Prairie Creek Board News

January 2011 Minutes

Board Meeting Minutes

Monday January 11, 2011, 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:  Keith Johnson, Chief Financial Officer.

 

Public Comment

Michelle Martin spoke to the Board on three points:

 

•   She confirmed that the Board had received and read the letter from a group of teachers urging the Board to put teachers on the search committee, and stated her view that the progressive philosophy of the new director will be crucial and that teachers are uniquely suited to evaluate it.

•   She asked that the Board meeting agendas be more detailed, explaining that it is difficult to know when to be prepared to speak on particular topics.

•   She noted the formality of the public comment time and asked for a more informal meeting on a regular basis to discuss Board and school business.

December Minutes

December minutes were approved with one correction.

Finance Report

•   Keith presented a financial report, a copy of which is attached.

•   Dennis Hoogeveen (the auditor) could not make it tonight and will come to the February meeting.

•   The Board asked Keith to look at the numbers the state has for our final budget numbers the last couple of years to check them for accuracy and help us understand them.

Executive Committee

Michael initiated a conversation about how to find Caroline's replacement.  He proposed that a Committee be formed to take charge of the search process and said that by next month's meeting he would like to have a clear sense of how, where, and when we are advertising the position.

He roughed out the timeline and explained his view that we could be offering the position to someone by April to early May so that there is time for the person to work with Caroline on the transition.

A lengthy discussion was held regarding the composition of a search committee.  Eventually the Board agreed by consensus on a search committee comprised of Bonnie Jean, Cynthia, Laura, Michael, and one faculty member to be chosen by the faculty.  Caroline agreed to work closely with the committee and expressed her commitment to making sure that the school is left in good hands when she leaves.

The committee was asked to come to the next Board meeting with a more specific, complete timeline and a complete job description.  The committee was also instructed to get training on hiring practices.

Nomination Committee

Because of the connection between the future director and future Board members, the committee will plan to present a slate of nominees for the Board at the March meeting. 

Director's Report

•   Auction set for March 25th at Carleton.

•   Caroline has been observing teachers since Jan 15th, including observing during some parent-teacher conferences.

•   The site visit team is almost entirely in place.  The following individuals have been contacted: Walter Enloe to review our academic program, Ryan Krominga to look at finances and administration, Carol Knicker to review special eduction, and Rob Hardy to lead the team and review our school governance. 

•   New copier has arrived.

•   Audit was sent to our authorizer.

•   Many Board members have completed their training.  Caroline would like to get Cindy Lavarato to come do a training for the teachers. 

•   Keith is going to do a finance training for the teachers.

•   Changes are planned for the website.  We need to add something about the composting (due to the grant), so Josie Rawson and Nichole Day-Diggins are going to be calling a meeting on this topic.  We are currently investigating whether we want to make the site more interactive and how much it would cost to do so.

•   Caroline has been working with Simon Tyler on a cyber-bullying public service announcement.  A good model cyber-bullying policy is available and Caroline will get a copy for the Board to review.

Policy Committee Report

•   The comprehensive policy review is of secondary importance to the search for a new director.  In any case, Laura Booth's office is working on the publication of policies that are geared toward charter schools and these should be available around March or April.  They may be appropriate to adopt as is, which would make a review unnecessary.

•   The committee will continue to pursue some policies currently in the works.  These include a transportation policy, an attendance policy, and a fund balance policy. 

•   A Board member raised a question about whether we have a policy about accepting gifts or a policy about how we handle input that comes in from the public at a meeting.  These ideas came from the recent training.

Building and Grounds

•   PC Inc. is looking to hire one person to get some specific things done, and also to hire a person to do handyman work regularly, on an as-needed basis, come spring.  Caroline and Dean will be interviewing someone next week.

•   An ice dam on the roof is causing a recurring leak.  An expert came and looked at the damage and we are expecting a report from him soon regarding what should be done.  He recommended that after every snow we have someone clean the roof where the ice dam forms.

•   An electrical box needs to be moved. 

Development Committee Report

Trish is the co-chair of the Auction Committee with Phoebe, with help from Erik Warren.  She will draft an Annual Fund letter with the goal of getting it out by the end of January. 

