Board Meeting December 11, 2013 Mission Statement: To provide a - - PowerPoint PPT Presentation

December 11, 2013

Board Meeting

Mission Statement: To provide a comprehensive bilingual and bi-literate education that nurtures students to be highly proficient in all academic subjects, but with a special emphasis on Mandarin Chinese, English and mathematics. By doing so, HCCS will prepare students to become highly skilled, caring world citizens who will lead innovation and collaboration in the global marketplace.

Agenda

1. Welcome, Agenda, Approval of minutes 6:15-6:20 2. Treasurer’s Report 6:20-6:25 3. Facilities Committee Update 6:25-6:35 4. Finance Committee Update 6:35-6:45 5. Development Committee Update 6:45-7:00 6. Principal Report 7:00-7:15 7. PTO Update 7:15-7:25 8. Public Comment 7:25-7:35 9. Policies Development 7:35-7:45 10. Founder’s definition and list 7:45-7:55 11. Principal Evaluation 7:55-8:05 12. Board training & strategy building 8:05-8:15 13. Agenda for upcoming meetings 8:15-8:20 14. Board comments 8:20-8:30 15. Adjourn by 8:30

Public Comments at Board Meetings

• Board uses Public Comment process similar to those used by BSD and
• ther boards.
• To address the Board:

○ Fill out a comment form and hand to Board Chair at the start of the meeting ■ Board Chair will filter similar requests and prioritize those who have not previously commented. ■ Due to time limits, all requests may not be accommodated. ○ This is a one-way communication. Board will not immediately respond. ○ Commenter has two minutes to address the board. Going over the time limit reduces the opportunity others have to speak. Time will not be extended. ○ Board Secretary will note substance of comments in minutes.

• Board supports open dialogue and will host open Q&A via Town Hall

meetings held every other month.

• For more details, please review Board Public Comment Policy Document

Treasury Update

Income Statement (Oct 1st, 2013 - Nov 30th, 2013) Actuals Budget (2 mos) Income received during the period: +$ 211,959.55 135,180.00 Expenses paid during the period

• $ 111,458.99

123,987.00 Net Income $ 100,500.56 11, 193.00 Balance Sheet (Nov 30th, 2013) Total Assets : $ 449,625.71 Total Liabilities $ 90,473.21 Total Equity $ 359,152.50

• Income higher due to Large Pledge donation, corporate match, ASEP,

timing/amount of BSD payment, PTO fundraisers, Lunch Rev, and Higher than budget private program income

• Expenses lower than budget mainly due to lower PERS, Supplies, and

G&A; higher Staff Development; Timing of cleaning payment and technology purchases; Budgeting of Lunch Expenses

• Assets mainly cash; Liabilities mainly prepaids and PERS accrual

Finance Committee Update

General:

• Audit completed and sent to BSD. Tax

return and CT-12 filed, need to pay fees for CT-12 ASAP

• Received mgmt letter from auditors. BSD

has requested HCCS response to the letter. Finance committee has put together response and will send in the next week. All are included in your board package.

Finance Committee Update

• PERS:
• discussed with lawyer who put together

structure for KVS and with pro bono lawyer at K&L Gates

• consensus from the finance team is to

wait for another year - this is a large

• undertaking. We should concentrate on

school operations and setting policies in place first

• Wait for other schools to try this route.

Finance Committee Update

• Subsidizing before/after care
• Currently 6 HCCS families qualify for free

lunch program.

• One family, enrolled in Tiny Dragons

aftercare, is experiencing financial difficulties.

• Finance Committee is exploring feasibility
• f providing fee relief and / or subsidy

program for low income families.

Finance Committee Update

• Current actions and next steps:
• Recommend we continue to provide care

services to struggling family.

• Shannon leading a benchmarking analysis

to comprehend what accommodations

• ther public & charter schools provide.
• Will present findings and recommendation

in January or February.

Development Committee

Development Committee

Advantages to hire a director of development:

• 1. Someone accountable to raise the money

required and to coordinate amongst different groups to ensure that this is done

• 2. Development of comprehensive plan
• 3. Experience and contacts within the non profit

world

• 4. Availability during the day to contact and meet

with corporate donors

• 5. Will not take the place of volunteers but will

train the volunteers on procurement and reaching

• ut to donors.
• 6. Get the school ready for capital campaign
• 7. Volunteer issues - burnout, lack of follow

through Without raising the money, there will be no school

Principal Update

• •Student Recognition Planned
• •Staff Mid-Year Evaluations
• •After School Care Assistant Needed
• •Sister School Connection Progressing
• •CLA Proficiency Testing for Spring
• •Events
• –Holiday Performance Dec. 20
• –School Choice Week Jan 27-31.

