Meeting began at 9:00 a.m. with silence. The first item of business was introductions of new committee members, returning committee members.
Anita Allwood passed copies of the Search Committee report and verbally summarized the work of the committee. Lucy Hansen explained the importance of considering the precedence of allowing the Director to live off campus. Discussion about the rationale for having the director live on campus followed. The idea of additional compensation for Jan's living off campus was also considered. School Committee Members who served on the Search Committee summarized the rationale for the search committee's decision that allowing Jan Luchini to live off-campus would be acceptable. After thoughtful and thorough discussion the School Committee adopted the following minute:
Minute: The School Committee accepts the Search Committee's recommendation to employ Jan Luchini as the director of Scattergood Friends School. Because of her long tenure at the School and her proven accessibility to the community while living nearby, the School Committee will waive the requirement for Jan to live on campus.
Lynn Chakoian raised a concern of the importance of reviewing the structure of the leadership of the school so that the position is not so overwhelming for one person. She expressed her belief that broader leadership is needed and the School Committee needs to encourage the development of that next tier of leadership among School faculty and staff more than has been done in the past.
Anita Allwood, Clerk of the Search Committee, informed Jan Luchini that she has been chosen for the Director. She graciously accepted. Brief discussion regarding salary ensued. Terms of the existing note of agreement will remain in force until June 30. Jan asked to have statements re evaluation of the director be added to the note of agreement. Lucy and Anita will write a letter to be sent to our constituencies to inform them of Jan's appointment.
The open session began with introductions of staff members and school committee members.
Jan informed us about a two-page spread re Scattergood Friends School's recycling efforts that appeared in Scrap Rag, the City Carton Recycling newsletter, and invited us to view a canoe building project in Hans' shop on campus. Jan also informed us about an art gallery of student art in the upstairs halls of the Berquist House that is being developed by Meisha Goodhue.
The minutes were approved as written.
Lucy Hansen passed the School Committee Directory for corrections and updating.
The Consultation Committee met Friday evening. They reviewed the auditor's review of the 2003-2004 financial records. Jan asked if School Committee members had any questions regarding the audit. There were no questions. Jan stated that she is willing to address any questions. Jan also stated that she is working to schedule audits on a cycle satisfactory to ISACS. They expect three audits within a seven-year cycle. A review level is done on other years. Approved the report.
Jan Luchini requested the addition of Shannon Pingenot, the business assistant, as a signer of checks. Current persons approved for signing checks are: School Account, Jan Luchini, Sarah Giffen-Hunter, and Lucy Hansen; Farm Account, Jan Luchini, Mark Quee and Lucy Hansen.
Approved addition of Shannon Pingenot as a signer to both accounts.
Margie Figgins, Director of Development, announced that we are exceeding one portion of our capital campaign goal ahead of time. The endowment fund goal of $250,000 has been reached. Historically, estate gifts have gone into the endowment. Currently the Capital Campaign has pledges and receipts totaling $165,650 for the endowment goal. We have also been notified that we are to receive additional bequests of $190,000. David Hoeksema has suggested that the school committee consider its position re placing bequests into the endowment. He suggests that the School Committee make a deliberate decision regarding the use of bequests. By placing monies received in excess of the goal to a discretionary fund category the School Committee would have more flexibility regarding use of the funds for the good of the School. Discussion followed. The Committee's final agreement was to place the $190,000 bequests into an discretionary fund category for the use of the School as the School Committee sees the need. Approved.
Jan Luchini informed us that the projected total for tuition income, $551,000, is not attainable. The tuition income will be off perhaps as much as $50,000. Staff have been asked to back off on discretionary spending and will hopefully offset those numbers. Other budget categories are tracking well. Jan reported on the following Capital improvements: painting of the boys dorm, and the purchase of a new van. Jan responded to a variety of questions from committee members regarding the financial report.
Margie Figgins reported that the Fall appeal will be mailed out next week. The annual report is done. She informed the committee that the report will be mailed as a segmented mailing with three categories based on whether or not the recipients have been contacted about the Capital campaign. Letter to everybody else category will receive an introduction to the Capital Campaign. Margie asked the Committee to consider the proposed Long Range Plan changes she raised during last month's meeting.
The suggested changes were approved.
Jan Luchini reported she, Margie Figgins and Erin Lane attended a conference regarding marketing and learned how all members of the School community need to be involved in marketing the school.