Education Resource Committee Report

This committee has not met since the last Board meeting.  It is planning a parent art event incorporating the students' nature journal work. 

Outreach Committee

Caroline will help Bonnie Jean find more people for this committee.  Open Houses are planned; the first one is the last Sunday in January.

Other Business

Bonnie Jean will be spending time at the school on Tuesday.  

Adjourned:  9:43 p.m.

 

 

Minutes approved: 3/21/2011

 

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.

 

October 2010 Minutes

 

Board Meeting Minutes

Monday October 25, 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.

September Minutes

September minutes were approved with corrections.

Finance Report

Keith reported on the school's financial situation.  A copy of his report is attached.

Director's Report

•  
  • First two school-wide events of the year--goal-setting conferences and Curriculum Night--have been completed successfully.
  • A few parents have agreed to serve on the Steering Committee to help the school with its contract renewal process.
  • Director's Roundtables have been happening but have not been as well attended this year as in past years.
  • The 2/3's "food-to-table" curriculum is coming to an end, culminating in an Empty Bowls event this Friday.  There has been a lot of activity around this curriculum.
  • The school was awarded the composting grant it applied for last year.  The 2/3s are taking a lead on getting the project started because of the tie-in with the "food-to-table" curriculum.  As part of the project, the school will begin collecting data about the waste it produces.
  • Current Programming:
    • Starlings are working on a "Building" theme; they are planning a trip to Minneapolis.
    • Doves are working on a "Communication" theme.
    • Chickadees: "How do things grow?"
    • Herons: "Ancient Greece"
    • Robins: "Water"
    • Kestrels: "History”

 

•  
  • The audit will be taking place at the end of October.   Auditors are expected to be at the school for two days.
  • Contract renewal: Caroline will be going to a meeting of the Northfield School District next month regarding contract renewal.  She is thinking about who will be on the team for a site visit in February or March.
  • Self-study:  Considering what approach to choose for the self-study the school intends to complete this year.
  • The Northfield School District submitted its application on time to renew its status as an authorizer.  NSD has expressed its commitment to continuing as our authorizer, but because there is no guarantee that the State will approve the application, we will be applying with Novation as a back-up.
  • Caroline has been observing in class rooms.
  • Caroline has been participating in a professional development group at Mankato State.  
  • Caroline attended the Midwest Conference on Child Sexual Abuse.  It was a very informative conference, and she will share what she learned with the staff.  
  • Board members who need training have been signed up and registrations are being sent in.
  • MACS Annual Meeting is in November.  Caroline will be attending and invites other Board members to attend, as well.
  • Caroline shared an email from MACS reporting on a conversation with Lieutenant Governor candidate Annette Meeks.

After the Director’s Report, the Board spent some time discussing the current state of community/parent involvement in the school, considering, for example, how to increase volunteer involvement and attendance at Curriculum Night.  No clear agreement emerged about the state of the community’s commitment or how best to increase attendance at events, but a lot of anecdotal information was shared and ideas were offered.

Policy Committee Report

A number of new policies will be considered this year.  Up first will be a vote on  amended by-laws, a vote on whether to opt out of the pledge requirement of  Minn. Stat.  121A.11, and the designation of a responsible authority for data practice inquiries.    

Top drafting priorities for the Committee are (1) an attendance policy that addresses questions about students who leave the school for an extended period, and (2) a crisis management policy that sets out the schedule of drills.  

The Committee also shared a lengthly list of additional policies on the radar for future consideration.

In preparation for future decisions, the Board will get input from the staff about the Pledge of Allegiance.  The Board is also interested in learning more about how accessible classroom’s YouTube videos are to the public. 

Building & Grounds Report

•  
  • Contract with TransAlarm expires Nov. 30th.  Bruce Henning will take over monitoring immediately; the school will experience no gap in service. 
  • Contracts for snowplowing, salting, and other winter services have been put in place. 
  • PC Inc. has hired a handyman for about ten hours per week to take care of repairs and similar jobs around the building and grounds. 
  • PC Inc. will be purchasing a 400-sq. ft. shed to put on the grounds. This will replace the small shed and also the rented storage unit by the front lot. PC Inc. will also pay for a surround to be built around the dumpsters. 

