2015 Board Minutes

December 15, 2015 Board Meeting Minutes

 

Northern Lights Community School

Board of Directors Meeting

December 15, 2015

Board Members Present: Matt Alleva, Karen Fleming, Art Norton, Josie Pitts,

Zach McNeil, Kendra Smith, Don Vidal

Non Board Members Present: Nick Pretasky, Becky McCauley, Jackie Esler

1. Mission Statement read by Matt Alleva

2. Approval of Agenda: Motion made by Don Vidal and second by Josie Pitts to approve agenda with one addition under “14. Other News”: Small Cities Development Program (SCDP) Improvement Grant. Motion carries.

3. Approval of Minutes: Motion made by Josie Pitts and second by Art Norton to approve minutes of November 17, 2015. Motion carries.

4. Treasurer’s Report: Check register, NLCS bank reconciliation as of November 30, 2015, and November receipts were reviewed.

Motion made by Karen Fleming and second by Don Vidal to approve the following resolutions:

Resolution 1 – To approve November operating receipts of $93,346.90

Resolution 2 – To approve November checks 8995-9031 of $176,020.37

Resolution 3 – To approve November check card transactions of $0.00

Resolution 4 – To approve November miscellaneous disbursements of $1.80

Motion carries.

Donations for November totaled $2,985.00

November 30, 2015 Budget Actual
ADM 98 102.56
Pupil Units 117 121.58

We had 103 students enrolled at NLCS as of 11/30/2015.

Funds transferred for the month of November 2015

(Between MSDLAF and GRSB)

11/03/2015 $120,000

11/17/2015 $50,000

11/24/2015 $125,000.00

5. WIPFLI Audit Update: Becky Cebelinski, Audit Manager for Wipfli LLP, reviewed NLCS annual financial statements for the year ended June 30, 2015 together with independent auditor’s report with the board.

New standards (implementation of GASB No. 68 & 71) added the net pension liability for TRA and resulted in a restatement of beginning net position at 6/30/2014.

General Fund balance at June 30, 2015 was $331,435, an increase of $48,292 over

June 30, 2014. Minimum general fund balance was not met; however we are getting closer to 20%.

Wipfli did not audit the financial statements of the Northern Lights Building Company. Amounts included for the Northern Lights Building Company are referred to as Building Company Fund, and these amounts are based solely on the report of the other auditors.

Motion made by Don Vidal and second by Karen Fleming to approve audit for year ended 6/30/2015 prepared by WIPFLi. Motion carries.

6. Extra Building Company Audit: Northern Lights Building Company went with a different auditor. Some of the work that happened during June/July was not recognized in their initial audit, and it was necessary to have that audit re-done. There was an extra cost of $1,560. NLCS would like to split this 50/50 with the building company. Motion made by Don Vidal and second by Josie Pitts to pay for ½ of this extra cost for the building company audit ($780) and to give our Finance Team permission to create a line item to budget for this. Motion carries.

7. Website Upgrade: Nick gave an update on our website upgrade. We should have a launch date some time in February.

8. IASC Meeting Update: Karen and Nick participated in the IASC gathering of school boards on December 8th. It was decided that IASC needs to move forward with hiring a coordinator. There will be an IASC workshop on February 16 and NLCS will be participating.

9. MACs Membership: Many of the services provided by Minnesota Association of Charter Schools (MACS) are services that EdVisions already provides for NLCS. Motion made by Zach McNeil and second by Josie Pitts that we do not pursue MACS membership at this time. Motion carries.

10. New Director Search Committee

a. Director Job Description: The School Director Job Description was shared with the board. Motion made by Don Vidal and second by Karen Fleming to approve as is. Motion carries.

b. Approval of Hiring Committee Meeting Minutes: Hiring Committee meeting minutes for October 28, 2015, November 11, 2015, and December 9, 2015 were shared with the board. Motion made by Josie Pitts and second by Kendra Smith to approve. Motion carries.

c. Job posting budget: Our Finance Team will need to budget for this. Josie will report back to the board after our next Director Search Committee meeting.

d. Director salary:

  • Nick’s salary (1/2 from Special Education funds)
  • Check with EdVisions / salaries for charter school directors
  • May need to increase ADM to 101 – 102

Director Search Timeline

  1. Post the job by January 22
  2. Close posting by February 23
  3. Interviews starting March 7 – 11
  4. Schedule at 2:00 for a tour, interview at 3:00-4:00 (they can come earlier)

a. Student tour

b. Formal interview

5. Second interview by March 21

6. Offer job by March 25

Director Search Committee Meetings

January 6, 2016

January 20, 2016

February 24, 2016

Each meeting is open to the public.

11. Director’s Report: There were no questions on this report.

12. ACNW Annual Report Feedback: Nick shared Audubon’s feedback on our

FY15 Annual Report and World’s Best Workforce Report. The feedback is focused on compliance with statutory requirements and overall quality. 19 of 19 compliance requirements were addressed. There are no required actions.

13. Policy committee: Starting with our January board meeting, our Policy Committee (Matt, Josie, Zach) will present three policies that need to be reviewed at each board meeting.

14. Other News: SCDP grant is moving along and we have made it to the second round.

Motion made by Don Vidal and second by Karen Fleming to adjourn; motion carries.

Next Meeting 1/19/16

November 17, 2015 Board Meeting Minutes

Northern Lights Community School

Board of Directors Meeting

November 17, 2015

Board Members Present: Matt Alleva, Karen Fleming, Art Norton, Josie Pitts,

Kendra Smith, Don Vidal

Board Members Not Present: Zach McNeil

Non Board Members Present: Nick Pretasky, Becky McCauley, Lee Matson,

Jackie Esler, Rod Haenke – Audubon

1. Mission Statement read by Matt Alleva

2. Approval of Agenda: Motion made by Art Norton and second by Josie Pitts to

approve agenda. Motion carries.

3. Approval of Minutes: Motion made by Kendra Smith and second by Karen Fleming

to approve minutes of October 20, 2015. Motion carries.

4. Treasurer’s Report: Check register, NLCS bank reconciliation as of October 31, 2015,

and October receipts were reviewed.

Motion made by Karen Fleming and second by Don Vidal to approve the following

resolutions:

Resolution 1 – To approve October operating receipts of $220,121.12

Resolution 2 – To approve October checks 8939- 8994 of $202,763.71

Resolution 3 – To approve October check card transactions of $0.00

Resolution 4 – To approve October miscellaneous disbursements of $2.00

Motion carries.

Donations for October totaled $3,350.00

October 31, 2015 Budget Actual
ADM 98 104.04
Pupil Units 117 123.20

We had 104 students enrolled at NLCS as of 11/12/2015.

Funds transferred for the month of October 2015

(Between MSDLAF and GRSB)

10/05/2015 $120,000

10/13/2015 $30,000

Our audit is coming to a close. We had a projected surplus of $18,584. Actual results are higher than this, and we could use around $46,000 to increase our Fund Balance. We are planning on reviewing audit results with Wipfli at our December board meeting.

5. Calendar change vote November 6, 2015: We did not have school on Friday, November 6, so that staff and students would be able to attend the funeral of Rodney Lentz. A revised school calendar was presented to our board. Motion made by Kendra Smith and second by Josie Pitts to approve. Motion carries.

We had 1.5 days built in for snow days; so we used one of those days. Should we exceed the number of days left we shall have to make up time in June.

6. ACNW Authorizing

a. ACNW budget review: Audubon Center of the North Woods SY 2014-2015

Income and Expense Report Details (unaudited) were shared with the board along

with a list of authorizer fees broken down by school name. Audubon is the largest

charter school authorizer in the State of Minnesota.

b. NLCS invoice: Our school’s fee is based on Pupil Units/student enrollment data

gathered from MDE. NLCS Authorizer Fee for FY 16 is $4,820.01.

c. ACNW Leader’s Retreat Update: Nick, Josie and Matt all participated in this

retreat. Some of our board members indicated an interest in attending upcoming

Audubon events (environmental education, board training, Leader’s Retreat) so we

will be sure to share information with board members as that becomes available.

