ACS
Board Meeting Minutes
Sept 22,
2011 7:00pm
Board Members Present: Jennifer Boatright, Josh Greer, Jon Church, Jim Kjar, Michal
Herrington, Carlos Leon
Interested
Parties: Jacinda Wassam, Terry Wassam,
Sal Aquino, Cindy Rieckhoff, Debbie Church
Opening: 40 min
· Open in prayer: Michal
Herrington
· Secretary’s Report
o
Motion: to approve as presented
§
Jon
Church
§
Second:
Jim Kjar
§
Approved
· Treasurer Report: Jim Kjar
o
New
format
o
Over
budget by $626.46 this month
o
Currently
paying for a payroll service
§
Questioning
another option
·
QuickBooks
§
Jennifer
Boatright: ADP offers other services other than just cutting checks
§
Josh
Greer: Depending on how much savings would be involved, there is a value to
having an outside party to manage this due to turn over in volunteer positions.
§
Questions
on how much we currently pay the payroll service.
§
Jennifer
Boatright: Discussed how the payroll services manages the payment of taxes.
§
Jim
to investigate the costs of the current service vs. QuickBooks.
§
Motion: to approve as presented
·
Jon
Church
·
Second:
Josh Greer
·
Approved
§
Jim
Kjar: Scholarship fund
·
2
churches donating monthly
·
Jon
Church: 2 individuals have been approved for this year
·
Jon
Church: Since we have a large fund, can we redirect the funds to the debt
reduction?
o
Jim
Kjar: The 2 donations would come close to current budget shortfall.
§
Action: Josh Greer to talk to Heartland.
§
Action: Jon Church to talk to Life
Liberty.
· Principals Report: Debbie Church
o
New
program to partner up younger students with older students
o
Parent
Jobs
§
11
jobs currently open
§
Many
of the jobs can be done by anyone.
·
Some
are specialized jobs
§
Letters
sent out this week for church attendance
§
School
pictures and eye exam on October 28
§
Boater's
license course November 22
§
Defensive
driving class possibly April 4.
· STUCO Report: Lisa Cloud
o
Tabled
· Athletic Report: Cindy Rieckhoff
o
Nothing
specific to present
o
$8,270
cleared balance
o
$966
outstanding checks (officials)
o
One
outstanding bill
§
line
marking equipment
o
Next
meeting October 27 @ 6:00 PM
o
Questions
about a previously outstanding bill
§
Has
been paid
o
Discussions
on how to pay for hotel rooms
§
No
longer to be paid by the athletic committee up front
§
Parents
must pay for the rooms themselves
§
Paula
Crosier: How will this be done; namely by the players themselves
·
Jennifer
Boatright: The coach will still be the responsible adult to check the players
into their rooms
o
Discussions
on MSHSAA
§
Jim
Kjar: Talked to Trinity Lutheran about the process
§
Jim
Kjar: Discussed the possibility of dealing with worldly issues
§
Cindy
Rieckhoff: Concerned about the environment that parents from public schools
will subject our students to.
§
Michal
Herrington: How many games do we need to add?
·
Josh
Greer: We should map it out and define how far we want to drive. Find how many teams are outside of this
radius.
§
Cindy
Rieckhoff: We would need to hire MSHAA refs for these types of games
§
Jim
Kjar to investigate becoming an MSHAA affiliate.
o
Discussions
on 4 game/practice limitations per week
§
Jennifer
Boatright: It was not discussed about pre-season
§
Cindy
Rieckhoff: Teams should have 14 practices before their first game
§
Jennifer
Boatright: This would only affect volleyball because school is not in session
for their preseason
§
Jon
Church: This is why this was introduced because players should not be
overloaded during school.
§
Cindy
Rieckhoff: What about during Christmas vacation?
·
Debbie
Church: Should not be mandatory. Doesn't
like the precedent being set.
·
Cindy
Rieckhoff: Then we need to make it consistent across all sports.
·
Sal
Aquino: As a Christian school, we would hope that we would not interfere with
church youth group.
§
Paula
Crosier: Thom would like to have 4 nights and a Saturday morning.
·
Debbie
Church: No
§
Paula
Crosier: Thom is just asking for the time between volleyball and
basketball. With 2 weeks between sports,
and 1 of those weeks can not be mandatory, it doesn't leave much time to get a
team ready.
