Board Meeting December 11, 2013 Mission Statement: To provide a comprehensive bilingual and bi-literate education that nurtures students to be highly proficient in all academic subjects, but with a special emphasis on Mandarin Chinese, English and mathematics. By doing so, HCCS will prepare students to become highly skilled, caring world citizens who will lead innovation and collaboration in the global marketplace.
Agenda 1. Welcome, Agenda, Approval of minutes 6:15-6:20 2. Treasurer’s Report 6:20-6:25 3. Facilities Committee Update 6:25-6:35 4. Finance Committee Update 6:35-6:45 5. Development Committee Update 6:45-7:00 6. Principal Report 7:00-7:15 7. PTO Update 7:15-7:25 8. Public Comment 7:25-7:35 9. Policies Development 7:35-7:45 10. Founder’s definition and list 7:45-7:55 11. Principal Evaluation 7:55-8:05 12. Board training & strategy building 8:05-8:15 13. Agenda for upcoming meetings 8:15-8:20 14. Board comments 8:20-8:30 15. Adjourn by 8:30
Public Comments at Board Meetings ● Board uses Public Comment process similar to those used by BSD and other boards. ● To address the Board: ○ Fill out a comment form and hand to Board Chair at the start of the meeting ■ Board Chair will filter similar requests and prioritize those who have not previously commented. ■ Due to time limits, all requests may not be accommodated. ○ This is a one-way communication. Board will not immediately respond. ○ Commenter has two minutes to address the board. Going over the time limit reduces the opportunity others have to speak. Time will not be extended. ○ Board Secretary will note substance of comments in minutes. ● Board supports open dialogue and will host open Q&A via Town Hall meetings held every other month. ● For more details, please review Board Public Comment Policy Document
Treasury Update Income Statement (Oct 1st, 2013 - Nov 30th, 2013) Actuals Budget (2 mos) Income received during the period: +$ 211,959.55 135,180.00 Expenses paid during the period - $ 111,458.99 123,987.00 Net Income $ 100,500.56 11, 193.00 Balance Sheet (Nov 30th, 2013) Total Assets : $ 449,625.71 Total Liabilities $ 90,473.21 Total Equity $ 359,152.50 ● Income higher due to Large Pledge donation, corporate match, ASEP, timing/amount of BSD payment, PTO fundraisers, Lunch Rev, and Higher than budget private program income ● Expenses lower than budget mainly due to lower PERS, Supplies, and G&A; higher Staff Development; Timing of cleaning payment and technology purchases; Budgeting of Lunch Expenses ● Assets mainly cash; Liabilities mainly prepaids and PERS accrual
Finance Committee Update General: ● Audit completed and sent to BSD. Tax return and CT-12 filed, need to pay fees for CT-12 ASAP ● Received mgmt letter from auditors. BSD has requested HCCS response to the letter. Finance committee has put together response and will send in the next week. All are included in your board package.
Finance Committee Update ● PERS: ● discussed with lawyer who put together structure for KVS and with pro bono lawyer at K&L Gates ● consensus from the finance team is to wait for another year - this is a large undertaking. We should concentrate on school operations and setting policies in place first ● Wait for other schools to try this route.
Finance Committee Update ● Subsidizing before/after care ● Currently 6 HCCS families qualify for free lunch program. ● One family, enrolled in Tiny Dragons aftercare, is experiencing financial difficulties. ● Finance Committee is exploring feasibility of providing fee relief and / or subsidy program for low income families.
Finance Committee Update ● Current actions and next steps: ● Recommend we continue to provide care services to struggling family. ● Shannon leading a benchmarking analysis to comprehend what accommodations other public & charter schools provide. ● Will present findings and recommendation in January or February.
Development Committee
Development Committee Advantages to hire a director of development: 1. Someone accountable to raise the money required and to coordinate amongst different groups to ensure that this is done 2. Development of comprehensive plan 3. Experience and contacts within the non profit world 4. Availability during the day to contact and meet with corporate donors 5. Will not take the place of volunteers but will train the volunteers on procurement and reaching out to donors. 6. Get the school ready for capital campaign 7. Volunteer issues - burnout, lack of follow through Without raising the money, there will be no school
Principal Update ● •Student Recognition Planned ● •Staff Mid-Year Evaluations ● •After School Care Assistant Needed ● •Sister School Connection Progressing ● •CLA Proficiency Testing for Spring ● •Events ● –Holiday Performance Dec. 20 ● –School Choice Week Jan 27-31 .