7. Website Upgrade: This was part of our Board’s strategic plan. We took bids on this. The cost for this will be about $2,000 and will come out of our marketing budget. We hope to have this up and running by the end of January.

8. IASC Meeting Update: Karen and Nick participated in the work session on October 26th. The discussion centered on future goals and vision of the collaborative and whether there should be an Executive Director for IASC. The next meeting is scheduled for December 8th at The Sawmill. All board members are welcome to attend.

9. MACs Membership: Minnesota Association of Charter Schools (MACS) supports charter schools in our State (advocates for charter school policy issues; provides workshops on leadership and board training/governance). If we have an interest, the Director or Executive Director would come and speak to us. Our annual membership cost would be $2,335. Matt will provide additional information to board members prior to the next board meeting and will place on next month’s board agenda.

10. London Trip: Due to the refugee crisis in Europe, a couple of alternative locations were offered (Washington, D.C. or New York City). At the recent parent meeting New York City was chosen. They are currently planning to go for a couple of weeks in June. The group will take Amtrak to NYC and fly back home.

11. Director’s Resignation: Matt read Nick Pretasky’s resignation letter to the Board. Motion made by Josie Pitts and second by Kendra Smith to approve resignation. Motion carries. Nick’s last working day will be June 30, 2016.

12. Director’s Report: There was discussion and clarification regarding Instructional Leadership Team / Practice Profile Data in this report.

13. Recruitment / Community Outreach: The big news here is the upgrading of our website.

14. Other News:

a. 3-page annual report: A condensed version of our 2014-2015 annual report was created that will be more easily understood by parents and students. It provides a quick overview and highlights for students and parents and is available in our office. It is a great tool for parents and kids interested in attending NLCS. We will also put a few of these out at Presentation Night.

b. Policy Committee: Vicki Nelson provided us with a list of policies that still need to be reviewed and updated.

c. Director Search Committee Update: Qualifications and timelines have been determined by the committee. The next step is job posting and interview questions. Posting should be done by January. Board members will be included on the interview team. There was also a question on the mid-year staff survey as to what qualifications they were looking for in a director.

d. ADM Transfer Oct 2015: Both of these were covered earlier under “Treasurer’s Report”.

Motion made by Karen Fleming and second by Don Vidal to adjourn. Motion carries.

Next Meeting 12/15/15

October 20th, 2015 Board Meeting Minutes

Northern Lights Community School

Board of Directors Meeting

October 20, 2015

Board Members Present: Matt Alleva, Karen Fleming, Art Norton, Josie Pitts,

Kendra Smith, Zach McNeil

Board Members Not Present: Don Vidal

Non Board Members Present: Nick Pretasky, Becky McCauley, Lee Matson

Jackie Esler

1. Mission Statement read by Matt Alleva

2. Approval of Agenda: “Budget Revision” was added to our agenda as 4.a.

10.c. “503.3 Enrollment” was removed from our agenda. Motion made by Art Norton

and second by Karen Fleming to approve agenda with changes. Motion carries.

3. Approval of Minutes: Motion made by Zach McNeil and second by Kendra Smith

to approve minutes of September 15, 2015. Motion carries.

4. Treasurer’s Report: Check register, NLCS bank reconciliation as of

September 30, 2015, and September receipts were reviewed.

Motion made by Karen Fleming and second by Kendra Smith to approve the

following resolutions:

Resolution 1: To approve September operating receipts of $114,599.15

Resolution 2: To approve September checks 8897 – 8938 of $161,187.60

Resolution 3: To approve September check card transactions of $0.00

Resolution 4: To approve September miscellaneous disbursements of $31.70

Motion carries.

Donations for September totaled $455.00.

September 30, 2015 Budget Actual
ADM 98 102.98
Pupil Units 117 122.40

We currently have 106 students enrolled at NLCS as of 10/20/2015.

Funds transferred for the month of September 2015

(Between MSDLAF and GRSB)

9/1/2015 $120,000

9/17/2015 $30,000

9/22/2015 $20,000

a. Budget Revision: Lee Matson presented and reviewed the budget revisions.

$2,250.00 was moved from Shared Supplies to Math Supplies. $21,000 was

added to revenue as well as expenses to help fund Indian Education.

Motion made by Zach McNeil and second by Josie Pitts to approve resolutions

as presented:

Resolution to adjust the General Fund revenue budget for FY 2015-2016 from

$1,852,749 to $1,873,749, an increase of $21,000.

Resolution to adjust the General Fund expenditure budget for FY 2015-2016 from

$1,847,890 to $1,868,890, an increase of $21,000.

Motion carries.

Estimated fund balance, 6/30/16: $307,223.43

Fund balance as % of expenditures: 16.44%

Our audit is in process and has not been completed as of this date. General

Ledger is not closed out. Auditor will be here on Monday, October 26th, and

hopefully can share audit results at our December board meeting.

5. State of School Address and Director Report: Since this is our annual meeting, Nick presented State of School Address. It is broken into four components: Academics, Operations, Financial, and Environmental Education. Suggestions for future improvement were included in each component.

6. Wipfli Engagement Letter: The Engagement Letter from Wipfli was shared with the board. Motion made by Josie Pitts to approve auditor’s engagement letter and second by Karen Fleming. Motion carries.

7. IASC Meeting Review &b Governing Board Work Session on October 26 4pm-7pm:

There will be a work session next week on Monday, October 26th, to work through issues identified in the previous IASC meeting held the evening of September 15th.

8. Sub Para Rate Increase from $8.50/hr to $9.00/hr: In order to be in compliance with Minnesota minimum wage, the Sub Para Rate has been increased from $8.50/hour to $9.00/hour.

9. ACNW Authorizing Activities:

a. Calendar: Nick and Matt shared a summary and description of authorizing

activities ACNW will be conducting with our school this year.

David Greenberg will continue to be our primary contact. Rod Haenke will be

attending our November 17th board meeting.

b. Leader’s Retreat: Nick and Matt will be attending the ACNW Leader’s Retreat

in November.

10. Policies:

a. 609 Religion

b. 503.1 Admissions

c. 503.3 Enrollment (removed from our agenda)

d. 504 Dress Code

e. 106 Whistleblower

f. 102 Equal Educational Opportunity

Annual review of policies 609 RELIGION, 503.1 ADMISSIONS, 504 STUDENT

DRESS AND APPEARANCE, 106 WHISTLEBLOWER POLICY, 102 EQUAL

EDUCATIONAL OPPORTUNITY: Motion made by Josie Pitts and second by

Zach McNeil to approve. Motion carries.

Zach McNeil, Josie Pitts, and Matt Alleva volunteered to be on Policy Committee.

This will help streamline the process of policy annual review and updates.

11. Other News:

a. Next Year Director Search: This is Nick’s last year with us. He is here through

the end of our school year. Nick will provide board with letter of resignation at next

month’s board meeting. Several of our board members indicated an interest in being

on the committee to search for a new director. This team will stick around after our

board meeting and establish a date for that meeting. Nick is willing to assist in this

transition process. Nick also provided a list of responsibilities he is accountable for

as NLCS Director.

b. Assistant Director Description: The board was also provided the job description

for Assistant Director.

Motion made by Josie Pitts and second by Art Norton to adjourn. Motion carries.

Motion made by Josie Pitts and second by Kendra Smith to re-open meeting.

Motion made by Karen Fleming and second by Kendra Smith to seat Josie Pitts on the board for a three-year term. Motion carries.

Motion made by Josie Pitts and second by Karen Fleming to adjourn. Motion carries.