·
Jim
Kjar: dates before the season would not be as bad because players would not be
traveling to other schools.
·
Motion: Amend guideline to allow 5 day
a week of athletic activities before the first game for a maximum of three
weeks.
o
Debbie
Church: concerned that does not talk about how soon they can start (amended the
motion above).
o
Paula
Crosier: Provides some flexibility for the coaches. If they can't get to a practice one week, but
could every day the next week.
o
Jim
Kjar (motion)
o
Cindy
Rieckhoff: Could we survey the parents and ask their opinions?
o
Jennifer
Boatright: Would feel better about trying it out this year and letting the
coaches know that this is probationary.
If the issue is pushed over the line, we will address it harshly.
o
Paula
Crosier: Feels we should leave it up to
the families to decide if it is too much, they could contact the coach directly
to discuss the schedule.
o
Second:
Jon Church
o
Approved
·
Discussions
on how much we have spent on referees during tournaments.
·
Terry
Wassam: Why do we have so much money in the athletic fund?
o
Jim
Kjar: Because we have received athletic fees, but expenses will trickle out
throughout the year.
·
Josh
Greer: Did we or did we not make money on previous volleyball tournaments?
o
Jim
Kjar: "we have never made a profit at volleyball tournaments"
o
Cindy
Rieckhoff: we don't have the records to support otherwise.
o
Estimated
$700 cost for the referees at the last tournament.
Open
Discussion: 30 min
· Caterer for the fund raising
dinner: Michal Herrington
o
Read
a proposal to hire "Table of 5" (Lisa Dover)
§
Has
quoted $8.00 per person
§
Would
have to pay for servers
o
Josh
Greer : Do we have time to request corporate donations now before we make the
decision to hire a caterer.
§
Michal
Herrington: Many donations come in afterward so this would not be feasible
o
Terry
Wassam: In the past, it cost approximately $100 for pizza to feed the workers
and the baby sitters, and the kids in the child care
§
Paula
Crosier: Why are we feeding the kids in the child care?
·
Cindy
Rieckhoff: As a courtesy.
o
Motion: to approve the caterer as
presented by Michal using the cost adjustment ($8.50 per person), $2,337.50
§
Jon
Church
§
Josh
Greer: What is the alternative?
·
Michal
Herrington: There isn't one
§
Jim
Kjar: Can we clarify the final number?
·
Jennifer
Boatright: Not with the kids
·
Carlos
Leon: Can we ask for a cost break
§
Second:
Jim Kjar
§
Approved
o
Terry
Wassam: Will volunteer to take care of the meal for the servers.
§
Would
need 4 adults to take care of the little kids.
§
Will
pay for the meal for the servers
·
The
board appreciates this offer.
o
Michal
Herrington: Are we still wanting this to be a fund raiser for computers?
§
Debbie
Church: We really need the upgrade.
Teachers are planning on things that are not working.
§
Discussion
on upgrading computers
§
Josh
Greer: Recommends against upgrading computers.
We need to buy new devices with the newer software.
§
Jennifer
Boatright: Feels the corporate sponsors will donate more if they know what the
need is.
Old
Business: 40 min
· Town Hall meeting-how did it go?
o
Jon
Church: Was pleased to see the turnout
o
Jon
Church: 6 families missing
o
Jim
Kjar: Did anyone come to the latest academic committee meeting.
§
Debbie
Church: No
o
Michal
Herrington: Felt the evening was calm
o
Jennifer
Boatright: Was nice to get everyone together to discuss common issues
o
Jon
Church: Was nice to begin and end on prayer.
o
Jennifer
Boatright: Do we want to do this every year?
Possibly even just a prayer meeting.
§
Josh
Greer: Recommends against a town hall every year. Diminishes the importance if it is done every
year.
· IRS update
o
Jon
Church to contact the IRS for further information.
o
Discussions
on the need to close this issue out before the fund-raiser
o
Carlos
Leon: recommends exporting the data in the financial software to send to his
brother for the annual audit.
New
Business: 40 min
· Nothing reported
Next
meeting: October 24 @ 6:30
- Adjourn:
- Motion to adjourn
- Josh Greer
- Second: Jon Church
- Approved