Development Committee Report

The committee will be preparing a letter to the community launching the Annual Fund campaign.  Will aim to send it out before Thanksgiving.  The Committee will meet with Caroline to get more input on the letter. 

Education Resource Committee Report

Focus on science continues with classes keeping nature journals. Starting to think about a multiculturalism focus for next year, but that is just in the early stages of consideration. 

Outreach Committee Report

The committee plans to meet with Caroline soon to get started on its work for the year. 

Adjourned:  9:15  p.m.

 

Meeting Minutes September 2010

Prairie Creek Community School

Monthly Board Meeting Minutes

 

September 14, 2010

 

Attendance

 

	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.

 

Public Comment

Susan Kesselring, a K/1 teacher at PCCS, expressed her support for a letter that seven teachers (including the speaker) sent to the Board regarding the salary freeze and the new professional development schedule.

 

Director’s Contract

By consensus, the Board approved a Director’s contract for the 2010-11 year.  Aside from the duration of the contract, the terms of the agreement did not change from last year.

 

Approve Minutes

The June minutes were approved with corrections.

 

Filling Board Vacancy

By consensus, the Board chose Jeanné Avery to fill the position on the Board left vacant by Mary Ellingboe’s resignation.

 

Additional Board Officers

By consensus, the open vice-chair position was filled by Cynthia.  Cynthia will also perform the duties of secretary, filling the spot left open by Mary’s resignation.

(The positions of Chair & Treasurer were filled at the June meeting.)

 

Committee Chair Selection

Finance Committee--Paul, Chair.

• This committee consists of Paul, Mike, Keith (ex officio), Caroline (ex officio),  and Ona (business manager).  

 

Nominations Committee--David, Chair.

• Caroline will serve on this committee, as well as two parents to be chosen from the community.
• The committee plans to consider possible changes to the process by which Board members are elected. 

 

Buildings and Grounds--Dean will continue as Chair.

 

Policy Committee--Cynthia, Chair.  

• Michael will serve on the committee. 

 

Educational Resource Committee--David will continue as Chair; Jeanné, Co-chair

• Additional teachers will be asked to serve on this committee, and Bonnie Jean will attend meetings.

 

Development Committee--Tricia, Chair.  

• Community members will be asked to join this committee.

 

Outreach Committee--Bonnie Jean, chair.

• Marianne will serve on this committee.

 

Committee chairs were asked to meet with Caroline “in the near future” to discuss plans for the committee’s work this year.

 

Treasurer’s Report

Keith reported on the school’s financial status.  A copy of his report is attachedl

 

Director’s Report

• The picnic was a good success.
• Currently planning Curriculum Night; striving for attendance by 100 families.
• The school is full at 180 students.
• Annual Report due to the state and authorizer on 9/30; office is currently working on it.
• Contract with Northfield School District is up for renewal this year; will be a significant project.  School will undergo a self-evaluation in connection with renewing the contract.
• Northfield School District is currently in the process of applying to be approved as an authorizer for future contracts.  
• As a standard practice under our charter, Caroline will reporting to the Northfield School District at its 10/25 meeting.
• Amy Haslett-Marroquin has stepped in to cover Mary’s room, with help from Elizabeth Treat.
• Good support for teachers in place:  K/1 teachers have 15 hours of support a week.  Rachel Geffers assists with 4/5.
• Special Ed is fully staffed with returning staff and with Laura Medwetz as leader. 
• Extended Day:  Natalie is now in charge.  Margaret is helping her and also covering Wednesday mornings.
• A school representative will need to attend a meeting of the Eureka township regarding our conditional use permit at some point this year.

 

Response to Teacher’s Letter

• The Board expressed to the teachers present how hard the group worked to find a solution to the problems presented by Northfield School District implementing a late start on Wednesdays.  
• The Board received clarification of the “furlough” option requested in the letter and decided that this issue should be addressed later, when teacher salaries are next considered and when more is known about the State’s financial situation.
• The Board received the message that some teachers feel they should have better access to Board meeting agendas.  They will be put on the electronic distribution list (if not already on it) and Laura and Jeanné will keep teachers informed.  

