ACS
Board Meeting Minutes
Dec 12,
2011 6:30 pm
Board
Present: Jennifer Boatright, Michal Herrington, Josh Greer, Jon Church, Carlos
Leon
Interested
Parties: Debbie Church, Cindy Rieckhoff,
Kathryn Porter, Sal Aquino, Gaye Hiller, Jacinda Wassam, Malinda Nevils, Paula
Crosier
Opening: 45 min
· Open in prayer: Michal Herrington
· Secretary’s Report: Josh Greer
o
Grammatical
Changes
o
Motion to approve
§
Jon
Church
§
Second:
Michael Herrington
§
Approved
· Treasurer Report
o
Credit
Card - Unknown charge (Discussed last meeting)
§
Tabled
to next month's meeting
o
Profit
and loss sheets discussed
§
Questions
about computer fund
§
Scholarship
fund. Up to date?
·
Jennifer
Boatright: Have payments been taken out?
o
Jon
Church: Probably not
§
Bounced
check discussed
·
Corrected
and cleared
·
Jon
Church: We get charged a fee but pass on to the check holder
§
Jennifer
Boatright: Are we current on tuition?
·
Jon
Church: Unknown at this time.
§
Debbie
Church: Laptops are in the process of being ordered.
·
Came
with a free digital camera with each laptop
o
Thought
about signing out cameras to students and staff for school use.
o
Possibly
donate for a raffle
·
Came
with free software
·
6
laptops being ordered.
o
Michal
Herrington: Questions about salaries
§
Over
100% of budget
·
Jon
Church to discuss with Jim Kjar
·
Jennifer
Boatright: Nothing budgeted for administrative assistants.
o
Jennifer
Boatright: Questions about Thanksgiving feast.
§
Jon
Church: Donations covered the expenses of the meal.
o
Motion to approve with corrections,
pending questions to Jim
§
Carlos
Leon
§
Second:
Michal Herrington
§
Approved
· Principals Report: Deb/Gaye
o
Christmas
Program this week
o
Teacher
Observations pending
o
Calendar
- 2012-2013
§
Ending
the semester options
·
End
early(12/14) or come back late(1/7)
·
Jennifer
Boatright: How many days does leave us?
o
Debbie
Church: Will be fine on days.
·
Jennifer
Boatright: When would the kid's next break be?
o
Debbie
Church: Would need to schedule a break.
o
Debbie
Church: Easter break in March.
§
Motion to approve the Calendar
presented
·
Jon
Church
·
Second:
Carlos Leon
·
Approved
o
· Boston Report?
o
Tabled
until January
· Open Discussion: 30 min
o
Michal
Herrington: Questions about Senior skip day discussion.
o
Debbie
Church: It wasn't a conversation, rather a statement of what would happen if
the students skipped.
Old
Business: 30 min
· IRS
o
Carlos
Leon: IRS representatives are still collecting information and had not made a
decision.
o
Jon
Church: IRS called the school and talked to Jim Kjar.
§
We
say we are affiliated with Maplewood,
but under their guidelines, it is a gray area.
§
Read
how they define an affiliate:
·
Rubber
stamp
o
Covered
by a group exemption letter (To an organization, same EIN etc)
·
Operated
or controlled by the organization
·
Fact
and circumstances
o
Options
(Do not need to meet all):
§
Shares
common doctrine
§
Church
has the authority to appoint or removal one or more directors.
§
Corporate
name must be related to the primary
§
Reports
financially at least annually to the church
§
Affirmed
by the church
·
Jennifer
Boatright: The school is a missionary of the church, that they
"prayerfully" support.
§
If
entity dissolved, assets would be distributed to the church.
o
We
must make an appeal for them to look at this.
o
Recommends
we start filing a 990EZ
§
Jim
Kjar has volunteered to do this.
§
This
would keep us from being red flagged in the future.
§
We
filed previously in 1998
·
Carlos
Leon: We do not think this actually happened.
o
Action:
§
Jim
Kjar will appeal based on the previous criteria to avoid paying the $800+ fee.