CLA Achievement Results
Enrollment for 2014 •Enrollment Process – Parents enroll on-line –Time Line – •Dec 15-21 – Notify families of enrollment procedures •Jan 6 – Open Enrollment Begins, applications accepted •Jan 13 – Open House and Information Night for prospective new families •Jan 27 – Applications due •Jan 28 – 8:30 am Lottery, parents notified of acceptance or wait list via email •Feb 28 - Complete enrollment forms due –General Lottery Guidelines – •Meet birthdate/age requirements before application can be accepted •Priority: Current students, Founders, sibling, BSD, outside district •Deborah agreed to do lottery at school, I will be there, others can view process
Summer School Planning •Startalk Grant was written and submitted by Deborah Dang •Suggested Program Details: – Schedule – 8 weeks, June 23-Aug 15, 8:30-4:30 each day –Students K-3 - 50 students max. –Program Goals – Through Chinese immersion, integrate language skills with math and science. –Content Focus – Plants and Gardens –Staff – No one on our current school staff expressed interest at this time except perhaps 2 of our English teachers. –Split the program to meet levels of Chinese Language
PTO/Gala Update Abby Hata will present for Gala
Site Committee Update ● Site: Dan Chiang ○ Security: https://docs.google. com/presentation/d/1IdaqSjvI_eVuR6DC9 rdJE1xn7vnJq6PkgV13_-u9D0s/edit? usp=sharing ○ In January: Site boundary, Long Term Plan ● IT: Roy Heywood ○ Short and long-term Website ○ IT Planning
Site Subcommittee Update December 11, 2013 Mission Statement: To provide a comprehensive bilingual and bi-literate education that nurtures students to be highly proficient in all academic subjects, but with a special emphasis on Mandarin Chinese, English and mathematics. By doing so, HCCS will prepare students to become highly skilled, caring world citizens who will lead innovation and collaboration in the global marketplace.
Agenda 1. Scope of site subcommittee 2. Safety/security next steps 3. Future agenda items
Membership and Scope Site subcommittee has 3 areas in scope 1. Maintenance and improvements (Dan) a. Ensure daily maintenance (beyond what KMC is responsible for) is taken care of as well as longer term improvement projects such as playground improvement 2. Security/Safety (Waylon) a. Maintain and improve overall safety and security of the school site 3. Long Term Site plan (Robyn/Steve/Nick) a. Overall plan for longer term site including i. Current site, expand to other areas of the church ii. Current site- add pods to expand footprint iii. New site search b. Plan to bring in boundary conditions and strategy in Jan Board meeting
Safety update ● Original Site assessment completed by Waylon B and Matt D. ● List was then reviewed with Molly and Julie in June 2012 ● Several items on the list have been completed (7/20 items done can view in Google Docs): https: //docs.google.com/spreadsheet/ccc? key=0Arve2GweJeFRdGlVNHhFN3RPNkU3bDdtTTZRWkV2N1E&usp=sharing ● Of the remaining list, group prioritized the list based on impact to security
Proposal ● Main goal of the proposals is to secure the core area of the school and ensure no unwanted persons can enter the area where the children are ● Today there are too many entry points where someone could sneak into the school un detected, we want to secure those entry points ● Proposals: ○ Priority #1: secure classroom areas with door built by elevator and adding locks to double doors leading to cafe from calvary space ○ Priority #2: Doorbell system for access, also can monitor entrances ○ Priority #3: Upgrade to electronic locks for all entrances
Priority #1 ● Secure classroom areas with door built by elevator and adding locks to double doors ● Currently these are two areas that have unlimited access to the school ○ Elevator- Build a door in the hallway before the elevator, cost ~$700-$1000 ■ KMC/Calvary approval? ■ Any code issues or concerns? ○ Secure cafeteria- Cost?? ■ Door leading to parking lot from cafeteria (OK) ■ Double glass doors before cafeteria (KMC to fix?) ■ Double doors leading to calvary space (how do we secure)
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