CLA Achievement Results

Enrollment for 2014

• Enrollment Process – Parents enroll on-line

–Time Line –

• Dec 15-21 – Notify families of enrollment procedures
• Jan 6 – Open Enrollment Begins, applications accepted
• Jan 13 – Open House and Information Night for prospective new families
• Jan 27 – Applications due
• Jan 28 – 8:30 am Lottery, parents notified of acceptance or wait list via email
• Feb 28 - Complete enrollment forms due

–General Lottery Guidelines –

• Meet birthdate/age requirements before application can be accepted
• Priority: Current students, Founders, sibling, BSD, outside district
• Deborah agreed to do lottery at school, I will be there, others can view process

Summer School Planning

• Startalk Grant was written and submitted by

Deborah Dang

• Suggested Program Details:

–Schedule – 8 weeks, June 23-Aug 15, 8:30-4:30 each day

–Students K-3 - 50 students max. –Program Goals – Through Chinese immersion, integrate language skills with math and science. –Content Focus – Plants and Gardens –Staff – No one on our current school staff expressed interest at this time except perhaps 2 of our English teachers. –Split the program to meet levels of Chinese Language

PTO/Gala Update

Abby Hata will present for Gala

Site Committee Update

• Site: Dan Chiang

○ Security: https://docs.google. com/presentation/d/1IdaqSjvI_eVuR6DC9 rdJE1xn7vnJq6PkgV13_-u9D0s/edit? usp=sharing ○ In January: Site boundary, Long Term Plan

• IT: Roy Heywood

○ Short and long-term Website ○ IT Planning

December 11, 2013

Site Subcommittee Update

Mission Statement: To provide a comprehensive bilingual and bi-literate education that nurtures students to be highly proficient in all academic subjects, but with a special emphasis on Mandarin Chinese, English and mathematics. By doing so, HCCS will prepare students to become highly skilled, caring world citizens who will lead innovation and collaboration in the global marketplace.

Agenda

1. Scope of site subcommittee 2. Safety/security next steps 3. Future agenda items

Membership and Scope

Site subcommittee has 3 areas in scope 1. Maintenance and improvements (Dan) a. Ensure daily maintenance (beyond what KMC is responsible for) is taken care of as well as longer term improvement projects such as playground improvement 2. Security/Safety (Waylon) a. Maintain and improve overall safety and security of the school site 3. Long Term Site plan (Robyn/Steve/Nick) a. Overall plan for longer term site including i. Current site, expand to other areas of the church ii. Current site- add pods to expand footprint iii. New site search b. Plan to bring in boundary conditions and strategy in Jan Board meeting

Safety update

• Original Site assessment completed by Waylon

B and Matt D.

• List was then reviewed with Molly and Julie in

June 2012

• Several items on the list have been completed

(7/20 items done can view in Google Docs): https:

//docs.google.com/spreadsheet/ccc? key=0Arve2GweJeFRdGlVNHhFN3RPNkU3bDdtTTZRWkV2N1E&usp=sharing

• Of the remaining list, group prioritized the list

based on impact to security

Proposal

• Main goal of the proposals is to secure the core area
• f the school and ensure no unwanted persons can

enter the area where the children are

• Today there are too many entry points where

someone could sneak into the school un detected, we want to secure those entry points

• Proposals:

○ Priority #1: secure classroom areas with door built by elevator and adding locks to double doors leading to cafe from calvary space ○ Priority #2: Doorbell system for access, also can monitor entrances ○ Priority #3: Upgrade to electronic locks for all entrances

Priority #1

• Secure classroom areas with door built by elevator

and adding locks to double doors

• Currently these are two areas that have unlimited

access to the school ○ Elevator- Build a door in the hallway before the elevator, cost ~$700-$1000 ■ KMC/Calvary approval? ■ Any code issues or concerns? ○ Secure cafeteria- Cost?? ■ Door leading to parking lot from cafeteria (OK) ■ Double glass doors before cafeteria (KMC to fix?) ■ Double doors leading to calvary space (how do we secure)

Priority #2

• Doorbell system for letting guests in front door and

for monitoring all doors leading into school

• Will provide real time monitor if anyone enters rear or

bottom doors

• Cost:

○ Long range (1000’) doorbell: $70, installed by volunteer ○ Expand system to add in magnetic contacts and additional doorbell for rear door: $200

Committee Chart

• With mission or charge, Committees determine

frequency of meetings and best methods for reaching goals and objectives.

• Link to chart will be shared with parents in newsletter.

Needs:

• Establish rest of standing committees, mission
• Tasks to consider: Charter renewal, Community

Outreach

• Clarify boundaries and relationships between

stakeholders

• Dependable, user-friendly system for filing minutes and

reports so meeting times are used well

Policy Review

• Founder definition
• Open and Closed Meetings
• Grievance Policy and Procedures
• Access to confidential information
• Communication Protocol
• Online/Facebook

Founder’s definition and review

• Founder definition: The founding people who were with

the charter school in the formation stages (2010-2011)

• Two requests to evaluate:
• Dave Wachsmuth
• Ellen Welter

Principal Evaluation

Board will review:

• Principal job description
• Criteria for evaluation
• Timeline

Board Training & Recruitment

Board Recruitment Strategies

• Advisors
• Networking
• Review post for public forum

Strategy-Building Sessions

• Consider initial meeting at end of December

Decisions and Action will be discussed in regular business meeting.

Upcoming Events

Dec 15-21 Enrollment information to families Dec 16 PTO general meeting at 6:30; PBIS Dec 20 Holiday Assembly; Staff Cookie Exchange; Board/Staff Holiday party Jan 6 Open enrollment begins Jan 10 Coffee with PTO at dropoff; School Dance 6PM Jan 13 Open House and information session for prospective families Jan 27 Applications due Jan 27-31 School Choice Week Jan 28 Lottery Drawing at 8:30 AM at school Parents will be notified of acceptance or waitlist Jan 28 Completed enrollment forms due Mar 8 Gala Auction at Embassy Suites

New Business

• need to discuss allocation methodology for private vs

public programs