EC3 Board Meeting Minutes

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1 EC3 Board Meeting Minutes (September 2015): Page 1 EC3 Board Meeting Minutes September 15, 2015; 6:15 p.m.; EC3 Gym Present: Jasmine Brown-Moreland, Katie Carey, Cameron Cichocki, Betsy Clinton (staff) Peter Cunningham, Lauren Gewirtz, Steve Purchase, Matt Resch, Ryan Roberts, Lis Weston (staff), Stephanie Winslow Absent: Rachel Mangiavellano, Kerry Roberts Call to Order: 6:20 p.m. Old Business Approval of the July 2015 Board Minutes was moved and supported via on 7/24/15 (Winslow/Gewirtz); voting completed on 7/26/15. The minutes passed as presented by majority vote. Cameron Cichocki submitted an application to serve on the Board of Directors 8/17/15. Lis Weston forwarded the application to Board members via on 8/26/15 and discussion ensued. On 8/27/15 a motion was made and supported (VanDorn/Brown-Moreland) to accept Cameron s application to join the Board; voting completed on 8/30/15 and it was approved by unanimous vote. Directors Report The directors report is attached to these minutes; Lis Weston presented the report to the Board. Steve Purchase inquired whether there was any risk to the budget with enrollment currently being at 86% instead of the 90% we had budgeted for. Lis responded that the 90% target is the year-long average, not monthly, and we fully expect to achieve that minimum this fiscal year. In addition, if our expenses exceed revenue in the first couple months of the new fiscal year, we have money in the checking account to cover it and will not have to dip into the line of credit (as in past years). Executive Committee Report The committee report is attached to these minutes; Steve Purchase presented the report to the Board. Lis Weston will follow up soon with the full Board on how to comply with our insurance carrier s directive to post gun-free zone signs on EC3 s property. Program Committee Report The committee report is attached to these minutes; Lauren Gewirtz presented the report to the Board. Katie Carey asked how the Creative Curriculum will be communicated to parents; Betsy explained that teachers will continue to have conferences using the work sampling portfolios, but they will ultimately be able to track their lesson planning with greater intention. Parents will probably not see or hear anything about this for another year, as teachers are phasing in their new processes. It will still be some time before the teachers are trained on using the computer tools for setting up lesson plans and tracking progress.

2 EC3 Board Meeting Minutes (September 2015): Page 2 Ryan Roberts commented that this curriculum adoption would be augmenting the system and practices we already use, not supplanting them. Stephanie Winslow inquired how we would track whether teachers were using the new tools appropriately; Betsy replied that it would be at least a year until the teachers are all trained on it, so after that we would have a better idea how we will monitor their progress. Development & Marketing Committee Report The committee did not meet this month. Finance & Facilities Committee Report The committee report is attached to these minutes; Steve Purchase presented the report to the Board. Steve reviewed some of the work that had already been done, which wasn t shown on the committee report: most of the furniture in Toddlerland has been refurbished, and the Gecko bathroom floors have been replaced. These were both licensing citations that have now been brought into compliance. New Business Steve Purchase called for officer nominations for the new fiscal year. Any Board member may submit a nomination, for himself/herself or for another, to Lis Weston prior to the October Board meeting. Steve purchase recommended Cameron Cichocki serve on the Finance & Facilities Committee. A motion was made and seconded (Carey/Winslow) to make that assignment, and it received unanimous approval. The Board confirmed dates for Board-related meetings and events in October. Committees may determine independently whether they will change the regular meeting days/times for the new fiscal year to correspond to members schedules. ExCom Meeting: only if needed FinFacCom Meeting: Monday, 10/12, 12:30 p.m. ProgCom Meeting: Tuesday, 10/13, 4:30 p.m. DevMarCom Meeting: Thursday, 10/8, 4:30 p.m. Board Meeting: Tuesday, 10/20, 6:15 p.m. October will be the month the Board evaluates Lis Weston s performance, factoring in the feedback she will be collecting from all staff during the remainder of September. The Executive Committee will deliver Lis performance review sometime in November. Adjourn: 7:15 p.m.