 

Schedule Change / Next Meeting

Board meetings will now be held on the third Monday of each month.  The next meeting, however, is scheduled for October 25th, 7:00 p.m. in the Stage Meeting Room.

 

Adjourned: 9:15 p.m.

 

June 2010 Minutes

PCCS Board Meeting Minutes

Tuesday, June 8, 2010

Location:  PCCS-Stage Meeting Room

7:00 PM

 

 

 

	2009				2010
2009-2010	Sept	Oct	Nov	Dec	Jan	Feb	Mar	Apr	May	June
Bo Aylin	X	X	X	X	X	X	X	X	X	X
Nancy Dennis	X	X	X	X	X	X	X	X	X	X
Mary Ellingboe	X	X	X	X	X	X	X		X	X
Clarice Grabau	X	X	X		X	X	X	X	X	X
Cynthia Gilbertson		X	X	X	X	X	X	X	X	X
Paul Hager	X	X	X	X	X		X		X	X
Caroline Jones	X	X	X	X	X	X	X	X	X	X
David Lefkowitz	X	X	X		X	X	X		X	X
Dean Paxton Michael Viola	X   X	X  X	X  X	X  X	X	X  X	X  X	X	X X	X X

 

Also in attendance:  Bonnie Jean Flom and Keith Johnson

 

Public Comment:  None            

 

May Minutes were amended and approved by consensus.

 

FINANCE COMMITTEE REPORT

 

1.  Cash flow statement was presented.  The end of the year fund balance is 18.74%.

2.  The revised 2009 – 2010 budget was approved by consensus.

The total combined revenue for the budget is $1,867,259.16 and the combined expenses are $1,849,185.62, leaving a balance of $18,073.54.

3.  The 2010- 2011 proposed budget was approved by consensus.

4.  A Three Point Finance Bundle/Proposal was approved by consensus. The proposal included:

 

 

* Board authorized 2009-2010 REAP funds to be spent on wages, supplies/materials, technology items, tech support, all which assist students meeting AYP, and it authorizes using the balance of REAP funds to support small class size in order to assist in helping children meet AYP by being better able to meet the individual needs of students.

*  Board authorizes the use of 2010-2011 REAP funds to continue reduce class

                sizes in order to assist in helping all children meet AYP by being better able to

                meet the needs of individual students.

            *  2010-2011Banking Resolutions for 2010-2011: 

•    Castle Rock Bank authorized as the Official School Depository

•    Caroline Jones, Ona Sheets or Keith Johnson authorized to sign for investments (cash equivalents only) on behalf of Prairie Creek Community School.

•    Caroline Jones, Ona Sheets, or Keith Johnson authorized to make electronic funds transfers between school and accounts (e.g. payroll)

 

5.  Caroline Jones will be the 2010-2011 LEA representative and Pam McGinnis will   be the 504 coordinator.

6.  The board approved by consensus to pay back salaries in arrears to Caroline.

7.  May Income Statements and Bills for May were approved by consensus.

 

Director’s Report

•       The K-1 Project Fairs were fantastic.  The children were able to speak well about their projects. 

•       The K-1 Starlings held a very fun carnival for preschoolers and had a class camp day on June 8^th.

•       A second Kindergarten Orientation day was held.

•       Spring Conferences were held on May 24^th and 25^th.

•       The 2/3 camping day at the Carleton Arboretum and overnight at the school was great.

•       Summer School is a go, and with 45 students presently signed up.  There are 25 students signed up for music camp.

•       The Catalyst Grant has been reinstated, and teachers can submit proposals up to $2,500 after July.

•       The Lease Aid Request was sent in on schedule.

•       Northfield Public School will continue to be our Authorizer.

•       Tim for ProCon will walk through the building soon to see what repairs need to done.  The building is still under warranty.

•        The Special Education review by MDE went very well.

•       Caroline is meeting with Keith regularly and thanked him for his support.

