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School Board Minutes

General Session Minutes 4/23/2012

ACS Board Meeting Minutes

April 23, 2012 6:30 pm

Board Present: Jennifer Boatright, Michal Herrington, Carlos Leon, Adam Cormican, Jon Church, Sal Aquino

Interested Parties: Debbie Church, Gaye Hiller, Cindy Rieckhoff, Terry Wassam, Jacinda Wassam, Thom Crosier, Paula Crosier, Kim Mabry, Scott Young, Pam Young

Opening: 45 min

·       Open in prayer:          Carlos Leon

·       Welcome to Sal Aquino, new board member 

·       Secretary’s Report:     Michal Herrington

Minutes from March 26, 2012 - Changes were made to correct one fact regarding the IRS issue (based on input from Carlos Leon via e-mail) and spelling of names prior to tonight’s meeting.

o   Motion to approve minutes with changes

§  Jon Church

§  Second:  Carlos Leon

§  Approved

·       Treasurer’s Report:    Jon Church

o   Question regarding $9,000 expenditure in Mission Trip line item; amount spent for transportation costs already paid; Lisa Cloud (per JC) expects another $1,000 or so; additional fundraiser on 04/22/12 raised approximately $600

o   Question regarding milk

DC/We have tried a new system this year but providing milk for students remains a headache for administration.  Gay Otten communicates weekly with this company to work out the problems.

PC/Why don’t we just eliminate milk?

JB/Administration needs to send an e-mail to all parents asking for their input regarding eliminating the milk program.  No response will be interpreted as a vote for elimination.

o   Motion to approve report

§  Adam Cormican

§  Second: Michal Herrington

§  Approved

·       Principal’s Report:      Debbie Church

o   Teachers

-        Leaving:  Pam Breid, Melissa Bussey, Debbie Cormican, Kristin DeGraffenreid, Gina Kjar, Darla Lansing, Fran Merkh, Andrea Self 

-        Hired:  Jamie Patton, Mindy Rehmer, Dale Tankersley

-        Possibilities:  Brian Sadler, Leyana Anderson

-        Applications withdrawn:  Greg Judy, Stephanie Bowman, Victoria Hill

o   Students

At present – 66 for 2012-13

Undecided – Greer family

Applicants – 3 students, 4 more if possible teachers apply

(Two interviews set for May 7th )

o   Midwest Christian School Academic & Fine Arts Competition

-        Friday, April 13, 18 students competed:  Courtney Schutte, Garaleigh Noland, Kirstin Bergman, Katie Rieckhoff, Jacqui Sims, Allison Cormican, Erin Cloud, Emalea Rieckhoff, Hannah Boatright, Sevannaugh Aquino, Caroline Kelly, Mikala Walton, Katelynn Rogers, Brady Herrington, Leighah Aquino, Natalie Church, Taylor Mabry, Zach Shull

-        Results unknown at this time

o   ITBS testing went well

o   Prom – huge success

o   High School Planning Night – great success; all families but one represented

o   Upcoming Dates:

Seniors’ last day – Wednesday, May 2nd

Graduation – Saturday, May 5th at 2 pm

Kindergarten Graduation – Tuesday, May 8th at 6:30 pm

(K-4th students will perform skits)

Last day of school – half day, Friday, May 11th

JB/Maplewood work day is day of graduation; administration needs to check with deacons to make sure their plans do not interfere with graduation.

Regarding clean-up day: KM/Would it be possible to combine this day with the book return day so parents can have one less day to miss work or make a trip?

DC/We have thought of combining clean-up with the last day of school.  James Robinson, Maplewood’s maintenance man, does such a good job that there is very little for students to do other than cleaning up the classrooms.

  • Athletic Report:  Cindy Rieckhoff

o   See report for detail

o   Account balance:  $5,268.73; program is projected to end year in the black

o   Winter season sports surveys sent; only one family returned survey

o   New Athletic Policy Manual nearing completion; will be in place for 2012-13

o   Girls’ soccer season going well; undefeated so far

o   Schedule for all sports for 2012-13 still in works; trying to complete by end of current year

o   Junior high classes lack numbers to field any teams for 2012-13; talking with Principal John Nail at St. Paul Lutheran School regarding their interest in joining with ACS to field a team or teams.

MH/When presenting financial information, a summary of income and expenses would be beneficial for reporting to the board; a summary similar to Family Club

CR/Will provide with next quarterly report

·       Open Discussion

o   Kyocera Copier Maintenance Agreement

Renewal is currently due; summary of details prepared by Gay Otten, presented by Debbie Church.

Agreement continues to be a good arrangement for us; toner cartridges and maintenance are included for the year.  We exceeded our copy amount and will pay overage, but three maintenance service calls were covered with no additional charge.  Paying overage is cheaper than increasing the number of copies agreed to in the maintenance agreement.  The number used should decrease in correlation with a decreased student enrollment, should that happen.

We also have a reciprocal agreement with Maplewood Church regarding use of our copier in the ROC and their copier in the church office.  Payment is made accordingly should one user exceed the other.

Discussion regarding copier use: JB/Administration needs to ask teachers about their copier usage; which ones routinely copy instructor manuals, etc.; get general idea of usage.

JB/A percentage of copies are being made from copying manuals; assign this percentage to the book fee account

·       Old Business

o   IRS:

-        JB/Jim Kjar has everything he needs in order to comply, will let us know if anything else arises.

