INTERNATIONAL SPANISH LANGUAGE ACADEMY
ISLA BOARD MINUTES
July 24, 2007
CALLED TO ORDER AT 7:03 PM
ISLA BOARD MEMBERS PRESENT: Melody Brombacher, Rolf Brombacher, Lily Johnson, Jenny Brockman, Mark Mathison, Sonia Miller-Van Oort, Steve Semler, Michael Valley, Kerry Krawczyk-LeMieux
HOPKINS REPRESENTATIVE PRESENT: Not present
VISITOR(S): Karen Utt (ISLA PTO chair)
ISLA BOARD MEMBERS ABSENT: Angie Cabrera, Molly Quinn
MOTION TO APPROVE PREVIOUS BOARD MINUTES
Kerry moved, Mark seconded, passed.
MOTION TO APPROVE TONIGHT’S AGENDA
Rolf Moved, Mark seconded, motion carried.
PUBLIC INPUT
· Karen Utt provided an update on the last PTO meeting, school uniforms was the major issue discussed, parents are looking for guidance on what the uniform policy will be.
Discussion on Uniform Issue:
· Melody noted original feedback from parents was in favor of uniforms, and that the ISLA board voted previously to provide some basic guidelines and allow the PTO to take it from there. However, if the uniform policy is going to require additional ISLA Board involvement, we may want to consider “tabling” this issue for the time being.
· It was noted that a dress code will be required regardless of whether we have “uniforms”, and sample policies from other schools have been made available to the board. Karen from the PTO suggested that we use those as a starting point and draft a final policy to communicate out to the parents.
· The PTO approved an initial set of ISLA Uniform Guidelines. The PTO was not all aware of the initial set of guidelines provided by the ISLA board previously.
· Mike made a motion to affirm #s 1, 2, 3 & 4 of the PTO’s uniform guidelines as ISLA’s official “dress code” for the first school year, excluding the use of the word “uniform” in # 3. Steve seconded the motion, the motion carried.
· The dress code guidelines will be posted and communicated to parents in a timely manner.
STANDING COMMITTEE REPORTS
PTO UPDATE
Report provided by Kerry/Lily
· PTO bylaws were approved and passed on a draft basis
· PTO looking into filing for 501C3 status for the PTO
· PTO Bylaws section 3 article5 indicate that the school director, one teacher and/or one ISLA board member should be present at each PTO meeting.
· Officers were also voted in
· PTO working on designing their own website to be linked to/from ISLA site
· Mark noted that PTO minutes should be made available to ISLA board each month
· First fundraiser will be a button, using logo from website, requesting donation of $2 per button at open house
· Faith Presbyterian offered to do a “welcome dinner”
· It was noted that communication should be increased to ensure that all parents are aware of upcoming dates.
· Got a list of volunteers willing to assist with moving.
COMMUNICATIONS
· Lilly is working on a 4x6 banner that will be ready within a week, and she and Karen are working with Rick Reed on when/where the sign can be placed.
· Steve moved that Communications committee be responsible for attending PTO meetings as ISLA board representative. Mark seconded, motion was approved.
· Recruitment: Currently at 99 for enrollment numbers, recruitment/retention/marketing needs to be a priority. Karen doesn’t currently have the bandwidth to lead the effort on her own.
· Possible continued marketing ideas:
· Could other PTO’s work with ours to collaborate?
· Parents that we are aware of that expressed interest in ISLA but are now planning to have their kids attend elsewhere could be contacted
· Setting up a booth at local events (festivals, etc.)
· Friendly Businesses? (e.g., fliers in grocery sacks, etc.)
· Create a Spanish version of our flier - Kerry
· Foreign language tutor programs? Learning Centers?
· ECFE programs?
· Hopkins District exposure?
· Fliers have been emailed to board members
· Karen has some additional tri-fold fliers available
· Melody will reformat and re-send the flier and create rip-off tabs
· Add to Agenda for ISLA PTO
· Steve will engage contacts with former gifted/talented coordinator
· Reach out again to other groups that we have contacted previously.
· Hamline?
· Lily to check with churches who have Spanish services.
· Spanish food stores – Jenny and others
· Hispanic bar association, other business/professional associations (Sonia/Mike)
PERSONNEL
Report provided by Mark/Melody
· Teacher Contract form is finalized, and one teacher has signed (Samantha)
· Karen’s contract is complete
· Samantha will be teaching 2nd grade, moving here from CA
· Eric will be teaching Kindergarten
· Teachers and Karen are at IB/PYP training this week
· Working on hiring admin. Assistant (full time)
· Need to staff school care, Karen is currently working on this, any help would be welcomed.
