The meeting opened with a moment of silent worship.
Lucy Hansen announced that Dan Treadway's father died this past week. Dan informed the committee about plans for a later memorial service.
Anita Allwood reported that information for the report had been solicited from school committee members, School faculty and staff, students, and parents. She encouraged those school committee members who have not responded as yet to do so as soon as possible. Discussion about when to give Jan the information gathered for her evaluation followed. The School Committee decided to wait until July to finalize the report. Anita will keep the committee informed about information received.
Approval of April 2, 2005 meeting minutes
The following corrections to the April 2, 2005 minutes were made:
Jeff Cox reported that the subcommittee had met earlier today. The Committee talked about the academic subcommittee's long range plan as modified by Heather. Heather also provided subcommittee members a list of academic improvements and suggested projects for the future, a list of expectations for Scattergood graduates, a list of colleges that have accepted recent Scattergood graduates. The subcommittee discussed ISACS recommendation what it considers to be a college prep school. The discussion also focused on the issue of Scattergood students being offered advanced placement (AP) classes. Heather reported that students can take AP course if they would like and that there has been little interest. Students also have the option of taking an independent study option. Jennifer Warneke stressed the need for she and faculty to have training in developing and teaching advanced placement courses. Jeff stated his awareness that more and more colleges and universities are looking at prospective students transcripts for participation in AP classes. Heather also reported on the Cultural Competence workshop she and a number of students attended at Central College in Pella.
Barb Garlinghouse reported that the sub-committee met last night. Students who attended talked about how good it felt that things have gotten better at the School. They expressed appreciation that the concerns they brought to staff are heard. Barb stated her belief that the process regarding changing policy to allow their studying in one another's lounges was enlightening for the students. Sub-committee members spent time talking about student handbook changes. Two policies they were discussing were policies on watching TV, DVD's etc and the use of cell phones. They considered how to make rules that are enforceable and make sense. Changes in the student handbook will be ready for July meeting. School Committee members stressed the importance of being proactive rather than reactive in policy development. Committee members were encouraged to let Erin Lane know if they have particular ideas or concerns they would like to see addressed. Dan Treadway suggested that other Quaker boarding schools may have information for staff to use in developing policy.
Bob Winchell reported that the farm sub-committee will meet later today. Bob stated his belief that the school committee needs to stay connected to the farm to maintain the importance of the farm to the school curriculum. The farm is an integral part of the curriculum Jan Luchini stated that she is hopeful for reestablishing the prairie especially after being able to hire a prairie specialist to join the faculty next year. Jan reported on meeting with a John Deere dealership to see if we could get a reduced price for a tractor. She reported that if we were a state run school, the dealer would have a chart to make decisions regarding such pricing. However, for a private school, there is no such list. Jan reported that Mark Quee would like a smaller tractor. She reported that the dealer is exploring options for how he may assist the School. Give us a tractor to use for a year. He is willing to work with us. He is currently checking on corporate ability and willingness to help the dealer to be able to assist the School.
Jan Luchini reminded the committee that at the last meeting she presented a revised tuition agreement. A School Committee member had questioned whether or not the signature of the director should be included on the form. Jan reported that the School's attorney said the form is okay the way it is but would be a stronger document with the director's signature. Jan will further revise the form to include the space for the director's signature.
Jan Luchini also talked about her response to School Committee conversation about the importance of admissions to the school's financial well being. She also observed that the Newsletter and website are crucial for marketing. No one has been directly overseeing that process. Jan made the decision to have two staff people in admissions. A half time FTE will work in admissions to maintain the web site and edit the newsletter. Rachel Thompson will be the admission's director and Rebecca Butler will be the assistant. Jan expressed her belief that Jennifer Warneke, Sarah Giffen-Hunter and Nan Fawcett will be good support for the new staff in admissions.
Jan reported that the roof over the recycling area needs to be replaced. Bids have been sought, and Roger Laughlin will be starting the work when school is out.
Jan stated that she had been aware that the I-80 wall looks harsh. The DOT has agreed to let us paint it an earth tone and to do some plantings in front of it that will give color and appeal. Making this change will give a better projection of the school. Grant money is available from the DOT to assist with cost of planting. Joey is looking into the costs of paint. Jan has a friend who wants to volunteer to do the painting.
School Committee members reviewed prepared financial reports. Jan Luchini observed that the School is at 80% of budget on revenue and spending. She reported that she is anticipating $150,000 income as well as money from the endowment. Other than tuition income figures actual income will be close to projected numbers on income side. Expenses are being held at a minimum.
