Prairie Creek Board News

Board Minutes June 16, 2009

Prairie Creek Community School

Board Meeting Minutes: June 16, 2009

Public Comment

            None   

Approve Minutes

            May minutes were approved.

 Budget Report

• Monthly bills were reviewed and approved.
• Income and expense report was reviewed and approved.
• No word on lease aid yet, but Caroline should hear any day now.
• If PCCS receives the requested increase in lease aid, the board will consider giving faculty a small raise.  To be discussed later.
• Staffing discussion:  What will Caroline’s workload look like next year with the increase in staff/student body?   What kinds of things could be done to help get next year off the ground smoothly?  It seems likely that additional administrative staff may be needed as the budget permits.         

Director’s Report

• Caroline shared highlights from her goal/reflections document with the board. 
  • Expansion leadership – keeping people informed.
  • Try to get a capital campaign off the ground.
  • Board development leadership
  • Community outreach - Phoebe Gray is willing to help plan the 25^th Anniversary. 
  • Faculty retreat – focus on growth transition.
  • Planning to have monthly round table discussions to help parents understand the school philosophy.
  • Parent giving:  about 39% this year
  • Newsletters:  This was a disappointing year.  Caroline was very busy and it was difficult to keep up.  In addition, too often parents don’t seem to read/retain information that is communicated through the newsletter.
  • Intentional effort to keep part-time staff informed and engaged.
  • Caroline completed her Coaching training and is willing to provide coaching to any staff members who are interested.
  • Caroline mentored Simon
  • Caroline’s office staff was wonderful.

Capital Campaign

• Crystallizing the vision - will be a big part of the August board retreat.

Board Slate

• Acknowledgement of outgoing board members.  Ann, Julie, Molly
• Michael is willing to serve another term and will be on the slate.
• Cynthia Gilbertson will help write an emergency plan for the fall. 
• Mary Ellingboe, Michael Viola, Paul Hagar (possible treasurer), and Cynthia Gilbertson will be on the slate for joining the board.
• The slate will be sent out for voting.
• PCCS won’t need to apply for a board variance in the future because of new legislature.   Future board makeup:  1/3 parent, 1/3 teacher, 1/3 community.

Other items to come before the board

• None

Director’s Performance Review

• The board discussed input that had been received on Caroline’s review. Bo will write the review based on input received.

 

The meeting was adjourned.

Next meeting: Full day retreat - tentative date, July 31

Board Minutes April 14, 2009

Prairie Creek Community School

Board Meeting Minutes: April 14, 2009

Public Comment

            None   

Approve Minutes

• March minutes were approved.

Growth & Expansion

• Landlord update from PC Inc. (Jonathan Jaranson, Treasurer)

• From a Financial Standpoint:  All moving according to plan.  We budgeted conservatively and with full enrollment (180) we’re in good shape even if lease aid is reduced.  Vendors for snow plowing, shoveling & lawn care will be rehired. 

Capital Campaign

• Kairos Presentation/Discussion (Jeff Kjellberg)

            Nationwide organization/for profit/churches/faith based schools:  

                        Triad of Focus

                        1.  Understand people on individual level

                        2.  Connect individuals to vision/mission

                        3.  Generosity/giving yourself away is essential to wholeness

• “Resource Development” not Fundraising
• Stage One & Two:  $15,000 fee
• Discussion about why to do this/and the overall vision for the school.  Need to decide by next board meeting whether to go forward if we want to go forward.  Will establish a task force to work on this.

Treasurer’s Report

• Bills to be paid:

            Consensus was reached to pay bills as stated.

• Budget Revisions that we reviewed in February were approved.
• 09/10 Budget was approved without the 3% raises for faculty/staff. 

Director’s Report

• Hiring Decisions will be made tomorrow.
• Board approved the Lease Aid Application.
• Board approved the contract with Innovative Special Education Services for one year.  Discussed an informal offer from Northfield Special Education Services, but decided to continue with the current vendor.

 

The meeting was adjourned.

