November 8, 2012 • Agenda for the Regular Meeting of the Board of Directors
I. OPENING (7:00)
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. 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 (7:20)
A. Approval of the Agenda
B. Approval of Minutes: 10.02.12, 10.11.12 C. Executive Director Report
D. Approval of Monthly Financials (September, October) E. Approval of FOLOCS MOU
F. Review and Approve Conflict of Interest Policy G. Approve Resolution on LEA Status
H. Discuss Financial Policy (8:00) I. Discuss impact of election on budget J. Review Draft of First Interim
K. Discuss Committee Meeting Structure and Protocols
L. Board Development: Continue discussion on Live Oak’s identity as a public Waldorf school (8:45)
M. Discussion of Strategic plan (9:15) a. Financial Health
b. Begin discussion on Facilities
IV. CLOSED SESSION (9:45)
A. 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
B. Pursuant to Government Code 54956.8 Conference with Real Property Negotiator a. Property: 100 Gnoss Concourse, Petaluma
b. Negotiating Parties: Sonoma-Marin Fair c. Under negotiation: price and terms of payment
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.
June 7, 2012 • Notice of Regular Meeting of the Board of Directors
Minutes
I. OPENING (7:10)
A. Call to Order
B. Verse and Song
C. Establishment of Quorum
Present:
Debbie Elam (DE), Chair
Bobbie Smith (BS)
Tom Gallup (TG)
Metha Singleton (MS)
Rachel Kaplan (RK)
Cliff Schlueter (CS)
Julie Yarnall (JY)
Pam Tambe (PT)
Also present: Matthew Morgan (MM), Executive Director
II. PUBLIC COMMENT (7:15)
A parent expressed her hope that the school would still have a crone holding the Waldorf
perspective and appreciated the work that Linda Banks does
III. OPEN SESSION
A. Communications (7:18)
1.
Board Member Questions, Comments, Clarifications of the Agenda
No questions, comments, or clarifications
2.
Approval of Minutes: 05.17.12
•
TG moved to approve as amended - all approved
3.
Executive Director Report
MM reviewed his report.
4.
Committee Reports: Facilities
B. Governance (7:30)
1.
Discussion of Facilities Mandate
BS brought it forward to discuss if it covers the current state of the project
- the planning phase of the project is mostly completed and is now
entering the operational phase when direction shifts to administrative work
groups. The committee's direct involvement will go on hiatus until the
project enters a new phase where further planning is needed.
2.
Approval of Student Services Restructuring Proposal
MM reviewed the restructuring proposal.
•
CS moved to approve - all approved
3.
Discussion of Homeschooling/Independent Study Program
MM shared that administration will take a serious step towards developing
an IS program for the 2012/13 school year. Staff have been identified who
will be tasked with putting it together - the target would be 3-5 students.
C. Financial Health (8:45)
1.
Approval of FOLOCS MOU
DE reviewed the document
•
CS moved to approve - all approved
2.
Discussion of 2012-13 Single Adoption Budget
MM reviewed the state education budget scenario and the school's budget
summary.
The budget will be adopted at the June 18, 2012 meeting.
D. Board Development (9:50)
1.
Election of Board Candidates
•
RK moved to elect Karna Dawson to a 2 year term - all approved
•
TG moved to elect Rachel Kaplan to an additional 2 year term - all
approved
•
RK moved to elect Cliff Schlueter to an additional 3 year term -
all approved
2.
Opportunities for Involvement
DE reviewed the opportunities for involvement for Board members
3.
Discussion of 2012 Board Retreat
The retreat will be June 23 5:00-9:00PM and June 24 4:00-8:00PM
E. Report Items not covered in Packet: can include appreciations and reports from
work groups
There were several appreciations of the solid work of MM.
BS moved to adjourn to closed session.
