Activity Fee Procedure

Posted by on Mar 18, 2015 in Policies

ACTIVITY FEE PROCEDURE

Adopted: 3/21/2017, Updated: 1/23/2018

Resolved by Mountain View Academy

1. The activity fee is $250.00 per student per school year. $50 of the $250 is due with the student’s registration in February and is nonrefundable unless the applicant is placed on the waiting list, then the $50 application fee is refunded.

2. The remaining $200 is due by the first day of school. The $200 can be paid in full anytime, or the applicant may elect to make payments on the 1st or 15th of each month, starting in March. The minimum payment each month is $50, unless extenuating circumstances warrant prior approval by the Board of Directors.

a.Families with multiple students can have an extended payment plan, not to exceed December 31st.

3. A reimbursement of activity fee money must be requested and presented to the Board of Directors for approval.  Reimbursements will only be granted at a 50% reimbursement rate. No reimbursements will be granted after January 1st.

4. Students will be excluded from activities if these fees are not paid in full by the first day of school in September, unless prior arrangements were made and approved by the Board of Directors.

5. Mid-year activity and enrollment fees- When a student joins mid-year, no matter what time of year you join, there is a $50 fee assessed and then $25 per month fee, up to $250 total.

 

 

 

 

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Board Meeting March 17, 2015 at 7:00 pm

Posted by on Mar 17, 2015 in Board Meetings

Date: 2/24/2015

Start Time: 7:08 PM

End Time: 9:08 PM

Location: Mountain View Academy Middle School Classroom

Attendees: Beau Garner, Jake Plahn, Julie Valencia, Jessica Justman, Laurie Cardwell

Guests:

Agenda Items

 

  • Call Meeting to Order
  • Adoption of Agenda
    • unanimous consent
  • Approval of Minutes
    • unanimous consent
  • Schedule next meeting
    • April 28th executive session 6:15 PM PDR Room, normal session 7:00 PM
  • Administrator’s Report
  • Financial Report
  • Approved Budget
  • Projected Budget
  • Approve reduced kinder cap
    • kinder cap is 12 students, unanimous consent
  • Marketing Plan
    • radio ad
    • Facebook ad
    • networking events & business cards
      • unanimous consent
  • Refundable vs non-refundable activity fee.
    • $250 activity fee, $50 is required with application and that $50 is non-refundable.
    • $200 can be set up on a payment plan, can be refunded up to 50% upon a written request.  No money will be refunded after January 1st of the current school year.
  • Adjourn
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Board Meeting February 9, 2015 at 7:00

Posted by on Feb 7, 2015 in Board Meetings

Date: 2/9/2015

Start Time: 7:00 PM

End Time:

Location: Mountain View Academy Middle School Classroom

Attendees: Vice President Julie Valencia, Board Member Beau Garner, Erica Richardson and Jessica Justman. Administrator Laurie Cardwell and Minutes Recorder Beth Sprague were also present.