Next meeting: Tuesday, May 12, 2009 at Bethel Church

Board Minutes March 10. 2009

Prairie Creek Community School

Board Meeting Minutes - March 10, 2009

Public Comment

            None   

 

Approve Minutes

            February minutes were approved.

           

Growth & Expansion

·        Review of Owner’s Representative report.

·        The project is moving along quite well.  Construction will soon touch on areas of the existing building.  Dori will begin to pack some of the library books up in preparation.

 

Treasurer’s Report

·        The February Income Statement was reviewed and approved.

o       Ona was not able to be at the meeting to present with Ann.

o       Ann will check with Ona on property/liability insurance.

·        February bills were approved.

·        Caroline plans to have a projected budget available for review at the April meeting.

 

Director’s Report

·        The Open House on February 15^th was unbelievable. The outreach efforts have really paid off.  People are very excited about the expansion.

·        There are currently 147 applications in for the lottery:

o       Kindergarten - 59

o       1^st Grade - 20

o       2^nd Grade - 26

o       3^rd Grade - 21

o       4^th Grade - 13

o       5^th Grade – 8

·        The lottery will be done first thing on Monday morning, beginning with the older class.  Bo will attend.

·        Families will need to make their decision by March 26^th.  Preview week is April 7-10.  New families will be invited to come and spend time in the school.

·        The Auction is coming along nicely.  

·        New families will be sent two tickets to the auction as a welcome.

·        We already have $10,000 in corporate sponsors and $2000 in family gifts.

·        The board approved the opening of a savings account at Castle Rock Bank.

·        Caroline handed out a revised campaign proposal from Paul Krause. The board will revisit this topic at the next meeting.

·        Caroline has been thinking about the action steps we defined at the retreat, and would like us to get back to those ideas, which relate to….

o       Alumni

o       Parents

o       Broader Community

·        The Community Meeting has been rescheduled for Thursday, April 9.  

·        There are a group of parents who have been meeting to discuss ways in which the lunch program could be improved.  We are not required to participate in the federal program, but would have to develop our own free/reduced program if we didn’t follow the federal plan.  The group will invite vendors to come in with proposals to see what options might exist. 

 

Outreach Task Force

·        Thanks to Clarice for the letter she submitted to the Northfield News.

·        Caroline will be on KYMN tomorrow morning and will be a guest on Locally Grown tomorrow afternoon.

·        The Star Tribune covered “Northfield First” at Bridge Square on Saturday.  The Elms had a great turnout for the rally.

·        Huge thanks to Jessica Paxton for all of her help!

 

ERC Committee Update

·        Molly, David, and Nancy are on the ERC committee.  The focus of this group has been on science curriculum at Prairie Creek. They have purchased new books and have established science studios. 

·        Science Education night is coming up on March 24.  

 

Annual Fund – letter #2

·        Annual Fund marketing should focus on participation.

·        Annual Fund information should be sent out with the beginning of the year packet.

·        Topic tabled until next month.

 

Capital Campaign (revisited)

·        Will be discussed next month.        

 

Other items

·        None

 

The meeting was adjourned.

 Next meeting: Tuesday, April 14, 2009 at PCCS

 

Board Minutes February 10, 2009

Prairie Creek Community School

Board Meeting Minutes - February 10, 2009

 

 

Guests:  Scott from Larson Allen and Paul Krause from PKA

 

Public Comment

            None

 

Approve Minutes

            January minutes were approved.

           

Audit Review

·        Review of PCCS Audit report with Scott, from Larson Allen.  PCCS received the highest opinion possible. 

·        Scott will verify whether or not Community Service funds can be used for scholarship and parent education speakers.

·        The government is talking about increasing the holdback required, possibly from 10% to 20%, so schools will need to have good cash flow to operate.

·        Colleen is now reconciling bank statements, which increases the strength of our system of checks and balances.  The board treasurer also plays an important role in maintaining PCCS finances.  The finance committee of the board should provide support to the bookkeeper.