IV. CLOSED SESSION (10:20)
A. 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
B. Pursuant to Government Code 54956.95: Public Employee Appointment:
Grades Teacher
V. OPEN SESSION
A. Report out of closed session on actions taken, if any.
•
TG moved to offer a certificated grades teacher a contract - all approved
VI. ADJOURNMENT (10:40)
June 23 & 24, 2012 • Special Meeting of the Board of Directors
235 White Oak Circle, Petaluma, CA 94952 • 707.338.1118
Minutes
Saturday, June 23
I. Opening and Welcome (5:30)
A. Roll Call
Members present:
Debbie Elam (DE), Chair
Bobbie Smith (BS)
Cliff Schlueter (CS)
Metha Singleton (MS)
Tom Gallup (TG)
Julie Yarnall (JY)
Pam Tambe (PT)
Rachel Kaplan (RK)
Also present: Matthew Morgan (MM), Executive Director
Karna Dawson (KD)
John Gerber (JG)
B. PUBLIC COMMENT (7:05)
No comments
II. Board History: Special Guests
III. Review the School Mission
IV. Dinner Break
V. Introduction to Strategic Planning
VI. Adjournment (9:00)
Sunday, June 24 Agenda
I. Opening (4:00)
A. Roll Call
Members present:
Debbie Elam (DE), Chair
Bobbie Smith (BS)
Cliff Schlueter (CS)
Metha Singleton (MS)
Tom Gallup (TG)
Julie Yarnall (JY)
Pam Tambe (PT)
Rachel Kaplan (RK)
Also present: Matthew Morgan (MM), Executive Director
Karna Dawson (KD)
John Gerber (JG)
B. PUBLIC COMMENT (7:05)
No comments
II. Board Orientation
III. Strategic Planning
IV. Dinner Break
V. Closing and Farewell
VI. ADJOURNMENT (8:00)
•
TG moved to adjourn -‐ all approved
October 2, 2012 • Special Meeting of the Board of Directors
Minutes
I. OPENING (7:10)
Present:
Debbie Elam (DE), Chair
Tom Gallup (TG)
Karna Dawson (KD)
John Gerber (JG)
Pam Tambe (PT)
Also present: Matthew Morgan (MM), Executive Director
II. PUBLIC COMMENT
No comments
II. Approval of Revised Unaudited Actuals
MM reviewed a written summary of the revisions to the unaudited actuals.
•
TG moved to approve - all approved
III. ADJOURNMENT (7:30)
October 11, 2012 • Regular Meeting of the Board of Directors
Minutes
I. OPENING (7:05)
Present:
Debbie Elam (DE), Chair
Rachel Kaplan (RK)
Karna Dawson (KD), Vice Chair
John Gerber (JG)
Tom Gallup, (TG)
Cliff Schlueter (CS)
Not present:
Pam Tambe (PT)
Julie Yarnall (JY)
Also present: Matthew Morgan (MM), Executive Director
II. PUBLIC COMMENT (7:06)
No comments
III. OPEN SESSION (7:06)
A. Board Member Questions, Comments, Clarifications of the Agenda
The Executive Committee Mandate discussed at the last meeting needs to be
approved.
The minutes from the 10.02.12 Special Board Meeting are not available for
approval.
•
TG moved to add the approval of the Executive Committee mandate - all
approved
•
RK moved to approve Executive Committee Mandate - all approved
B. Approval of Minutes: 09.13.12, 10.02.12
•
RK moved to approve the minutes from 09.13.12 as amended - all
approved
C. Approval of Monthly Financials (June, July, August, September)
•
TG moved to approve the monthly financials for June, July and August -
all approved
•
JG moved to table approval of September's monthly financials - all
approved
D. Facilities & Soil Contamination Update
MM included the update in his Executive Director's Report
E. Executive Director Report (7:15)
MM reviewed his report
The Middle School will remain at the Lower Campus for the remainder of the
year. Some improvements will need to be completed to make it better meet the
needs of the classes. Issues with the Firehouse have shifted the priority to finding
a new location for the Middle School classrooms. Further negotiations with
the Fairgrounds will be needed.
F. Board Member Election
•
RK moved to elect Sara Jordan to a three year term - all approved
G. Board Development: Continue discussion on public Waldorf school (8:15)
Board continued informal discussion of what it means to be a public Waldorf
school, including a conversation exploring the relationship of anthroposophy and
waldorf pedagogy.
H. Discussion of Strategic plan (8:45)
a. Follow-up on Communications & Community
b. Begin discussion of Financial Health
Desire for a capital fund creation - setting aside a percentage each year for future
projects
Conversation with Friends to collaborate on the timing of their contributions to
coincide with school's cash flow needs
A. Pursuant to Government Code 54956.95
Public Employee Performance Evaluation: Executive Director
V. OPEN SESSION
A. Report out of closed session
No action taken.
VI. ADJOURNMENT (10:00)
•
TG moved to adjourn - all approved
Executive Committee
Minutes from Oct. 18, 2012
Committee members present: Debbie Elam, Tom Gallop, Cliff Schlueter and Karna Dawson
Also present: Matthew Morgan
• No public comment
• Strategic planning regarding community discussed. Including a make up of our current
community, potential areas of growth into local community. Further discussion regarding
potential means of outreach to community that is in the local area.
• Strategic planning discussion regarding financial health of the school. Currently finance
committee is in process of creating several expenditure policies. Additional discussion
regarding long term goal of 30% of the budget being unallocated.
• Board agenda for the Nov. 8, 2012 board meeting discussed and finalized.
• Discussion of board committee responsibilities. Break down of specific requirement for board
committee's. Document will be presented to the full board by DE at the Nov. 8, 2012 board
meeting.