Guests:  Amy Peters

Agenda Items

  • Vice President Julie Valencia called the meeting to order at 7:07 pm.
  • The agenda was adopted as published without changes.
  • Approval of Minutes from the previous meeting was tabled until February 24th, 2015.
  • Discuss portable classrooms
    • Laurie Cardwell shared that she has had multiple families ask about future plans for MVA.  Future plans for MVA are currently pended until the budget is developed. Laurie reviewed the 2015-16 Budget Scenarios handout with the Board.  The base projection assumes current enrollment with weights added.  Breakeven number within the projection is 88 students.
      • Scenario 1 reflects current operation with 1 teacher added at 99, 115 and breakeven (88 students) AdM amounts with ending balances of $67,417, $159,417 and $4,167 respectively.
      • Scenario 2 reflects 1 new teacher with health insurance for 10 employees at 99, 115 and breakeven  (95 students) AdM amounts with ending balances of $27,417, $119,417 and $4,417 respectively.
      • Scenario 3 reflects 1 new teacher, health insurance for 10 employees and rental of 1 portable classroom at 99, 115 and breakeven (98 students) with ending balances of $6,417, $98,417 and $667 respectively.
        • The modular cost proposed for scenario 3 is a double room modular which Mr. Hanlin provided a proposal cost for previously.
        • The Board discussed the above scenarios and requested clarification on the student headcount vs. weighted headcount.  After checking with Mr. Hanlin, it was clarified that the student headcount shown are weighted amounts.
    • Health Insurance was discussed. Principal Cardwell was advised MVA would have to hold their own insurance and could not tag onto Lowell’s.  The estimated insurance costs are based on the standard employee only plan offered across school districts.
    • Walt Hanlin advised that he must approve any modular MVA chooses.   Jessica Justman shared she found that the used modulars are around $100-$200 less expensive per month.
    • Julie Valencia noted that if we keep 7th & 8th at 10 combined and then look at 6 and below, this issue will repeat next year if the Board chooses a single room.  Erica Richardson suggested an affirmative decision for the modulars with a pended decision for insurance.  Jessica Justman asked if we had a feel for the current status of the teachers and if delayed insurance would be a retention issue.    Julie said that the lease amounts are based on the highest cost projection provided by Mr. Hanlin, and if a used modular was chosen it may reduce them more.
    • Current projected end of year balances are approximately $51,000 to be carried forward.  Laurie Cardwell added that the $25,000 donations received this FY were not spent.
    • Julie Valencia asked if there was a sick day FY carry over. The Board has not yet decided on that policy.
    • Responding to a question from Julie, without a modular Laurie explained that students could be accommodated for one year with minor structure changes including the addition of a door, however FY17 would require a plan.  There are a few parents who would choose to remove their children if a modular is not added to accommodate upper level classes.  Laurie explained that by addressing this issue in this FY, it sends parents and students a message  that MVA has engaged in well thought out planning based on on what is best for the students.  As a K-8 school she feels strongly that MVA’s focus should be on making decisions for that segment of students. She suggests placing the 6th graders in the modular with the new teachers.
    • Amy Peters, was recognized by the Board and said that she plans to keep her child at MVA regardless of the decision for or against a modular.
    • Julie Valencia said the Board made it the first year, and have money left over; providing insurance to teachers should be a priority and adding another teacher is imperative.  The portable estimate is high and possible savings could be gained.  Two years are left on the MVA contract with Lowell and she believes it irresponsible to choose option B.
    • Jessica Justman asked for clarification on MVA having to lease the modular through Lowell and the cost reflected have Lowell doing the full setup with MVA only incurring the lease payment.  Laurie Cardwell said this is the first step in a long process and MVA could at any time cancel if there are unforseen costs or Lowell and MVA are unable to reach an agreement.
    • Beth Sprague, parent was recognized and asked about the projected budget balances and how those numbers were developed; she commented that it seemed premature for the Board to approve a monthly lease expenditure prior to developing a true projected budget.
    • Erica Richardson shared that President Plahn stated that Maureen was good at her job and her projections are meaningful. Mr. Hanlin has been very successful and he is trying to be successful for Lowell and MVA’s success boosts Lowell’s success.
    • Laurie Cardwell asked for the board’s approval for additional space via a modular to provide the best environment for the students and provide the best education for the students as well.
    • Julie Valencia moved to approve Scenario 3 as outlined about with the addition of a teacher, benefits for 10 staff members and a portable; Jessica Justman seconded the motion.
    • Beau Garner amended the motion to remove the addition of the teacher and benefits to be addressed at a more appropriate time in the budget cycle, but moved to move forward with pursing an alternate scenario with a portable classroom. Erica Justman seconded the amendment.  With no further discussion the motion was approved unanimously.  Board President Plahn was not present.
    • The Board asked Jessica Justman to look into modular options to bring back to the Board for review. Laurie will bring the projected timeline to the Board when it is provided to her by Mr. Hanlin.
    • The Board discussed future budgetary issues including carry over teacher accruals.  It was noted that the Professional Services line item is 24k.  The Board requested that amount be confirmed with the current contract.  The Board requested budget timelines be added as an agenda item at the subsequent Board meeting.
  • With no further discussion Vice President Valencia adjourned the meeting at 8:35 pm.
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Board Meeting February 24, 2015 at 7:00

