Prairie Creek Board News

Board Minutes November 5, 2011

Download PCCS 11-5-11 minutes

Board Minutes September 22, 2011

Download Meeting_Minutes_9-22-11-1

Board Minutes August 18, 2011

Download Minutes Board Meeting 8-18-11 updated

December 2010 Minutes (Corrected)

Board Meeting Minutes

Wednesday December 15, 2010, 7:00 p.m.

Location: PCCS Stage Meeting Room

 

 

	2010				2011
	Sept	Oct	Nov	Dec	Jan	Feb	Mar	Apr	May	June
Jeanné Avery	✔	✔	✔	✔
Tricia Ferrett	✔	✔		✔
Bonnie Jean Flom	✔	✔	✔
Cynthia Gilbertson	✔	✔	✔	✔
Paul Hager	✔		✔	✔
Caroline Jones	✔	✔	✔	✔
David Lefkowitz	✔	✔	✔	✔
Laura Medwetz		✔	✔	✔
Dean Paxton	✔	✔		✔
Michael Viola	✔	✔	✔	✔

 

 Also in attendance:  Marianne Moser, Community Council Chair; Keith Johnson, Chief Financial Officer.

 

November Minutes

November minutes were approved.

 

Policy Committee

• The Board approved amendments to four paragraphs of the school’s Bylaws (attached).
• The Board discussed the state statute requiring the recitation of the Pledge of Allegiance at least once a week unless a school board waives the requirement.  The teachers on the Board reported that the consensus view of the teachers is that they would like to continue PCCS’s practice of teaching the Pledge as part of the curriculum without having its recitation be required.  The waiver resolution passed with eight board members voting in favor and Michael voting against.
• By consensus, the Board adopted a resolution appointing Caroline as the responsible authority under the Minnesota Data Practices Act.
• After making one change clarifying the text of a drills policy to be added to the school’s existing Emergency Plan, the Board approved the policy by consensus.

 

Finance Committee Report

Keith reported on the financial condition of the school and presented a record of checks paid this month.  A copy of his report is attached.  He also recommended that we adopt a fund balance policy stating an objective of 25%.

 

Building and Grounds Report

• Snowplowing, snow blowing, and shoveling were very effective after the recent storm.
• Snow has been removed from the roof.
• Monitoring of the alarm system was successfully transferred from TransAlarm to Bruce Henning.

 

Education Resource Committee

The ERC has not met since the last monthly Board meeting.

 

Outreach Committee Report

• There are Open Houses planned in January and February.
• Some work has been authorized to polish up the website, using money from the Composting grant, which included support for the website. 
• There will be an effort next year to decide what sort of website the school should have.  It will be handled by the Technology Committee.

 

Development Committee

• Give to the Max Day was a great success, raising over $6000 for the school.

 

• The first meeting of the Auction Committee has been held.  The Auction as been scheduled for March 25th at the Carleton Great Hall.  The committee will be meeting again January 4th.  

 

• For next year, the goal is to get the fundraising letter done over the summer so that it can go out in September. For this year, the committee will aim to get the fundraising letter out at the end of January.

 

Director's Report

• Special Person's Day was a success.  Seated about 94 in each seating. Great effort by the parent volunteers.  The children did a wonderful job with the performance.
• Monday night Caroline attended the Eureka Township meeting and, as required, presented evidence that the school is continuing in operation. 
• Northfield School District's application for authorizer status was initially rejected, but a re-application will be submitted by Dec. 24th.  We will know in early Jan. whether it is approved.  When the legislature gets back into session, the charter school lobby MACS will push for an extension to allow schools to have additional time to get authorizers in place. The expectation is that NSD will be approved, but PCCS also has an application in with Novation.  
• Caroline asked the Board to approve the purchase or lease of another copier to address issues regarding jobs colliding at the machine.  The total usage is not expected to change, and the maintenance agreement would not increase.  The Board approved the lease if a second machine by consensus.
• Catalyst grants to teachers: Caroline proposes to change the way the catalyst grants are administered.  As before, the money would be offered to each teacher to allow her to pursue something that will enrich the teacher as a human being or as a teacher (e.g., learning a new skill).  Instead of the money being given to the teacher as taxable income, however, Caroline proposed that the school spend the money on the teacher’s behalf.  The Board approved this change in how the fund is administered
• At Caroline’s request, the Board approved adjusting the salary tier of two new teachers to put them on the track they would have been on by now if they had been hired at the usual rate.
• Summer programs are planned again for next summer.
• Caroline will be resigning at the end of this calendar year.  The school will need a new director as of July 1, 2011.  A letter will be going home to parents right before the winter break.

 

Public Comment

Public comment was permitted at the end of the meeting, and Cathy Oehmke spoke in favor of having teachers actively involved in choosing a new director.

 

Adjourn at 9:50 p.m. 

 

November 2010 Minutes

 

Board Meeting Minutes

Monday November 15, 2010, 7:00 p.m.