· School care registration form and record transfer form for Kindergartners need to be made available to parents
Report on Benefits provided by Rolf
· Got quotes from several other carriers for health and dental benefits
· Summarized benefit plans that were quoted
· Rolf will research the following:
· Find out if we can offer more than one plan as an employer and allow employees to chose the plan they want
· Confirm the 1100-100 HealthPartners plan is truly HSA compatible
· Mike made a motion that if we are forced to chose a plan for all employees, we choose the 300/25 HealthPartners plan. If we are allowed to have our employees choose any of the three HP plans, that we would pay $2,883 (estimated annual premium for the 300/25 plan) toward any of the three available plans. Sonia seconded the motion. After further discussion, Mike moved to amend the motion to state that ISLA would pay the equivalent dollar amount of 85% of the 300/25 plan for any of those three plans. Mark seconded the amended motion, and the motion (as amended) passed.
· Steve moved that Rolf and supporting members of the finance committee be empowered by the board to establish contracts for selected health and dental plans. Mike seconded the motion, motion carried.
· Kerry moved that Mark and Rolf research the possibility of establishing an HSA plan compatible with the proposed health & dental overages and Mark amended that that we go forward with drafting and implementing the HSA plan provided that the costs are not prohibitive. Mike seconded, motion carried
· Mark moved that ISLA purchase the standard HealthPartners’s dental plan (middle plan), Kerry seconded, motion carried.
Note:
· Recommendation was made that for future agendas, Action Items be placed separately on the agenda.
FINANCE
· Jenny has updated budget based on updated enrollment numbers, insurance costs, etc.
· Financial statements prepared by Stenmark were reviewed briefly
· Josh provided a budget analysis summary that was made available to the board
· Electronic versions of financial statements and analysis summary will be distributed to board members
· For future meetings, the financial statements will be provided to the board chair for inclusion in the meeting packet prior to the board meetings.
· Interim expenditure rpt has been submitted to state showing how first allotment of planning grant has been expended/obligated and we are now waiting for the 2nd disbursement for the planning grant funds
· Grant continuation request for 2nd grant has been submitted and we are awaiting approval
· First payment of per-pupil general funds was received a few weeks ago
FACILITY
· Rick Reed from the church met with someone to discuss establishing phone system for ISLA at church. We could either be added to Church’s system, or have our own system installed.
· Phone system would costs about $5,500 for a complete system that we could bring with us when we leave. About $1500 is the lines/labor for installation in this building
· We need someone from the board to work with Rick on exploring options and getting the phone system set-up.
· Steve volunteered to work with Rick on this, and to consult with finance committee and Karen as necessary.
· Mark moved to authorized Steve to work out details of phone service with Rick and Karen, and that if there is an expenditure beyond what is in the lease that Steve make a recommendation to the executive committee for a decision. Mike seconded, Motion carried.
Re-evaluate committees / assign chair.
· Deferred until a later time
DIRECTOR’S REPORT
· 501 C3 status- Mark continuing to work on this and should have it in place by next board meeting.
· Background checks for board members, require notary, we should complete these before school starts. We will collect the forms at the next meeting. Or mail them to Board Chair, Melody.
· Review of to-do items in Karen’s director’s report.
o Mike will assist with after-school care
o Kerry will look into pool of substitute teachers, check with Hopkins, Main Street, others
o Steve will work on Staff Handbook
o Karen Utt volunteered to assist with establishing a School Handbook
o PTO will assist with coordinating moving, Karen T will be ISLA contact for PTO regarding this item
o PTO to take first two action items for playground
o Jenny will work on permit for playground
o School letterhead – need to discuss with Molly on her progress on this
o Karen Utt will inventory the furniture we have during the move to help assess what we need to purchase in terms of furniture
o Mark will assist with food inspection
o Melody will work on free-reduced lunch forms
o Lily can help with School Calendar, school admin assistant once hired can work on this
o Sonia will assist with envelope stuffing for open house
o Steve will work on phone lines as described above
o Jenny will help with copier/fax rental / set-up
o Sonia will work on website content, Karen Utt will provide assistance as well
o Mike will work on newsletter with assistance from Sonia and Karen Utt
Board Training Opportunities:
· August 21st, 2007 Charter School Governance
· August 28, 2007, Board and Financial Bottom Line,
CONSENT AGENDA
Personnel:
Hiring of the following teachers, pending background checks and licensure:
· Eric Swenson, Kindergarten
· Samantha Baksic, 2nd grade
Steve moved to approve consent agenda, Mark seconded, motion passed
NEXT MEETING
Tuesday, August 7, 2007, 7:00pm at Faith Presbyterian church.
Meeting adjourned at 10:59pm