Posted by on Jan 28, 2015 in Board Meetings

Date: 2/24/2015

Start Time: Meeting was called to order at 7:04 pm by President Jake Plahn

End Time:

Location: Mountain View Academy Middle School Classroom

Attendees:  President Jake Plahn, Vice President Julie Valencia, Board Member Beau Garner, and Board Member Erica Richardson.  Principal Laurie Cardwell and Minutes Recorder Beth Sprague were also present.

Guests:  Maureen Weathers and Walt Hanline were also present.

Agenda Items

  • Call Meeting to Order
    • The meeting was called to order at 7:04 pm by President Jake Plahn.
  • Adoption of Agenda
    • Agenda was adopted by unanimous consent.  Board Member Richardson and Justman were not present.
  • Approval of Minutes from the February 9th Special Session and January 27 regular meeting.
    • Minutes of the February 9th, 2015 Special Session.  Beau Garner moved to accept the minutes from the February 9th meeting and asked it be noted that there was information disseminated in the previous meeting which has since been updated. He expressed concern that the actual amount of students in the class, vs. the weighted number was represented incorrectly and would have lead to an alternate voting outcome.  He asked that the previous meeting minutes be footnoted to reflect this and that his concern be recorded.  President Plahn seconded the motion; the motion passed unanimously with Board Member Erica Richardson and Justman were not present.
    • Minutes of the January 27th, 2015 Board meeting were approved as presented. Board Member Erica Richardson and Justman were not present.
  • Schedule next meeting
    • Meeting of the Board was scheduled for March 17, 2015 at 7:00 pm.
  • Special budget report By Maureen Weathers
    • Maureen Weathers introduced herself to the board. Walt Hanline said that the error identified in the budget from the last board meeting was due to his error, rather than hers and was due to an incorrect interpretation on his part. Walt Hanline said that the Lowell District needs a budget by March 1, 2015 from MVA.  Maureen reviewed the General Fund Summary, noting a 6,000 favorable adjustment on PERS currently noted.  She will continue to work on the projections.  This document was the basis for preparing the budget, pages 12 and 13, with scenario of 2b, as is with teacher / with health insurance with teacher / with health insurance with teacher / with portable.    Maureen reminded the Board this year kindergarteners are counting as full.  The numbers are weighted on rate rather then per head.
  • Erica Richardson joined the meeting at 7:23 pm.
    • Changes included 4,000 decrease due to the 20,000 per year rather then 2,000 a month x 12.  The PERS rate had a typographical error; the rate should reflect 17.64.  A potential budgetary adjustment for portables may be anticipated.   Julie Valencia asked regarding the e-school agreement which is 26.00 per student a year and split in half between Lowell and MVA.  The Board agreed that should be added to the budget.  Laurie Cardwell explained with 115 students, and chose to fund the portable, teacher and benefits, the GF ending balance would be approximately 100k with the updates.  Ms. Cardwell solicited budget questions from the Board.
    • Responding to a question from Beau Garner Laurie explained that 115 students reflects 10 cap in middle school and all the rest of the spots full. Currently MVA has 92 enrolled, with a potential 3 arriving within the month.  Of the 95, 9 would be in kindergarten class.  That number is not rated.  The weighed factor is 57.40 to apply to actual students.  Jake Plahn said he is not concerned about the budget or the numbers, but more toward how many students we want to provide our services to.    Walt Hanline added that the concern should not be for the students, but that they will be the correct grade levels.
    • Walt Hanline said if MVA is full with 15 kids per grade level x 8 classrooms, is 120. Less 5 for the middle school.  Supt. Hanline agreed with President Plahn in that adding 8th graders is a difficult dynamic and the Board should be cautious on around that.
    • Julie Valencia asked that a line item be added for marketing. Maureen replied affirmatively.
    • Jake Plahn thanked Maureen for her services and clarified that creation, development and submission of the budget is included in the contract.  Maureen and Walt Hanline said it is.
    • Vice President Valencia noted that at FCA students increased yearly without marketing.
    • Mr. Hanline explained process wise, you do not need a committee; the budget committee requirement would be part of the community committee as would the budget hearing.  The State of the District Celebration scheduled for May will include the MVA.
    • Mr. Hanline said with the budget proposed MVA has a $98,000 cushion.  That would require MVA to get to 103 students to properly be funded.  He said that Lowell is working on bus routes, and will be competing with MVA as it wont be as easier to get kindergarteners out of Lowell.  The budget does reflect the 250 per student as well as well as a carry-forward of approximately $50k.
    • Budget
