May 3, 2012 • Notice of Regular Meeting of the Board of Directors
Agenda
I. OPENING (7:00) A. Call to Order B. Verse and Song
C. Establishment of Quorum
II. PUBLIC COMMENT (7:05) This portion of the meeting is set aside for members of the audience to make comments or raise issues that are not specifically on the agenda or for those that are on the agenda. These presentations are limited to three (3) minutes per presentation and the total time allotted to non-‐agenda items will not exceed fifteen (15) minutes.
III. OPEN SESSION
A. Communications (7:20)
1. Board Member Questions, Comments, Clarifications of the Agenda 2. Approval of Minutes: 04.19.12
3. Executive Director Report
4. Committee Reports: Executive, Board Development, Finance, Facilities B. Financial Health (7:45)
1. Discussion of FOLOCS 2012-‐13 grant C. Governance (8:00)
1. Approval of Communications and Outreach Committee Mandate 2. Approval of Human Resources Change Management Policy 3. Discussion of Reserve Expenditure Policy
D. Report Items not covered in Packet: can include appreciations and reports from work groups
IV. CLOSED SESSION (8:30)
A. Pursuant to Government Code 54956.8 Conference with Real Property Negotiator 1. Property: 100 Gnoss Concourse, Petaluma
2. Negotiating Parties: Sonoma-‐Marin Fair 3. Under negotiation: price and terms of payment
B. Pursuant to Government Code 54957.6: Conference with Labor Negotiator 1. Agency Designated Representative: Matthew Morgan, Executive Director 2. Employee Organizations: Live Oak Teachers Association
C. Pursuant to Government Code 54956.95: Public Employee Discipline/Dismissal/Release
V. OPEN SESSION
A. Report out of closed session on actions taken, if any.
VI. ADJOURNMENT (9:30)
Please Note: Any writings or documents provided to a majority of Board Members regarding any item on this agenda after the posting of this agenda and not otherwise exempt from disclosure, will be made available in the Live Oak Charter School main office. All writings will be made available in appropriate alternative formats upon request by a person with a disability, as required by the Americans with Disabilities Act. Board meetings are held in ADA accessible facilities and Live Oak Charter School will make reasonable additional accommodations for persons having special needs due to disabilities. Please contact Live Oak Charter School at 762-‐9020 at least 72 hours prior to the meeting to ensure the necessary accommodations are made.
Live Oak Charter School
April 19, 2012 • Regular Meeting of the Board of Directors
Minutes
I. OPENING (7:07) A. Call to Order B. Verse and Song
C. Establishment of Quorum
Present:
Debbie Elam (DE), Chair Cliff Schlueter (CS) Tom Gallup (TG) Metha Singleton (MS) Bobbie Smith (BS) Pam Tambe (PT) Julie Yarnall (JY) Rachel Kaplan (RK)
Also present: Matthew Morgan (MM), Executive Director
II. PUBLIC COMMENT (7:15)
A comment was made raising the concern regarding the use of school communication systems (class emails and student folders) to advertise private, non-‐school related or endorsed events -‐ camps, retreats, classes, etc…
A parent expressed the strong desire that the hiring committee look at a broad selection of candidates.
III. OPEN SESSION
A. Communications (7:20)
1. Board Member Questions, Comments, Clarifications of the Agenda
No questions, comments, or clarifications
2. Approval of Minutes: 04.05.12
• RK moved to approve -‐ all approved
3. Executive Director Report
MM reviewed his report
4. Committee Reports: Human Resources, Board Development, Finance
Human Resources -‐ MS -‐ committee met today and will be bringing forward two policies later in this meeting. Committee members are also participating in the hiring process.
Board Development -‐ DE -‐ committee did not meet
Finance -‐ TG -‐ committee met and discussed the financial impacts of facility projects and possibility/feasibility of taking out a loan.
5. FOLOCS report -‐ BS reported 70% participate in pledge, $25-‐30K still expected in outstanding pledged monies. Rummage sale upcoming, still looking for a storage container. There have been recent leadership changes at FOLOCS.
