Seven Oaks Board Mtg
June 7, 2016
11 people; Board President/Lindsey
Wolf, Shipp, Prall, Carla English + some
Committee reports:
-Power School SIS; approve using this; negotiating cost shaving $5000 off with training coming thru Indiana Charters; discussion of how to pay...full amount after 30 days. Tuition payment is July 15th. Best to host thru Indiana Charters/Wolfe. No final figure yet til ready to move forward. (Yes to June 15th to start with money coming in 30 days out.)
-Carpool To School program: parents register an account and school can check against enrollment list; can put in ability to transport and needs. $999 per year for up to 500 users--enough for 1st year. $1,599 total cost. Critical for students coming further away from Ellettsville, Lawrence County, etc.
-Prall: As you are all ready to spend money, remember that we have limited funds. Asks English what we can release to others about our students; but if parents inputting info okay. Liability questions; parents need to sign release of liability for Seven Oaks. When can we implement it? Timeline for set up, acclimate parents and be ready to use. English: need two mtgs in July to vote for this. Set up time is 2 weeks. Directs Wolfe to further investigate and report back in July and give English liability questions ahead of time. (Motion passed)
-Dr. Scott has resigned from Board due to wife's illness. Prepare a cert of appreciation for service.
-Enrollment update: 28 pre-enroll in May, 10 in June.....conversion rate to full enrollment is good. May: .77 students per day...tracking to August 15th get to 250 students. E-newsletters, info mtgs helpful in increasing enrollment. Trend lines show lots of work that needs to be done. Need more community-based locations & canvassing/flyers the week prior and talk with people. Need volunteers badly. New venues, door-to-door with flyers. Had Canterbury mtg, went well, six households, 5 pre-enrolled.
-Faculty hiring update: based on current enrollment is hired; need 3 teachers (1 SPED, 1 MS Science, 1 1st grade); receiving official transcripts, did background checks, group insurance,
-Thursday training at Hillsdale June 9th...4 going, 2 day; outline of agenda, speakers, activities sent out;
-Finance: drawing down on line of credit; that's all we have until we get a distribution but don't know when; might come down to paying payroll or buying software; borrowed $5000; spent $6000 on Hallmark, some on Facebook links; have $1000 in bank now and should be getting CC soon.
Still looking for someone to take a 1st mortgage to escape installment agreement; North Salem Bank is interested but want 20% down payment, still working on this; want them to loan 80% of contract price, but don't think they will do it, down payment can be deferred a couple of months but want an appraisal for $1200, asking for a list of appraisers, will they approve a disbursement of $1200 to move it along (Prall doesn't think this is a firm commitment at this point); Filling the Gap needs info before moving on; IFS ?? Not immediate solution to cash flow needs as they are slow.
-Bldg Committee, construction update, data & IT needs: Triangle construction report presented but Wolfe hasn't look at it, met on Monday with project team, Shambaugh Construction and others; walk thru for what needed to be in classrooms such as whiteboards and chalkboards (some still usable), wiring and data pricing too high for what is needed; AME walk thru today to get another quote. Mtg tomorrow to work on Triangle proposal ($180,00--way too much). May have to have a special mtg to approve later.
-English discusses contract for _____, $4500 due June 16 at time of closing. "She"??? So I think this is on purchase of building. Interest only. July 1st...$4500 again. She is requesting that they provide $1 million liability insurance...not that easy!! Six weeks ago said that his son Jeremy checked with his underwriters and will consider writing this. (Conflict of interest) Needs to take photos of every room, roof to secure liability. But can't have it available at time of closing. Also talked to May Agency who are familiar with schools; Prall suggests Indy agency. Going to get very complicated and very expensive quickly. Can we write into contract that we will have insurance two weeks after closing and seller will maintain current insurance and SO will pay a pro-rated cost later. (May not want to do that.) Best route is to leave it with HER as long as possible. Need a good agent to guide them. Lindsey asks if there is anyone on the board that is comfortable with dealing with this? Shipp will look into this with Kevin Davis and says he didn't realize that there would be this kind of time crunch; will work with someone/company who is used to working with charters. Working with Bill C. Brown for individual staff benefits locally. Marty Deslin on insurance--Lindsey & Shipp. Prall wants MJ Gallagher or May Agency. Two conversations: long term and what is needed for purposes of contract sale. English will look at Beth/Her to continue hers, a counter offer to the contract. Not sure what she currently has and if she will do this. Wolfe will discuss with her before revising the contract. It's a no lien contract but construction group has to do that for their work, so this might need to come out of the contract. LOTS OF CONFUSION HERE IN THEIR CONVERSATION!
