Date: 4/28/15

Start Time: 7:00 pm

End Time: 8:44 pm

Location: PDR

Attendees:  Jake Plahn; Beau Garner; Jessica Justman; Erica Richardson; Julie Valencia; Laurie Cardwell; (Beth Sprague, Minutes Recorder)

Guests: no audience was in attendance.

Attachments :

Agenda Items

• Call Meeting to Order.  Chair Jake Plahn called the meeting to order at 7:08 pm.
• Adoption of Agenda.
  • Beau Garner requested to add Board Yearly Events to the agenda.  Agenda was adopted by unanimous consent.
• Approval of Minutes.
  • Minutes were not yet completed. Approval was pended until the subsequent meeting.
• Schedule next meeting.
  • The next Board meeting was scheduled for May 19, 2015 at 7:00 pm at Lundy Elementary Board Room.
• Budget, P.1-8
  • Laurie Cardwell said she feels the budget appears good.  State School Fund total payments are projected to be $12,775 over original budget.  Beau Garner asked regarding the phone bill increase from November to January.  Laurie explained that is likely the “Square” purchase, but will obtain confirmation from Maureen.  Beau also questioned fundraising 1760 vs. donation 1920 and delineating the use of those account codes more clearly.  Laurie Cardwell said the total PERS contribution for March is 11,664.  Jake Plahn noted that 40k carryforward is estimated within the budget as well.
• Projected Budget, P. 9-10
  • Laurie presented the Projected Budget Summary dated 3.31.15 showing approximately 40k in unallocated carry forward.
• Approve Governance Handbook, P.11-19
  • Laurie Cardwell brought forward several changes to the handbook including an incorrect title for Mrs. Valencia and a typo on page 2 that were updated.    She asked the Board for approval of the updates.
  • Jake Plahn moved to approve the governance handbook as presented. Julie Valencia seconded the motion. The motion passed unanimously.
• Approve Dress Code (to be added to policy handbook), P. 20
  • Laurie Cardwell presented a draft dress code for approval advising she has reviewed other charter school’s codes and this is in alignment.  Jake Plahn asked for clarification of “legging” pants.  Laurie Cardwell said the trend is tights which can be worn under items but not alone.  Chair Plahn asked why this came up. Laurie Cardwell said that there is a widespread problem throughout schools and she is attempting to address it for the school.  She said the goal is for clothing not to distract the learning process.  Jessica Justman said she had slight concern about the leggings; but didn’t see an issue with the document. Beau Garner said he is more interested in action protocol if the Dress Code is broken.  Laurie Cardwell said she plans to have sweats  and shirts available for them to wear should a gross infraction occur; however she does not anticipate using them.  Laurie Cardwell shared ultimately she would like this included in the policy manual when those documents are revisited.  Jake Plahn said that he believes Board approval is not needed for an item of this nature and is an administrative issue. The Board discussed whether this needs Board approval or can be included in the policy
  • Chair Plahn said that it is appropriate to bring a policy like this for the Board’s information, but no approval is needed.
• Approve Chaperone Guidelines (to be added to policy handbook), P.21
  • Laurie Cardwell shared that after evaluating previous events she believed it valuable to create guidelines for chaperones.
• Approve Open Enrollment May 14-17 (to coincide with open house and radio ad campaign)
  • Laurie Cardwell said Jessica Justman has worked hard to obtain the radio ads and believes it should be strategically scheduled.  She said May 1-10 is the next open enrollment and an Open House will be held May 14 at 7:00 pm.  I requested Kelly Harris send out a email to all new families.  I request the board approve an open enrollment for May 14-17, 2015.  Jessica Justman said she has referenced the facebook page rather then the website in her ads.  Julie Valencia asked Laurie Cardwell for the current enrollment numbers.  Openings are:  2 in K, 1 in 1st, 2, in 2nd, 1 in 3rd, 1 in 4th, 1 in 5th, 4 in 6th and 1 in 7/8.
    • Jessica Justman moved to approve another open enrollment window for May 14-17 in addition to current dates.  Erica Richardson seconded the motion. The motion passed unanimously.
• Marketing/Fundraising Report (Jessica)