• Goals for the executive director discussed, reviewed and finalized.
LIVE OAK CHARTER SCHOOL
Director’s Report
November 8, 2012
Facilities
Improvements are underway in the lower campus for the middle school classrooms. Walls have
been removed to expand the 8
thand 7
thgrade spaces. Thanks to a Herculean effort by Anna and
Curt the 8
thgrade room has been painted. Door locks have been installed for classroom security
and HVAC was repaired for the north end. Carpet cleaning will follow soon after touch up
painting is completed. The 6
thgrade has adopted the rear play area to work on the garden and
provide care and maintenance for the space. 2
ndGrade Portable is still awaiting final approval.
Power School
Data entry for Power School continues. We are very close to completing our consolidation of data
sources into the Power School database. Once complete we will port the Power School
information to Connect Ed, which will allow the start up of our mass notification service.
Attendance data is still being entered for the first 2 periods. Electronic attendance starts Nov 26.
Parent Teacher Conferences, 1
stquarter progress reports
Teachers have been meeting with parents over the past weeks. Faculty meetings were adjusted to
allow additional time for teachers to meet with parents during the school day. Due to delays in
getting Power School up and going for grading, the 1
stquarter progress reports will not be
completed this fall. We expect the progress reporting system to be fully functional for the 1
stSemester cycle.
SEEDS Counseling Program
Our initial round of referrals has almost filled our SEEDS program. Parent permission forms are
coming in and students have begun services. SEEDS circles are continuing with classes preparing
to transition to teacher facilitation.
Aftercare Hiring
Aftercare has hired a new assistant; Anna Frattolillo will be joining us in the coming week.
Fairgrounds CEO
Pat Conklin, the Fairgrounds CEO will continue managing the Sonoma Marin Fair. This will
provide a level of consistency for Live Oak, both on facilities issues, as well as staff relations. Pat
will be splitting time between Sonoma and Dixon fairgrounds.