3 EC3 Board Meeting Minutes (September 2015): Page 3 Directors Report: September 2015 Program Update Enrollment patterns for the past three years are shown in the chart below, with the horizontal axis placed at our current budgeted breakeven point. Projections for the current fiscal year are favorable % 95.0% 90.0% 85.0% Oct. Nov. Dec. Jan. Feb. Mar. Apr. May Jun. Jul. Aug. Sep. 80.0% 75.0% 70.0% We currently have 110 children enrolled, representing 92 families. Tour conversion rates are as follows: Tours Apr. May Jun. Jul. Aug. Sep. (TD) Tours given % enrolled 50% 71% 50% 0% 0% 0% Staffing update: We ve hired a new teacher for the toddler program (Penguin room); Tammy Stoops will begin work by the end of this month. We re still looking for a new preschool teacher (Bluegill room). The roster of support staff/substitutes is stable. Meet the Teacher Nights were successful and well-attended. The teacher in-service training on diversity/cultural competency and communication skills was very well-received. Staffers reported favorably in a post-training survey. Fall transitions have transpired exceedingly well. Teachers have done an excellent job preparing the students (and parents) for the big change! Early Head Start (EHS): Several staff attended a meeting earlier this month with EHS and OYC staff to review requirements for earning a CDA. Classrooms with children in the EHS

4 EC3 Board Meeting Minutes (September 2015): Page 4 program will begin home visits in the next few weeks (there are currently two EHS children enrolled). We are preparing to submit our required annual report to NAEYC, due at month s end. Our Great Start to Quality renewal will take place in early Finance & Facilities Update Our insurance claim on the air conditioning compressor failure is still pending. The total cost of that work was approximately $13,000; we have already paid $5,000 toward the work because that is the amount of our insurance deductible. Salary changes will be implemented in October, corresponding to the new fiscal year. We are trying to plan a volunteer Saturday for yard-work that fits into MSU s football schedule; if the U-M/MSU game ends up being a late one, we may select that date (10/17). Development & Marketing Update We are updating the operational plan/calendar to better coordinate the various events and communications distributed to current and former families (fundraisers, community-building, etc.). The family survey is nearly complete, having received over 50% response rate. The results will be compiled and shared with the entire Board via next week, so committees can determine whether there are action items from it.

5 EC3 Board Meeting Minutes (September 2015): Page 5 Executive Committee Quarterly Meeting Minutes September 1, 2015 (Q4) Present: Lauren Gewirtz, Steve Purchase, Lis Weston (staff), Stephanie Winslow Absent: n/a 1. Review of Board composition/vacancies: Begin End Officer Ofc-Begin Ofc-End Name Mar-14 Feb-16 Chair Oct-14 Sep-15 Stephen Purchase Dec-12 Sep-15 Vice Chair Oct-14 Sep-15 Lauren Gewirtz Oct-13 Sep-15 Secretary Oct-14 Sep-15 Stephanie Winslow May-12 Apr-16 Kerry Roberts Nov-09 Sep-16 Matt Resch Feb-15 Jan-17 Ryan Roberts Feb-15 Jan-17 Jasmine Brown-Moreland Jun-15 May-17 Katie Carey Jul-15 Jun-17 Peter Cunningham Jul-15 Jun-17 Rachel Mangiavellano Sep-15 Aug-17 Cameron Cichocki a. There are currently no openings on the Board. b. Two members (Gewirtz, Winslow) have terms ending 9/30/15, but both are willing to continue serving on the Board for at least another year. 2. Discussion of September Board meeting agenda: draft language for a gun-free zone policy will be discussed under new business; Lis Weston will send out draft language prior to the Board meeting. 3. We are in need of a new Treasurer, although the bylaws do not prohibit us from operating without one for a period of time. The committee decided to handle it with the regular officer nominations. 4. Officer nominations should be solicited this month so they can be voted on and ratified by the October 20 th Board meeting. Lis Weston will issue a call for nominations prior to the Board meeting. 5. Stephanie Winslow recommends changing the Board member application to include space for candidates to write a bit about themselves, so that current Board members could get a broader sense of who they are considering. Lis Weston has made some adjustments for the committee s review (attached).

