ACS Board Meeting Minutes
April 18, 2011
Board Members Present: Jennifer Boatright, Sandy Wedemeyer, Carlos Leon, Josh Greer, Jon Church, Jim Kjar, Adam Cormican
Interested Parties: Paula Crosier, Michal Herrington, Pam Breid, Lisa Cloud, Darla Lansing, Sal Aquino, Carie Aquino, Jacinda Wassam, Debbie Church
· Opening: 45 min
o Open in prayer: Carlos Leon
o Secretary’s Report: Josh Greer
§ Minor corrections
§ Motion: to approve with minor changes
· Jon Church
· Second: Sandy Wedemeyer
· Approved
o Treasurer Report: Jon Church
§ Milk costs are going up
· Currently losing money
· Carie Aquino: The kids are saying the milk is bad, but are told that there isn’t anything that can be done.
· Michal Herrington: It has been a struggle all year.
· Jennifer Boatright: We need to get tougher with the milk company.
· Darla Lansing: Has been a problem for years
· Sal Aquino: Who is supplying it?
o Heimsoth in Cole Camp
· Jennifer Boatright: Possible parent job to supply milk, or manage
§ Drama
· Brought in $1200 for the last event
o Covered expenses
§ Budget Committee
· Budget not complete yet
· Need to discuss salaries further
· Paid more this year than last year
· Based on 98 student last year, and only had 91 students
· Paid teacher more for more things
· 200-300 hours more teacher hours per month than last year.
o Our budget will not sustain this going forward
o Would rather not take hours of pay from the teachers since we are now starting to pay the teachers for their actual hours.
o Discussions on raising tuition
o Carie Aquino: Concerned that people have already committed to next year before the discussion of raising tuition.
o Jon Church: There is a scholarship fund that could help some, if this a hardship
o Jim Kjar: How much are we short a month
§ Jon Church: unknown at this time
o Jim Kjar: How far over budget are we?
§ Jon Church: $6500
· Will make some of that up in fund raiser
· Based on 89 students
o Break even at 4.5 students
o Michal Herrington: But we can’t fit the additional students
§ Paula Crosier: Is some of this being caused because we are paying multiple teachers for elective classes?
§ Jennifer Boatright: And because we are now paying teachers for the hours that they are teaching.
§ Darla Lansing: We used to combine multiple classes when they were too small.
· Michal Herrington: How do the younger kids keep up?
o Debbie Church: It’s what we have always done.
· Jim Kjar: Is there physical room
o Debbie Church: In some cases
· Darla Lansing: You flip-flop each year whether you move up or down.
§ Carie Aquino: What is the long term plan of the school; tuition, size, etc?
· Jennifer Boatright: currently size is an issue, and we have to turn people away due to certain classes that are full.
§ Jacinda Wassam: What about eliminating the service charge per family?
· Jennifer Boatright: That would actually hurt us as a whole
§ Jim Kjar: When did we get away from our combined classes?
· Jennifer Boatright: When the classes got bigger.
§ Josh Greer: what of the time we pay teachers, could we have a volunteer parent cover the time?
· Debbie Church: Feels we should cut certain things that are flexible: Cleanup, Chapel, etc.
o Various discussions on teachers getting paid for chapel when they may not attend.
o Paying teachers for chapel to encourage their attendance.
· Paula Crosier: This accounts for office staff as well.
§ Jennifer Boatright: We need to tighten up whatever we can.
· Jennifer Boatright: We can’t count on increasing students because we can’t fit them.
· Jennifer Boatright: Need to budget the office time as a salary of a set amount of hours that is not to be exceeded.
· Jennifer Boatright: Would prefer to not pay for cleanup.
· Jennifer Boatright: Possibly not pay for lunch
· Lisa Cloud: The teachers should know this is a ministry
· Paula Crosier: Possibly reduce electives options due to class size.
§ Paula Crosier: Scrip card use could help
§ Debbie Church: recommends we stop paying for cleanup.
§ Carie Aquino: asked about the scholarship program
· Is not intended to be used long term
· Intended to carry families during an emergency.