-Hog Roast...75 people rsvp; asking for $10 donation prior to hog roast, so now need to sell tickets; unsure how to sell them. Fundraising for auction portion; contacted people for items and gift baskets; marketing event primarily; need food donations. Might want to get a Food Truck to come.
-Direct mailing: went out last Friday, FB marketing with video "What is Classical Education", 250 views, lots of Likes; released new website that went live last Saturday morning. 263 newsletter subscribers. Compliments Dr. Shipp on newsletter and Prall has gotten glowing responses on it.
-Upcoming Events: on mailer, Banneker, Boys & Girls Club, Hog Roast, Meet the Headmaster
-Volunteer Chair: another letter on enrollment, canvassing, landscape work as soon as they have possession (good event); concrete planning for how to approach neighborhoods for canvassing;
-Governance: different than competition in town, Prall refers to article in the paper about law on reporting a possible child molestation (the Harmony incident); need to make this part of their standard operating procedure; already in Seven Oaks OP; will change bylaws about procedures if they fold and have to return $$ to the state.
-HT: Slavin contacted him about update on progress, wasn't willing to do that yet but wait for date of construction and enrollment numbers; could tell them projected starting date of school; could have good media right now IF you think we have enough info now; If Shipp does this, he may become punching bag for media and he has other things to do right now. Prall wants academic aspects to come from Shipp; other info from Board members.
-Who will be making decisions on design? What requires board authorization? Next mtg July 5th and so much to do by then. Shipp and bldg committee can make those decisions.
Location for July 5th TBD.
June 7, 2016
11 people; Board President/Lindsey
Wolf, Shipp, Prall, Carla English + some
Committee reports:
-Power School SIS; approve using this; negotiating cost shaving $5000 off with training coming thru Indiana Charters; discussion of how to pay...full amount after 30 days. Tuition payment is July 15th. Best to host thru Indiana Charters/Wolfe. No final figure yet til ready to move forward. (Yes to June 15th to start with money coming in 30 days out.)
-Carpool To School program: parents register an account and school can check against enrollment list; can put in ability to transport and needs. $999 per year for up to 500 users--enough for 1st year. $1,599 total cost. Critical for students coming further away from Ellettsville, Lawrence County, etc.
-Prall: As you are all ready to spend money, remember that we have limited funds. Asks English what we can release to others about our students; but if parents inputting info okay. Liability questions; parents need to sign release of liability for Seven Oaks. When can we implement it? Timeline for set up, acclimate parents and be ready to use. English: need two mtgs in July to vote for this. Set up time is 2 weeks. Directs Wolfe to further investigate and report back in July and give English liability questions ahead of time. (Motion passed)
-Dr. Scott has resigned from Board due to wife's illness. Prepare a cert of appreciation for service.
-Enrollment update: 28 pre-enroll in May, 10 in June.....conversion rate to full enrollment is good. May: .77 students per day...tracking to August 15th get to 250 students. E-newsletters, info mtgs helpful in increasing enrollment. Trend lines show lots of work that needs to be done. Need more community-based locations & canvassing/flyers the week prior and talk with people. Need volunteers badly. New venues, door-to-door with flyers. Had Canterbury mtg, went well, six households, 5 pre-enrolled.
-Faculty hiring update: based on current enrollment is hired; need 3 teachers (1 SPED, 1 MS Science, 1 1st grade); receiving official transcripts, did background checks, group insurance,
-Thursday training at Hillsdale June 9th...4 going, 2 day; outline of agenda, speakers, activities sent out;
-Finance: drawing down on line of credit; that's all we have until we get a distribution but don't know when; might come down to paying payroll or buying software; borrowed $5000; spent $6000 on Hallmark, some on Facebook links; have $1000 in bank now and should be getting CC soon.