-        CL/Waiting on documentation from Jim so he can send it to his brother for review.

-        Question regarding our time not in compliance; re-instatement will be retroactive for years not covered

·       New Business

o   Family contact issues – none

Need to add Pam Young to contact list.

o   Calendar concerns:

JB/Last Executive Session meeting DC brought up question regarding the number of basketball games and tournaments that were being added to the school calendar.  The issue of setting parameters on sports programs was discussed.  The main issue was recognizing the time required of families to be involved in a sports progam in general.  The following directive was issued by the Board at that time:

The Board’s directive is to keep Academics as the primary focus of ACS.  By putting parameters on the sporting programs, we are seeking to ensure that Academics remain our priority.  Therefore, we are stating that each sport season is limited to two out-of-town tournaments, in addition to one school day missed per season for tournaments, and no more than four events per week.

The Athletic Committee was given this directive to include in the upcoming policy manual, soon to be completed.   The Athletic Committee expressed concern during their meeting that the directive was issued without Athletic Committee input.

CR/She presented a multi-page document which was (1) a complaint regarding the Board’s directive and (2) a justification for not placing limits on sports programs, and (3) a verbatim transcript of an e-mail conversation between herself and Board member, Adam Cormican.  [Secretary’s Note: Board members were not given time to read this document prior to the meeting.]

PY/The Board should be careful when using Executive Session for items that should be discussed in General Session.

DC/Clarified that she did not mean to exclude anyone; she asked a question as a calendar issue only

JB/Read from Robert’s Rules of Order regarding the guidelines for Executive Sessions.

By the board and for the board, executive sessions enable the board to manage itself. They create an appropriate forum for board members to talk openly about topics that warrant special treatment. In effect, executive sessions are a kind of special meeting-within-a-meeting. Executive sessions may take place before, in the middle, or at the end of a regular board meeting. They are, by definition, exclusive to board members, but others, such as the chief executive or professional advisors, may be invited to join for part or all of the session. The notion of a private conversation for board members may seem contrary to the ethos of transparency expected of nonprofit organizations and to the development of a constructive partnership between the chief executive and the board. However, executive sessions are an effective mechanism for boards of all organizations to deal with certain kinds of issues, provided that they are called for the right reasons and handled appropriately. 

PC/Said that Executive Session looks underhanded; doesn’t allow for full trust, especially since the Board isn’t elected.

JB/Has no qualms with discussing issue again.  There is nothing underhanded here.

Primary concern:  Number of tournaments; extending basketball to end of March

CR/Awards program can be moved.

DC/Three scheduled tournaments at this time is the problem.

CR/Provided additional information; tournaments do not extend number of games; 21 total

JC/Our concern was adding to the schedule; we can’t keep doing that.  Additional games mean additional time and financial commitment of families

CR/No, it means more games at once instead of multiple trips

DC/Have you asked parents about Saturday games?

JB/CR, have you asked coaches about Saturday games?  Don’t want our families maxed out.  Don’t want sports to monopolize the calendar – all school entities must be balanced

KM/Her family feels maxed out.  Her mentor family and others she has talked with feel overwhelmed.

PC/Could part of it be the various fundraisers?

JB/We must consider the overall scope of school.  Families want sports but within reason.  (1) Wasn’t this year’s schedule competitive?  Why add?  (2) Can we make parameters for each season?  Then if exception arises, you can ask for an extension.

CR/It’s harder to add at the end than at the beginning.

JB/A long calendar (season) inhibits other programs.  We need to set parameters and provide for exceptions.

PC/Will you make the same demands of other groups?

JB/If they occupy as many dates, yes.

KM/Can we have a tentative calendar?

JB/Nothing says we can’t play nationals, but the calendar needs parameters.  Drama was “reeled in.”  Look at the whole school – we have to keep everything balanced. 

If you want an extension, come to the Board.

KM/Can you tell parents up front about intention to play nationals?

CR/We did discuss that at the beginning of the year.

TW/Could we tie participation to season record?

JB/Coaches are realistic about chances in tournaments.

TC/If it’s not on the calendar, it will be impossible to add to the calendar.

JB/No; we’re discussing this early; we will work with you if you have a competitive team.  Board wants to set end of season.  If you want to go post-season, come back to the Board.  Discuss calendar completely with parents up front.  Have parameters and tell families.

CR/Keeping two tournament rule?

JB/Total number of games

CL/Concern:  students not getting involved.  They don’t come to you because the parents make the choice.

AC/They aren’t complaining, they just choose to not participate.  They’re looking ahead to high school and don’t want that level of involvement.

CL/Added stress of greater competition influences some kids to not play.

JB/The Athletic Committee needs to be sensitive to all kids.

DC/Keep winter sports awards as scheduled?

CR/We can move it up.

DC/Tournament during Christmas break?

JB/If part of 21 games – okay.  Make parents aware; parental decision.

MH/For the sake of the record:  21 games is the number of games determined to be the maximum games per season?

CR/We can add to athletic policy – maximum of 21 basketball games

·       Next meeting:             05/14/12 @ 6:30 pm

Motion to adjourn:    Sal Aquino

            Second:           Jon Church

Published Tuesday, June 26, 2012 3:12 PM by Josh Greer

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