Date: 12/16/2014

Start Time: 7:00 PM

End Time:

Location: Mountain View Academy Middle School Classroom

Attendees: Board Chair, Jake Plahn and members Beau Garner, Jessica Justman, Erica Richardson and Julie Valencia were present.  Administrator Laurie Cardwell and Minutes Recorder Beth Sprague were also in attendance.

Agenda Items

• Call Meeting to Order
  • Chair Plahn called the meeting to order at 7:13 pm
• Schedule next meeting
  • Subsequent meeting was scheduled for January 27, 2014 at 7:00 pm at Mtn View Academy.
• Adoption of Agenda
  • Agenda was accepted as presented.
• Approval of Minutes
  • Beau Garner noted a type under class size: “Jake Plahn expressed strong concern at 15:1 ratio, He said “it” (add) is against the premise.”  Minutes were adopted as presented with the above change.
• Request from Jill Chapman: Add word office package to the middle school computers
  • Mrs. Valencia said currently GoogleDocs is used but is not adequate for all Mrs. Chapman’s classroom projects Ten licenses for the MS Office Suite have been requested.  Julie Valencia will provide the Board a cost estimate at the next meeting for review.
• Review budget emails from Maureen
  • Item 1
    • Beau Garner noted that the Profit and Loss Statement reflects a change in the activity fees showing an 87% collection total rather than the amount showing.
  • Item 2
  • Item 3
  • Item 4
    • MVA is currently at 42% of the fiscal year.  Laurie Cardwell noted  Acct. 651, Liability Insurance is at 167.6%, but has been addressed.  Beau Garner asked for clarification around 200 – Activity Expenditures, 200.410, which shows at 93.1%.  The Board discussed the Chart of Accounts and clarifying it for the next fiscal year for ease of use.  Julie Valencia explained that the overarching Board budget does not create the sub-categories needed for state standards which creates a disconnect within the financial reports.
  • Item 5
    • Laurie Cardwell noted an inaccurate number on the activity fee due to an incorrect fiscal year carryforward.  Currently 87% of the activity fees have been collected. Total collected is to date is $19,975.  The Board will be approached should a family be unable to pay fees for special accommodation.  Jake Plahn reminded the Board per Oregon State standards MVA cannot require a family to pay.
• Resolution to change from PERS EPPT to MPPT as of January 1, 2015.
  • Resolution: “Resolved by Mountain View Academy, That our PERS contribution type change from EPPT to MPPT as of January 1, 2015.”
  • Sign and send the provided letter to PERS.
    • Chair Plahn said he has spoken to Debbie and Maureen who provided an updated form.
    • Jake Plahn moved to adopt the resolution as presented to the Board.   Jessica Justman seconded the motion.  The motion passed unanimously.
• Board training
  • Walt Hanline has offered to provide a full-day team building workshop at a cost of  $1,000.
  • Individual and team related DiSC reports are available for an additional fee of $650.
  • Proposal
  • DiSC Reports
  • Fiscal Report
  • National Center Brochure
    • Laurie Cardwell reported the DiSC reports are personality inventories outlining strengths/weaknesses and training around Board administration is also included. The training schedule would be flexible around Board needs.  Julie Valencia confirmed the fee is a flat fee for all Board members.  Jake Plahn said both he and Laurie have attended his training and seminars and found it helpful.    Laurie Cardwell reminded the Board there is a training line item within the budget that could be used.  Chair Plahn added there is a 15,000 budget contingency remains available.
  • Julie Valencia moved the Board pursue the initial team building workshop at a cost of $1000 provided by Walt Hanline,  after which the Board will assess to determine if it is advantageous to schedule additional training.  Beau Garner seconded the motion. The motion passed unanimously.   Laurie Cardwell will contact Mr. Hanline to schedule the training.
• Approve calendar and student hours for 2015-2016
  • Student Hours/Calendar
    • Jake Plahn reviewed the draft AY2015 calendar which as presented shows MVA well over the state minimum in all grades.The Wednesday before Thanksgiving conferences will be held in the morning, freeing the afternoon.  It is a no student day.  The calendar as presented shows MVA well over the state minimum in all grades.  Laurie clarified kindergarten requirements are currently a half day.
    • Erica Richardson moved to approve the calendar and student hours for the AY2015-2016 school year as presented.  Beau Garner seconded the motion. Motion was approved unanimously.