·        The budget looks good.  Scott recommends that the board review budget versus actual on a quarterly basis.  Scott offered to help Ona put a mid-year report together.

·        Food service comes out near even.  This is the way it should be.

·        The thing we should be most concerned about is funding levels from the government.  Lease aid may be reduced, but this won’t be known until summer.

·        It is likely that the government will require more training for school board members.

·        The audit report was accepted by the board.

 

Capital Campaign Presentation

·        Paul Krause presented his capital campaign proposal to the board.  There was a period of question/answer and the topic was tabled for further discussion. 

·        Caroline will bring another consultant in for an interview.     

 

Director’s Report

·        Applications are encouraging, Admissions is very active, with lots of tours

44 kindergarten for applications for 30 spots

14 first grade applications (7 new)

30 second grade applications (7 new)

23 third grade applications (6 new)

15 fourth grade applications (7 new)

5   fifth grade applications (3 new)

 

We may lose some children to the STEM school.

There is an elementary school closing in Lakeville.

On Monday, Feb 16 the teachers and Caroline will call all applications.

·        Wolf Ridge was great.

·        Michelle took 3 kids to the Capital for Charter School Day.

·        The board approved the special education policies.

·        Caroline will be going to Ireland Feb 19 – March 3.           

 

Outreach Task Force

·        The February 9 meeting went very well.

·        Jessica Paxton is willing to provide quite a bit of assistance.

 

 

The meeting was adjourned.

 

Next meeting: Tuesday, March 10, 2009 at PCCS

Board Minutes January 20, 2009

Prairie Creek Community School

Board Meeting Minutes - January 20, 2009

Guests:  Randy Lutz

 

Public Comment

            None

 

Approve Minutes

            Minutes from December were approved.

           

Budget and Annual Fund Update

·        Ona will be attending board meetings to report on finances.

·        We discussed offering more convenient methods of giving (e.g. monthly credit card payment, EFT, etc) to make it easier for families. 

·        We need to communicate more with the community about fundraising.  Short-term plan:

o       Bo will put together a fundraising postcard for the board to review at the February meeting.

o       Caroline will develop a second postcard

o       Dean will design a third fundraising postcard

o       Ann will design something for the fall packet

·        Ann Etter will get quotes from a couple of auditing firms.

·        Paul Krause contacted Caroline and offered to have a discussion about helping with a capital campaign.

·        A revised budget will be available for review in February.

·        List of checks written was reviewed.

·        Ona and Ann presented, and the board approved, a preliminary 3 year budget projection.

 

 

 

Growth and Expansion:

·        Footings and foundation walls are in, wall construction will begin soon.

·        Randy reported that the construction schedule has been seriously condensed and that the next 6 months will be challenging.

·        The board approved the lowest bid from Procon for phase 2 of the grant work, provided we find them to be responsive and responsible.

           

 

Director’s Report

·        Dan Kallman will write a song for the PCCS 25^th Anniversary.

·        The Community Coffee / Grandparents Day went very well.

·        The Roman event was wonderful.

·        Perrin is back!  She is working with the kids on an integrated unit about the Rain Forest.  The culminating event will be presented on January 30.

·        Molly leaves for Costa Rica in early February.  Jeanne will cover for Molly.  Jamie will cover for Jeanne.

·        Re-enrollment forms will be coming out soon.

                                                                                            

 

Outreach Task Force

·        Caroline will put together a calendar of outreach actions that need to happen each month and will get that out to the board.

·        Bo and Dean will meet on February 2 to discuss plans for outreach.

·        Tentative date for the Spring Community Meeting: March 5

 

 

The meeting was adjourned.

 

Next meeting: Tuesday, February 10, 2009 at PCCS

Board Minutes December 9, 2008

Prairie Creek Community School

Board Meeting Minutes - December 9, 2008

Guests:  Randy Lutz, Jonathan Jaranson, Blake Abdella, Norm Chaffee

 

Minutes from October were approved.

