Board of Directors Meeting Minutes July 25, 2011

Board of Directors (BOD) Meeting Minutes

July 25, 2011

Board Members in Attendance:  Matt Parsons, Bob Young, Chuck Raisch, Ryan Blake, Bryon Farnsworth, Jennifer Crossett, Heather Day-Richter, Colleen Hackley, Daniel Storch

Board Members Absent: Rebecca Hudson

Staff:  Nancy James, RB Fast

Guests:  None

  1. Welcome
    1. Young called the meeting to order at 6:01 PM
    2. Young took attendance and established quorum. Approval of the June 27, 2011 board meeting minutes was set in motion by Raich, all in favor (7), all opposed (0), abstain (0), absent (3) – the June, 2011 minutes were approved.
  2. Financials and Finance Committee Report
    1. Committee met and reviewed the following:
      1. Transition from Great Western bank to Wells Fargo is ongoing.
      2. MAC will be switching to Wells Fargo for payroll services and pricing is a significant savings over Paychex.
      3. Auditor replacement research is ongoing.
      4. Spending more on HR consulting services.  Below budget on legal services.  Switch from legal to HR consultant.
    2. Financials:
      1. There was a significant tuition revenue drop from May to June.  Should stabilize once the school year starts.
      2. Net income for the month was negative.  Two items contributed to the loss:
        1. Line 5130 – unemployment insurance.  Higher in June.  Was not calculated correctly by payroll company.  Line item is a catch-up payment.
        2. Line 7030 – Cleaning service.  Yearly floor/carpet cleaning
      3. Disenrollment during summer was much better than the 2010 summer.
      4. Profit and Loss year to date is positive for the year.
  3. Executive Director (ED) and Enrollment Report
    1. Executive Director (ED)
      1. Building Update – insurance claim has been filed for the recent building damage.  The roof has issues and is being inspected by the roofing company who is working with the insurance company.  Cleaning company was contracted to clean up the damage from the flood.  Investigating possibility of obtaining emergency funds from Landmark preservation commission.
      2. Landmark Status – MAC has obtained official designation paperwork.
      3. Human Resources Work – HR consultant is helping with compliance work and also a savings with administrative support software.  Helping to create materials for training and on boarding which will hopefully lead to higher retention of staff.
      4. Financial – move to Wells Fargo is complete.
      5. PMAC – Continuing work with PMAC.  Working on parent education initiatives.
      6. In Service – Agenda for in service week is being finalized.  The staff will have a very busy week!
      7. Strategic Plan – Working with Chris Cramer to push the plan forward and get it finalized.
      8. Annual Meeting – Back to school night (“Annual Meeting”) is planned for Thursday September 29th at 6:15 PM.
        1. Approval of the Annual Meeting date was set in motion by Farnsworth, all in favor (9), all opposed (0), abstain (0), absent (1) – the Annual Meeting will be held September 29th 2011.
      9. Primary Teacher – moving to 12 month contract beginning  the 2012-2013 school year.
    2. Enrollment Report
      1. Reenrollment is ongoing with Smart Tuition.  RB setting up everything in the system for the upcoming school year.
      2. Marketing plans are being researched with the goal of getting wait list numbers a little higher.
  4. Discuss Vacant BOD Position
    1. Looking for folks that have fundraising and accounting background.
  5. Committee Updates and Reports
    1. BOD Development – elections scheduled for September.  Planning for recruitment is underway.
    2. Fundraising – No updates.  Committee can use additional members if anyone is interested.
    3. Strategic Planning – Updated pan has been provided to the committee.  Next step is to take another survey from the staff and draft a mission statement.  Draft plan should be available for November retreat.
    4. Building Committee – Have had discussions with MAC Administrative team regarding the roof and flood damage.  Strategic plan feeds into the Building Committee long term plan which will be drafted in the upcoming months.
    5. PMAC – No updates.
    6. 2011-2012 Gala – Four chairs for the Gala have been identified.  Additional details to be provided as planning gets underway.
  6. Adjourn
    1. Young adjourned the meeting at 7:10 PM.
  7. Executive Session
    1. MAC Executive Director Performance Evaluation
      1. Executive session started at 7:12 PM.
      2. Executive session ended at 8:22 PM.