  •  Jessica Justman reported that a Facebook ad marketing post has been created and there were multiple re-shares of the post.   Board Member Justman said she also distributed fliers at the Springfield After Hours at the Relief Nursery.  The radio ad will run from May 1 – 14th and include a brief summary about the school and will invite people to the open house.  It will run 15 times on each of the EARS radio stations.  Laurie Cardwell played the radio ad for the Board to hear.  Jake Plahn thanked Jessica Justman for her good work.
  • Jessica Justman asked Laurie Cardwell if she required assistance. Laurie Cardwell said she would have teachers assist.  Jessica Justman advised business cards are still pending.   Julie Valencia suggested being included in the Educational Extras section of the Sunday Register Guard.
  • Mrs. Justman reported around fundraising explaining a silent auction is planned and a possible bake sale.  It was also suggested to have snacks for sale at the upcoming musical.
  • The Board thanked Jessica for her work.
• Administrator’s Report (Laurie)
  • April 3, 2015 Oregon Coast aquarium trip was successful. The trip has been booked for next year.
  • School wide California achievement testing has been completed.  The students took the testing seriously.  Significant results were that our language program is doing quite well, however the spelling program may need reviewed. Most of the students tested below grade level in spelling with the California testing.  A review the spelling program is planned for this summer’s curriculum day.
  • The SMARTER BALANCE state testing commenced today and the computer adaptive test is being used.  The technology supported the 25 students without a problem. The results will not be available until next year. This is the OAKS replacement and is 3rd-8th grade specific.
  • Substantial progress on activity fees have been made with only 230 outstanding and several students families making payments.  Laurie Cardwell said as a formal bill is not sent out a reminder might be useful for parents.
  • 99 students are enrolled for next year with room in every grade.
  • Adjustments are being made to staffing to capitalize on the strengths of our teachers. Ms. Trimble will be moving to 4th grade and Mr. Miles will be moving to 5th grade.
  • Insurance options for teachers are being looked into.
  • The modular will be delivered on June 15, 2015.
  • The Kindle Tablets have been purchased and are now with the teachers.  Julie Valencia thanked Jake Plahn for his technical assistance.
  • Board Events
    • Beau Garner asked the Board if they have a mechanism for tracking key repeating dates for Board commitments.  Minutes Recorder Beth Sprague advised that she will provide the Board President a calendar for review.
    • Unallocated Carry Forward
      • Jake Plahn reported that the Board has a projected 40,000 in unallocated year-end carry forward.  The Board discussed options for fund usage including prospects for teacher retention and appreciation, classroom updates or bonus’.  A formula of disbursement was discussed including a standard of half the state contingency standard of 1.9%, another 1.9% in a long-term savings fund and 50/50 split between classroom needs and possible retention allowances.  The Board agreed to table the discussion until a future meeting when additional fiscal information is available.
      • Julie Valencia asked if the contract with Lowell was extended based on the contract with the modular.  She expressed concern that this location is where we want to stay and a reserve is not appropriate for future building or movement of the Academy.  She asked if the Board had considered strategically planning to address this.  Jake Plahn said MVA does plan to stay at its current location, and Lowell has expressed the desire to continue including MVA in their future plans.  Jake Plahn said he is confident that staying with Lowell is the right decision.
    • 4-Day School Week (Jake Plahn)
      • Jake Plahn advised it seems Friday school has been increased.  He asked Laurie her thoughts.  Laurie said sees a benefit to a 4 day week and reminded that these increased due to the add-back days and testing.   Laurie suggested taking the add-back days and making them into field trips.  Jake Plahn asked Laurie to update the calendar and he would rework the teaching calendar accordingly.
• Adjourn
  • President Plahn adjourned the meeting at 8:43 pm