      • The budget presented by Laurie Cardwell shows the full options.  Per Maureen a supplemental budget is not necessary when changes are made, rather a budget change can be made by motion.  When a budget is adopted, it is submitted to the Lowell District Board for approval as an appendix to the Lowell Budget.
      • Maureen said she heard changes to be made were to add a line item for advertising, adjustment business services downward and add 13.00 for e-services as well.
      • Jake Plahn said he believes we should approve the budget listed and add Maureen’s caveats to the agenda for the next meeting.  Walt Hanline recommended that MVA have the cleanest budget.
      • President Plahn moved the proposed budget be approved with the line items of e-services added at 13.00 per student, (estimated at $1,500), 3,000 added for advertising and adjustment of business services down $4,000. Erica Richardson seconded the motion.  The motion passed unanimously with Board Member Justman not present.
  • Walt Hanline available to explain portable/lease agreement and answer questions
    • Additional Information
    • Mr. Hanline distributed the project scope handout from Modern Building Systems dated February 20, 2015.  He reviewed the documents noting the following:
      • Doublewide, with doors in between
      • Exterior will be matching the existing buildings
      • Interior color choices are left to MVA
      • Zero overhangs, 12, 16 or 18 overhangs are possible, however 18′ are proposed
      • The structure will be on grade.
      • The overhang is 8ft 3 inches, which Mr. Hanline is concerned about students pulling out the gutters if they are too low.
      • The cost totals at $115,000
      • Once the proposal for the portable was accepted, then MVA would discuss the financing. The current interest rate would be around 5% as MVA is not tax exempt with a tax exempt bonds option.  He solicited questions from the Board regarding the portable and financing.
        • Beau Garner asked how firm the bids are.  Walt Hanline said all amounts are locked in. The only item questionable is the electric service.  Mr. Hanline said that MVA will not be charged for anything over $115,000, any amounts over that estimation will be covered by the District.  President Plahn said that the bid looks acceptable to him and is aligned with MVA’s growth potential and shows a conscious effort to expand.  Mr. Hanline discussed the question of MVA intending to be K-8 or not. He recommended selling a safe, family type environment.
        • Laurie Cardwell spoke in support of the proposal.
        • The Lease Agreement was reviewed on a line item basis by Mr. Hanline with the Board.
          • Term: July 1, 2015 to June 30, 2022.
          • Charter can occupy as long as agreement is in effect.
          • Extension of charter license:  if at any reason Lowell closes, the liability rolls to Lowell and not to MVA.  State law keeps the charter contract from extending past 5 years.  Should the charter contract not be renewed the contract agreement will terminate.
          • The rent for 7 years is $1675 per month with payments due 1st of the month.
          • Rent will be due as 500 per month in July 1, 2022.
          • The  District will use the excess annual rental fees for common use facilities of Lundy Elementary.  Responding to a question from Julie Valencia, the common use facilities referred to are defined in the original lease.
        • President Plahn said he puts trust in Walt and believes this contract is just a formality.  Maureen added this rent is in line with West Lane Technical Charter who just completed a rental agreement as well.
        • Julie Valencia said she wants to be sure that nothing is left open to interpretation when Walt Hanline retires.   Mr. Hanline said that creating past practices to fall back on is important.
        • President Plahn moved to approve the portable and the property use agreement as presented.  Julie Valencia seconded the motion.  The motion passed unanimously.
        • Agenda Addition
          • WHA Insurance
            • Walt Hanline provided the Board a handout from WHA Insurance dated February 24, 2015.  He said that currently MVA is paying 4,247 andthe estimated PACE premium woudl be approximately 4,500.  Mr. Hanline said he believes the current insurance is not meeting the word of the contract and he would recommend the Board direct him to pursue a quote for insurance.
            • Jake Plahn spoke in support of the proposal. The Board directed Walt Haline to pursue obtaining a quote using President Plahn, Laurie Cardwell and Kelly Harris as resources as needed.
  • Teacher technology requests
    • Laurie Cardwell provided technology proposals outlining a document camera and projector, wireless extender and 15 tablets.
      • Jake Plahn noted that the proposed tablets are cheap quality as they are basically disposable.
      • President Plahn moved the Board approve $1424.85 for tablets as proposed for the Kindergarten class and the purchase of an additional wi-fi device to be funded from donations.  Erica Richardson seconded the motion. The motion passed unanimously.
      • President Plahn moved the Board approve $450 for Amy Christensen’s technology proposal to be funded from donations.  Beau Garner seconded the motion. The motion passed unanimously.