PG&E Rebates
MUNIS REPORT 2012-11-08.xlsx
Original
Adjustments Revised
Actual YTD Remaining Actual %
1100 CERTIFICATED SALARIES
544700
0
544700 148797.78 395902.22
27.3%
TOTAL EXPENSES
544700 0 544700 148797.78
395902.22
1130 TEACHERS' SALS EXTRA ASSIGNMNT
4000
0
4000
0
4000
0.0%
TOTAL EXPENSES
4000 0
4000
0
4000
1148 TEACHER SUB-‐SCHL BUSINESS
11100
0
11100
230
10870
2.1%
TOTAL EXPENSES
11100 0
11100
230
10870
1300 CERT SUPRVSRS' & ADMINS' SAL
92500
0
92500
30833.32
61666.68
33.3%
TOTAL EXPENSES
92500 0
92500
30833.32
61666.68
2100 INSTRUCTIONAL AIDES' SALARIES
14580
0
14580
3388.14
11191.86
23.2%
TOTAL EXPENSES
14580 0
14580
3388.14
11191.86
2155 INSTR AIDES -‐EXT HIRE
12150
0
12150
486
11664
4.0%
TOTAL EXPENSES
12150 0
12150
486
11664
2199 INSTR AIDES OTH MISCELLANEOUS
83070
0
83070
12705.75
70364.25
15.3%
TOTAL EXPENSES
83070 0
83070
12705.75
70364.25
2400 CLERICAL & OFFICE SALARIES
102000
0
102000
34000
68000
33.3%
TOTAL EXPENSES
102000 0 102000
34000
68000
2455 CLASS CLERK-‐EXTRA HIRE
2592
0
2592
456
2136
17.6%
TOTAL EXPENSES
2592 0
2592
456
2136
2900 OTHER CLASSIFIED SALARIES
137340
0
137340
40688.51
96651.49
29.6%
TOTAL EXPENSES
137340 0 137340
40688.51
96651.49
2999 OTHER CLASS SALS OTHER MISC.
51444
0
51444
8496.75
42947.25
16.5%
MUNIS REPORT 2012-11-08.xlsx
3101 BENEFITS -‐ STRS / CERTIFICATED
48949
0
48949
13758.05
35190.95
28.1%
TOTAL EXPENSES
48949 0
48949
13758.05
35190.95
3102 BENEFITS -‐ STRS / CLASSIFIED
3854
0
3854
1020.75
2833.25
26.5%
TOTAL EXPENSES
3854 0
3854
1020.75
2833.25
3201 BENEFITS -‐ PERS / CERTIFICATED
5654
0
5654
1490.7
4163.3
26.4%
TOTAL EXPENSES
5654 0
5654
1490.7
4163.3
3202 BENEFITS -‐ PERS / CLASSIFIED
32911
0
32911
8195.33
24715.67
24.9%
TOTAL EXPENSES
32911 0
32911
8195.33
24715.67
3311 BENEFITS -‐ OASDI/ CERTIFICATED
2968
0
2968
813.24
2154.76
27.4%
TOTAL EXPENSES
2968 0
2968
813.24
2154.76
3312 BENEFITS -‐ OASDI/ CLASSIFIED
22101
0
22101
5129.66
16971.34
23.2%
TOTAL EXPENSES
22101 0
22101
5129.66
16971.34
3331 BENEFITS -‐ MEDICARE / CERT.
9297
0
9297
2508.74
6788.26
27.0%
TOTAL EXPENSES
9297 0
9297
2508.74
6788.26
3332 BENEFITS -‐ MEDICARE / CLASS.
5846
0
5846
1379.11
4466.89
23.6%
TOTAL EXPENSES
5846 0
5846
1379.11
4466.89
3401 H & W BENEFITS -‐ CERTIFICATED
125719
0
125719
24788.06 100930.94
19.7%
TOTAL EXPENSES
125719 0 125719
24788.06
100930.94
3402 H & W BENEFITS -‐ CLASSIFIED
54964
0
54964
13304.09
41659.91
24.2%
TOTAL EXPENSES
54964 0
54964
13304.09
41659.91
3501 BENEFITS -‐ SUI / CERTIFICATED
10323
0
10323
2890.13
7432.87
28.0%
MUNIS REPORT 2012-11-08.xlsx
3502 BENEFITS -‐ SUI / CLASSIFIED
6491
0
6491
1045.1
5445.9
16.1%
TOTAL EXPENSES
6491 0
6491
1045.1
5445.9
3601 BENEFITS -‐ WCOMP/ CERTIFICATED
11285
0
11285
3596.48
7688.52
31.9%
TOTAL EXPENSES
11285 0
11285
3596.48
7688.52
3602 BENEFITS -‐ WCOMP/ CLASSIFIED
7096
0
7096
1987.36
5108.64
28.0%
TOTAL EXPENSES
7096 0
7096
1987.36
5108.64
4110 TEXTBOOKS
2000
0
2000
307.96
1692.04
15.4%
TOTAL EXPENSES
2000 0
2000
307.96
1692.04
4210 BOOKS OTHER THAN TEXTBOOKS
1500
0
1500
0
1500
0.0%
TOTAL EXPENSES
1500 0
1500
0
1500
4310 INSTRUCTIONAL MAT'LS&SUPPLIES
30000
0
30000
19556.19
10443.81
65.2%
TOTAL EXPENSES
30000 0
30000
19556.19
10443.81
4350 OFFICE SUPPLIES
5800
0
5800
2501.47
3298.53
43.1%
TOTAL EXPENSES
5800 0
5800
2501.47
3298.53
4353 DUPLICATING COSTS
2000
0
2000
0
2000
0.0%
TOTAL EXPENSES
2000 0
2000
0
2000
4370 CUSTODIAL SUPPLIES
4500
0
4500
896.58
3603.42
19.9%
TOTAL EXPENSES
4500 0
4500
896.58
3603.42
4390 OTHER SUPPLIES
32900
0
32900
61362.14 -‐28462.14
186.5%
TOTAL EXPENSES
32900 0
32900
61362.14
-‐28462.14
4400 INVENTORIABLE SUPPLIES
12000
0
12000
28577.81 -‐16577.81
238.1%
MUNIS REPORT 2012-11-08.xlsx