• Open Enrollment Forms and $250 payment from Lowell
  • Form
  • Lowell has offerred a $250 one-time payment for any of these forms brought in and then enrolled the student.  MVA currently gets 80% of state funding and Lowell gets 20% of the funding for in district students enrolled.  The enrollment deadline is March 31st, 2015.
• Approve curriculum teacher workshop
  • 2 – 5 hour sessions during the summer. 10 hours per employee @$20/hour.
  • $2,200 cost estimate for current staffing. This includes 7 teachers, administrator, secretary, and aides.
  • Laurie Cardwell added last year curriculum was streamlined and was successful, there are additional trainings that teachers could benefit from as well.  Several format options for training are available.  Chair Plahn asked Laurie Cardwell to present the Board with a draft summer teacher workshop outline including an estimate for this year’s needs, time and cost  for approval.
• Approve enrollment flyer and enrollment date.
  • Application
  • Flyer
  • The flyer was presented.  Six potential kindergarteners have been identified. Laurie Cardwell asked for Board approval to distribute the Jessical Pelroy, Springfield Christian Preschool and Willamalane Preschool.
  •  Changes made are as follows:  Julie Valencia noted an adjustment to 8:00 am to 2:55pm end date and field trips to take place one Friday per month with transportation provided.  Before and after school care comment will be available through Lowell School District. The flyer date will state 2015-2016 academic year. The official Facebook logo will be added.  A checkbox will be added, “do you have a sibling that currently attends Mtn View.
  • Jessica Justman added using student pictures on the flyer might aid in recruitment as well.  It was suggested that a 1/4 page flyer might be easier to distribute.  Board Member Justman volunteered to assist in flyer distribution by creating a list for distribution to have volunteers assist with.
  • Beau Garner questioned not having it mentioned that openings exist in other grade levels; it was decided to focus on kindergarten at this enrollment window time.
  • Jake Plahn moved to accept the enrollment application as presented. Julie Valencia seconded the motion. The motion passed unanimously.
  • Jake Plahn moved to edit the currently approved application with a checkbox saying “do you have a student that currently attends Mtn View Academy.  The motion was seconded by Beau Garner.  The motion passed unanimously.
  • Jake Plahn recommended that all students re-enroll within this enrollment window to provide the board the opportunity to review enrollment numbers at the next Board meeting.
  • Julie Valencia moved the enrollment window be extended to January 5-23, 2015.  Jessica Justman seconded the motion.  The motion passed unanimously.
• Approve revised projected growth plan.
  • Projected growth plan
  • Discussion took place around class size and accommodating an increased enrollment. Laurie Cardwell recommended MVA grow from the bottom up rather than increasing new students in upper level grades.  Ms. Cardwell recommended enrollment be set at 15 per class with the exception of a  7th/8th grade class blend which could be capped at 10 and reviewed at a later time.
  • Erica Richardson moved that the capacity for K-6 be set at 15 per class with a 7th/8th grade class blend to be capped at 10.  Jessica Justman seconded the motion. The motion passed unanimously.
• Approve modular project to accommodate growth.
  • Quote
  • Plans
  • Laurie presented a proposal for modulars which Mr. Hanline has asked the Board to approve.  Mr. Hanline has not provided a firm cost, however the lease is estimated to be around $15,000 per year.  The only viable growth option for MVA at this location currently with the projected AdM are modulars.  A double modular was discussed as additional space for growth as well.
  • Jake Plahn added that while this space request is a logical step, it is premature before a projected budget and AdM are identified.  The Board discussed compliance with a 3 bid competitive process within a lease arrangement.
  • The Board consensus reflected waiting to commit to an answer, pending a full decision until the January 23rd enrollment window has passed and budgetary numbers are identified.  Laurie Cardwell was directed to advise Mr. Hanline of the Board’s decision.
• Discuss/approve activity fee amount for next year.