      • President Plahn proposed that MVA purchase Office 365 for Students, Faculty and Affiliates which would provide Office on each device totaling $1200 per year.
      • President Plahn moved that MVA purchase Office 365 totaling $400 for MVA computers as well as a document camera for Jill Chapman.  The Office 365 purchase would provide 4 months of licensing and would be readdressed after that time.  Amounts would be taken from the donations.  VP Valencia seconded the motion.  The motion passed unanimously.
  • Administrator’s Report
    • Laurie Cardwell said last Friday students were taken to OMSI which was a successful event and included a submarine tour.  The students were commended on their manners.  The 3rd graders were taken to Snow White in the Wildish Theatre. The 3rd graders dressed up for the event which was a success.  On February 12 the Lions Vision, Hearing and Speech evaluated students.  This is a help in evaluated academic progress. The mid-year testing for Dibels K-4 has been completed. With initial results we’ve targeted students who needed extra help.  Walt Hanline and Maureen have been worked with on budgets. A marketing focus will be needed in the upcoming months.  On February 18th, 3rd – 8th grade received testing training on OAKS.  The OAKS science test will be administered next month and smarter balance reading and math grades k-8 will be administered in May.
  • Approve hiring of new teacher
    • The Board noted the new teacher has been budgeted and approved Laurie moving forward.
  • Discuss setting monthly enrollment dates for March, April, May
    • Julie Valencia spoke with Kelly Harris who recommended the last two weeks of each month would be ideal for the enrollment dates and would prevent having to revisit this repeatedly.  Erica Richardson recommended opening the MVA window prior to the Pleasant Hill window.  Laurie recommended not having a long period of time open to prevent a lottery situation.
    • Erica Richardson suggested that summer packets be handled by a volunteers.  Laurie Cardwell suggested the summer packet cost be funded by activity fees.  Jake Plahn agreed that this could be funded by activity fees. Laurie said the cost previously was <.01 per page and was completed by volunteers.
    • Erica Richardson moved an enrollment window be set for the first 10 days of each month commencing in March and ending in May.  President Plahn seconded the motion.  The motion passed unanimously.
  • Discuss sub day rollover or EOY cash out(budget, perk)
    • As a board a policy decision is required for the sub day roll over process.  Jake Plahn confirmed currently there is no option for sub-day rollover or cash out and the days are lost at year end.
    • Erica Richardson said she sees this as a huge perk as it allows MVA not to pay for a sub, and can be seen as a benefit. She spoke in favor of the teachers being able to cash out, but not accrue days to cash out.  Julie Valencia said that a cash out could be offerred as part of a bonus plan. Beau Garner agreed.  Jake Plahn said as long as the budget provides for it he is in support.
    • Julie Valencia moved that at year end, any teacher with unused sub-days may cash them out.  Erica Richardson seconded the motion. The motion passed unanimously.
  • Discuss having a drug policy for MVA staff
    • Julie Valencia suggested that as of July 1, 2015 there will be a new marijuana law in Oregon going into effect, however federal law supercedes state law.  Technically this would be a non issue as you cannot have paraphernalia on campus anyway.  President Plahn said he is anti drug policy and if it is a teacher affecting their work, MVA is not a collective bargaining campus and has at will employees.  Beau Garner asked Laurie Cardwell for input. Laurie said after speaking with Mr. Hanline that federal law supersedes state law.  No action was taken by the board.
  • OSBA budget committee
    • Referenced in previous discussion, Supt Hanline advised a budget committee is no longer needed.
  • OSBA Membership
    • Maureen suggested obtaining members for charter schools specifically. This would provide access to legal and hr, professional development for Board members, communications specialist, and an avenue for assessing state-wide services.  Julie Valencia said as long as MVA utilized the service it could be valuable.  The membership is due June of each year.  Beth Sprague expressed support of the membership.
      • Jake Plahn moved that the membership be applied for and Julie Valencia be assigned as the lead. Erica Richardson seconded the motion.  The motion passed unanimously.
  • OSBA services
    • This was addressed in the previous agenda item.
  • Laurie Cardwell reminded the Board that their training is scheduled on March 8, 2015.
  • Julie Valencia said a parent is putting together a used sports equipment day on March 18th, Leann Monteith is leading and can be contacted with questions.  Laurie Cardwell said she is in the process of making a flier for the Parent Teacher Association and volunteer needs.  Once completed it will be added to facebook.
  • Adjourn
    • With no further discussion the meeting was adjourned at 9:03 pm.
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Board Meeting January 27 at 7:00 PM