Next Meeting 11/17/15

September 15, 2015 Board Meeting Minutes

Northern Lights Community School

Board of Directors Meeting

September 15, 2015

Board Members Present: Matt Alleva, Karen Fleming, Art Norton, Josie Pitts

Don Vidal

Board Members Not Present: Kendra Smith, Lori Dowling-Hanson

Non Board Members Present: Nick Pretasky, Becky McCauley, Lee Matson,

Jackie Esler, Zach McNeil

1. Mission Statement read by Matt Alleva

2. Approval of Agenda: Motion made by Don Vidal and second by Art Norton to approve agenda. Motion carries.

3. Approval of Minutes: Motion made by Josie Pitts and second by Don Vidal to approve minutes of August 18, 2015. Motion carries.

4. Treasurer’s Report: Check register, NLCS bank reconciliation as of August 31, 2015, and August receipt register were reviewed.

Motion made by Karen Fleming and second by Art Norton to approve the following resolutions:

Resolution 1: To approve August operating receipts of $220,316.38

Resolution 2: To approve August checks 8865 – 8896 of $130,526.92

Resolution 3: To approve August check card transactions of $0.00

Resolution 4: To approve August miscellaneous disbursements of $0.00

Motion carries.

Donations for August totaled $750.00.

Board received copy of NLCS Statement of Revenues, Expenditures and Changes in Fund Balance – General Fund for Year Ended June 30, 2015 (Unaudited). We are looking at break even; our budget showed a small profit. We need to follow up with E-Rate contractor about reimbursement for FY15 broadband. We have not seen it yet, and we are over budget in that area by $20,000. Nick and Becky are currently following up.

UFARS unaudited financial data for the preceding fiscal year was submitted on Monday, September 14th.

September 15, 2015 Budget Actual
ADM 98 103.73
Pupil Units 117 123.48

The state overpaid in August, so NLCS will not get state aid September 15th and 30th.

We expect auditors to arrive on September 23rd, and then again October 26th and 27th. The auditors consider the Building Company as part of our school. The Building Company will have an audit done this year, but have not determined which auditor they will be using.

5. Lori Dowling letter of resignation: Matt read the letter of resignation received from Lori Dowling-Hanson. Motion made by Don Vidal and second by Josie Pitts to approve resignation. Motion carries.

6. Board Election – Zach McNeil: Motion made by Karen Fleming and second by Don Vidal appointing Zach McNeil to replace Lori Dowling-Hanson’s seat for the remaining term. Motion carries.

7. School Improvement Plan (Board vote as the World’s Best Workforce Committee):

Nick went over in great detail our 2015-2016 School Improvement Plan. Much of this data has been shared with the board previously through monthly Director’s Reports. Motion made by Art Norton and second by Don Vidal to approve School Improvement Plan. Motion carries.

8. Annual Report: Nick sent rough draft of this annual report out to board members for review prior to our board meeting. Nick reviewed all changes and additions; some clarifications were needed as well. Motion made by Art Norton and second by Karen Fleming to approve 2014-2015 Annual Report. Motion to amend by inserting the phrase “with all changes we have discussed” made by Art Norton and second by Karen Fleming. Motion carries.

9. IASC Meeting and strategic plan: Nick Pretasky and some of our board members will be attending the IASC meeting tonight @ 6:00 at the Sawmill Inn.

10. Small Cities Development Program (SCDP): Northern Lights Community School, Northern Lights Building Company, KOOTASKA Community Action, and the cities of Warba and Zemple are looking to partner to apply for a grant to assist with housing, commercial, and community center rehabilitation. This program helps cities and counties with funding for housing, public infrastructure, and commercial rehabilitation projects. Included in the grant would be money to help fund updates to the NLCS building. KOOTASCA does all the writing. Motion made by Karen Fleming and second by Don Vidal to give permission to NLCS staff to move forward in working with KOOTASCA on SCDP. Motion carries.

11. Director’s Report: There were no questions on the Director’s Report.

12. Board Strategic Plan: Goal 1: Maximize the use of NLCS facility and grounds

Goal 2: Increase positive community awareness and

understanding of NLCS

Goal 3: Ensure student academic and behavioral

excellence at NLCS

Goal 4: Become a public school leader in environmental

education and programming

Goal 5: Ensure continuous strong leadership

Board members indicated interest in working on specific action items listed under each goal.

13. Policies – Second Read:

a. Enrollment Procedures: Motion made by Josie Pitts and second by Zach McNeil to approve second reading of Enrollment Procedures. Motion to amend by adding “to remove posting of waiting list on our website” made by Josie Pitts and second by Zach McNeil. Motion carries.

14. Other News

Motion made by Art Norton and second by Josie Pitts to adjourn. Motion carries.

Next Meeting 10/20/15

August 18, 2015 Board Meeting Minutes

Northern Lights Community School

Board of Directors Meeting

August 18, 2015

Board Members Present: Matt Alleva, Karen Fleming, Art Norton, Josie Pitts,

Kendra Smith, Don Vidal

Board Members Not Present: Lori Dowling-Hanson

Non Board Members Present: Nick Pretasky, Becky McCauley, Lee Matson

Jackie Esler

1. Mission Statement read by Matt Alleva

2. Approval of Agenda: Motion made by Josie Pitts and second by Kendra Smith to approve agenda. Motion carries.

3. Approval of Minutes: Motion made by Josie Pitts and second by Karen Fleming to approve minutes of June 12, 2015. Motion carries.

4. Treasurer’s Report: Check register, NLCS bank reconciliation as of June 30, 2015, and June receipt register were reviewed.

Motion made by Karen Fleming and second by Kendra Smith to approve the following resolutions:

Resolution 1: To approve June operating receipts of $187,969.26

Resolution 2: To approve June checks 8801 – 8838 of $184,994.90

Resolution 3: To approve June check card transactions of $0.00

Resolution 4: To approve June miscellaneous disbursements of $1.30

Motion carries.

Check register, NLCS bank reconciliation as of July 31, 2015, and July receipt register were reviewed.

Motion made by Don Vidal and second by Kendra Smith to approve the following resolutions:

Resolution 1: To approve July operating receipts of $152,196.00

Resolution 2: To approve July checks 8839 – 8864 of $203,865.69

Resolution 3: To approve July check card transactions of $0.00

Resolution 4: To approve July miscellaneous disbursements of $0.00

Motion carries.

Donations for June and July totaled $1,774.00.

Becky shared MARSS data for end of school year 2014-2015:

Total ADM 94.16

Total WADM 112.74

Auditors will be coming to NLCS on September 23rd and October 26th.

Enrollment numbers are up; so that is a great start to our school year.

5. 2015-2016 Application and Enrollment Numbers: We have 108 students currently planning on attending NLCS as of today. We have a few non traditional students over the age of 18 that plan to attend but will not be attached to an advisory.

6. Van Purchase: We are in need of a new vehicle to transport special education students as required by their Individualized Education Program (IEPs). Motion made by Kendra Smith and second by Josie Pitts to approve the purchase of brand new van for $19,554.25 to be paid in full after four payments and dispose of silver van for trade-in. Motion carries.

7. ACNW Evaluation Letter: We received a site visit follow-up letter dated July 2, 2015

from Audubon Center of the North Woods. Matt reviewed observed strengths as well as areas to consider for continuous improvement.

8. Loan to Building Company: Northern Lights Building Company has requested us to consider a loan in the amount of $28,801.40 to be paid back $3,000.00 a month for a period of six to eight months. Motion made by Karen Fleming and second by Josie Pitts to approve this request. Motion carries.

The Building Company completed numerous building upgrades/projects over the summer and is also assisting NLCS with funding for the upgrade to our technology infrastructure.

9. Technology Update: Henry Chung shared information on our network update that was completed this summer including physical lines, wireless access points, and server upgrade.

10. Employment Update(s):

New hires: Ryan Bajan has been hired as Special Education Teacher

for Tower students

Three 1:1 paras will be joining our staff (Charlie Butler,

Zachary Imes, Cynthia Shackelton).

