERC is a sounding board
Policy: Nancy
- Bring Weapons Policy and Medications Policy to September meeting for board approval.
- Begin recruiting committee for Emergency Plan Policy.
- Emergency Plan Policy in place by Year End.
Finance: John
- Look at 2005/06 budget.
- Set minimum fund balance goal.
- Report in October.
Development: Brett
Would like to pursue the possibility of beginning an endowment fund.
Brett will write the annual giving letter rather than Dan.
Brett to meet with Dan/Ron to discuss previous development efforts.
Develop a plan to present an outline to board in October -
- Recruit parents.
- Tap pride in Castle Rock.
- Research grants, foundations, annual giving, endowment, estate gifts.
- Philosophy on fund raising.
Outreach: Michelle
Present plan in October.
- Communicate web page and encourage use.
- Press releases/coverage in media.
Nominations: Dan
- Form committee. (Dan, Caroline and one parent)
- Mari Aylin – Potential Development Committee member
- Leanne Noble – potential ex-officio board member.
- Variance follow up.
- Feed names to Dan, Dan also offered to make first call for recruitment if necessary or useful.
7. Wrap Up
Agenda items for September
- Contract Renewal Plan (Laura, Caroline)
- Community Council Goals (Jan Rohwer)
- Budget Review – decide whether to replace a child if attrition occurs in classes with 19
- ERC Goals
- Policies – medication/weapons