Posted by on Jan 26, 2015 in Board Meetings

Date: Tuesday, January 27. 2015

Start Time: The meeting was called to order at 7:09 pm

End Time:

Location: Mountain View Academy Middle School Classroom

Attendees:

Agenda Items

  • Call Meeting to Order.
  • Schedule next meeting
    • The next board meeting date was set for February 24, 2015 at 7:00 pm at Mtn View Academy.
  • Adoption of Agenda
    • Laurie Cardwell requested Sub Days be added to the agenda.
  • Approval of Minutes
    • No comments were received.  The minutes were adopted as submitted for the December 16, 2014 Board meeting.
  • Approve summer curriculum days for teachers,

    proposal attached.

    • More Info  The proposal suggested allowing each grade level to have an interactive social studies/science plan for learning which would commit 5 hours by 8 teachers at 20.00 per hour for a total commitment of $800.00  The second proposal brings forward Shurley English training for all grades for a commitment of $800.00.  Lastly, a MAP In-Service training was suggested for all grades for 8 hours by 8 teachers at $20 per hour for a total commitment of 1,280, plus $4,500 for the MAP training by the company.  Ms. Cardwell said this would help show students’ progress across the year regardless of grade level which would empower teachers within their teaching curriculum.  Historically, MVA has performed well within the traditional math/science OAKS testing which has been used.  Beau Garner confirmed this proposal is a substantial fiscal increase from the previous years’ summer commitment.  He said #1 and 2 would match the budgeted commitment, with #3 being a one time increase and 1,500 per year thereafter.  Jake Plahn suggested a more formalized budget for #3 be submitted before formal approval being given by the Board.
      • Erica Richardson moved to accept the proposal and associated funding of $1,600 for summer curriculum #1 and #2.  Proposal #3 will be added to the agenda for a subsequent meeting at which time a more specific budget will be presented for approval.  Julie Valencia seconded the motion.
  • Approve addition of 6th grade teacher and modular based on current enrollment data.
    • Laurie Cardwell provided a MVA projected growth handout outlining growth for the 2015-2017 academic years.  Current enrollment is at 91 students. Ms. Cardwell is optimistic about meeting the additional added students projected.  At these projected figures MVA will be one class space short to accommodate enrollment.  A sixth grade class and a 6th grade teacher will need to be added based on these projections.   Laurie Cardwell is seeking approval to add a 6th grade teacher and a modular to accommodate the projections.  Jake Plahn suggested the Board wait until the budget cycle to approve another 6th grade hire.  The Board reviewed Mr. Hanline’s previous proposal reviewed at the December in which a preliminary verbal estimate of $15k was provided for a single modular.  Ms. Cardwell shared an email with the Board in which she requested a lease price for the modular from Mr. Hanline.  He responded that he has provided the information from the vendor, I cannot give MVA more information until MVA gives him the specific size and details. Mr. Hanline expressed concern due to his perceived delay in approval. He said the option of MVA leasing the buildings from a vendor may be the best option due to the bid process.  Julie Valencia shared that Mr. Hanline stated at the Lowell Board meeting a modular did not meet Lowell School District’s master plan as Lowell School District is now considering obtaining a bond.  Jessica Justman offered to pursue researching estimates for a used facility; Laurie Cardwell will provide Board Member Justman the details required.  Per Jake Plahn a meeting will be set up with Walt Hanline, Julie Valencia, and Laurie Cardwell to discuss the issue further.  Beau Garner asked the Board consider options to use the current space more effectively rather than move toward a modular.  The Board discussed options for using the current space.
  • Approve teacher request: Kirsten requests tablets.