Sara Patterson will be coming back part-time.

11. Board Election Date – Orientation Day

a. Nominations Committee: Zach McNeil, Pastor of Goodland Community Church, is interested in serving on our board. Nick sent a letter out earlier this summer to all of our families informing them that NLCS Board Elections will be held at Fall Orientation on August 20th.

b. Voting and election timeline: Board election results will be shared with the board at our September meeting. Board members will be seated at our annual meeting in October.

12. SIG Update: Our application for School Improvement Grant was not selected for funding. There were 19 applications reviewed, but due to the federal funding available, 10 were offered grant awards.

13. Director’s Report: There were no questions on the Director’s Report.

14. Policies – First Read

a. Policy 533 Wellness: Motion made by Josie Pitts and second by Don Vidal to approve second reading of Wellness Policy. Motion carried.

b. Enrollment Procedures: Admissions cutoff date has been changed to May 1. Children of staff will receive enrollment preference as will families with siblings already attending the school. Students within 10 miles of the school will be considered next; and then students that have been on the waiting list for one year. Motion made by Josie Pitts and second by Kendra Smith to approve this first reading. Motion carries.

15. WBWF Committee: It has been mandated by the State of Minnesota that school districts are to develop a committee to ensure compliance with World’s Best Workforce bill, review annually, and hold school accountable. Motion made by Don Vidal and second by Josie Pitts that our NLCS School Board is also the World’s Best Workforce Committee. Motion carries.

16. Other News:

There was a strategic plan developed by our board in June outlining five goals along with action items under each goal. We need to continue on with this planning and determine who is accountable for completion of action items and timeline. Nick will send out via email to all board members so they can indicate interest and then discuss at our next board meeting.

We are also looking for volunteers at our booth at the Itasca County Fair. Please see sign-up sheet if interested.

Motion made by Josie Pitts and second by Karen Fleming to adjourn. Motion carries.

Next Meeting 9/15/2015

June 12, 2015 Board Meeting Minutes

Northern Lights Community School

Board of Directors Meeting

June 12, 2015

Board Members Present: Matt Alleva, Karen Fleming, Art Norton, Josie Pitts,

Kendra Smith

Board Members Not Present: Lori Dowling-Hanson, Don Vidal

Non Board Members Present: Nick Pretasky, Becky McCauley, Lee Matson,

Jackie Esler

1. Mission Statement read by Matt Alleva

2. Approval of Agenda: Motion made by Josie Pitts and second by Art Norton to approve agenda. Motion carries.

3. Approval of Minutes: Motion made by Josie Pitts and second by Karen Fleming to approve minutes of May 19, 2015. Motion carries.

4. Treasurer’s Report: Check register, NLCS bank reconciliation as of May 31, 2015, and May receipt register were reviewed.

Motion made by Karen Fleming and second by Art Norton to approve the following resolutions:

Resolution 1: To approve May operating receipts of $145,395.16

Resolution 2: To approve May checks 8745 – 8800 of $166,615.33

Resolution 3: To approve May check card transactions of $0.00

Resolution 4: To approve May miscellaneous disbursements of $2.50

Motion carries.

There were two electronic transfers of funds from MSDLAF to GRSB:

05/15/2015 – $30,000

05/29/2015 – $120,000

May donations totaled $253.00.

5. 2015 2016 Application and Enrollment Numbers: Our budget for FY 2015-2016 is based on an ADM of 98.

As of 6/12/2015 we have 99 students enrolled for the upcoming school year (24 middle school; 75 high school). After summer recruitment efforts we are hoping to start our school year with 105 students.

6. 2016 Budget Vote: Lee Matson presented the proposed budget for fiscal year 2015-2016 assuming an ADM of 98 and net funding formula of 2.00%. Motion made by Art Norton and second by Josie Pitts to approve operating budget for fiscal year 2015-2016 as presented in attached board resolution. Motion carries.

Summary:

Beginning Fund Balance

302,364.43

Net Income (Loss)

4,859.00

Ending Fund Balance

307,223.43

FB as % of Expenditures

16.31%

7. GCN-ISE Global Learners Grant: Suzanne Dustrude Starr was instrumental in applying for a Global Learners Grant that will enable 10 NLCS high school students and 2 adult chaperones to travel to La Push, Washington, and spend time with the Quileute Tribe. Board members are interested in receiving more information on this amazing cultural experience, so Suzanne will send them an email with additional information.

Motion made by Josie Pitts and second by Art Norton to accept grant from Global Citizens Network (GCN) and Intercultural Student Experiences (ISE) to cover up to $16,512.00 in program expenses for travel to LaPush, Washington for intercultural learning. Motion carries.

8. EdVisions Contract: At the time we joined Edvision Cooperative ten years ago there were 12 charter schools in their co-op. EdVisions negotiates our health insurance benefits, processes our payroll, and handles paperwork for teacher re-licensure. There is a $26,000 line item in our budget for EdVisions providing payroll services.

Motion made by Josie Pitts and second by Karen Fleming to approve Edvisions contract for 2015/2016 school year. Motion carries.

9. Blandin Technology Grant: Earlier this year we applied for a grant from Blandin Foundation to upgrade our technology infrastructure. Blandin Foundation has awarded NLCS $25,000 to be used toward this upgrade. This award along with E-rate funding (approximately $11,000 expected to be received in September/October) and funding from Northern Lights Building Company will be used to improve our overall internet access and complete the upgrade. Work is expected to start here on June 22nd.

Motion made by Karen Fleming and second by Kendra Smith to accept this $25,000 grant from Blandin Foundation. Motion carries.

10. Building Company Strategic Plan: Todd Hassell, Northern Lights Building Company, gave us an update of the building company’s strategic plan with current priorities being internet and energy conservation. The building exterior also needs attention. Todd was also wondering what NLCS is looking for help with in the future and will stay after the board meeting to sit in on strategic planning.

11. Board Election Date – Orientation Day: There will be two seats coming up for re-election this year. These can be filled by staff, parent, or a community member as long as there is no conflict of interest. In previous years we took care of elections at our October presentation night. Since we are not having a presentation night in October this school year, it was proposed that we take care of board elections during our orientation, scheduled for Thursday, August 20th, from 4:00 to 7:00. Nick will send a letter out in July making parents aware of this change. At our annual meeting in October the board members elected will be seated and approved.

12. SIG Update: Our application for this School Improvement Grant was sent in by the June 1, 2015 deadline. The grant was recently sent back to the NLCS team for edits and adjustments, and we will be re-submitting it today. We are requesting $1.5 million over four years. We should hear back by July 10th as to whether the grant has been approved.

13. NLCS Board Evaluation Results: Matt shared results from the five board members who responded. All responses fell in the categories “agree” or “strongly agree”.

14. Director’s Report: The board appreciated the data that makes it easy to see the authorizer goal and measure result of student achievement/growth in each area.

15. Policies – First Read

a. Policy 533 Wellness: The board reviewed this policy and came up with a couple of minor changes. Motion made by Josie Pitts and second by Karen Fleming to approve first read. Motion carries.

Becky had one question that needs to be clarified under one of the requested changes made to the “Physical Activity” portion of this policy. Nick will check on this and give us an update at the August board meeting before our second reading and final approval of this policy.

16. Resolution for Membership in the MN State High School League: Last year our cross county team and our track team participated in activities sponsored by the Minnesota State High School League. Motion made by Karen Fleming and second by Art Norton to renew membership in the Minnesota State High School League. Motion carries.

17. Nominations Committee: There are a couple of individuals interested in serving on our board. Karen will contact them to determine if they still have an interest and make them aware of board elections to be held on August 20th during orientation.

18. Other News: The 10-year reunion celebration was held on June 6, 2015. Many past graduates returned to NLCS to reunite with friends, staff, and the place they still call home. Although we do not have an exact head count, approximately 30 surveys were completed.