Erin Lane reported that Jennifer Warneke is attending a TABS conference regarding marketing. She reports that Jennifer is being aggressive in recruiting students for Scattergood. Concern was expressed about the downward trend in our enrollment. Some wondered if the transitional year last year has affected enrollment. Erin suggested that not having a full time admissions person for a while also affected this year's enrollment. She also stated that Jennifer has been upping the level of student who will be admitted. Erin said she believes that enrollment will improve due to Jennifer's increased marketing. Inquiries are greater than last year. School Committee members suggested the use of bar charts for admissions reports to achieve more clarity. Erin also reported that Jennifer is attempting to find schools that would be natural philosophical matches for Scattergood and would more likely refer students to Scattergood. Discussion of factors that affect enrollment followed. Tuition issues, reputation, white flight, geographic mores were among the factors discussed. Some suggested that private school as a viable alternative needs to be stressed. Having students go along on trips to market the school was seen as a strength. Student retention was also discussed. The idea of reminding parents of the value of choices they have made. TABS folders regarding the value of private education can be used for parents and serve to reinforce their choices. School Committee members also asked if staff talk with students about why they are leaving. Erin reports that she has exit interviews with students who are leaving or thinking of leaving to determine why students are leaving. Erin said she is tracking retention of students.
School Committee members expressed appreciation of Joey Giffen-Hunter's work on the School campus and the improvements he has made. His prioritization of projects was praised. Joey asked for feedback regarding a project to improve girls dorm.
Lucy Hansen announced that Lynn Chakoian is willing to serve on farm committee. Approved.
The School Committee asked that pleasure regarding all the work they do be reflected to Mark Quee and Matthew Goldfarb.
Debbie Galusha reported that the committee met this morning. She stressed the importance of developing and completing an evaluation process for teaching staff. Academic Committee members encouraged Heather to prioritize the evaluation process. Deb stated that reports of observations should be signed and given to staff as well as placed in their file. Debbie also reported that Committee members think that academic standards should be raised. She also stressed the need to solidify a job description for the Academic Coordinator position to assist in hiring of a new coordinator. Heather reported that she is working on Coordinating of syllabi. She reports that Skills Class is more organized. Study hall changes are encouraging students to get off academic alert. Students are feeling that academic standards are changing and that grading is stiffer. Debbie stressed the idea that increasing academic standards is more than increasing the workload.
Barb Garlinghouse reported that students are feeling considerable discontent regarding what they experience as extreme increased academic expectations from some faculty members. Barb stated that she did not experience the students as "just grousing". Students state that they came to Scattergood with the idea that teachers would be dealing with them as individuals and considering their individual learning styles and that is not what they are experiencing. School Committee members expressed belief that now would be a valuable time to explore these issues with students. Erin Lane reported that those attending the meeting last evening had developed a "Dessert with the Dean" idea that will allow students to vent/discuss their concerns. Bob Yeats expressed concern about students' health needs being met on a more immediate basis. School Committee members agreed that physical/medical needs of students need to be addressed promptly.
Jan Luchini reported that she will use a hiring committee to assist with hiring new staff. She has asked departing staff to leave priority lists, quizzes, syllabi, etc. for classes. School Committee members stressed the importance of emphasizing the importance of Quaker process and the relationship of community and academics at Scattergood. School Committee members also expressed their belief that recruiting appropriate applicants for leadership positions is important. Use of career nights at associated colleges of the Midwest was recommended. Jan reported that the web site is a useful tool. She stated that faculty pages are unique and give a good picture of what Scattergood is.
School Committee members briefly reviewed our process and how to carry it out. Jan Luchini said that the Long Range Plan is related to the ISACS self evaluation process and that staff are working on it. Jan informed us that the ISACS evaluation is 120 pages long. The visiting team from ISACS will be here next semester - February 21 or 28. Jan has been reviewing the long range plan. May meeting would be a reachable goal for reworking the long range plan. Committee members raised questions regarding staff involvement in long range planning? Jan said she is hoping to develop more staff ownership of the long range plan.
Irene McHenry from the Friends Counsel on Education will be our resource person. Further discussion regarding topics for the retreat will be held at the January meeting. Lucy asked if any committee members are interested in working with her to plan the retreat. Committee members agreed to discuss retreat plans during our January meeting. Committee members discussed whether or not to hold our business meeting on Friday and then have the retreat on Saturday. Lucy will talk with Irene about scheduling her visit and inform us of her needs/plans.
Lynn Chakoian reminded us of threads that did not get finished, especially the issue of Academic standards vs Quality of community issues and admissions. She stated her belief that we need to take up these issues in a useful way so that there is some clarity of the School Committee's perspective on these issues.
Adjourned with moment of silence
Jan. 29, April 2, May 21, July 23
Mid-Year Meeting -
Iowa Yearly Meeting Conservative -July 26-31, 2005