 

Growth and Expansion:

 

Draft Lease

Draft Lease for 2009 (attached) was presented by Blake Abdella.

Cash Flow Statement attached.

Closing on loan scheduled for December 16^th.

 

There was consensus on a proposal to approve the draft form of the lease to be effective July 1^st, 2009 and give authorization for Bo and Caroline to negotiate any further modifications to the lease.

 

Ann Etter abstained from the vote.

 

Progress Report from Randy Lutz

Dilley Land closed.  Property was not graded and seeded.

Septic field relocated and operating in new environs.

Site work has commenced.

Work on new parking lot.

Excavation work/fill used from Dilley land.

Footing forms have been placed and concrete was poured.

CUP was granted.

Coming up:  Footings and Foundations.  Underground piping/groundwork.

PC Inc. has a contract with Professional Contractors GMP (Guaranteed Maximum Price) based on incomplete drawings.  Final drawings to be printed this week.

State Plan Review pending final documents.

Anyone who has a potential encounter with Friedges will get a letter from the Carpenter’s Union.  This would be a ProCon issue.

Grant Phase II documents to be completed by January for bidding the third week of January.

Gym size was downsized 900 sq. feet, also some corridors.

We won’t have any asphalt paving.

Participation from PCCS might be required for some clearing of property on the Dilley land.

Substantial completion moved from June 1 to June 30^th.  Final completion is hoped for on July 30^th.

 

Director’s Report

The State Budget is in bad shape, so there is uncertainty about what possible cuts there might be to education.  Caroline has been in touch with MACS and with contacts at the Education department to keep close to the pulse of the situation.  Caroline plans to put application for lease aid in early this year (February.) 

 

The Department of Education is scheduled to audit us in the area of Special Education, but is very far behind.  Caroline received a letter, scoring us in various areas.

We received 100% in every area and received a commendation from the state. 

 

Treasurer’s Report

Is deferred to the January meeting. 

 

Audit Report

We received a good audit.  Larson Allen will be invited to next board meeting.

 

Retreat Follow-Up

Teachers will follow up on the action items.

 

Outreach Task Force

Caroline and Bo will put a task force together; there was a suggestion to get some people from outside the Northfield area.  Dean and Molly volunteered to be part of the Task Force.

Two more Open Houses scheduled for January and February.

 

Other Business

With regard to the Issuance and Sale by the Economic Development Authority in and for the city of Northfield of its School Lease Revenue Note, Series 2008 in the approximate aggregate amount of 2.3 million dollars.

The board unanimously approved all action necessary to be taken on behalf of PCCS or such other acts as may be necessary and then further authorize on behalf of PCCS all documents reasonably necessary or further acts and things as may be determined to be necessary or advisable to complete the loan transaction including but not limited to the execution of the Loan Agreement and Lease.  Further that Bo, as Board Chair is hereby authorized and directed on behalf of PCCS, at any time and from time to time without further action, authority or direction from the Board to execute or deliver any further agreements, statements, instruments, reports or documents as may be necessary in connection with the completion of the financing project or as may be necessary or advisable, after advice of council, in connection with such financing.

The Motion received consensus.

 

 

The meeting was adjourned.

 

Next meeting:  Board training – Tuesday, January 6, 2009

Board Minutes October 9, 2008

Prairie Creek Community School

Board Meeting Minutes - October 9, 2008

 

Approve Minutes from September Meeting

• The board approved the minutes from the September 9^th meeting.

 

Director’s Report

Much of what needs to be reported will be part of the growth discussion.

• Goal setting meetings with the teachers have begun.
• A new child will be beginning school on Monday.  A kindergarten boy is leaving.
• Board Training:  Setting up with ArTech and it will be on-site.
• ERC Committee had its first meeting.  ERC has taken on Science as its topic for the year.

 

Growth and Expansion Report from PC Inc.