Motion made by Josie Pitts and second by Karen Fleming to adjourn. Motion carries.

Next Meeting 8/18/15

May 19, 2015 Board Meeting Minutes

 

Northern Lights Community School

Board of Directors Meeting

May 19, 2015

Board Members Present: Matt Alleva, Karen Fleming, Art Norton, Josie Pitts,

Kendra Smith, Don Vidal

Board Members Not Present: Lori Dowling-Hanson

Non Board Members Present: Nick Pretasky, Becky McCauley, Lee Matson,

Jackie Esler, Dan Jett (Audubon)

1. Mission Statement read by Matt Alleva

2. Approval of Agenda: Motion made by Josie Pitts and second by Karen Fleming to approve amended agenda (addition “5.c. Special Ed Budget Request”; board meeting dates for next year will be reviewed after we determine the date for June Retreat; an update of All Class Reunion will be given during “Other News”). Motion carries.

Nick introduced Dan Jett, consultant to Audubon Center of the North Woods. Dan spent the afternoon here at NLCS, was given a tour of our school, and spent time in classrooms prior to attending the board meeting.

3. Approval of Minutes: Motion made by Art Norton and second by Josie Pitts to approve minutes of April 21, 2015. Motion carries.

4. Treasurer’s Report: Check register, NLCS bank reconciliation as of 4/30/2015, and April receipt register were reviewed.

Motion made by Karen Fleming and second by Kendra Smith to approve the following resolutions:

Resolution 1: To approve April operating receipts of $152,418.65

Resolution 2: To approve April checks 8703 – 8744 of $149,072.07

Resolution 3: To approve April check card transactions of $71.76

Resolution 4: To approve April miscellaneous disbursements of $2.00

Motion carries.

April donations totaled $699.40

5. Finance Meeting Discussion:

a. Budget Adjustment FY15: Lee Matson reviewed all proposed revisions to this year’s budget. There is no difference to the bottom line.

Beginning Fund Balance $283,780.43

Net Income (Loss) $18,584.00

Ending Fund Balance $302,364.43

FB as % of Expenditures 16.71%

Motion made by Karen Fleming and second by Don Vidal to approve revised budget. Motion carries.

b. Budget FY16: Lee Matson went over in great detail the proposed budget for next year using ADM of 98, a 2% salary increase across the board, and a 1% increase in the funding formula from the State of Minnesota. An increase of 1.5% in the funding formula next year, with a 2% increase the following year is under consideration. There will be a final vote on next year’s budget at our June board meeting.

c. Special Ed Budget Request: Aimee Love, School Social Worker, is interested in going back to school to work toward her master’s degree / licensed independent clinical social worker. This would enable NLCS to be reimbursed for health related services through Third Party Billing. Motion made by Karen Fleming and second by Kendra Smith that NLCS agrees to allocate $5,000 of our federally funded Special Education money for each of the next three years for Aimee Love to return to school provided Aimee stays here three years after her program is finished. Motion carries.

6. On-going Board Finance Training: Lee Matson provided an overview of how the finances work here at NLCS.

7. ACNW Financial Evaluation: Board members received a copy of the letter from Audubon dated April 28, 2015 along with a copy of the Financial Performance Evaluation prior to the board meeting. All financial management indicators meet standard; however, actual enrollment was approximately 5.5% below original projections for FY14 and our fund balance percentage at 16.0% for FY14 was below the standard of 25%.

Dan Jett clarified that the majority of fund balances fall within the 15 – 30% range with 25% being the desired fund balance that works the best.

8. Transportation Bid: We received one bid for transportation for the upcoming school year from Arrowhead Transit in the amount of $67,654.40. Motion made by Art Norton and second by Don Vidal to accept. Motion carries.

9. June Retreat Date: Our June board meeting will be held on Friday, June 12, starting at

9:00 a.m. followed by strategic planning. We expect to be finished no later than 2:00 p.m.

Motion made by Josie Pitts and second by Art Norton to approve the following dates for upcoming 2015-2016 board meetings

Tuesday, August 18 @ 3:30 p.m.

Tuesday, September 15 @ 3:30 p.m.

Tuesday, October 20 @ 3:30 p.m. (annual meeting)

Tuesday, November 17 @ 3:30 p.m.

Tuesday, December 15 @ 3:30 p.m.

Tuesday, January 19 @ 3:30 p.m.

Tuesday, February 16 @ 3:30 p.m.

Tuesday, March 15 @ 3:30 p.m.

Tuesday, April 19 @ 3:30 p.m.

Tuesday, May 17 @ 3:30 p.m.

Tuesday, June 14 @ 9:00 a.m.

Motion carries.

In the past we have held board elections at our Presentation Night in October. Our 2015-2016 calendar does not have a presentation night in October. We will discuss board elections at our June board meeting.

10. SIG Update: We are in the process of applying for the planning portion of the School Improvement Grant (due no later than June 1). Audubon will be providing a letter of support.

11. NLCS Board Evaluation: Matt collected the evaluations completed by board members. For those board members that are not finished with the evaluation, please complete and send to Matt as soon as possible so that he can bring back results to share with the board at our June meeting.

12. Director’s Report: It was great to see that students exceeded academic growth goals in the areas of reading and math.

NLCS YES! Team (Youth Energy Summit) meets every Friday. They have gone on field trips and attended conferences during the school year as well. One of the projects the team implemented has been to replace half-pint milk cartons with bulk milk in our school. Earlier this month our team was awarded a $500 cash prize for their efforts in making our school a more environmentally focused place to learn. The ground for our school garden has been prepared, starter plants are growing in our atrium, and bean plants have been planted in the garden. Our YES! Team learned about community supported agriculture at the winter workshop. Once the greenhouse is completed and the garden up and operating we hope to include the community in this venture as well.

13. Policies – Second Read

a. Policy 533 Wellness: The Wellness Committee has a policy on our website that complies with MDE requirements. Prior to our June meeting, we will have our Wellness Committee review both policies to see which policy we should adopt at the next board meeting.

b. Policy 710 Extracurricular Transportation: Motion made by Josie Pitts and second by Art Norton to approve this policy. Motion carries.

c. Policy 732 Electric Fund Transfers: Motion made by Karen Fleming and second by Josie Pitts to approve this policy. Motion carries.

14. Community Outreach: We participated in the Children’s Fair on April 25th at the IRA Civic Center. NLCS will also have a group walking in the Tall Timber Days parade. We will be having a booth at the Itasca County Fair again this year (August 19 – 23); however, since we have staff days at NLCS on August 18th – 20th, we are looking for help at the fair booth on the 19th and the 20th during the day. There is a sign-up sheet for all of these events.

15. Nominations Committee: It was suggested that any individuals having an interest serving on our board should attend an upcoming board meeting.

16. Other News:

All Class Reunion: Karen gave us an update on the All Class Reunion coming up on Saturday, June 6th from 3:00 p.m. – 9:00 p.m. We plan on cooking hamburgers and hot dogs, using the Frisbee golf course and possibly a ball game. We are asking $10.00 from those that attend. 85 graduates have indicated they want to come. We shall have a short survey for each of them to complete.

There is also a NLCS 10th anniversary celebration dinner on Friday evening,

June 5th. Former/current NLCS board members and other community members that have contributed to the success of our school have been invited.

Motion made by Josie Pitts and second by Kendra Smith to adjourn. Motion carries.

April 21st, 2015 Board Meeting Minutes

Northern Lights Community School

Board of Directors Meeting

April 21, 2015

Board Members Present: Matt Alleva, Lori Dowling-Hanson, Karen Fleming,

Art Norton, Josie Pitts, Kendra Smith, Don Vidal

Non Board Members

Present: Nick Pretasky, Becky McCauley, Lee Matson,

Jackie Esler

1. Mission Statement read by Matt Alleva

2. Approval of Agenda: Motion made by Karen Fleming and second by Art Norton to add “14. Policies (first read): 533 Wellness; 710 Extracurricular Transportation; 732

Authorization to Make Electronic Fund Transfers” to our agenda. Motion carries. Motion made by Kendra Smith and second by Josie Pitts to approve amended agenda. Motion carries.