Jan Luchini reported that Nan Fawcett has started working to help the admissions office and the hiring committee. Jan believes this will provide a good transition with students. Nan is meeting with juniors to anticipate their senior year. Jan has hired Dan Carter from Grinnell as the new farm assistant. Dan has expertise in managing prairie. Riley Lark will be teaching Physics, Pre Calculus, Calculus and doing some weekend boys dorm sponsoring. His degree from University of Maryland includes majors in mathematics and computer science. Riley has worked at Camp Shiloh with Dana. Kay Kimble, an RN who recently finished her degree in art and art history, will be the health coordinator. Jan stated that she needs to find a chemistry teacher who can teach math and coach soccer!
After brunch graduating seniors met with the school committee to share information about the colleges and universities where they have been accepted and the topics of their senior papers. School committee members congratulated them for their successes.
Margie Figgins reported that she has been working on the phonathon and has quite a bit of clean-up yet to do. Over $54,000 was raised through the phonathon. Margie feels unable to assess this response in order to compare it with other results. She described how she attempted to streamline the phonathon process by only calling people who have donated in the past. Her decision was based on a recommendation from David Hoeksema. She stated that doing this had a positive impact upon calling environment. Close to 700 calls were made. She stated that she had calculated an ask amount for each donor to include in the call script. Parents were involved in the phonathon and provided support to the students.
Margie reminded Committee members of her email regarding the IRS status and her efforts to contact the Iowa Yearly Meeting trustees. She has had no response as yet. Margie talked about a recent visit to campus by Advancement Associates to prepare for a possible image audit. She continues to explore funding sources for the image audit. David Hoeksema will soon be making a presentation to potential funding source. The Development Sub-committee is working on long range plan.
Joey Giffen-Hunter reported that the estimates for the additions to the main building totaled $235,000, $35,000 over the Capital Campaign Budget estimate. Repairing the Roof over the office, lobby and apartment in the main building will cost $37,000 more. Joey described the manner in which the roof would be given a ¼ inch slope. He reported that it would be significantly more expensive to create a steeper roof. Jan Luchini stated that two items from phase 3 of the Capital Campaign Budget could be used for this over budget amount: the new farm processing building and plumbing and fixtures for art bldg. She also reported that some projects in phase one have not cost as much as estimated. Alternate sources of possible donation for the farm processing building were discussed. Jan said that she is working on developing a relationship with Pioneer and that doing so will be a slow process. Discussion of the options followed. Making the Main building handicap accessible was discussed.
Minute: The school committee accepted Jan Luchini's suggestion that money needed to cover the over-estimates for the new roof and addition to the main building will be taken from budgeted figures for the Art Building and the new farm building in year three of the Capital Campaign Budget. The school committee remains committed to the vision of a new building for the farm. Approved.
Joey reported that improvements to the farm cottage will cost approximately $8000 and can be paid for through the capital budget for next year.
Jennifer Warneke reviewed her written report and statistics for student enrollment for next year. Potential problems with late arriving applications that Jennifer sees are applications from students who have substance abuse problems and students who are failing in their current school situation. School Committee members raised a question about whether or not Scattergood would accept students who have been expelled from their previous school for disciplinary reasons. Jennifer stated that the school has a policy to not consider application from students who have not been clean from drug use for 6 months. She stated that her goal is to get to 55 students, but she will not forsake the community in order to be at full enrollment. The School Committee affirmed her work.
Jan Luchini reported that Adam Kurth is currently in Washington D.C. She reported that Adam recently did a program for staff about the use of a computer tablet with students. Adam will do a program for the School Committee in July. Jan and Adam believe that they would be a useful tool for the school. Staff are excited about the possibilities. Tablets are great tools for students who have learning challenges. They cost about $200 more than laptops. Jan would like to explore their use at the school.
Committee members expressed a desire to hear from faculty/staff what they need from the committee. Lucy Hansen stated her desire to have other committee members take responsibility for arranging committee meetings/retreats. The idea of having a form for staff to evaluate the School Committee was raised. Our Handbook contains a form for School Committee members to use for self evaluation. A School Committee member suggested that research about such evaluations could be done on the list serve for ISACS and FCE.
The description of school committee responsibilities for use by the IYMC nominating committee was discussed. Committee members discussed issues related to committee members donating to funding drives and how to make the possibility that they will be encouraged to make a monetary donation to the school apparent to prospective committee members. The School Committee reached agreement on this statement:
Scattergood Friends School Committee is appointed to oversee the property and operation of the school, fulfilling the desire of the YM to provide a high school education in a supportive, Quakerly community. It employs, supervises, and nurtures the school Director, sets policy, and is accountable for the financial well-being of the School. Each School Committee member is expected to actively support the school's mission and encouraged to make other contributions at their level of comfort and ability. The committee holds six regular meetings each year, and each member is expected to serve on one or two sub-committees, which meet as needed. Appointments are normally for three year terms. The School Committee requests that the Nominating Committee communicate these expectations to prospective School Committee members.
3:15 p.m. The meeting adjourned with a moment of silent worship.