• Conduit Financing fell through with

  Eureka

  township.  Application for bridge financing from a non-profit assistance fund was filled out; PC Inc is looking to apply to Northfield for conduit financing through the EDA.  Met with EDA, many questions, but it looks very positive.  Their question, can the EDA do this with PC Inc. since building is not within the city limits? $2500 application fee.  Contractor is also looking to see if he can provide bridge financing or defer invoices.   PC Inc won’t have an answer on the Conduit Financing before Nov 5^th; bridge financing is necessary to be able to go forward with some work still this month.
• CUP still hasn’t been issued, conditions they asked for originally have been met but 8 additional conditions have been added. 
• Project Manager, Randy Lutz has requested a complete set of documents from the architect for

  Eureka

  township by October 23^rd as well as information about where the architect is on getting state approval.
• Need the CUP in order to get a building permit.  The CUP is the fundamental piece for the rest of the project.
• Randy suggested that SMSQ provide a response to all of the conditions in the letter received.  Caroline then sends a letter with the attached responses to the CUP revised requirements, imploring approval at the October 14^th meeting..  Building Permit request will be following.  Raise sense of urgency.
• The timing is crucial on all of this; we need to get started soon in order to meet our September 09 opening.
• PC Inc will ask the architect what we can start without a permit.
• Motion:  The board will authorize PCCS to absorb up to $100, 000 in costs associated with furnishings and technology for the project with the understanding that Prairie Creek Inc. can secure sufficient funds to allow the project to move forward.
• Bo put forth the motion and there was consensus.
• Is there anything that the board can do to help move the process along? Inundating the town board and planning commission is good.  October 14  at

  6:30 pm

  is the public hearing for the “host approval” for the conduit financing from

  Northfield

  .  Planning commission must make a recommendation that the board approve the CUP.

 

Next meeting:  November 22, 2008 – Board Faculty Retreat. 

9am-1:00pm

 Carleton Alumni House. 

Board Minutes September 9, 2008

PCCS Board Minutes

Tuesday, September 9, 2008 at PCCS

Prairie Creek Board operates by consensus.

Minutes:

• The board approved the minutes from July 2008 and the August retreat.

 
Individual Board Member Goals:

• Consider what you want to bring to the team, and e-mail to Bo before next meeting.

Director’s Report:

• Caroline shared the gifts that the faculty will give to each other over the year.
• Back to school workday (Thursday) was poorly attended. Saturday workday was well attended.
• There was good attendance for the back to school picnic and the first day of school.
•  Currently looking for a leader for the Community Council as well as room reps.
• Program: The first six weeks of school are very intentional and things are going well.
• Evaluation Plan for the year: Staff chose 2 academic goals (science and personal projects) and 2 non-academic goals (community and parent participation).

 
Growth and Expansion:

•   There have been many growth meetings withEurekaTownship and theNorthfield school board in the past month. Most township people are very supportive; one member is against the conduit financing.

• Michael reported that last night Eureka township board approved the strip of land from Northfield school district and then to us. The Dilley land purchase will be settled soon.  CUP (Conditional Use Permit) Public Hearing is on Monday 9/17.

• As soon as we have the Dilley land and the Northfield District land, we will be able to move forward with financing.  Finance figures have been predicated on 170 students, not 180, so they are conservative.

• Currently the project is stalled due to the construction costs, which came out $700,000 higher than anticipated. The project team and SMSQ are working to identify ways to reduce costs by enough to be able to move forward. The gym (performasium) will be reduced in size (it will seat 360 people instead of 450) to help bring the project closer to budget. Once all reductions have been made, we will need to get detailed drawings to ProCon (the chosen contractor).   
• Development: We will probably have a capital campaign tied in with the 25^th Anniversary of the school.  Caroline will be in contact with parents who work in the development field for help/advice.

 Other Items:

• Molly will put out a growth update weekly on the blog. The link will be used in classroom email.  Parents will be encouraged to bookmark the link.   
• All school e-mail: Colleen is working on getting email addresses from all parents.

 
Next meeting:   Tuesday, October 14, 2008 at The Archer House.