3. Approval of Minutes: Motion made by Josie Pitts and second by Karen Fleming to approve minutes of March 17, 2015. Motion carries.

4. Director Search – Proposal: After discussion of transition to new director, Nick agreed to a year with an assistant. Motion made by Lori Dowling-Hanson and second by Art Norton to take steps in hiring and budgetary approval for position of Assistant Director with in-house candidates for a temporary position through an ad hoc committee directed by Nick Pretasky and including members of the board. Motion carries.

5. Treasurer’s Report: Check register, NLCS bank reconciliation as of 3/31/2015, and March receipt register were reviewed.

Motion made by Karen Fleming and second by Don Vidal to approve the following resolutions:

Resolution 1: To approve March operating receipts of $279,454.89

Resolution 2: To approve March checks 8633 – 8702 of $161,102.08

Resolution 3: To approve March check card transactions of $0.00

Resolution 4: To approve March miscellaneous disbursements of $10.10

Motion carries.

March donations totaled $2,047.24.

Northern Lights Building Company will be added to next month’s agenda to explain what electrical cost-saving measures have been taken while updating our building.

6. Finance Meeting Discussion: Finance Committee met on April 20 and reviewed numbers for next year’s budget. Assuming ADM of 98; 2% salary increase across the board; and 1% increase in the funding formula from the State of Minnesota, this would put our fund balance in the 15-16% range. More adjustments will need to be done to balance the budget. Lee will join us for our meeting in May, present a draft budget, and provide annual training for the board. There will be a final vote on the budget in June.

A question was brought up as to the 2% salary increase across the board, and this will be discussed during our May board meeting.

7. Bill Lah Track Coaching Board Approval – Vote: Matt passed around the documentation stating that Bill Lah has successfully completed MSHSL Coaches Certification Program qualifying him to serve as a head high school coach. Motion made by Don Vidal and second by Karen Fleming to approve Bill Law as track coach. Motion carries.

8. ACNW School Visit Letter: Nick shared the letter we received from Audubon regarding their recent site visit and reviewed the highlights. NLCS staff is aware of challenges identified or areas to consider for continuous improvement.

9. Building Committee Food Shelf Update: Nick attended the Building Company’s board meeting, but did not feel it was appropriate to ask for their support on this project at this time. We are still interested in working with Second Harvest, but will not be able to proceed until we are able to find one or more sponsors. We will continue to bring this up monthly.

10. SIG Update: We have submitted a letter of intent to apply for the School Improvement Grant (SIG). The Instructional Leadership Team meets on Thursday afternoon and is working on completing the application. The application is due no later than June 1, 2015.

11. MCA Testing: Our students encountered difficulties while taking MCA tests with test provider Pearson’s online system. Many of our students were logged out and then locked out when in the middle of their tests. Students will be able to pick-up where they were dropped; however many of them were dropped in the following day(s). We are measured by the state on the results of these MCA tests. Our staff feels the degraded testing software from Pearson may have impeded a true measure of the achievement and/or growth scores of NLCS students. A conference call for all schools was scheduled yesterday with Pearson, and the system was down again today.

12. NLCS Board Evaluation – New By-Law: Motion made by Lori Dowling-Hanson and second by Kendra Smith to amend our By-Laws to add the following:

Article V – Board of Directors

Section 13 – Board Evaluation: The Board of Directors shall be evaluated as a whole on an annual basis. Parameters for NLCS Board of Directors evaluation are to include: The board operates under a set of policies, procedures, and guidelines which with all members are familiar. There are standing committees of the board that meet regularly and report to the board. Board meetings are well attended, fulfilling quorum at each meeting. Nomination and appointment of board members follow clearly established procedures using known criteria. Newly elected board members receive adequate orientation to their role and what is expected of them. Each board meeting includes an opportunity for learning about the organization’s activities. The board follows its policy that defines term limits for board members. The board fully understands and is supportive of the strategic planning process. Board members receive meeting agendas and supporting materials in time for adequate advance review. The board adequately oversees the financial performance and fiduciary accountability of the organization. The board receives regular financial updates and takes the necessary steps to ensure the operations of the organization are sound. The board annually reviews and evaluates the performance of the director. The board actively engages in discussion around significant issues. The board chair effectively and appropriately leads and facilitates the board meetings and the policy and governance of the board. The board size is adequate to effectively govern the organization. The board has a range of talents, experience, and knowledge to accomplish its role. The board makeup is diverse with experience, skills, ethnicity, gender and age group.

Motion carries.

13. Director’s Report: The recruitment committee has put together three different radio ads that began the weekend of April 18th on KOZY and KMFY.

14. Policies (First Read): 533 Wellness

710 Extracurricular Transportation

732 Authorization to Make Electronic Fund Transfers

15. Recruitment: We need to get the word out about NLCS. Nick will be sending out a letter along with a condensed version of our annual report to community contacts. We will also be putting a flier on Facebook if any of us would like to share.

16: Nominations Committee: We do have a parent interested in being on our board.

17. Other News:

A. Vehicle Disposal: Motion made by Lori Dowling-Hanson and second by Josie Pitts that Nick Pretasky and Becky McCauley have the authority to sell our Yukon and mini bus based upon director’s discretion. Motion carries.

Our next board meeting is scheduled for Tuesday afternoon, May 19th @ 3:30.

Motion made by Josie Pitts and second by Kendra Smith to adjourn. Motion carries.

March 17, 2015 Board Meeting Minutes

Northern Lights Community School

Board of Directors Meeting

March 17, 2015

Board Members Present:         Matt Alleva, Lori Dowling-Hanson, Karen Fleming,

Josie Pitts, Kendra Smith, Don Vidal

Board Member Not Present:   Art Norton

Non Board Members

Present:                                   Nick Pretasky, Becky McCauley, Lee Matson,

Jackie Esler

1.  Mission Statement read by Matt Alleva

2.  Approval of Agenda:  Motion made by Josie Pitts and second by Don Vidal to approve agenda.  Motion carries.

3.  Approval of Minutes:  Motion made by Karen Fleming and second by Kendra Smith to approve minutes of February 17, 2015.  Motion carries.

4.  Expulsion Hearing:  (closed meeting)

5.  Treasurer’s Report:  Check register, NLCS bank reconciliation as of 2/28/2015, and February receipt register were reviewed.

Motion made by Lori Dowling-Hanson and second by Karen Fleming to approve the following resolutions:

Resolution 1:  To approve February operating receipts of $126,553.95

Resolution 2:  To approve February check 8577 – 8632 of $167,142.18

Resolution 3:  To approve February check card transactions of $0.00

Resolution 4:  To approve February miscellaneous disbursements of $2.30

Motion carries.

February donations totaled $50.00.

Nick and Becky will go over line items so that a budget revision can come back to the board in May.  We are starting the budget process for next year.  Draft copy of next year’s budget will come before the board at our May board meeting.  Final budget approval will be presented at our June board meeting.

Our cash flow situation has improved.  Some changes were made in EDRS and we received approximately $130,000 last Friday, March 13th.  We are much closer to budget and do not expect to need to access our line of credit with MN Nonprofits Assistance Fund.

6.  Finance Meeting Discussion:  Highlights covered in Treasurer’s Report

7.  Bill Lah Track Coaching Board Approval – Update:  Matt will bring back to the board next month

8.  Foster Grandparent Request:  There is an individual with a math background interested in working with our students a couple of hours twice a week through this program.  Nick will be meeting with him this week.

9.  College In The Schools Grant:  College in the Schools (CIS) is a program that would allow college level classes to be offered here.  The soonest we would expect this to happen would be second semester of next school year 2015-2016.  Motion made by Lori Dowling-Hanson and second by Josie Pitts to allow our director to continue to follow through on the grant for College in the Schools program.  Motion carries.