•       Caroline has a proposed teacher contract for the Board to review.

•       Caroline expressed her sincere thanks to Bo, Clarice and Nancy who will be going off the board.

 

Nominations Committee

Election results from ballots cast during conferences.  New board members are:

•       Bonnie Jean Flom – Community member

•       Trish Ferrett – Parent

•       Laura Medwetz – Teacher

 

      Officers are:  Mike Viola – Chairman, Paul Hager – Treas., Mary Ellingboe – Sec.

 

Proposed Amendments to By-Laws

•         Changes in text on Article III, paragraph 2; Article V, paragraph 1; and Article V, paragraph 11 were approved by a roll call vote.  

 

Board Conflict of Interest Policy

•          The policy was approved by consensus.

 

Meal Charge Policy

•         The policy was approved by consensus.

 

Faculty/Staff Parenting Leave Policy

•         The policy was approved by consensus as amended.

 

Contracts for 2010-2011

•         It was approved by consensus to give a contract to Keith Johnson, CFO.

•         Teacher contracts were approved by consensus.

 

Late Wednesday starts and Monday Workshops

A very lengthy discussion was held about how the one-hour late start in the Northfield schools affects PCCS, especially the changes for the teacher’s staff development meetings

held on Monday afternoons.

 

Adjournment:  10:48 p.m.

 

 

 

 

 

May Minutes

PCCS Board Meeting Minutes

Tuesday, May 11, 2010

Location:  PCCS-Stage Meeting Room

7:00 PM

 

 

	2009				2010
2009-2010	Sept	Oct	Nov	Dec	Jan	Feb	Mar	Apr	May	June
Bo Aylin	X	X	X	X	X	X	X	X	X
Nancy Dennis	X	X	X	X	X	X	X	X	X
Mary Ellingboe	X	X	X	X	X	X	X		X
Clarice Grabau	X	X	X		X	X	X	X	X
Cynthia Gilbertson		X	X	X	X	X	X	X	X
Paul Hager	X	X	X	X	X		X		X
Caroline Jones	X	X	X	X	X	X	X	X	X
David Lefkowitz	X	X	X		X	X	X		X
Dean Paxton Michael Viola	X   X	X  X	X  X	X  X	X	X  X	X  X	X	X X

 

 

Public Comment:  Colin and Amanda McBrady expressed their desire to have their daughter, Maggie,

enrolled in kindergarten at PCCS.  They live in Castle Rock and Maggie is first on the waiting list.              

Also in attendance:  Marianne Moser

 

April Minutes were amended and approved by consensus.

 

FINANCE COMMITTEE REPORT

Keith Johnson:  Chief Financial Officer reported.

 

1.  Cash flow statement was presented.  The projection for June 30, 2010 is to have a fund balance of 21.96%.

 

A proposed revised budget will be presented at the June board meeting.

 

Q-Comp could possibly gain revenue for the school, and may be worth looking into.  Caroline and staff will look into Q-Comp, as application must be written by June 1.

 

2.  April Income statements and bills for April were approved by consensus.

 

Director’s Report

·      The Art Show was wonderful.  Angie had great displays of beautiful children’s artwork throughout the school.

·      May Day was fun and well attended despite the windy, cold weather.  Over three hundred people marched through Castle Rock.  We are grateful to the businesses of Castle Rock for providing food for the PCCS Community lunch.  Their expenses have increased since our school community has grown.

·      Applications for summer and music schools are still coming in.  There are ads on line and in the papers.

·      The last MCA test will be held on May 12.  A big thank-you to Colleen for coordinating the tests, and to Dan Hollerung for all of his help.

·      All teachers received new lap top computers this week.  The old ones will go into a mobile lab for second and third graders.

·      Honoring week for the fifth graders and their projects was a success, and Caroline was able to attend many of them.

·      Village has begun for fourth and fifth graders, and other K-3 classes are having their personal project fairs.

·      Summer packets and class supply lists will be sent out in July.

·      Jeanne’ and Caroline attended an inspiring workshop at Augsburg College that featured progressive educator, Alfie Kohn.

·      Kindergarten orientation was held.