  • Laurie reported that several families are making payments on the current fee.  Julie Valencia requested the ability to take credit cards be obtained for next year which will assist in collections.  The Board discussed not having a draft budget for the upcoming year and the related challenges in setting the activity fee prior to budget development. Options presented include keeping the fee the same; reducing it for the second year and providing a multiple student discount.  Julie Valencia asked Laurie to find out how an activity fee would be carried forward to subsequent years and parameters for expenditures of those fees.
  • Jake Plahn moved the activity fee be set at $250.00 per student for the 2015-2016 school year.  Julie Valencia seconded the motion.  The motion passed unanimously.
• Administrator’s report
  • Staff and students successfully implemented the musical play.
  • Jessica Justman and Julie Valencia were thanked for their assistance with fundraising. A total of $1300 was raised.
  • The procurement of computers will be completed shortly.
  • Purchased and installed a fireproof and locking file cabinet for
  • Dustin Sprague, Oregon State Police Sr. Trooper completed a walk through on December 3rd to discuss safety issues. He has an incredible resume with safety and security protocol.  He was pleased with the setup of the workrooms and closets and recommended additional blinds.  MVA fire drills and the evacuation- plan in conjunction with Lowell. The lock-down is the only plan in which MVA is completing on their own. Text messaging will be used as communication after the initial intercom communication.
  • Whole day kindergarten program has been a success.  Students have a nap-time. They are also excelling in reading and in math with these programs being completed in January.
  • Kindergarten enrollment date has been completed with 6 pending enrollment.s
  • A donation check is expected on December 22nd, 2014 from Dave Rommell.
• Personnel review policy
  • Beau Garner suggested a more formalized process for reviewing personnel issues as they arise.  BoaA rd requirements surrounding personnel review policies were discussed.  Beth Sprague will provide resource information on this topic to the Board Chair for distribution to the board as appropriate.
• Discuss/finalize/approve transportation plan to be in effect Jan 5, 2015
  • Contract
  • Signup Sheet
  • Jake Plahn provided background that MVA is required to provide student transportation. Lowell provided an estimate to include MVA students in their bus service to the Board.  The Board has been asked to approve the contract and review and accept the sign-up sheet.  Lowell will charge $10.00 per student per year based on the sign-up sheet regardless of whether or not a student rides the bus.  The Board agreed the ideal agreement would allow Lowell to manage the logistics.  Jake Plahn noted that line item #3 was not in the original contract discussion and recommended the Board confirm with Walt Hanline before accepting the contract.
  • After a call to Walt Hanline he said MVA has a choice to request another route to provide more capacity; at which time MVA would be responsible for the cost for additional routes and buses.  Mr. Hanline recommended any language changes be forwarded to him for inclusion.  Jake Plahn confirmed January 5th, 2015 as a targeted date to begin signups.
  • Julie Valencia moved to approve the document provided for transportation from Walt Hanline with the alteration of an addition to the beginning of #3 of “Upon the request of MVA,”.  Beau Garner seconded the motion. The motion passed unanimously.
• Discuss/vote/approve board positions per Beth’s email
  • Board Position 1 – Chair, Jake Plahn
    • Jake Plahn told the Board in March he has a 2-year tenure and would like step down from his Chair position to an involvement with less time commitment.
  • Board Position 2 – Vice Chair
    • Beau Garner nominated Julie Valencia as Vice Chair of the MVA Board, Erica Richardson seconded the motion. The motion passed unanimously.
  • Board Position 3 – Secretary/Treasurer
  • Board Position 4 – Member
  • Board Position 5 – Member
    • Chair Plahn reviewed the duties within the bylaws of each position.
    • Jake Plahn moved to accept the annual date of July 1 as the election of Board officers. Erica Richardson seconded the motion. The motion passed unanimously.
    • Julie Valencia moved to pursue the purchase of a square reader to accept credit cards on MVA business.  Jake Plahn seconded the motion. The motion passed unanimously.
    • The board will not pass the square fee on to the customer.  Laurie Cardwell will follow through on the purchase with Kelly Harris.
• Adjourn