    • Laurie Cardwell shared Kirsten Cardwell requested 15 tablets for for her kindergarten class at $54.99 each, with an additional cost of $600 to enable connectivity.   Laurie Cardwell said that the internet connectivity addition to that area would be of value to more than this classroom.  Julie Valencia asked if the parameters around the use of the activity fee could be interpreted for this kind of need.  President Plahn advised he does not believe that is an appropriate use of that funding source based on his understanding of the State of Oregon rules.  Laurie Cardwell suggested the 10k donation recently received could be used to fund this proposal.  Jake Plahn noted that donation puts MVA $5k over the projected donation amount.  Laurie Cardwell will provide the Board projected expenditures for the remaining FY14-15.  President Plahn suggested the Board complete a budget review at the next meeting with MVA’s accountant prior to the board making a decision.  The issue was tabled until the February 24, 2015 meeting.
  • Dec. Budget
    • Ms. Cardwell reviewed the MVA Profit and Loss Statement with the Board.   Board Member Erica Richardson asked if MVA had looked into using a printer service to save funds rather than using only MVA equipment.  Laurie Cardwell said that issue has not been looked into, but she would review that option.  Ms. Cardwell noted that summer packets could be funded out of the activity fee; after review of the policy, President Plahn agreed.
  • Propose an idea for a teacher perk
    • Vice President Valencia asked if there is a way to offer to the teachers that have their students attending MVA, some sort of incentive, for example a staff rate activity fee?  President Plahn suggested an attorney review that suggestion prior to implementation, however he suggested that a teacher could be provided a bonus for enrolling their child in MVA to support community based education.  Erica Richardson brought up only providing an incentive to teachers with children vs. teachers who have no children as a concern.  Vice President Valencia said she would like to see action taken toward teacher retention and asked the Board to consider this and other option throughout the year.
  • Progress on enrollment/marketing and next steps
    • Board Member Justman reported she passed out fliers for enrollment. She said MVA is participating in the alternative education fair will be held on January 31st, 2015.  Ms. Justman asked the Board to prioritize marketing and the value of coming up with a strategic marketing plan.  Board member Garner agreed that a strategic plan or direction would be a valuable outline for MVA to follow.  Ms. Justman offered to provide the Board a drafted plan for their review and discussion.  Julie Valencia thanked and commended Board Member Justman for the GoogleDocs project.
    • Board Member Justman asked for clarification on a student enrolling in the current AY year, when another student had already been projected to fill a spot in the subsequent year.  President Plahn clarified that the current student has preference over the incoming student.
      • Erica Richardson moved that Jessica Justman lead the market plan development. Jake Plahn seconded the motion. The motion was discussed with Beau Garner clarifying leading the marketing plan does not include committing funds to the project. Motion passed unanimously.
  • Discuss creating a PTA.
    • Jessica Justman spoke to the Board regarding volunteer recruitment and suggested a PTA forum could be helpful to MVA as they continue to pursue marketing and fundraising.  Vice President Valencia added that she felt a classroom parent working hand in hand with each teacher would be helpful.  Erica Justman asked regarding the formalities of a PTA organization and whether it is a formal organization.  Laurie Cardwell said access to the school may be an issue. Erica Richardson said currently trying to ascertain where volunteers are needed, or what a parent can be helpful with is difficult.  VP Valencia added the school website is under-utilized and could be used for items such as this if a facilitator was identified.  