5200 TRAVEL & CONFERENCES
20500
0
20500
14677.5
5822.5
71.6%
TOTAL EXPENSES
20500 0
20500
14677.5
5822.5
5300 DUES & MEMBERSHIPS
1500
0
1500
6056.65
-‐4556.65
403.8%
TOTAL EXPENSES
1500 0
1500
6056.65
-‐4556.65
5450 OTHER INSURANCE
6500
0
6500
0
6500
0.0%
TOTAL EXPENSES
6500 0
6500
0
6500
5520 ELECTRICITY
17500
0
17500
2161.86
15338.14
12.4%
TOTAL EXPENSES
17500 0
17500
2161.86
15338.14
5530 WATER
4000
0
4000
631.69
3368.31
15.8%
TOTAL EXPENSES
4000 0
4000
631.69
3368.31
5560 WASTE DISPOSAL
3000
0
3000
2249.48
750.52
75.0%
TOTAL EXPENSES
3000 0
3000
2249.48
750.52
5600 RENTALS AND LEASES
194500
0
194500
48985.74 145514.26
25.2%
TOTAL EXPENSES
194500 0 194500
48985.74
145514.26
5630 REPAIRS
55000
0
55000
4835.88
50164.12
8.8%
TOTAL EXPENSES
55000 0
55000
4835.88
50164.12
5632 COPIER REPAIRS & MAINTENANCE
3000
0
3000
231.35
2768.65
7.7%
TOTAL EXPENSES
3000 0
3000
231.35
2768.65
5800 OTHER SVCS & OPER EXPENDITURES
89552
0
89552
22431.22
67120.78
25.0%
TOTAL EXPENSES
89552 0
89552
22431.22
67120.78
5821 AUDIT COSTS
8000
0
8000
0
8000
0.0%
MUNIS REPORT 2012-11-08.xlsx
5823 LEGAL COSTS
3000
0
3000
3369.67
-‐369.67
112.3%
TOTAL EXPENSES
3000 0
3000
3369.67
-‐369.67
5825 ADVERTISEMENT (LEGAL, ETC.)
1000
0
1000
0
1000
0.0%
TOTAL EXPENSES
1000 0
1000
0
1000
5830 PROFESSIONAL/CONSULTANT SRVCS
16000
0
16000
200
15800
1.3%
TOTAL EXPENSES
16000 0
16000
200
15800
5860 OTHER EMPLOYMENT COSTS
0
0
0
225
-‐225
100.0%
TOTAL EXPENSES
0 0
0
225
-‐225
5862 FINGERPRINTING COSTS
1350
0
1350
314
1036
23.3%
TOTAL EXPENSES
1350 0
1350
314
1036
5911 TELEPHONE
1000
0
1000
324.75
675.25
32.5%
TOTAL EXPENSES
1000 0
1000
324.75
675.25
5940 INTERNET ACCESS CHARGES
3200
0
3200
1051.04
2148.96
32.8%
TOTAL EXPENSES
3200 0
3200
1051.04
2148.96
5950 POSTAGE
2800
0
2800
832.87
1967.13
29.7%
TOTAL EXPENSES
2800 0
2800
832.87
1967.13
6215 ENGINEERING FEES
0
0
0
1200
-‐1200
100.0%
TOTAL EXPENSES
0 0
0
1200
-‐1200
7141 OTH TUITN, EXCESS CSTS SCH DIS
150441
0
150441
0
150441
0.0%
TOTAL EXPENSES
150441 0 150441
0
150441
8015 CHARTER SCHOOL REVENUE LIMIT
-‐508718
0
-‐508718
-‐188307
-‐320411
37.0%
MUNIS REPORT 2012-11-08.xlsx
8096 CHARTER IN-‐LIEU TRANSFER
-‐807160
0
-‐807160
-‐103443
-‐703717
12.8%
TOTAL REVENUES
-‐807160 0 -‐807160
-‐103443
-‐703717
8434 CLASS SIZE REDUCTION, K-‐3
-‐93697
0
-‐93697
-‐50486
-‐43211
53.9%
TOTAL REVENUES
-‐93697 0 -‐93697
-‐50486
-‐43211
8560 STATE LOTTERY REVENUE
-‐32360
0
-‐32360 -‐12692.85 -‐19667.15
39.2%
TOTAL REVENUES
-‐32360 0 -‐32360 -‐12692.85
-‐19667.15
8590 ALL OTHER STATE REVENUES
-‐293910
0
-‐293910
-‐106665
-‐187245
36.3%
TOTAL REVENUES
-‐293910 0 -‐293910
-‐106665
-‐187245
8660 INTEREST
-‐5151
0
-‐5151
0
-‐5151
0.0%
TOTAL REVENUES
-‐5151 0
-‐5151
0
-‐5151
8689 ALL OTHER FEES & CONTRACTS
-‐80000
0
-‐80000
-‐4772.26 -‐75227.74
6.0%
TOTAL REVENUES
-‐80000 0 -‐80000
-‐4772.26
-‐75227.74
8699 ALL OTHER LOCAL REVENUES
-‐253633
0
-‐253633
-‐100175
-‐153458
39.5%
TOTAL REVENUES
-‐253633
0
-‐253633
-‐100175
-‐153458
0.0%
LIVE OAK CHARTER SCHOOL
100 Gnoss Concourse, Petaluma, CA 94952707-762-9020 Phone 707-762-9019 Fax
MEMORANDUM OF UNDERSTANDING
Between Live Oak Charter School and Friends of Live Oak Charter School
The purpose of this Memorandum of Understanding (MOU) is to articulate an Operating Agreement for 2012/13 between Live Oak Charter School (LOCS) and Friends of Live Oak Charter School (FOLOCS), for receiving, managing and transferring funds to support operations.
OPERATING AGREEMENT
Part A: Fundraising and Donor Management
1. Fundraising revenue in support of LOCS, with the exception of grants and fees, and Student Body fundraisers, will be received by FOLOCS. "Funds" refers to gifts of cash, stock, or "in kind" donations.