B. Financial Health (7:55) 1. Approval of March Financials
• TG moved to approve -‐ all approved
C. Governance (8:00)
1. Approval of Administrative Regulation regarding use of keyboards as assistive technology
• BS moved to approve -‐ all approved
2. Approval of amendment to Employee Conflict of Interest Policy
MS explained that the changes address when members of the committee have potential conflicts of interest involving job applicants -‐ the relationship has to be declared and reviewed for appropriateness.
MM suggested the Board seek legal review of the document
MS suggested revisions be made prior to sending it to the lawyer.
• RK moved to table -‐ all approved
3. Discussion of Communications and Outreach Committee Mandate
No major issues raised, mandate will be brought back for approval at next Board meeting.
4. Discussion of Human Resources Change Management Policy
MS reviewed the policy draft.
5. Discussion of Summer 2012 Board Retreat
Date to be determined -‐ there is interest in having it in June so retiring members and new members can both attend
D. Report Items not covered in Packet: can include appreciations and reports from work groups
No reports
• TG moved to convene to closed session -‐ all approved
JY recused herself -‐ 8:45
IV. CLOSED SESSION (8:50)
A. Pursuant to Government Code 54956.8 Conference with Real Property Negotiator 1. Property: 100 Gnoss Concourse, Petaluma
2. Negotiating Parties: Sonoma-‐Marin Fair
3. Under negotiation: price and terms of payment
B. Pursuant to Government Code 54957.6: Conference with Labor Negotiator 1. Agency Designated Representative: Matthew Morgan, Executive Director 2. Employee Organizations: Live Oak Teachers Association
C. Pursuant to Government Code 54956.95: Public Employee Performance Evaluation: Executive Director
V. OPEN SESSION
A. Report out of closed session on actions taken, if any.
No action taken
VI. ADJOURNMENT (10:10)
DIRECTOR’S REPORT May 3, 2012
Middle School Improvements
The remediation equipment from Cal-‐Clean was removed from the firehouse site on Friday. We had not experienced any air quality issues since they had replaced the unit last month. The last report from ECON showed a 80% decline in hydrocarbons in the MW-‐8 well. We do not know if this is the final number for the site, or if final testing will show additional reduction.
MayFaire
By the time of this reading we will have completed our Mayfair events on May 3. All classes participate in the Mayfaire, sharing dances that the students have been working on for weeks. In addition, several performances by student ensembles will have provided music for many of the presentations.
Explorer’s Games
The 7th Grade participated in the Explorer games at Ragle Park in Sebastopol with Sunridge, Marin Waldorf and Summerfield in attendance. The students had a great time and made new friends. Several 7th grade parents went above and beyond the call of duty to make the day a success. Thanks also to Alex Boshell who organized this inaugural Explorers event for the 7th grade.
PEF Grant
Live Oak has submitted a grant request with the Petaluma Education Foundation to assist in our purchase of Violins for the Strings program. PEF encouraged us to apply, as funding was still available for the 2011-‐2012 school year.
Butter and Eggs Parade
The parade was a great success as our fish and egrets, ducks and…was it a panda? Floated along the Petaluma river…er….parade. Many students participated from 2nd through 8th grades. Some walked, some rolled, and a few flew as egrets on the top of the giraffe-‐cycle. Parent volunteers and guardians of the river silk reported that the comments form the sidewalk were of astonishment and praise for our student’s talent and determination. Many thanks to Kim Anderson, Julie Yarnal, Gayla Overmeer, the Handwork Guild, and class coordinators for pulling the event off. Thanks also to Alex Boshell for bringing the Unicycle experience to our students.
PG&E
Staff met with PG&E rebate consultants to discuss avenues for financial support of facilities
improvement projects. The School Resource Program will be working on an energy audit to highlight areas that would yield the best return on our investment for improvements. In addition, the program can identify related rebates and incentives as well as On-‐Bill Financing for capital projects that can pay for themselves and offer deferred cost structures. This meeting was sparked by our request for bids for HVAC solutions to the ROP building.
Hiring
Two committees have been holding interviews and demo lessons for the current job vacancies. Other positions will be posted in the coming weeks to ensure we have quality staffing for the start of the school year.