§
Will
file the 990EZ for this year.
o
Jennifer
Boatright: This process was originally started over 20 years ago and not for
profit laws have changed dramatically.
o
Melinda
Nevils: Are donations not tax deductable at this time?
§
Carlos
Leon: If it is within the State of Missouri,
yes. The federal process involved out of
state donations.
· Caterer response-Michal Herrington
o
Issue
about how the caterer acted during the fund raising dinner
§
Caterer
did not have any intentions of coming across this way.
New
Business: 45 min
· BB tournament - Thom Crosier
o
Has
been a new development with a home school group that organizes tournaments.
§
A
new tournament has been created for smaller schools.
§
Nationals
tournament
§
Parameters
·
Can
not have more than 2 players that are 16 years or older
o
Girls
team would qualify, but the boys would not.
§
Nationals
basketball tournament is much bigger than volleyball and soccer
·
Tournament
lasts all week (excluding Wednesday)
·
Games
started at around 3:00 PM
o
Would
miss partial school on Monday and Friday; no games on Wednesday
·
Games
held in Springfield
o
Tournament
contract will expire after next year and may not be a local tournament after
this.
·
We
would be able to commute each day to save hotel costs.
·
ACS
would be competitive in this tournament.
§
When:
·
19th
- 24th of March
o
Extends
into the first week of soccer
o
Spoken
to Brad
§
He
doesn't have any concerns about the 5 girls missing 2 soccer games.
§
Will
need to work out details with practice.
·
scheduling
conflicts with gym time.
§
Debbie
Church: Are any of the parents concerned about the extra work during this week?
·
Thom
Crosier: No
·
Paula
Crosier: Not asking for concessions from the school or the teachers on this
process.
§
Thom
Crosier: Would look forward to the exposure and the experience.
·
Exposure:
Some college coaches will be at this tournament to scout players.
§
Jennifer
Boatright: What's is the regional tournament for?
·
It
is the qualifier for nationals, but is not required to play at the nationals
tournament. Is used to help seed the teams.
§
Jon
Church: How many tournaments would we be playing in?
·
Thom
Crosier: 2; regional's and nations.
o
Regional's:
8th,9th,and 10th of March
o
Held
in Iowa
·
Cindy
Rieckhoff: From a parents point of view, we may not have a girls basketball
team in future years and we have the opportunity to be competitive this year.
§
Malinda
Nevils: Her daughter has learned a lot from this group. Feels that the structure of ACS allows for
families to take vacation during the school year, and this should be similar.
§
Jennifer
Boatright: When do we need to know?
·
Cindy
Rieckhoff: The sooner the better to save money on pre-registration.
·
Jennifer
Boatright: Would like to wait until more of our board members are present to
discuss the details.
o
Cindy
Rieckhoff: If we know before the 20th the better.
·
Debbie
Church: Does not want this to set the precedent. Would like to see how the girls handle this
situation.
§
Cindy
Rieckhoff: If there are some concerns that need to be addressed before a
decision is made, would like to be able to address those.
§
Jennifer
Boatright: How much will the tournament cost?
·
Cindy
Rieckhoff: $500 per team
·
Cindy
Rieckhoff: Given the planned costs of basketball this year and the income
received, basketball was thought to be over budget by $1300.
o
After
the last look at gate income, and estimating future games based on this trend,
we should be less than $1000 over budget in basketball.
o
The
money exists in the committee fund to cover the deficit.
· Family contact issues-anything we
should be aware of?
o
Paula
Crosier: Who is my contact?
§
Josh
Greer: Jim Kjar
·
Paula
Crosier: Has never been called.
§
Gaye
Hiller: How come Paula doesn't know?
·
Debbie
Church: The board members should be making contact.
·
Various
discussion on getting the word out to their contacts.
· Aaron Davis: Speaking at SFCC on
1/9/2012
Next
meeting:
1/16/2012 @ 6:30 PM
Motion to adjourn
Josh Greer
Second: Jon Church
Approved