·      The Special Education review by the MDE will be held on May 19^th.

·      The contract with the Hideaway food service was renewed for the 2010-2011 school year.

·      Contracts to Special Ed. specialists will be given out next week.

·      All staff has been trained in CPR and First Aid.

·      Lease application will be sent in on time.

·      Board members will attend board trainings before June 30^th.

·      There was a great turnout for the Annual Auction, with many new families in attendance.  Revenue totals exceeded $31,000 with more money coming in, and expenses totaled about $4,000.  The board officially THANKS Phoebe Gray and Michelle Gadeski for their hard work.

 

Nominations Committee

Three names for the slate have accepted the nominations.

• Bonnie Jean Flom – Community member
• Trish Ferrett – Parent
• Laura Medwetz – Teacher

The slate was approved by consensus.

 

Proposed Amendment to By-Laws

Proposed changes to By-Laws to comply with State statues, Article III.1:  9 Voting Members:  6 from the at-large parent community, 1 community at-large member, 2 licensed teachers from the school.  The Director, Community Council Chair, Chief Financial Officer are Ex-Oficio Members

The Amendment was unanimously approved by a roll call vote.

 

Board Conflict of Interest Policy

Cynthia and Michael will review policies and bring one to the board for approval next month.

 

Proposed Calendar for 2010-2011 School Year

The 2010-2011 calendar was passed by consensus.

 

Building and Grounds Committee Report

·      A small workday will be held on Saturday to clean and organize the basement.  A larger workday will be scheduled in June.

·      Lawn care has been lined up for the summer.

·      A contract with Metro Fire has been set up with for inspection of the sprinkler system.

·      Chris Sawyer is contracting with Streitz Heating and Cooling for their services.

 

 

Other Items to Come Before the Board

Cynthia will update the board minutes on the website.

 

Adjournment:  9:10 pm

 

Next Meeting:  June 8, 2010

 

 

 

 

 

 

April Minutes

PCCS Board Meeting Minutes

Tuesday, April 13, 2010

Location:  PCCS-Stage Meeting Room

7:00 PM

 

 

	2009				2010
2009-2010	Sept	Oct	Nov	Dec	Jan	Feb	Mar	Apr	May	June
Bo Aylin	X	X	X	X	X	X	X	X
Nancy Dennis	X	X	X	X	X	X	X	X
Mary Ellingboe	X	X	X	X	X	X	X
Clarice Grabau	X	X	X		X	X	X	X
Cynthia Gilbertson		X	X	X	X	X	X	X
Paul Hager	X	X	X	X	X		X
Caroline Jones	X	X	X	X	X	X	X	X
David Lefkowitz	X	X	X		X	X	X
Dean Paxton Michael Viola	X   X	X  X	X  X	X  X	X	X  X	X  X	X

 

 

Public Comment:  None

                                Also in attendance:  Marianne Moser

 

March Minutes were amended and approved by consensus.

 

FINANCE COMMITTEE REPORT

Keith Johnson:  Chief Financial Officer reported.

 

1.  Cash flow statement was presented.  Low point is expected in July and looks good.  We are hoping not to borrow money, but we do have a line of credit in the bank if necessary.

 

The detail Ona provides in our financial statements is awesome, Keith commented, which allows him to do his job.

 

Budget will be revised in June, and some changes will be made to the format.

 

Some Special Education coding changes will be important this year, and may allow us to receive some additional funding.

 

2.  Financial Overview

Fund Balance discussion:  The state and auditor uses the fund balance to determine the health of a school. Keith recommended looking at establishing a fund balance policy some time in the future. 

Contracts could go out at the end of May, after the legislature has made decisions.

Q-Comp could possibly gain revenue for the school, and may be worth looking into.

3.  Legislative Changes

Bylaw Revisions:  Laws have been changed and a amending and restating of the bylaws is necessary by June.

New law regarding Board Training:  Every member of a school board must be certified in three areas or can’t serve on the board.  First training must be completed before June 30 of this year.

However, the State has not yet released the list of certified trainers.  Trainings are expected to be about 4 hours long.  The areas are Finance, Governance and Human Resources.