10.  Internet Grant:  The bid we received from Heartland Business Systems for our technology overhaul was $63,021.40.  NLCS has completed the E-Rate form and may receive reimbursement for some of these costs through that; however we will not receive notification of reimbursement until September.  NLCS would like to submit a grant to Blandin Foundation to cover at least 1/3 of the cost.  The Northern Lights Building Company will be asked to cover some of this as well.  Motion made by Lori Dowling-Hanson and second by Josie Pitts to authorize our director to pursue grant from Blandin Foundation to help with the costs of the internet upgrade.  Motion carries.

11.  Human Resources – Personnel:  Nick will be meeting with the Personnel Team tomorrow morning to review applications we have received for the custodial position.  We are also seeking to hire a paraprofessional for Tower students and a one-on-one for one of our student here at NLCS.  Nick also made the board aware that his family is considering a potential move after this school year.

Motion made by Lori Dowling-Hanson and second by Don Vidal that the school board assembles a committee to address leadership options.  Motion carries.  The first meeting is scheduled for Friday, March 20 @ 3:30 p.m.

NLCS may also apply for School Improvement Grant (SIG).  This would be a three or four-year grant and Nick would be willing to help with grant application.

Rod Lentz will be retiring on April 21, 2015.  We will be having a special celebration during lunch that day to thank Rod for all his years of service.

12.  NLCS Board Evaluation – New By-Law:  Tabled until next board meeting

13.  Calendar Vote:  After getting feedback from staff, Nick presented two draft calendars (Draft A and Draft B) for board consideration.  Motion made by Lori Dowling-Hanson and second by Josie Pitts to approve Draft A.  Motion carries.  This calendar contains two presentation nights (December and March) with students having a Friday off from school after every quarter end (Thursday).

14.  External User Access Recertification Authorization to Nick Pretasky:  The state wants us to designate the person that is responsible for MDE secure systems (see who has access, authorize new users, and review annually).  Motion made by Lori Dowling-Hanson and second by Kendra Smith to designate our director, Nick Pretasky, as our authorizer.  Motion carries.

15.  Director’s Report:

  • Please take note of the seminar scores measuring growth and proficiency of our students.
  • IASC is moving forward.  NLCS has been fully endorsed for inclusion within IASC meetings and happenings.  Details are being worked out as to level of involvement and financial responsibility.  NLCS staff will be included in staff development day next February.
  • NLCS passed our State Fire Marshal inspection.

16.  Recruitment:  NLCS will be participating in the Children’s First event in April and also plans on being active at Tall Timber Days.  We are also moving forward with middle school recruitment.

If we have students interested in participating in sports with another school district it would be necessary for us to meet with the athletic director.

17.  Nominations Committee:  Karen has contacted two parents and both have an interest in serving on our board.

18.  Jan Carlson from Second Harvest:  Jan Larson provided information on Second Harvest North Central Food Bank and explained the necessary steps needed in order for NLCS to provide a food pantry for our students and their families.  A survey was given to our student body to determine need/desire for school food pantry and/or clothes rack.  We received responses from 63 students.  68% responded they would use a free food pantry once a month if it was located within NLCS.  92% indicated NLCS should sponsor a food pantry and a clothes closet at school for NLCS students and families.  There is a location that would be workable in our basement for the food shelf.  Our students can help prepare the space and assist with food shelf for community service credit.  Nick will check with the Building Company to see if they are interested in sponsoring us.  Second Harvest would be able to help out with refrigerator, freezer and shelving.  We will put this on our agenda for next month’s board meeting.

19.  Other News:

A.  Vehicles:  Our mini bus and Yukon cannot be used to transport students once the

vehicle is ten years of age or older.  Motion made by Lori Dowling-Hanson and

second by Josie Pitts to dispose of these two vehicles.  Motion carries.

Next meeting 4/21/2015

Motion made by Josie Pitts and second by Kendra Smith to adjourn.  Motion carries.

Motion made by Don Vidal and second by Lori Dowling-Hanson to re-open the meeting. Motion carries.

Motion made by Josie Pitts and second by Kendra Smith to approve expulsion of Vivian Van Arnhem-Winckler from now until the end of 2014-2015 school year.  Motion carries.

Motion made by Josie Pitts and second by Kendra Smith to adjourn.  Motion carries.

February 17, 2015 Board Meeting Minutes

Northern Lights Community School

Board of Directors Meeting

February 17, 2015

Board Members Present:         Matt Alleva, Karen Fleming, Art Norton, Josie Pitts,

Kendra Smith, Don Vidal

Board Member Not Present:   Lori Dowling-Hanson

Non Board Members

Present:                                   Nick Pretasky, Becky McCauley, Lee Matson,

Jackie Esler

1.  Mission Statement read by Matt Alleva

2.  Approval of Agenda:  After removing one agenda item (6. Board Attendance By-Law Final Vote), motion made by Josie Pitts and second by Don Vidal to approve amended agenda.  Motion carries.

3.  Approval of Minutes:  Motion made by Josie Pitts and second by Karen Fleming to approve minutes of January 20, 2015 with one change (removal of dollar amounts in reference to Promise Fellow grant application).  Motion carries.

Motion made by Don Vidal and second by Art Norton to approve the increase in NLCS cash match for Promise Fellows from $6,900 to $7,200 – for a total cash match of $14,400 for the two Promise Fellow positions.  Motion carries.

4.  Treasurer’s Report:  Our cash flow is improving but still a little behind pace.  We expect a couple of small receivables for Special Education from last year ($10,000 and $12,000) in May.  We have not received all of the State Special Education through EDRS.  We expect the State to adjust this in March.  We do have a line of credit available through MN Nonprofits Assistance Fund (Phil Hatlie).

Check register, NLCS bank reconciliation as of 1/31/2015, January receipt register, and Balance Sheet and Income Statement thru 1/31/2015 were reviewed.

Motion made by Karen Fleming and second by Art Norton to approve the following resolutions:

Resolution 1:  To approve January operating receipts of $234,890.23

Resolution 2:  To approve January checks 8519 – 8576, 8602 of $155,775.79

Resolution 3:  To approve January check card transactions of $0.00

Resolution 4:  To approve January miscellaneous disbursements of $2.10

Motion carries.

January donations totaled $2,447.55.

5.  Finance Meeting Discussion:  Our Finance Committee did not meet this month.  Nick and Becky will be allocating Title II money to Professional Development (approximately $6,000).

6.  Board Attendance By-Law Final Vote:  removed from agenda

7.  Bill Lah Track Coaching Board Approval:  tabled until March meeting

8.  Rodney resignation:  Rod Lentz presented and read his resignation letter with his last day being April 21, 2015.  Motion to approve made by Don Vidal and second by Josie Pitts.  Motion carries.

We all appreciate everything Rod has done for NLCS over the years.

9.  Strategic Planning Discussion – Date for half day training (in conjunction with June’s

board meeting):  We agreed to meet on Tuesday, June 16, from 9:00 a.m. to 5:00 p.m.

10.  NLCS Board Evaluation – Not in By-Laws:  Matt volunteered to write verbiage to add this to our Bylaws.

11.  Student Success Facilitator Contacted?:  Members of our student council have been invited to attend a meeting at the Grand Rapids Library from 11:00 a.m. to 1:00 p.m. on Wednesday, February 18th.  They will be working with Anna Carlson, Itasca Area Initiative for Student Success.  They are also in the process of pulling a list of activities our students are interested in.

12.  Calendar / Two Presentation Nights:  Nick presented four different draft calendars for our 2015-2016 school year, explained the differences, and requested board input.  Nick will then share with our staff and bring back to board for approval.

13.  Indian Ed Advisory Committee Resolution:  Motion made by Karen Fleming and second by Josie Pitts to allow there to be an active Indian Education Advisory Committee made up of parents.  Motion carries.