Location: PCCS Stage Meeting Room

 

 

	2010				2011
	Sept	Oct	Nov	Dec	Jan	Feb	Mar	Apr	May	June
Jeanné Avery	✔	✔	✔
Tricia Ferrett	✔	✔
Bonnie Jean Flom	✔	✔	✔
Cynthia Gilbertson	✔	✔	✔
Paul Hager	✔		✔
Caroline Jones	✔	✔	✔
David Lefkowitz	✔	✔	✔
Laura Medwetz		✔	✔
Dean Paxton	✔	✔
Michael Viola	✔	✔	✔

 

Also in attendance:  Marianne Moser, Community Council Chair; Keith Johnson, Chief Financial Officer.

 

October Minutes

October minutes were approved with corrections.

Finance Report

• Keith presented a financial report, a copy of which is attached.
• Board raised questions about a few items and Keith acknowledged some items that he will adjust or correct.   
• The Board reviewed checks written since July 1st.  
• Keith suggests having a fund balance policy as part of a package of financial policies.  If we want to peg it where the auditor recommends, the policy would state that we want to keep the fund balance within 20% - 25% of projected expenditures.  
• Board asked Keith to move toward tracking the payroll expenses on a summary line (instead of breaking them down into many billing codes).  This change will make the expenditures easier to compare with the budget.

Director's Report

• We completed the audit; awaiting final results.
• Empty Bowls event took place and was delightful.  Children were very well behaved.
• Caroline attended the MACS annual meeting.  Heard report on what MACS has been working on and plans to work on.  MACS is working on a strategic plan.
• Give to the Max Day is tomorrow.  Development committee has been working on a letter.  A notice went out to parents.
• Monday 11/8 was a teacher work day.  Focus was on non-fiction writing.  Great day, well planned and lead by Kathy and Naomi.
• A few paperwork deadlines were met this month.  For example, free and reduced lunch was verified and submitted.  Compliance deadline was met to certify that we meet non-discrimination requirements.
• Board training was postponed because of the weather.  There will be another opportunity on December 4th.
• Wood chips got laid down on the play ground.  The Herons started the job and then someone was hired to finish it up.
• The Department of Education talked with Caroline (and others) about the Northfield School District's performance as authorizer.  It was a good conversation, and the State will be making its decision on NSD's application within a few weeks.
• Johanna Jones has been helping in the office, but she has resigned that job and has been replaced by Teresa.
• Caroline has been working with Simon Tyler to put together a meeting on cyber-bullying.  Will be attending a similar meeting herself in the next month or so.
• Pam McDonnell requested and was granted a leave of absence scheduled to end when school reconvenes after the holiday break.  Elise, who has been helping in Pam's room, will fill in as lead teacher in Pam's absence.  Caroline will hire someone to be an assistant for Elise while Pam is gone.  The Board directed Caroline to be sure that the expectations for all parties are clearly laid out, and that the school will be in a position to keep the classroom adequately staffed.  Caroline will document the arrangement  carefully in a way that is fair to the school and all parties involved. 

Policy Committee Report

Committee has drafted a resolution naming Caroline as the school’s responsible authority for data practices requests, and a drills policy to add to the Emergency Plan.  These documents will be distributed before the next meeting and a vote on them will be on the December agenda.

The teachers reported that they have found universal support so far among the staff for continuing the school’s practice of opting out of the Pledge requirement.  The required vote on this issue will be on the December agenda.

It is possible that other policies (or the revised By-Laws) will be ready in time to be discussed next month.  

Development Committee Report

Trish was not able to attend the meeting, but Caroline reported on her behalf that she is working on the Annual Fund letter.

Education Resource Committee Report

No meeting since last Board meeting.  A discussion at the staff meeting about ERC's ideas.  Ideas for parent education nights, probably in January and February.  An environmental educator, who did professional development workshop here, is being considered.  Discussed ideas about multicultural goal idea for next year, will take an online assessment to try to get on the same page about what that would look like. 

Outreach Committee Report

The Committee had its first meeting with Caroline.  Thinking about using parent newsletters to find members for the committee.  Talked about open houses and getting contact person at Northfield News and maybe at northfield.org as a way of getting events announced to the community.  Another meeting with Caroline is planned for next week.

Other Business

Currently there is no one in place to lead the Auction efforts.  Marianne and Caroline have been working on finding the right person for this important job.  No one  who has done it before is willing to do it again, and no one new has stepped forward.  Phoebe and Caroline will do an auction kick-off party to try to find someone who will do it.  Golf course is reserved for February 26th, but that date may be too soon given the current situation.  A Carleton spot has also been reserved.  That reservation is on the Friday before Spring Break.

Bonnie Jean requested that, when possible, the agenda include a note about what the committee reports will be about.  Committee chairs are asked to get Michael some nuggets of what they are going to report on before he sends out the agenda (usually a week before the meeting).

Adjourned:  8:45 p.m.

 

 

Minutes approved 12/15/10.

 

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