Board of Directors Meeting Minutes June 27, 2011

Board of Directors (BOD) Meeting Minutes
June 27, 2011
Board Members in Attendance:  Matt Parsons, Bob Young, Chuck Raisch, Ryan Blake, Bryon Farnsworth, Kim Churches, Jennifer Crossett, Rebecca Hudson, Heather Day-Richter
Board Members Absent: Colleen Hackley, Daniel Storch
Staff:  Nancy James, RB Fast, Greg Jaworowski, Jeb Smith
Guests:  Chris Craimer, Dave Andrews
1.    Welcome
  1. Parsons called the meeting to order at 6:02 PM
  2. Parsons took attendance and established quorum. Approval of the May 23, 2011 board meeting minutes was set in motion by Parsons, all in favor (8), all opposed (0), abstain (1), absent (2) – the May, 2011 minutes were approved with one minor edit
    1. Original line in 4.f. - President will never be a non-member
    2. Correct line - President shall be a member or former member
2.    Financials and Finance Committee Report
  1. Committee met and reviewed the following
    1.   Moving to new bank – Wells Fargo.  Minimal fees and great customer service
    2.    Audit service – looking into other auditors.
    3. HVAC in TC3 went out in June.  Approximate repair cost is 6,000.
  2. Financials –
    1.  Staff salaries in May were higher than in April.  Due to staff transition for start of summer and substitute costs
    2.  Event contract has been signed to reserve spot for 2012 Gala.  Trying to push off but might split cost between 2011 and 2012.
    3. Change to how we accrue property tax – in prior tax years, property tax liability was not being done correctly.  Prior year’s property tax has been adjusted.  Paid some of costs and started accruing for the next bill
    4. Net income for May was positive.  In good shape heading into the summer months.
    5. Net income to date is above what was planned.
    6. Total equity is still positive for the school year.
    7. Approval of the new Credit Card Application was set in motion by Churches, all in favor (9), all opposed (0), abstain (0), absent (2) – the Credit Card Application was approved.
    8.  MAC credit card – new credit card is being requested from Wells Fargo for MAC usage.  Usage of the new card does not supersede the spending policy.
3.    Executive Director (ED) and Enrollment Report
  1. Summer Primary Program – addressing some communication issues.
  2. Internal Website – hoping to complete the site by the beginning of July.
  3. Parent Communication – working on yearly parent survey.
  4. Primary Aqua Lead – Anna Fonte has accepted the position of the Aqua lead.
  5. Licensing Appeal and State Work – MAC has appealed for a waiver regarding Montessori material in the classrooms.
  6. Staff Training – Planning for staff training in the 2011-2012 school year is underway
  7. Re-Enrollment – MAC has received 100% of the expected re-enrollment packets for the 2011-2012 school year.  There were dis-enrollments that MAC was aware of and there were no surprise dis-enrollments.
  8. Building Maintenance – MAC is working through some HVAC issues in the Toddler Community.
  9. Advisory Team – Nancy is working to form an Advisory Team that will discuss administrative items.
  10. Enrollment is going as expected.  10 fewer families dis-enrolling compared to last year.
4.    Bylaws Changes
  1. Approval of the proposed Bylaws Changes was set in motion by Young and Crossett, all in favor (9), all opposed (0), abstain (0), absent (2) – the Bylaws Changes were approved.
5.    Recap ED Evaluation Timeline/Process Overview
  1. Some feedback has been received by BOD members.  Draft will be completed and sent to the BOD.  July meeting, Nancy will provide some highlights of her year.  Will discuss salary for next year and will be put into the contract letter.
6.    Committee Updates and Reports
  1. BOD Development – Planning ongoing for 2011-2012 school year.  Three positions are open.
    1. Fundraising – Planning ongoing for 2011-2012 school year.  Hoping to have a plan on paper in July.  Should have eTapestry database in place by the start of the upcoming school year.
    2. Strategic Planning – Results of survey are being analyzed.  Summary items:  Lots of feedback regarding expanding the Specials at MAC, more parent socialization opportunities and standardization among all classrooms.  Next step is to formulate goals & objectives and then prepare a first draft of the Strategic Plan by September meeting.
    3. Building Committee – Data gathering has occurred.  Once Strategic Plan is drafted, Building Committee should have additional information and direction on how to move forward.
    4. PMAC – Working on organization objectives and goals.
    5. 2011-2012 Gala – New MAC Gala chair is being recruited.  March 10 is the proposed date of the Gala.  Working with the vendor to determine the details.
7.    BOD Other Updates
  1. Kim Churches has accepted a job opportunity in Washington DC and will be departing the MAC BOD effective June 28, 2011.
  2. Happy Birthday RB Fast!!
8.    Adjourn
  1. Parsons adjourned the meeting at 7:37 PM.