14.  Applications for 2015-2016 Update:  Nick will be sending out a letter next week along with the application for our students to enroll for the 2015-2016 school year.  Priority is given to current students and their siblings.  April 1 is the deadline to fill open spaces for the upcoming school year.

15.  Food Pantry Discussion and Vote:  Nick has been working with Second Harvest to find a location for a community food shelf.  Since a suitable location has not been found, Second Harvest is wondering if we would be receptive to a food pantry for our students and families only.  Nick has offered to create a survey to find out the actual interest of our students and determine the number of kids that would use this.  Nick will invite Jan from Second Harvest to attend one of our upcoming board meetings.

16.  Internet Infrastructure Bid Vote:  We have received bids from three vendors for our technology overhaul:  EarthBend; Proficient Telecom; Heartland Business Systems.  Nick shared an overview of each bid.  Motion made by Don Vidal and second by Art Norton to approve Heartland Business Systems as our technology consultant.  Motion carries.

17.  Director’s Report:  It was encouraging to see the results from MAP assessments in reading and mathematics.

18.  Recruitment:

  • Students in high school and middle school at NLCS were surveyed to determine where they would be attending if they did not attend NLCS.  The largest sub group were the students who stated they would not be going to school at all.  Details and percentages are included in Director’s Report.
  • Recruitment Committee created and distributed a media survey to determine which areas we should focus our marketing efforts to recruit new students.
  • NLCS has a table reserved at the Children’s First event in April.

19.  Other News

What is the next step for our Nominations Committee?  Shall we focus on community member or parent?  Karen will contact a couple of middle school parents to see if they have an interest in serving on our board.  Please bring names of potential board members to the next board meeting.

Next board meeting is scheduled for Tuesday afternoon, March 17th @ 3:30 p.m.

Motion made by Don Vidal and second by Josie Pitts to adjourn.  Motion carries.

January 20, 2015 Board Minutes

Northern Lights Community School

Board of Directors Meeting

January 20, 2015

Board Members Present:         Art Norton, Matt Alleva, Don Vidal, Josie Pitts,

Karen Fleming, Lori Dowling-Hanson, Kendra Smith

Non Board Members

Present:                                   Nick Pretasky, Becky McCauley, Lee Matson,

Jackie Esler

1.  Mission Statement read by Matt Alleva

2.  Approval of Agenda:  Motion made by Josie Pitts and second by Don Vidal to approve agenda.  Motion carries.

3.  Approval of Minutes:  Motion made by Karen Fleming and second by Don Vidal to approve minutes of December 16, 2014.  Motion carries.

4.  Treasurer’s Report:  Check register, NLCS bank reconciliation as of 12/31/2014, December receipt register, and Balance Sheet and Income Statement thru 12/31/2014 were reviewed.

Motion made by Karen Fleming and second by Don Vidal to approve the following resolutions:

Resolution 1:  To approve December operating receipts of $124,994.84

Resolution 2:  To approve December checks 8460 – 8518 of $174,846.54

Resolution 3:  To approve December check card transactions of $0.00

Resolution 4:  To approve December miscellaneous disbursements of $3.70

Motion carries.

December donations totaled $250.00.

5.  Finance Meeting Discussion:  Lee Matson brought to our attention the difference in actual cash balance ($157,824.98) versus budget cash balance ($319,377.23) as of 12/31/2014 on our Cash Flow/Treasurer’s Report.  The State is in the process of closing out last year’s special education, and a large receivable (approximately $90,000) is expected on either January 30th or possibly February 15th.

We may encounter a very short-term cash flow problem depending on the timing of this receivable.  We will be talking with Phil Hatlie, MN Nonprofits Assistance Fund, in case we need to use our line of credit.  Another option may be to defer a portion of our rent to Northern Lights Building Company.

6.  Board Attendance By-Law Final Vote:

Motion made by Josie Pitts and second by Art Norton to amend our By-Laws to add the following:

Article IV-Meetings of Members

Section – 6:  Attendance:  Board members may attend meetings through

conference calls, video conferencing, or other remote means of communication.

Board members shall attend 80% of scheduled board meetings.  Dismissal of

board members due to poor attendance is at the discretion of the board.

Motion carries.

7.  NLCS Board Evaluation Discuss Eval Sheets Matt Developed for Edits:

It was decided individual board member evaluations are not necessary.  Revisions were made to the draft copy of NLCS School Board Full Board Evaluation and a comment section was added.  Motion made by Don Vidal and second by Art Norton to approve evaluation sheet.  Motion carries.

Each board member will evaluate how our board is doing as a whole.  How often and when should this evaluation take place?  Matt will take a look at our By-Laws to see if there is any reference to this process.

8.  Strategic Planning Discussion – Check List Sheet / Review 2012 Strategic Plan Summary:  The board reviewed the strategic plan summary completed in 2012 and determined which action plans needed to be kept and updated.  It was agreed that the board would attend a half-day training on strategic planning.  Nick and Matt will see what options are available and bring back to February board meeting.

9.  2 Middle School Advisories/Focused Recruiting/Open House for 5th Graders:

Our Recruitment Committee will be focusing on five or six events that we will be attending to get the word out about NLCS.  Our middle school advisory is full (21 students) and we have two students on our waiting list.  We are expecting to graduate

20-23 students this school year.  It would be ideal to replace most of our graduates with 6th, 7th, 8th and 9th graders.  We currently have one middle school advisory and four high school advisories.  If we focus on middle school recruitment, we could transition into two middle school advisories and three high school advisories.  Motion made by Don Vidal granting permission to move in that direction recognizing this may be a 3 to 5-year plan; second by Kendra Smith.  Motion carries.

10.  Student Success:  We have received the survey results back and our student council has looked at them.  There is a need for activities for students outside of school.  We would like to bring in a facilitator to meet with our board, staff, students and community.  Jeff Fuller, student council president, has called to inquire about obtaining a facilitator.

11.  Promise Fellow Grant:  NLCS currently has two AmeriCorps Promise Fellows working with us this school year.  It is time once again to apply for Promise Fellows for the 2015-2016 school year.  Nick completed and submitted this grant application (due by January 15th).  This application can be cancelled or adjusted if the board has concerns.  NLCS is required to contribute a cash match per Promise Fellow.  Motion made by Josie Pitts and second by Karen Fleming to accept grant application for two Promise Fellow positions.  Motion carries.

12.  Sign Fund:  One of the action plans included in our 2012 strategic plan summary was a “going green/solar powered sign”.  Our sign has been completed but is not solar powered.  There is a balance of $501.02 sitting in that sign fund.

For our students that graduated 2013-2014 school year we had a plaque made with a group picture of the seniors.  We would like to do the same for all previous graduating classes, but are short of money.  Motion made by Art Norton and second by Josie Pitts to move the $501.02 from the sign fund to go toward plaques for graduating classes.  Motion carries.

13.  Calendar / Two Presentation Nights:  We are in the process of drafting a calendar for next year.  It has been suggested that we have fewer presentation nights.  This would give our students more time to work on their projects, and it would be our expectation that better quality projects would be presented.  We enjoy hearing our band play at presentation night, so if we decide to have less presentation nights we could add a music concert.  Becky will bring a couple of examples of next year’s calendar to our next board meeting.

14.  Director’s Report:  A team of consultants toured our school and met with key staff about possible solutions for our internet issues.  It will be necessary to re-wire the school, and this will be the #1 priority for our building company.

Nick also shared graphed results from the August staff in-service:

  • Why Do I Teach At NLCS
  • Where would you like to see NLCS in 5 Years

15.  Recruitment:  We have chosen a logo design and will use this consistently to professionalize our image.

16.  Other News:  Our next board meeting will be Tuesday afternoon, February 17th @ 3:30 p.m.

Motion made by Josie Pitts and second by Don Vidal to adjourn.  Motion carries.