2. Student Body fundraisers will be overseen by Executive Director to ensure such efforts do not conflict with FOLOCS campaigns.
3. Donations may be given in a restricted form. Prior to accepting such donations, the LOCS and FOLOCS chairs, and the Executive Director must agree upon such commitment to the restricted designation.
4. Restricted funds will be accounted for in budget line items and financial reports. Such funds will be received by FOLOCS and earmarked and forwarded to LOCS on a monthly basis. Upon receiving the funds, LOCS will track earmarked monies into the budget as a designated revenue and then allocate them to the appropriate line item account. The monies so earmarked will rollover annually with earmarks retained until expended.
5. The primary source of fundraising revenues is the parent pledge program administered by FOLOCS
6. Grant writing concerning the programs and/or operations of LOCS is entirely the purview of LOCS. Upon consultation and coordination with the Executive Director, FOLOCS may undertake grant writing for their internal purposes. All grant revenue will be deposited directly into the account of the legal entity that solicited the grant.
7. Parents with the capacity to offset $1,000 or more from the expense budget of LOCS may do so by in-kind contributions. Such gifts will be handled on a case-by-case basis by the Executive Director, in coordination with the FOLOCS Chair. 8. Donor databases will be kept secure and confidential by FOLOCS.
9. Only FOLOCS staff (volunteer or paid) with immediate responsibility for outreach, processing and accounting of donations will have access to the Donor Database and the information held therein. Electronic databases will likewise be protected by FOLOCS.
11.FOLOCS agrees to produce all promotional literature in accordance with LOCS policies. Any documents using the LOCS logo must be approved by the executive director.
PART B: Management of Accounts
1. FOLOCS income will be allocated into the following classifications:
a. Annual LOCS Support Grant:. For support of the general fund at LOCS. Shall be approximately equal to 80% of gross income. Restricted funds (defined in A4) will be included in the 80%.
b. Long Term Capital: The purpose of this fund is to build long-term reserves for unique expenses that may arise in the event of LOCS pursuing
significant program expansion, or facilities improvements; including the lease or purchase of a new site. Shall be approximately equal to 10% of gross income and will accrue annually.
c. Operating Reserve: For the cost of running FOLOCS. After fiscal year-end Support Grant payment is made operating expenses will be paid for by funds accrued in Long Term Capital.
d. Community Initiative Grant: $5,000 of the 80% support grant to LOCS is to be earmarked to fund this grant. The purpose of this grant is to provide funds for unique projects proposed by the LOCS community.
e. Operating Expense: FOLOCS aims to keep expenses below 10% of gross income.
2. All Funds received by FOLOCS will be deposited in a federally insured bank or credit union account or an interest bearing money market account from a
recognized investment agency. Funds will not be held in other investment vehicles. 3. A draft FOLOCS budget for the following fiscal school year (July-June) including
expected revenues and expenses will be submitted to the LOCS board pursuant to the LOCS budget process, by April 15, 2013. The purpose of submitting this draft budget is for LOCS to have a fundraising figure to include in its draft LOCS budget. Given that much of the FOLOCS goal is contingent upon enrollment, it is
understood that the figure will change as enrollment changes and will be finalized in September when the LOCS budget gets adjusted for actual enrollment.
PART C: Transfer of Funds
1. Support Grant: FOLOCS will issue checks biannually to LOCS. Payments are scheduled for January and June. In order to support LOCS cash flow needs, payment amounts and schedule will be determined by the Chair of FOLOCS, the Executive Director, and the Chair of the LOCS Board.
2. Long Term Capital: The release of these funds will occur through a joint resolution for disbursement by the FOLOCS and LOCS boards. Both boards must approve the resolution for a disbursement to occur.
PART D: Projections
PART E: OVERSIGHT
1. The FOLOCS Board will prepare quarterly written reports to the LOCS board. Reports will be presented at the first regularly scheduled LOCS meeting following the reconciliation of each fiscal quarter. (November, February, May, August) Reports will contain a profit and loss statement, balance sheet, and written report from the FOLOCS Chair. Chair’s written report will contain recent business including community communications, cash flow, pledge realization, and upcoming fundraising events.
2. The Executive Director, Chair of FOLOCS, and Chair of LOCS will meet quarterly to discuss current business including community communications, budget, and board actions.
3. The Executive Director is charged with overseeing this Operating Agreement.
The undersigned, on this day, ________________, authorize this Operating Agreement, which will remain in effect until amended or extended by an agreement between LOCS and FOLOCS.