§ Jennifer Boatright: We need to be thinking 2 years out to cover the expenses.
o Graduation:
§ Sandy Wedemeyer: Shows money has been spent, but she has not spent anything for graduation.
· Various discussion on graduation expenses
o Discussed meeting minutes in August 2010
§ Costs of printing graduation invitations and bulletins.
· Discussion on how this has been done in the past
§ Costs of party after graduation; possibly not needed.
· Inviting large number of people.
§ Cost for this year budgeted is $400
· The items currently charged to the budget will be moved to books and supplies.
o Michal Herrington: How do we account for the number of students changing?
§ Josh Greer: we need contingency plans for what gets removed when we can’t afford them. All items need to be categorized. What do we have to have, and what can be eliminated when we can’t afford them.
§ Paula: Can the administration get the budget committee figures for teacher salaries, hours of work, and families we anticipate having next year.
o Principals Report: Michal/Deb
§ Losing the Michael family
§ Losing the Drenon family
· Will keep class size at 10
· Need to reiterate to the Drenon’s that a later return may not be an option due to class size.
§ Family interviews currently active
§ Teacher Openings
· K Teacher all day
· 1st grade morning teacher
· Mrs. Robbins
· Mrs. Harshner
· Need confirmation from Mrs. Wester
§ Estimated student count: 89 students
§ High school will be gone on the last Friday due to a trip
· If the students do not attend a mission trip, they need to come to the school and help with the field day.
§ Last day will be a field day; K-8
§ Jennifer Boatright: We need to be in prayer for filling teachers.
o Student Council Quarterly: Lisa Cloud
§ No talent show due to calendar conflicts and lack of interest
§ Open door mission in progress; better communication is taking place
· Perhaps there is not a long term need.
o Lack of work
§ Change in service hours
· Changed to 4 hours per quarter during the school year
§ Looking in to several mission opportunities
§ Meals on Wheels
· Meet on the Main street location at 10:30 AM
· Get containers ready
· 6 drivers and 6 helpers needed
· Follow route via map
§ Planning mission trip to Costa Rica in May of 2012 (May 12-19)
§ $1000 donated to the Turner family in Costa Rica.
§ Paula Crosier: Asked about summer service work.
· Lisa Cloud: School year only.
o Boston Quarterly: Jennifer Boatright
§ May fly depending on costs
§ Tickets reserved until June
§ Fund raisers active
· Have raised nearly $10,000
§ Paid $1000 for tickets already
§ Jacinda: Asked about possible work around a construction site.
§ How much more is needed.?
· We currently have enough to get there.
· Funds are needed for activities, room, and food.
§ Jennifer Boatright: Andrea Self has been very helpful.
§ Sal Aquino: Golden Corral fund raiser is for tips only.
· Open Discussion: 30 min
o Nothing to report
· Old Business: 25 min
o Maintenance Agreement: Josh/Adam
§ see emails
§ Josh: Based on the potential risk, recommend the agreement
§ Motion: Move to pay the agreement based on the recommendation
· Jim Kjar
· Second: Jon Church
· Various discuss on how the money will be paid (what account)
· Approved
§ Adam Cormican: Concerned about the number of copies.
· Yearly copies were running 30,000 in the past
· Student numbers have not changed significantly.
· Action Josh Greer: find out the history of the print counts throughout the year.
· Action Jon Church: Contact Gay and find out the total amount and get it paid.
o Spiritual state of students: Michal/Deb
§ Discussions in the past about assessing the spiritual state of the students
§ Pam Young told the administrators this needed to be done prior to stepping down from administration.
§ Adam Cormican: We had discussed in the past about the students “redoing” their personal testimony.
§ Michal Herrington: If this is something they should be doing, they are not
§ Sandy Wedemeyer: We have talked about doing it, we have done it in the past, and it involves a lot of time.
· Jennifer Boatright: The individual testimonies of students 7th grade and above.
· Sandy Wedemeyer: We started that and could not get it all in.
· Carlos Leon: Is the purpose of this to assess the students personal growth?
· Sandy Wedemeyer: When we interview, it is a requirement for a student 7th grade and above to have a personal testimony.