Still looking for someone to take a 1st mortgage to escape installment agreement; North Salem Bank is interested but want 20% down payment, still working on this; want them to loan 80% of contract price, but don't think they will do it, down payment can be deferred a couple of months but want an appraisal for $1200, asking for a list of appraisers, will they approve a disbursement of $1200 to move it along (Prall doesn't think this is a firm commitment at this point); Filling the Gap needs info before moving on; IFS ?? Not immediate solution to cash flow needs as they are slow.
-Bldg Committee, construction update, data & IT needs: Triangle construction report presented but Wolfe hasn't look at it, met on Monday with project team, Shambaugh Construction and others; walk thru for what needed to be in classrooms such as whiteboards and chalkboards (some still usable), wiring and data pricing too high for what is needed; AME walk thru today to get another quote. Mtg tomorrow to work on Triangle proposal ($180,00--way too much). May have to have a special mtg to approve later.
-English discusses contract for _____, $4500 due June 16 at time of closing. "She"??? So I think this is on purchase of building. Interest only. July 1st...$4500 again. She is requesting that they provide $1 million liability insurance...not that easy!! Six weeks ago said that his son Jeremy checked with his underwriters and will consider writing this. (Conflict of interest) Needs to take photos of every room, roof to secure liability. But can't have it available at time of closing. Also talked to May Agency who are familiar with schools; Prall suggests Indy agency. Going to get very complicated and very expensive quickly. Can we write into contract that we will have insurance two weeks after closing and seller will maintain current insurance and SO will pay a pro-rated cost later. (May not want to do that.) Best route is to leave it with HER as long as possible. Need a good agent to guide them. Lindsey asks if there is anyone on the board that is comfortable with dealing with this? Shipp will look into this with Kevin Davis and says he didn't realize that there would be this kind of time crunch; will work with someone/company who is used to working with charters. Working with Bill C. Brown for individual staff benefits locally. Marty Deslin on insurance--Lindsey & Shipp. Prall wants MJ Gallagher or May Agency. Two conversations: long term and what is needed for purposes of contract sale. English will look at Beth/Her to continue hers, a counter offer to the contract. Not sure what she currently has and if she will do this. Wolfe will discuss with her before revising the contract. It's a no lien contract but construction group has to do that for their work, so this might need to come out of the contract. LOTS OF CONFUSION HERE IN THEIR CONVERSATION!
-Hog Roast...75 people rsvp; asking for $10 donation prior to hog roast, so now need to sell tickets; unsure how to sell them. Fundraising for auction portion; contacted people for items and gift baskets; marketing event primarily; need food donations. Might want to get a Food Truck to come.
-Direct mailing: went out last Friday, FB marketing with video "What is Classical Education", 250 views, lots of Likes; released new website that went live last Saturday morning. 263 newsletter subscribers. Compliments Dr. Shipp on newsletter and Prall has gotten glowing responses on it.
-Upcoming Events: on mailer, Banneker, Boys & Girls Club, Hog Roast, Meet the Headmaster
-Volunteer Chair: another letter on enrollment, canvassing, landscape work as soon as they have possession (good event); concrete planning for how to approach neighborhoods for canvassing;
-Governance: different than competition in town, Prall refers to article in the paper about law on reporting a possible child molestation (the Harmony incident); need to make this part of their standard operating procedure; already in Seven Oaks OP; will change bylaws about procedures if they fold and have to return $$ to the state.
-HT: Slavin contacted him about update on progress, wasn't willing to do that yet but wait for date of construction and enrollment numbers; could tell them projected starting date of school; could have good media right now IF you think we have enough info now; If Shipp does this, he may become punching bag for media and he has other things to do right now. Prall wants academic aspects to come from Shipp; other info from Board members.
-Who will be making decisions on design? What requires board authorization? Next mtg July 5th and so much to do by then. Shipp and bldg committee can make those decisions.
Location for July 5th TBD.