CENTRAL LUTHERAN SCHOOL BOARD OF EDUCATION MEETING

Transcription

1 CENTRAL LUTHERAN SCHOOL BOARD OF EDUCATION MEETING Monday, November 19, 2012 MINUTES Members (present): Lynne Baerthel, Erica Dalager, Tim Goebel, Ken Halverson, Janine Langemo, Todd Morhland, Jonathan Roach, Russ Van Dassor, Don Vomhof,, Staff (present): Jackie Illian, Bryan Marshall Absent: Pastor Benke, Pastor Seabaugh, Pastor Thompson, Pastor Trapp I. Jackie opened with devotion and prayer. II. Jonathan called the meeting to order at 7:07pm. III. A. Tim called the roll; quorum was present. B. Changes made to the agenda. Russ: New Business staff pay raises. Todd New Business strategic planning. Jackie: Move LCEF loan discussion to the end of the meeting. Agenda approved. IV. Before opening remarks were taken from guests, Jonathan requested decorum in the discussion, and also asked if everyone would be responsible when sharing information regarding CLS publicly (specifically in discussions and on Facebook), so that rumors and misinformation will not be spread. He then addressed Sean Murray s (s) sent to the board (Jackie, Ken, and Erica added occasional comments) regarding Mr. Johnson s possible return, exit interviews of staff, tuition increases, a Fill the Gap poster error, the possible LCEF consolidation loan, St. Stephanus offer of an accounting consultant, and staff pay increases. Sean Murray was the only guest present, and had no additional questions. V. Rachel Orr (Kindergarten) presented the Staff Report: The musical was wonderful, the boys took third place at Concordia and the girls did well, 3 rd 8 th grades participated in Feed Our Starving Children in October and the 5 th grade is volunteering at food shelves and leading chapel in November, the teachers feel that any teacher participating in a big extracurricular school event should be allowed comp time the day before or the day after

2 the event, the Kindergarten party is scheduled from 1:45-3:00pm on Tuesday (11/20), the selling of Pancake Brunch tickets has begun, the Book Fair is in the works and looking for volunteers before and after school, and preparations for the Christmas Pageant are scheduled to begin after Thanksgiving break. IV. UNFINISHED BUSINESS A. Fundraising was discussed by Bryan and Jackie. 1. The marathon produced $22, Expenses came to $4, Net income remaining was $17, NOTE: Student s Outdoor Education Accounts were discussed and the Board requested that the Administration come up with a proposal for handling (possibly capping) student s Outdoor Education Accounts, with input by Mr. Hueton, and that they then submit a written recommendation in time for the Board s regularly scheduled December meeting. 2. In connection with the Thrivent Vote Yes fundraiser, Thrivent had already given the school checks in the amounts of $500 and $1,000, with the suggestion that they be used for PR and a celebratory dinner/event to award to final prize; and additional $500 has also been promised. As of 2:30PM on Friday (11/16), CLS had garnered 1,100 votes out of a total of 4,277 cast (25.77%), which would mean a prize award of approximately $5, The official final numbers will be announced by Thrivent by November 26, Discussion focused on possible ideas for the celebratory event/check presentation, and Bryan was asked to speak with Kevin Bonine with Thrivent again regarding time requirements for the presentation ceremony, guidelines, etc., while Lynne was authorized to talk with Jehovah regarding costs, and the possibility of holding the event there after the CLS Christmas Pageant. M: Erica S: Tim Table further discussion until Bryan speaks with Kevin Bonine and then coordinates with Jackie and Lynne, at which time Lynne will report back to the Board their decision. 3. Give to the Max raised $1,405.00, and that was matched by an addition anonymous gift of another $1, for a total of $2,

3 B. St. Stephanus has accepted Ken Halverson s offer to oversee accounting procedure overhaul at CLS, with assistance from David Welliver, and they will donate the $3, they had offered to pay for a consultant to the school instead. Ken is shooting for January; depending on his availability. C. Northstar & LCEF loan discussion was moved to the end of the agenda. VII. NEW BUSINESS A. Bryan has been working on the annual letter, with input/advise from Rev. Robert Holst, with plans for it to be sent out at the end of November. He will a copy of the letter for the Board to see in advance no later than Friday (11/23). B. The CLS Town Hall Meeting is scheduled for 7:00pm, Thursday, November 29 th. Proposed topics for the agenda include: Fundraising results, ongoing fundraising efforts, refinancing (with a focus on the future, rather than the past), and tuition. C. Russ discussed the importance of pay raises for the staff. After a thorough discussion, it was agreed that more information was needed (specifically, the outcome of the debt consolidation loan application and the final tuition rate for 2013/2014). Russ did give fair warning that he would raise this topic at the next meeting; and every meeting until raises were implemented. D. Todd discussed his belief that the Board/school needs more strategic planning and referenced two documents that he had ed to Board members before the meeting (attached). The main topics discussed focused on utilizing and enhancing the resources the school already possesses. NOTE: Tuition was tabled until the regular December Board meeting. M: Russ S: Tim Bryan, Jackie, Todd, Don, Erica, and, if possible, a non-board member parent, will meet and write up a tuition proposal by December 17 th for presentation at the December board meeting. * * Tim suggested that parents be notified of the time and date of their meeting(s) so that they could attend and participate if they chose to.