6 EC3 Board Meeting Minutes (September 2015): Page 6 Board of Directors Description and Expectations Purpose: To advise, govern, oversee policy and direction, and assist with the leadership and general promotion of EC3 so as to support the organization s mission and needs. Mission Statement: EC3 provides developmentally appropriate child care in a nurturing environment that promotes growth of the whole child while responding to the needs of the family. Vision Statement: Our vision is to be the premier child care provider for the families of the Greater Lansing community. BOARD MEMBER MAJOR RESPONSIBILITIES: Organizational leadership and advisement Organization of the board of directors, officers, and committees Formulation and oversight of policies and procedures Financial management, including adoption and oversight of the annual budget Oversight of program planning and evaluation Board evaluation and development Review of organizational and programmatic reports Promotion of the organization Fundraising and outreach Members of the board share these responsibilities while acting in the interest of EC3. Each member is expected to make recommendations based on his or her experience and vantage point in the community. LENGTH OF TERM, MEMBERS AND OFFICERS: The term of office shall be two (2) years beginning on the Board-appointed date. Terms of office will be appropriately staggered to assure continuity of membership. Vacancies on the Board may be filled at any time. The officers shall consist of Chair, Vice Chair, Secretary, and Treasurer. All officers shall be elected for a term of one (1) year and can be re-elected for subsequent terms. MEETINGS AND COMMITMENT: The Board of Directors meets on the third Tuesday of the month, 6:15 p.m., in the EC3 gym. Meetings typically last 90 minutes. EC3 bylaws stipulate that the Board meet at least ten (10) times per year; typically there is no Board meeting in December or in one of the summer months. Committees of the Board meet as their respective work agenda dictates, typically monthly for 60 minutes. Much of the planning and communication involved in being on the Board is done through .

7 EC3 Board Meeting Minutes (September 2015): Page 7 EXPECTATIONS OF BOARD MEMBERS: Relevant duties of Board members include: having good attendance at Board meetings and meetings of any committees to which he or she is assigned; being familiar with EC3 s finances, budget, and financial/resource needs; understanding the policies and procedures of EC3. volunteering their services, skills, and time to the center; being alert to community concerns that can be addressed by EC3 s mission, objectives, and programs, and promoting EC3 in business and social situations; supporting EC3 financially in a manner commensurate with one s ability; keeping all Board discussions, issues, deliberations and the like in confidence, including but not limited to all closed sessions discussions, issues and deliberations. This duty of confidence shall remain for all Board members while elected and serving and after each member is no longer elected and serving on the Board.

8 EC3 Board Meeting Minutes (September 2015): Page 8 Board of Directors Application Name Preferred Preferred Phone Company/Organization Your Title/Position Please list boards and committees that you serve on, or have served on (business, civic, community, fraternal, political, professional, recreational, religious, and/or social) Organization Role/Title Dates of Service Please mark all of the following areas of skill/experience and areas of board service that apply Skill/Experience o Finance, accounting o Personnel, human resources o Administration, management o Policy development o Program development and evaluation o Public relations, communications o Education, instruction o Special events o Grant writing o Major gifts/ Planned giving o Sponsorships o Outreach, advocacy o Government relations o Other o Other Area of Interest for Board Service o Program Teacher Appreciation o Program Quality Initiatives o Marketing Family Events o Marketing Community Outreach o Finance Budget, Audit o Fundraising Auction o Fundraising Special Campaigns o Facilities Special Projects o Volunteers o Other OVER