Laurie Cardwell suggested at a staff meeting, teachers could create a list of needs which could be shared. Beau Garner added MVA has a good base of volunteers that are committed to assisting, but an organizational structure or forum is needed.  Board Member Justman reminded the Board that Administrative Assistant Kelly is responsible for scheduling and coordinating volunteers.  Beau Garner suggested distributing a flyer of ways to get involved with MVA to include a mention of the PTA with a contact of Erica Richardson for more information.  Laurie Cardwell will contact teachers about volunteer needs as well as create the flyer. The Board will revisit the topic at the February Board meeting.
  • Address public notice for your meetings. Records retention compliance and knowledge transfer
    • Board Minute Recorder Sprague reviewed the requirements for posting the agenda publically and records
      • Vice President Valencia agreed to link a Board meeting notice and agenda on facebook prior to each meeting.
      • Sub-Days (added agenda items)
        • Amy has ended up with Jury Duty which affects the amount of sub days.  Laurie Cardwell advised the MVA bookkeeper said she would move forward as the Board directed.  The Board was supportive of the teacher and discussed options to accommodate jury duty and leave time outside available balances.  Laurie Cardwell will check with peer institutions to ascertain their policies around issues like this.  Jessica Justman confirmed the issue must be resolved prior to the February pay period.
  • Administrator’s Report
    • Laurie Cardwell shared a note from Rommells, thanking the school, administrators and teaching staff for their hard work on the recent play  and enclosing a $10,000.00 donation check.  She reported MVA has successfully started their marketing campaign and Lowell bus services have started as well.  Ms. Cardwell said the electronics drive is a great success and new computers have arrived and are being used for mathematics kinders.  Quartney Nydam is our new custodian. A new batch of electives started in January including woodworking, newspaper and quilting among others.  She shared an OMSI field trip will occur on Friday including a submarine tour.  A course has been ordered on managing student records put on by a law firm for Laurie Cardwell and Kelly Harris to take.  Dibels testing is being worked on. Jessica  is taking a graduate course on autism.  Current enrollment is 90 with 4 students being lost over the break and 2 being gained.  Beau Garner asked regarding an exit interview on departing students.  Laurie Cardwell said she had been in contact with departing families. Julie Valencia suggested sending a self addressed stamped envelope with a questionnaire for families to return
      • President Jake Plahn moved to accept the 10k donation from Dave Rommel into the donation fund in the budget, Beau Garner seconded the motion, the motion passed unanimously.
    • Julie Valencia clarified that due to MVA not having an enrollment window open currently, any applications or students obtained from Board Member Justman’s marketing work will need to be held for processing until the next open enrollment window has begun.    The Board discussed options for insuring all interested students are able to enroll and President Plahn reviewed the requirements for an enrollment window.
      • Julie Valencia moved to begin an enrollment window from January 31, 2015 to February 12, 2015 with identical content, format  and capacity as the previous enrollment window. Jessica Justman seconded the motion.  The motion passed unanimously.

      • Erica Richardson announced that Green Valley Archers has moved more locally and could be considered for a field trip.  Laurie Cardwell said she is aware and will keep options open.
  • Adjourn
    • With no further business the meeting was adjourned by President Plahn at 9:09 pm.

 

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Board Meeting December 16th at 7:00 PM

Posted by on Dec 1, 2014 in Board Meetings

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
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