LIVE OAK CHARTER SCHOOL
100 Gnoss Concourse Petaluma, CA 94952 :: P 707-762-9020 :: F 707-762-9019
Executive Committee Minutes
Thursday, April 26, 2012, 7:00 pm
Lemongrass Thai; 109 N. McDowell Blvd.. Petaluma, CA 94954
I. Opening and Check-in (7:00 p.m.)
Members present: Debbie Elam, Tom Gallup, Cliff Schlueter Also present: Matthew Morgan, Executive Director
II. No public comment
III. Executive Committee Mandate
No changes made; mandate signed and DE will bring in to school office for filing
IV. Mandate for Communications and Outreach
Discussion was tabled.
V. Discussion about site development loan
A discussion regarding the 2012-3 FOLOCS grant will be placed on the LOCS Board agenda to explore the idea that FOLOCS could take out this loan
VI. Site Process
We discussed timelines and some of the costs. MM brought forward an idea to help trim costs. This will be discussed with the Facilities Committee
VII. Board Agenda for May 3rd
We reviewed and revised a draft agenda for the next Board meeting
LIVE OAK CHARTER SCHOOL
100 Gnoss Concourse Petaluma, CA 94952 :: P 707-762-9020 :: F 707-762-9019
Finance Committee Minutes
Wednesday, April 18, 2012, 6:00 pm
Multi-Purpose Room, Live Oak Charter School
I. Opening and Check-in (6:00 p.m.) Present: Tom Gallup (TG), John Gerber (JG), Matthew Morgan (MM)
II. Public comment – none
III. Monthly financials- reviewed monthly financials. No comments.
IV. Budgetary considerations for site development – Discussion of benefit of loan vs
use of reserve. Members agreed that a loan would add security to the site
development process. Discussion about how the ask from Folocs should occur.
V. Final language of deficit policy.
VI. Begin budget discussion for FY 12\13. Discussed budget priorities for next year.
MM asked that someone go over the budget to see if additional savings were
available.
VII. Adjourn 8:00
Communications & Outreach Committee
(Chair) May 3, 2012
Mission:
To ensure effective communication within the Live Oak Charter School
community as well as the creation and execution of effective outreach materials and activities to support full enrollment in the school.
Authority:
1. Oversee and when needed revise and recommend changes to
communications policies and processes. These include but are not limited to: print communications, website, email, and signage.
2. Oversee and when needed revise and recommend changes to enrollment outreach policies and processes.
Composition/Selection Process:
Chair: Board Member
Composition: At least one Board member, a member of school administration, at least one faculty member, and members of the school community, preferably with professional experience in communications. No more than seven.
Selection:
The Board will approve the initial composition of the committee. Changes thereafter will be subject to the approval of the standing committee based on criteria it establishes.
Resources allocated to enable the committee's work:
Financial resources will be approved by the Executive Director as needed.
Live Oak Charter School
Meeting and Reporting Structure:
The committee will meet monthly to create and review policy and to monitor the effectiveness of communications and enrollment outreach processes.
The committee will submit its minutes to the Board each month and provide a verbal report as needed.
Committee Review Structure:
Annual self review submitted to the board between May 1 and September 30.
All parties to this mandate agree to adhere to the guidelines outlined in the Mandate Agreement.
A mandate confers authority and responsibility for the work specified in the
mandate agreement. As part of the agreement to establish and maintain a mandate, each committee/task force agrees:
1 That all parties to the agreement consent to entrust the mandated group with its responsibilities and further agree to support its decisions and
recommendations. Recommendations should be adopted by the authorizing decision-making body unless new information or a new perspective
indicates a necessity for the committee to reconsider and the committee agrees to do so.
2 That the mandating body must approve any modifications to the terms of this mandate.
3 To conduct its business in the spirit of collaboration and strive for transparency in its processes.
4 To discern and determine who needs to be consulted or have input during the consideration process.
5 To seek that advice and consultation and report it to the committee as part of deliberations and prior to a decision/recommendation. The committee should also feel free to invite participation in the discussion where appropriate.
7 To discern and determine, when a decision or recommendation is prepared, who needs to be informed of it and commit to that communication as an integral part of the decision/recommendation.
8 That in case a committee is unable to decide or recommend, it will refer the topic to its authorizing body.
9 To keep to its agreed upon schedule, calendar, and agenda in recognition that the success of the other responsible groups and the school are
dependent upon timely decision making.
10 To commit to maintaining close communication and the use of appropriate communication techniques at all stages of decision-making. This includes maintaining minutes of all its proceedings and publishing them to its omembers and to its authorizing body in a timely fashion.