___________________________________ ______________________________________ Debbie Elam, Chair Bobbie Ceschi Smith, Chair
Board of Directors Board of Directors
Live Oak Charter School Friends of Live Oak Charter School
___________________________________ ______________________________________
FRIENDS OF LIVE OAK CHARTER SCHOOL
PO Box 2054, Petaluma, CA 949531st Quarter Report – November 1, 2012 Bobbie Smith, Chair of FOLOCS
Pledge
Pledge materials were mailed to all families the first week of September. After reviewing a complete transaction history it appears that we are still waiting on pledge intentions from a number of historically consist pledging families. I recognized a few new pledges from long time families who have consistently “not” pledged which was a welcome surprise. In general, we have received contributions from families representing only 40% of our student population. Even with this low percentage of participation our cash
received is greater at this time than it was last year. I suspect that with an email
campaign aimed at families who have not communicated their intentions, we will begin to see our pledge receivables also exceed last years numbers.
Auction
Auction conversations seem to be carried on year round within the core group of volunteers. We are on track to decide our theme at a special Auction Meeting at Jen Stevens house on November 12 @ 7pm. All interested families are invited to attend.
Holiday Appeal/Outreach
I expect this to be the year that this historically ineffective campaign is reimagined. FOLOCS strongly believes that contributions from grandparents, aunts & uncles, and friends of LOCS students to be an un-developed group of donors. Our biggest hurdle is in reaching this group of individuals. In the past this campaign relied on LOCS families submitting their family/friends names and addresses for direct mail solicitation from FOLOCS. I would estimate that the number of LOCS families that voluntarily gave addresses was less than 10%. Considering that the overall mailing went to 300 plus individuals (this list was bulked out with local officials, individuals with minimal connection to LOCS, and local businesses), typical returns were about 30 donations, totaling under $5000. These returns increased almost $5K 2 years ago, and then
increased over $37K last year due to just a few LOCS families delivering the appeal from FOLOCS personally to their own relatives. Our goal this year is to develop an electronic campaign that families can forward to their tech savy families as well as a print version that will be distributed to all families to pass on to their relatives or friends. We are exploring the theme of “Alternative Gift Giving” and our campaign launch is December 7th.
Finances
Cash received for pledge: 9/30/12: $34K 9/30/11: $30K Pledge receivables: 10/21/12: $84K 10/21/11: $105K
Summit State Checking Balance: $67,600 Allocated as follows:
Capital Fund Savings: $15,200 Community Initiative Grant: $5,000 Music – restricted funds: $3,765 Electives – restricted funds: $3,000
8:17 PM 10/22/12 Cash Basis
Friends of Live Oak Charter School
Profit & Loss Prev Year Comparison
July through September 2012
Page 1 of 1 Jul - Sep 12 Jul - Sep 11 $ Change % Change
Income Donations
Pledge 33,521.00 30,116.00 3,405.00 11.31%
Donations - Other 3,490.00 7,665.00 -4,175.00 -54.47%
Total Donations 37,011.00 37,781.00 -770.00 -2.04%
Fundraising Events 141.67 519.19 -377.52 -72.71%
Interest Income 0.05 1.23 -1.18 -95.94%
Pass Through 0.00 836.20 -836.20 -100.0%
Total Income 37,152.72 39,137.62 -1,984.90 -5.07%
Gross Profit 37,152.72 39,137.62 -1,984.90 -5.07%
Expense
Administration
Accounting Fees 2,010.00 1,340.00 670.00 50.0%
Bank Charges 17.00 134.00 -117.00 -87.31%
Contract Services 700.00 0.00 700.00 100.0%
Postage & Delivery 58.00 0.00 58.00 100.0%
Total Administration 2,785.00 1,474.00 1,311.00 88.94%
Fundraising
Auction Items 100.00 0.00 100.00 100.0%
Credit Card Fees 604.86 798.28 -193.42 -24.23%
Postage & Delivery 90.00 0.00 90.00 100.0%
Printing 257.69 257.69 0.00 0.0%
Supplies & Materials 7.55 0.00 7.55 100.0%
Total Fundraising 1,060.10 1,055.97 4.13 0.39%
Program Services
Donations to Live Oak Charter 0.00 250.00 -250.00 -100.0%
Total Program Services 0.00 250.00 -250.00 -100.0%
Total Expense 3,845.10 2,779.97 1,065.13 38.31%
8:18 PM 10/22/12 Accrual Basis
Friends of Live Oak Charter School
Balance Sheet Prev Year Comparison
As of September 30, 2012
Page 1 of 1 Sep 30, 12 Sep 30, 11 $ Change % Change
ASSETS
Current Assets Checking/Savings
Exchange Checking - 4980 0.00 3,479.44 -3,479.44 -100.0%
Exchange Money Market - 6572
Music Program 0.00 3,564.95 -3,564.95 -100.0%
Exchange Money Market - 6572 - Other 1,376.96 6,804.51 -5,427.55 -79.76%
Total Exchange Money Market - 6572 1,376.96 10,369.46 -8,992.50 -86.72%
Summit Checking 42,431.49 16,596.79 25,834.70 155.66%
Total Checking/Savings 43,808.45 30,445.69 13,362.76 43.89%
Accounts Receivable