Sponsorship rules have been changed (they are now called Authorizers), and it’s not yet clear if Northfield will sponsor our school again.  There are alternatives that Caroline is pursuing.

 

March Expenses were approved by consensus.

 

Director’s Report

Kindergarten orientation is Saturday, April 17.  Summer School applications are coming in slowly.  In a week or so summer school will be opened up to the wider community.  Art Show is Thursday April 15.  May Day is May 5^th.  Lots of personal projects are going on in the 2/3s, 4/5 are wrapping up projects and preparing for Honors Projects presentations.

Rachel and Caroline will be starting a Strings Program in the fall; Laura Geissler will be running the program.

Food and Beverage license has been applied for.

Agreement for transportation from Northfield has been signed.

Marianne Moser has agreed to chair the Community Council. 

Glass panels from the Arts Residency have been fired and are almost ready for installation.

May 19^th:  Department of Education will be here for a Special Education review.

We are just about to sign a contract with Keith Johnson for Special Education budgetary services.

 

Nominations Committee

Three names for the slate have accepted the nominations.

• Bonnie Jean Flom
• Trish Ferrett
• Teacher to be determined.

The nominations were approved by consensus

 

.

Board Configuration

Proposed changes to By-Laws:  9 Voting Members:  6 from the at-large parent community, 1 community at-large member, 2 licensed teachers from the school. 

The Director, Community Council Chair, Chief Financial Officer are Ex-Oficio Members

Caroline will take this proposed amendment to the teachers for review and discussion before the next meeting.

 

Transportation Study Group:  Michael Viola

There was discussion about parking lot and the Monday drop-off safety.  The biggest need is to promote bus ridership.

 

Emergency Plan:  Cynthia Gilbertson

The Board has been given a copy of the updated Emergency Plan that the staff is going to be adopting.  All board members will review and if there are any questions, discussion will be revisited at the May meeting.

 

Auction – May 8^th - Update

Things are progressing well with the auction.

 

Staff Performance Reviews

Most staff members have been observed and had meetings with Caroline.

 

Other Items to Come Before the Board

The board discussed configuration of committees and notice requirements of committees.  This will be an ongoing discussion.

 

Adjourn:  9:45 pm

 

 

 

 

 

 

March Minutes

Prairie Creek Community School

 

Board Meeting Minutes:  Tuesday, March 2, 2010

 

	2009				2010
2009-2010	Sept	Oct	Nov	Dec	Jan	Feb	Mar	Apr	May	June
Bo Aylin	X	X	X	X	X	X	X
Nancy Dennis	X	X	X	X	X	X	X
Mary Ellingboe	X	X	X	X	X	X	X
Clarice Grabau	X	X	X		X	X	X
Cynthia Gilbertson		X	X	X	X	X	X
Paul Hager	X	X	X	X	X		X
Caroline Jones	X	X	X	X	X	X	X
David Lefkowitz	X	X	X		X	X	X
Dean Paxton Michael Viola	X   X	X  X	X  X	X  X	X	X  X	X  X

 

Public Comment  Molly McGovern Wills, PCCS teacher, thanked the board for their

            work and spoke about making hard decisions in difficult financial times. She             stated that the decision to increase class size is more difficult to reverse than other             decisions.

 

Approve Minutes  February minutes with corrections were approved by consensus.

 

Finance Committee Report

 

·     Keith Johnson, PCCS financial consultant reported on the 18 month cash flow projection.  He stated the importance to maintain a strong fund balance and remain flexible. 

·     The cash flow reserve figure was amended by consensus to not fall below $40,000 based on Keith’s projection for cash reserves.

·     The finance committee will have a draft of the 2010-2011 budgets ready by the end of May.

·     Income and expense reports were accepted by consensus.

 

 

Director’s Report

 

·      Representatives from the health department were at the school recently, and it was determined that PCCS needs a food and beverage license, a yearly cost of $300.  We will only need one inspection yearly.

·      Transportation requests are due by March 1.  PCCS will continue to use Benjamin Bus Co. next year.