Board Minutes August 26, 2008

PCCS Board Retreat Minutes

August 26, 2008

 

Prairie Creek Board operates by consensus

General Business:

• Board meetings for the 2009 school year will be on the second Tuesday of each month from 7-9pm, alternating between the Archer House and PCCS.
• We, as a board need to do a better job of publishing agendas and minutes for board meetings.  All regular meetings are open to the community.
• Faculty/board retreat date: November 22.  This retreat is typically held from 8 to noon.

Board Goals for 2009:

• Do a better job of making meeting agendas and minutes available to the community.
• 100% board member giving
• All board members attend a training on board membership/governance
• The building expansion project should be nearly complete.
• Work to attract additional students to get enrollment to desired capacity as soon as possible.
• Maintain the learning environment during the expansion project.
• Develop strategies for maintaining PCCS community/culture after expanding.
• Develop a policy regarding sabbaticals.

Board Officers/Committee Leads:

• Chair – Bo Aylin
• Vice-chair – David Lefkowitz
• Secretary – Julie Anderson
• Finance – Ann Etter
• Outreach – Dean Paxton
• Policy – Michael Viola
• ERC – David, Molly, Nancy
• Nominations – Clarice Grabau

 

Next meeting:   Tuesday, September 9 at 7pm– Prairie Creek

Board Minutes July 8, 2008

PCCS Board Minutes

Tuesday, July 8, 2008 at The Archer House

 

Prairie Creek Board operates by consensus

Minutes:

• The board approved the June 2008 minutes.

Executive Director’s Report:

• Caroline will put updates on the growth project in the newsletter that will go out with class lists soon.  Caroline will ask that parents send email address updates to Clarice.

Teacher vacancies/hiring update:

• Caroline has advertised the 4^th – 5^th grade teacher vacancy and has received more than 10 resumes so far.  Four candidates will be interviewed on July 9.  Bill North and Tammy Prichard will be parent participants on the search committee.

Growth & Expansion:

• SMSQ has decreased the landscaping budget by more than $100,000.  Expansion plans will be revised to recoup some of the landscaping budget.  Build outs for the 2-3 classrooms and the gymnasium will be eliminated from the plan and coat cubbies will be revised to help free up dollars for landscaping.
• Land acquisition:   Michael will talk to Patrick Kelly tomorrow (July 9) regarding the Dilley land purchase.  The Northfield School District land will be given to Eureka Township , and who will then give it to PC, Inc.
• Financing Update:  Bruce and Norm will be going to the Eureka township board meeting on Monday night to see if the township might “sponsor” the funding of the growth project.   The advantage: tax-exemption.   The risk: interest rate reset.

• Remodeling grant:
  • Letters will be sent to contractors as soon as final drawings are available.  The work that will be covered under this grant includes transforming the P/E closet into sensory space, putting up the glass wall between the gym and the stage, and doing some acoustical and update work in some of the classrooms.
  • The septic drain field has to be moved this summer.  Details of this portion of the project have not been worked out yet.  Caroline will talk to Randy about this right away.

Board Housekeeping:

• The board variance proposal was accepted. 
• PCCS Board meetings will be held on the second Tuesday of the month, alternating between PCCS and The Archer House.  The board will continue to meet throughout the summer of 2008, due to the expansion project.
• Board composition was discussed for the benefit of new board members.
• Board transition:  The PC, Inc board has turned over.  The new board consists of Chris Sawyer, Susan Huehn, Tom Gill, Lee Dilley, and Jonathan Jaranson.
• Board materials – Bo will make sure that new board members receive the board packet, which includes bylaws, information on being a board member, etc.

 

Other:

• Caroline is looking into the cost of bringing a MACS trainer to the PCCS Board. 
• Retreat date:  Tentatively set for August 26,  4-7pm at Bo and Mari Aylin’s house.
  • We will discuss board officer positions at the retreat.
• Caroline requested approval from the board for purchasing gift certificates to give to Blake and Ron for their service on the PC, Inc. board.  
  Next meeting:   Tuesday, August 26 Retreat at Bo Aylin’s.