Accounts Receivable 82,813.00 104,472.00 -21,659.00 -20.73%
Total Accounts Receivable 82,813.00 104,472.00 -21,659.00 -20.73%
Other Current Assets
Smith Barney Stock Acct 6,786.98 2,165.14 4,621.84 213.47%
Undeposited Funds 16,727.00 10,470.00 6,257.00 59.76%
Total Other Current Assets 23,513.98 12,635.14 10,878.84 86.1%
Total Current Assets 150,135.43 147,552.83 2,582.60 1.75%
Other Assets
Security Deposits Asset 0.00 150.00 -150.00 -100.0%
Total Other Assets 0.00 150.00 -150.00 -100.0%
TOTAL ASSETS 150,135.43 147,702.83 2,432.60 1.65%
LIABILITIES & EQUITY Equity
Retained Earnings 28,850.46 28,850.46 0.00 0.0%
Unrestricted Net Assets 6,591.80 -20,927.28 27,519.08 -131.5%
Net Income 114,693.17 139,779.65 -25,086.48 -17.95%
Total Equity 150,135.43 147,702.83 2,432.60 1.65%
BP
Last Adoption November 8, 2012
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LIVE OAK CHARTER SCHOOL
BOARD POLICY
CONFLICT OF INTEREST POLICY
I.
ADOPTION
In compliance with the Political Reform Act of 1974, California Government Code Section
87100, et seq., the Live Oak Charter School hereby adopts this Conflict of Interest Code (“Code”),
which shall apply to all governing board members, candidates for member of the governing board,
and all other designated employees of Live Oak Charter School (hereafter “Charter School”), as
specifically required by California Government Code Section 87300.
II.
DEFINITION OF TERMS
As applicable to a California public charter school, the definitions contained in the Political
Reform Act of 1974, the regulations of the Fair Political Practices Commission, specifically
California Code of Regulations Section 18730, and any amendments or modifications to the Act
and regulations are incorporated by reference to this Code.
III.
DESIGNATED EMPLOYEES
Employees of this Charter School, including governing board members, who hold positions that
involve the making or participation in the making of decisions that may foreseeably have a material
effect on any financial interest, shall be “designated employees.” The designated positions are
listed in “Exhibit A” attached to this policy and incorporated by reference herein.
IV.
STATEMENT OF ECONOMIC INTERESTS: FILING
Each designated employee, including governing board members, shall file a Statement of
Economic Interest (“Form 700” or “Statement”) at the time and manner prescribed below,
disclosing reportable investments, interests in real property, business positions, and income
required to be reported under the category or categories to which the designated employee’s
position is assigned in “Exhibit A.”
An investment, interest in real property or income shall be reportable, if the business entity in
which the investment is held, the interest in real property, the business position, or source of
income may foreseeably be affected materially by a decision made or participated in by the
designated employee by virtue of his or her position. The specific disclosure responsibilities
assigned to each position are set forth in “Exhibit B.”
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Last Adoption November 8, 2012
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V.
DISQUALIFICATION
No designated employee shall make, participate in making, or try to use his/her official position to
influence any Charter School decision which he/she knows or has reason to know will have a
reasonably foreseeable material financial effect, distinguishable from its effect on the public
generally, on the official or a member of his or her immediate family.
VI.
MANNER OF DISQUALIFICATION
A.
Non-Governing Board Member Designated Employees
When a non-Governing Board member designated employee determines that he/she should not
make a decision because of a disqualifying interest, he/she should submit a written disclosure of
the disqualifying interest to his/her immediate supervisor. The supervisor shall immediately
reassign the matter to another employee and shall forward the disclosure notice to the Charter
School Principal, who shall record the employee’s disqualification. In the case of a designated
employee who is head of an agency, this determination and disclosure shall be made in writing to
his/her appointing authority.
B.
Governing Board Member Designated Employees
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Last Adoption January 14, 2010
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[page
EXHIBIT A
Designated Positions
I.
Persons occupying the following positions are designated employees and must disclose
financial interests in all categories defined in “Exhibit B” (Categories 1, 2, and 3).
A.
Members of the Governing Board and their alternates (if applicable)
B.
Candidates for Member of the Governing Board
C.
Corporate Officers (e.g., President, Treasurer, Secretary, etc.)
D.
Executive Director of Charter School
E.
Consultants
11 The Charter School Executive Director may determine, in writing, that a particular consultant, although a