9 EC3 Board Meeting Minutes (September 2015): Page 9 Please share a few things about yourself, such as EC3 connection, occupation, special interests, etc. Please indicate why you are interested in serving on the EC3 Board. Signature of Applicant Date of Submission

10 EC3 Board Meeting Minutes (September 2015): Page 10 Program Committee Meeting Report September 8, 2015, 4:30 Attendance: Lauren Gewirtz, Rachel Mangiavellano, Ryan Roberts, Wanda Esch, Christina Young, Ada Scott, Julie Douglas, Betsy Clinton Followed-up on discussion from last meeting regarding the decision to move forward with implementing Creative Curriculum and Teaching Strategies Gold Training Plan/Roll Out Suggestions (To occur over many months) Initially Big Picture meeting, will need to explain: How is Creative Curriculum the same as the Project Approach? How is it different? What do we gain by using Creative Curriculum? parents, teachers and students What will the long-term training look like? Present the objectives for each age group, allow time to practice Discuss how to use Creative Curriculum Objectives while lesson planning, practice with co-teacher/team Assessment Training (Teaching Strategies Gold) wait until staff are basically comfortable with initial training Technology Training Recommendations of Committee: Look into technology needs to implement

11 EC3 Board Meeting Minutes (September 2015): Page 11 Finance & Facilities Committee Meeting Agenda September 8, 2015 Present: Jasmine Brown-Moreland, Peter Cunningham, Steve Purchase, Lis Weston (staff) Absent: n/a Summary of Financial Position for August 2015 INCOME STATEMENT: August was a very good month financially, due to continued strong enrollment. Income was 44% above budget for the period, primarily due to three (3) tuition billing cycles. Expense was 10% above budget for the period, primarily due to Increased expenditures on field trips (summer camp) and program supplies in advance of the new school year; increased food costs (summer camp, plus we are now purchasing baby formula/food); increased PTO expense (staff vacations); increased electrical costs (air conditioning); and increased wage costs (additional summer staff). INCOME STATEMENT: Year-to-date, EC3 s income is 9% above budget. (We have already exceeded our budgeted revenue target for the year by 0.6%.) INCOME STATEMENT: Year-to-date, EC3 s expense is nearly 5% over budget, due to increased spending on food, program equipment/supplies, and higher staffing levels than anticipated to meet the needs of higher enrollment. BALANCE SHEET: The value of EC3 s real assets has increased 12% in the last year, due to improved operating margins from increased revenue. BALANCE SHEET: The current ratio is CASH FLOW STATEMENT: More cash left the building than came in during August. (over)

12 EC3 Board Meeting Minutes (September 2015): Page 12 Facility Matters Current list of known repairs for review and update. Repair/replacement item Years to Notes complete (priority) Flooring in Bear Room (tile) 1.5 Cited as licensing violation; must be replaced by 12/31/16. Playground edging and track repair 2 Both playgrounds need repair of bike tracks and safety edging around sandpits. Flooring in Frog Room (tile) 3 Flooring in Bluegill Room (tile) 3 Flooring in Gecko Room (tile) 3 Window replacement (most 4 classrooms) Flooring in kitchen and staff lounge 4 Carpet center-wide 5 Playground equipment (new) 5 Water tables; shade structures Door replacement (east, west, south) 5 The Bear room floor couldn t be replaced this fiscal year out of operating funds, but it has been budgeted in the new fiscal year. Lis will work with the teachers on the logistical plan exactly when the work will be done and where class will be held during that time to minimize program disruption and still complete the work prior to 12/31/16. The committee decided to prioritize window replacement higher on the list, ahead of playground and flooring repairs. Estimates for replacing windows building-wide range from $250k to $500k, so Lis will get revisions for a phased approach that starts with those windows currently letting in the most water and outside air (Toddlerland). Lis is getting estimates on signs, to replace the caution sign at the east driveway entrance and to limit liability on playground use during public hours. Next meeting: Monday, October 5, 2015, 12:00 p.m.

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