We opened with a moment of silence and went into closed session.
The committee met in person and by telephone on March 9 to address the Director's announcement that he will not be returning next year for personal reasons. A statement will be prepared and distributed after the public announcement to staff and students March 11. We appointed Barb Garlinghouse, Anita Allwood, and Lucy Hansen, to begin search for an interim director for next year and plan to establish a search committee at the next regular committee meeting.
The committee met again in person and by telephone on March 21. We accepted Sean Egan's written resignation as director of Scattergood Friends School, effective 3-26-04. The committe is legally prohibited from discussing the particulars. We asked the committee selecting the interim director to find an acting director to serve until the interim director is hired. The committe has been meeting with the community and are assured that students and staff are satisfied with the ongoing situation.
The committee appointed Jan Luchini as acting director.
The Committee approved formation of a search committee charged with finding a suitable candidate to recommend to the School Committee for the position of Director to begin in time for the Fall, 2005 term. The membership of the committee will be 4 members from the school committee, 2 members from Iowa Yearly Meeting (Conservative) not currently on the school committee, 2 members chosen by the school staff from their own ranks, and two students chosen by the student body.
The following school committee members agreed to serve on the search committee: Anita Allwood, Dwight Schumm, Bob Yeats, and Lucy Hansen.
We began the Open session at 12:00 and were joined by the staff.
Eve Goodhue and the staff met and were introduced.
We announced the appointment of Jan Luchini as Acting Director.
Umbrella policy -- Guide One company visited and pointed out improvements that were needed (lightning arrestors, among others) before they would insure. The broker has written to Guide One to ask if they would cover us if the improvements were made. We hope to have coverage by July 1. They won't reply until after they inspect the improvements in June, but it seems likely. The liability insurance situation is that we have some liability coverage, but the umbrella policy is not in place. Estimates are being gathered on those and other similar needed improvements. We expect to have the situation addressed by June. We are also instituting a routine checklist to watch for hazardous situations. Joey has made a comprehensive list of hazards throughout the campus, including ones similar to those pointed out. These issues are being actively addressed.
Guide One did not list a sprinkler system as needed, though that has been a concern of some insurance companies, and it's very difficult for us to achieve. Jeff Cox asked if there were alternative systems that might be useful. It was not clear. There are fire extinguishers and fire drills, but the alarm system needs to be improved before it can be connected to the local fire department -- there are too many false alarms to be useful.
We approved selling the land bequest and turning the proceeds over to the Scattergood Foundation.
Margie discussed the need for additional staff in the development office -- someone able to work as "co-director" -- not just clerical assistance. Someone to share the load. Full time clerical assistance might be adequate, because that's much more effective than volunteer clerical support (although current volunteers are greatly appreciated). Certainly we need more than 1 FTE -- might be useful to consult with Olney to see how they do it. Margie does not have a particular person in mind.
Carmen asked how much we're bringing in and how it compares to the cost of the staff. Margie pointed to the earmarked contributions that have been dedicated to development for the past several years. She pointed out things we're not doing, at least partly due to staff time -- writing grant proposals and working with foundations.
Dwight asked about the impact on the upcoming capital campaign of having an interim director next year -- will it influence the potential donors? Should we be considering a change in the potential timeline? In general, that's the sort of decision that David Hoeksema would advise us on. David is more concerned about how the announcement of the departure of the director is made -- keep it positive and upbeat.
At the end of the meeting there was a brief display of working designs for the new website. The new website will be larger and have much more information. We may not change providers, as our current one, Earthlink, seems to be doing a good job.
The discussion of additional help his was for our information, not for decision.There was a brief discussion when the committe asked, "Is there anything the commitee can do to help?" In response to a request for clarity on how to reply to questions about why Sean left, the commitee approved the statement: "He decided it would be appropriate to resign early and the committee agreed."
As usual during this block, the younger students are enjoying their positions without the juniors and seniors.
Erin had been planning to become Dean of Students as Dan was not returning, so his sudden departure was smoothly handled. Erin expressed the need for ongoing support from Barb.
Foundation has approved 5% transfer to the school -- may cover any shortfall from the phoneathon.
Expenses are tracking fairly well -- managing to keep spending down for now.
Question about source of annual giving -- few large donors give a lot, but the rest comes from many many donors -- If we lose a couple of large donors (death / departure) how do we compare with other schools? Well -- we're vulnerable because of the amount of the operating budget that comes from the annual giving. The donors are very loyal, that may offset the risk.
We accepted the audit report for the 2002-2003 fiscal year that was distributed at the last meeting.
Signature cards at financial institutions need to be updated, replacing Sean. At this time Lucy and Jan are already authorized. The committee approved Sara Giffen-Hunter to have signature authority, and removing Sean Egan's authorization on all accounts.
The committee approved adding Richard Johnson as coopted member of the Human Resources committee.
Jan was asked for a summary of hiring/retention. She couldn't say much other than that it will be discussed with staff durin the following week. She did mention that Will & Emma Hardy may be back. No details are available yet. Erin & Sara have reviewed the applications Sean had. Turnover seems to be relatively low at this point (routine, that is).
Time to start thinking about committee assignments for next year and for who will / won't continue on the committee next year. Time to be thinking about Clerk / Recorder. In the past couple of years that's been left to the Consultation committee -- We're looking for an ad-hoc nominating committee to consider those questions and look at subcommittee assignments. Deb Galusha will assist Consultation Committee.
Barb pointed out a similar remark from students yesterday. Also pointed out how easy it is for visitors to fit in.
Bob's dissection of th dead ewe was great for the biology class -- he directed and involved the students, rather than doing it all himself.
Joe mentioned the care taken in assuring the safety of students in working with various pieces of dangerous equipment -- like the clay mixing machine and the kilns.
Topics to be discussed with the IaYM SFS interest group meeting on Thursday or Friday afternoon: Capital Campaign? Interim Director introduction. Heather's talk on balancing Academics and Community (sometime later, perhaps).