11 To maintain positive attitudes towards our colleagues, within meetings and outside of them. We will use candid, frank, direct speech within our meetings and will avoid criticism of colleagues or the committee when speaking with others.
12 To maintain confidentiality about committee and school business as necessary and appropriate.
13 This committees’ goal is to make decisions by consensus. We understand consensus to mean that all members with a voice in the decision concur. In the absence of consensus: A majority vote shall prevail, with the
reservations by the dissenting members noted and presented to the governing body.
14 That concerns and disagreements from non-committee members will be brought to the attention of the committee chair. Unless the chair considers it necessary to bring the matter to the attention of the committee, it will be recorded in the minutes and held as part of the committee record.
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L
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O
AK
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HARTER
S
CHOOL
BOARD POLICY
HUMAN RESOURCES CHANGE MANAGEMENT
Introduction
The Board of Live Oak Charter School understands that the school, its students, staff and
community members comprise and operate within a larger system of relationships. The intent of this policy is to set out the Board’s commitment to the respectful management of these
relationships during times of change.
Specifically, the Board wants (1) new employees to be welcomed and gracefully integrated into the school; (2) leaving employees to be respectfully released; and (3) internally transferring employees to transition smoothly from one position to another.
Additionally, the Board recognizes the relationship between teacher and student as foundational to the school’s educational program and sets its management as a priority.
Change Management Plan
As part of their regular meetings, the Executive Director and Chair of the Human Resources (HR) Committee will discuss potential staffing changes, including but not limited to new hires, changes of position, resignations, terminations, non-reelections, and leaves of absence. When and if those changes become eventualities, the Executive Director will establish and manage the execution of a communications and integration/disengagement plan preferably in collaboration with the employee and at the time s/he is notified of the change. The plan may be developed in stages and should take into consideration the needs of the affected students, the employee, and the larger school community, considerations which include but are not limited to
• the developmental age of the affected students, if applicable • the dignity and privacy rights of our employees, and
• our commitment to open and clear communication.
LIVE OAK CHARTER SCHOOL
Board Policy regarding deficit spending DRAFTGuidelines for budget development
Due to the volatile nature of school funding, budgets have periodically used deficit spending. These proposed policies are meant to act to keep the school’s finances on a sustainable path.
Suggested policies:
Structural Deficits
The Executive Director shall provide the LOCS board with a structurally balanced budget. If the Executive Director indicates that a deficit is necessary, they shall indicate the cause, and also put forth a plan to bring the budget into conformance within 18 months. The plan shall be provided at the time of a budget containing structural deficits is brought to the board for approval.
Temporary Deficits
If the Executive director brings forth a budget including Temporary deficit spending, they shall indicate the causes and put forth a plan to restore the portion of the unallocated reserves so used. The Budget shall not use more than 50% of the
unallocated reserves. If the budget includes projected deficit spending for more than one year, it shall use no more than 33% of the remaining unallocated reserves the next year. The third year temporary deficit spending of the unallocated reserves shall not be used.
If loans are taken by LOCS or FOLOCS, the payments for said loans are to be factored into the budget as either a direct payment schedule, or as reduced donations. These shall be factored into the three year budget projections. If the loan structure has a balloon payment, bench marks for saving shall be set in advance. As a minimum, 50% of the payment shall be accrued by 75% of the time the payment is due.
Definitions:
Deficit- If the sum of all expenditures is greater than the sum of all revenues the budget before other financing sources and uses are added, the budget is subject to the deficit spending policies.
Surplus- If the sum of the revenues is greater than the sum of all expenditures before other financing sources and uses are added, the budget contains a surplus.
Mandated reserve- the amount set aside by the chartering district as a reserve to ensure financial stability currently 5% of revenues. Going below this limit puts additional oversight and restrictions on the school
Unallocated reserves- the amount of cash left in the account above the expenditures and mandated reserves.
Other funding sources- loans or other encumbrances place on LOCS or FOLOCS
Structural- This refers to a situation where normal government, donations and grant support does not cover the anticipated cost to run the proposed school programs. If a budget contains deficit spending the director shall provide a list of one limited term (less than one year) expenses that have caused the deficit. If one time spending does not account for the deficit, the deficit shall be considered structural.