· Sal Aquino: why should we allow it in writing, it should be proclaimed
· Jon Church: Recommends a class project that students write their personal testimony.
o Darla Lansing: It is also a good lesson to speak it to others. It requires them to think about how God has worked in their life.
· New Business: 25 min
o Budget report: Jon/Paula
§ Report next month
· Next meeting:
o 5/17/2011 @ 6:30
· Adjourn:
Motion to adjourn
Josh Greer
Second: Sandy Wedemeyer
Approved
· (Meeting Reference): Emails regarding copy machine:
(Josh Greer)
I've been collecting information from Clayton (Mo Typewriter service tech.), Leslie (Mo Typewriter office manager) and Gay Otten regarding the copier and a maintenance agreement. My intent wasn't to come to any conclusions, but rather to collect data to make a decision about going forward. Here is what I have put together:
1.) The device is a Kyocera KM-2550 which we purchased used on 4/21/2009.
2.) We paid $1400 for the device. Replacement value for a similar used device would be about the same.
3.) The cost of the agreement is $0.0115 per copy. We have used 62,811 copies since last year, for a total of $722.33 (or $60.19 a month, or $90.29 school months)
4.) The service agreement covers the cost of toner. We use 3-4 each year and they would charge $95 each ($285-$380).
5.) Similar toner could be found online from $40-$80 (waiting to hear back from Mo Typewriter on what the cost of the agreement would be without toner).
6.) Based on the type of work they have done on the printer during the time we purchased it, it is estimated that it would have cost us $1378.63 for repair without an agreement (or $689.32 a year)
7.) Service calls without an agreement cost $85.
8.) A required maintenance (drums, developers, etc.) occurs at 150,000 copies. This would cost $700.00 plus labor, without an agreement.
9.) There was some discussion that the price per print is different this year than last year. This is because they undercharged us last year due to an error on their end. This year they are using the correct figure of $0.0115, vs. the $0.01 they charged us last year.
10.) I have found from more than one resource (including Mo Typewriter) that devices covered under an agreement last twice as long as devices without. This is because devices are pushed beyond their specifications due to users trying to save money on maintenance costs.
11.) Mo Typewriter believes this device has "several" years of service left in it before it would require replacement. I don't know what their idea of several years is , but I suspect that it will last us at least 4-6 more years; depending on usage.
Based on the data found, I have categorized the estimated annual costs to operate without an agreement in three "probability of disaster" categories:
A.) Low = $571 (3 Toner @ $50, 1 required service call for 42% cost of required maintenance; item 8 above)
B.) Normal = $839 (our existing estimated repair costs, 3 toner @ $50)
C.) High = $1578 (double our existing estimated repair costs, 4 toner @ $50)
One final note: The longer we own the device, the more likely it will experience problems. Basing future costs on our existing costs is most likely inaccurate.
(Adam Cormican)
I still have all the information on the copier. Here is what I have...
I have an email from Lorna stating the exact number of copies for the 07-08 school year was 30,474. As of the email (Feb 25, 2009) the school had made 22,908 copies so far and was on course to make approximately 30,000 copies that year. Gay Otten informed me that the school usually purchased two toner cartridges a year (which sound right since the yield on them is 15,000 pages).
The maintenance agreement from MO Typewriter is this...
Machine came with a 6 month warranty but I think I remember once we purchased it they sent a 9 month warranty and I didn't argue about it. After that we would be charged .0115 per page printed. This includes replacement toner cartridges that they sell for $95.00 (but can be purchased locally for $79.00 name brand or $56 generic).
The problem is if we print 69,000 pages and go through 6 toner cartridges a year it will be very expensive. It is like this...every time we print a page it costs us .0115. That gets expensive at 69,000 pages. I am not so sure why our usage has more than doubled with the new copier.
The maintenance agreement sounds pretty fair to me and I don't think we are getting ripped off. We are just copying way too much. We should continue with the maintenance agreement but should probably also start cutting back on some of the copying if we can. $790 for 69,000 pages and five or six cartridges is not a bad deal.
Adam
FYI, the copier was purchased for $1400.00.