·      Summer School is a go!  There has been a strong response from PCCS families.  Registration forms will go out this week to enroll our families before spring break.  There will be a two or four week option with art and engineering being the theme.

·      Caroline is conducting a second round of observing new teachers.

·      Caroline reported that the Resource Development Advisory Council meeting with Jim Pence went very well.  This visionary group made up of alumni parents will meet a few times a year to give insights to support PCCS.

 

Policy Committee

 

·      The Emergency Plan will be ready for approval in April.

·      Michael will review the policy manual, and will bring to the board for approval or amendment.

 

Board Configuration

 

·      The board discussed board membership and configurations, how many parents and teachers to have on the board.  We have to be compliant by June so we will update the bylaws based on configuration decisions.  It was proposed that the chairman of the Community Council will be a board member.

 

Nominations Committee

 

·      Clarice reported that the committee has a list of possible candidates and would submit a slate to the board by April.

 

Strategic Plan

 

·      Board members are to give their ideas for Board Goals for 2010-11 to Caroline or Bo.

 

Committee Reports

 

·      Dean and Caroline will meet to discuss plans for building and grounds.

·      Nancy reported the ERC has had a science focus this year.  The teachers had an in-service with naturalist Andrea Swanson about nature journaling earlier this year.  David Lefkowitz, artist and PCCS parent, will conduct another in-service with staff and showing various formats and strategies for keeping a nature journal.  We will launch nature journals with students in the fall of 2010.  Nancy and Pam attended an Engineering Workshop in January and led an in-service for teachers in February.

 

Lottery

 

·      The lottery for 2010-2011 enrollment will take place on March 9^th.  Dean volunteered to observe and represent the board at the lottery.

 

Adjournment  9:20 p.m.

 

Next Meeting   April 13, 2010

 

 

 

 

 

February Minutes

Prairie Creek Community School

 

Board Meeting Minutes:  Tuesday, Feb. 9, 2010

 

	2009				2010
2009-2010	Sept	Oct	Nov	Dec	Jan	Feb	Mar	Apr	May	June
Bo Aylin	X	X	X	X	X	X
Nancy Dennis	X	X	X	X	X	X
Mary Ellingboe	X	X	X	X	X	X
Clarice Grabau	X	X	X		X	X
Cynthia Gilbertson		X	X	X	X	X
Paul Hager	X	X	X	X	X
Caroline Jones	X	X	X	X	X	X
David Lefkowitz	X	X	X		X	X
Dean Paxton Michael Viola	X   X	X  X	X  X	X  X	X	X  X

 

Public Comment  None

 

Approve Minutes  January minutes with corrections were approved by consensus.

 

Finance Committee Report

 

·     Caroline was given authority by consensus from the board to hire Keith Johnson, financial consultant to work with the finance committee and Ona because of emerging financial needs.

·     There was a lengthy discussion about possible budget cuts on the current budget.

·     The 2009-10 budget was approved with amendments by consensus.

·     It was approved by consensus that the cash flow reserve should not fall below $90,000.  Presently the cash flow reserve is $186,000.

 

Director’s Report

 

·      The Annual Prairie Creek Auction will take place at the Northfield Golf Course on April 17^th.

·      There is much excitement for having a summer school enrichment program for first through fifth grade students at the school.  Classes would be offered to Prairie Creek students first, and then opened to others students.  A two-week music and an extended day programs are also possibilities.

 

Transportation Study Group

·      Michael reported that there are four members on the committee and an initial meeting will be called.

 

Nominations Committee

 

·      Clarice reported that the committee has a list of possible candidates and would submit a slate to the board by April.

 

Fund Raising Efforts

 

·      ACH & CC (Automatic Clearing House and Credit Card) System for donations has been sent for electronic giving to the PCCS community.

·      The Resource Development Advisory Council will be meeting with Jim Pence on February 20^th.

 

Board Training

 

·      There was 100 % participation from the board on reviewing the training module on “Independent Contractors vs. Employees.” 

 

Other Item

 

·      A promotional video for PCCS is being planned.  It will highlight the mission statement and values of the school.

 

Adjournment  10:15 p.m.

 

Next Meeting   March 2, 2010