4 VIII. ADMINISTRATIVE REPORTS A. Bryan reported what expenses were due still for November. Jonathan asked, What bills need to be paid? Bryan explained that we still have the following outstanding expenses (all important): $19,000 payroll $25,000 Concordia Plan $1,700 - Excel (payment is past due, this is the minimum demanded by 11/27) $3,700 LCEF mortgage $49,400 Currently in checking: $15,000 (of which $10,100 is Marathon funds); and Jackie added that another $6,000 in tuition was expected on Tuesday (11/20). B. Jackie reported Parent Aware ends on December 31 st, after only recently restarting. CLS will need to reapply, and Jackie plans on attending a workshop in December to do so. Also, Jill is working on Quickbook. IX. A. Chair Report Jonathan reported that the Executive Committee had met with Bryan and that he had been retained under the same title, but with the job description approved by the Board. His new position start date was effective November 1, B. Building & Grounds Todd reported Paul Holler repaired the school sign and several other electrical problems for free. The lawn was raked. The eye wash station situation has not been resolved as of yet. C. Endowment - Don had nothing to report. D. Finance - Don deferred until the LCEF loan discussion. E. Marketing Janine had nothing to report. F. Policy Jackie had nothing to report. G. Transportation Jackie reported that the bus will not be running until Thursday (11/22). Jerry will be done as a driver at the end of November, and that Morgan will be taking the final driving test on Wednesday (11/21) to replace him.

5 X. LCEF LOAN WAS DISCUSSED Jonathan explained to Board members who were unable to attend and to guests that the Board met with Mary Gendron with LCEF on Tuesday, November 13 regarding our mortgage, and the possibility of refinancing and that the Board had instructed Bryan to gather the necessary financial information together, monthly income, current monthly expenses, and estimated monthly expenses if the board proceeded with the loan (based on the rough numbers supplied by Ms. Gendron). After a discussion of our current debts, what we are paying now, what we would pay under the refinancing arrangements (including any savings) M: Russ S: Ken Have Bryan submit the financial package to LCEF for consideration. XI. Jonathan reported that the suggestion box was being used; some examples included cheerleading, a second bus, etc. XII. Russ closed with a prayer. XIII. M: Ken S: Everyone Adjourn Meeting adjourned at 10:07pm. Minutes submitted by Tim Goebel, Secretary

6 ATTACHMENTS VII. NEW BUSINESS D: Two documents submitted by Todd Mohrland. Consolidation Loan Considerations 1 Must have a plan for repayment a prefer accelerated repayment to take advantage of re-amortization offer b Must be able to pay loan with guaranteed money such as tuition, monthly giving i NOT annual fund, Marathon, or other fundraisers c Dedicated campaign to retire debt 2 Raise tuition for all students $150- $500 per year a Justification for range of increase. i $500 would cover the loans payments in full. ii $150 would cover the difference between current mortgage and increased balance b Stress opportunities for parents to earn the increase such as Vikings & Twins game concessions. 3 Form a Scholarship Committee a Duties i Review all financial aid requests ii Determine awards based on need, balanced with budgetary responsibility 1 Leeway to to take into consideration individual situation iii Establish guidelines under which financial aid will be awarded 1 Guidelines to be approved by the School Board 4 Recalculate and revise Fill the Gap a Refocus on new numbers to show progress b Monthly giving is of primary importance Revitalization Plan 1 Create Development Master List of: a Marketing Opportunities i past participation ii missed opportunities b Fundraising Opportunities 2 Use Development Master List

7 planning a b Coordinate Marketing w/ fundraising Coordinate fundraising to ensure proper timing, effort, and 3 Develop and define responsibilities for school functions: Who does What a Too many have fallen to the side or on Jackie s shoulders b Volunteers can fill a lot of functional roles without committing a lot of time. c Examples: i Facebook page administration ii list maintenance iii Marquee signage iv Hallway signage v Etc. 4 Create Master , Phone and Mailing lists a Lists by: i Current families ii Alumni iii General donors iv Donors by event v Boosters vi Volunteers vii Etc. b Develop a Biography / History for each contact i Historical contact with CLS 1 Alumni 2 Donor 3 Family 4 Etc. ii Names of children that attended CLS 1 for personalization of conversation 2 maintain that tie iii Year or graduation or children s graduation iv Donation history by event and recent $$ amount v Update information based on ongoing contact 1 Phone calls 2 Face to face conversations vi ONLY as relevant to relationship with CLS