The Community Roots School Board Meeting Tuesday, October 3, 2017 6:30 p.m. 229 Eureka Ave. Silverton 1. Board Training: 6:30-7:00 Agenda 2. Call meeting to order Dan 3. Reading of Community Roots School Mission Statement Matt Rooted in our local community, we learn in an authentic Montessori environment, growing as conscientious and joyful learners, inspired to lead in the world community. 4. Consent Agenda Approve September Meeting Minutes 5. Audience with Visitors (Audience members may make comments to the board on any topic) (7:00-7:15) 6. Administrator Report Miranda Traeger (7:15-7:25) 7. Committee reports (SFSD Board, Fundraising, Finance, School Growth) (7:25-7:35) 8. Discussion Items and Actions (7:35-8:30) Inclusion statement-kate/miranda Discussion Action Facilities - Astrid/Dan Discussion June Policy Packet (first reading) - Jen Discussion VISITORS: Meetings of the school board are for the members to conduct official school business. All meetings are open to the public, except executive sessions, which may be called according to Oregon law. Members of the public desiring to address the board are asked to contact the administrator at least one week in advance of the meeting. Large groups are asked to designate a primary spokesperson. Community Roots School 229 Eureka Ave Silverton, OR 97381
The Community Roots School Board Meeting September 5,, 2017 DRAFT Minutes Board members present: Dan, Brooke, Jason, Astrid, Kate Board members absent: Matt, Jason Staff present: Miranda, Susan 1. Training: Expanding the non-profit business model 2. Consent agenda Kate moves to approve, Brooke seconds. Approved Unanimously 3. Audience with visitors: Fundraising-Irene: Auction planning is in full swing. Need more volunteers and ticket sales. Need to stabilize wifi for check out. No board training needed. Susan: Middle school update: Negotiating with Geercrest to take over classroombeginning stages. Visiting GC one week per month exploring the systems. 3-day orientation at GC this week with a sleep over. Kids signed the code of conduct. Thanks to Irene, Sergio and others for the help setting up the room and furniture. Feels very luck to work with these people. Full time at GC is possible next year as the current classroom will not be big enough for 7/8th. GC needs to be zoned for an educational facility. Looking at a lease. Susan is in the early planning stages. CRS facilities committee will need to reconvene. 4. Admin Report: See handout. Miranda to purchase the family and staff handbooks from OSBA for a minimal price. Applying for the Marion County grant for Arts. Also considering the Dissemination grant from the Department of Ed. $30,000- $200,000. Model school for other charter schools. Will need a grant writer and potential grant manager. There is also an US Dept of Ed grant for replication and expansion. It should be out by October 1. Susan and Miranda will put together bullet points for the dissemination grant. Enrollment at 121-may need to add a couple children to upper el as K and lower el are full. 5. Reserve: See handouts. Weighted ADM adjusted this year and last. Also PERS cost and sub budget was high last year. Issac should be able to help fill that role this
year. No additional staff for lunch duty. Thought to have ADM in the future based on ADM with no weight so that we will avoid this. Contingency built in for this school year. Shortfall of $22K. Recommendation to pull $10K from fundraising and $12K from reserves. Kate moves to approve, Jen seconds. Approved unanimously. 6. Annual report-miranda will send document.
The Community Roots School October 2017 Board Meeting Administrator Report Enrollment: Current 120 goal of 121 1. District Communication a. SFSD technology department has us fully up and running on the district s network b. CRS staff to get laptops in October 2. Enrollment a. We have 2 offers out to adolescent students 3. Educational Accountability a. 1 st round of STAR assessment to be completed by October 6 th b. Transparent Classroom is being used to document Montessori progression 4. Budget a. Finance meeting i. Adjusted 5-year budgets to not include poverty factor for the 19-20 school year and beyond. ii. Built back into the budget reserve amounts 5. Lunch Program a. Starting September 5 th. 6. Community a. Open House to occur on October 19 th b. Historical Halloween on October 30 th c. Pumpkin Patch trips on the 16 th and 23 rd 7. Facilities a. Dove and Meadowlark classrooms have been established in their new space 8. Policy a. OSBA student and staff handbooks have been purchased and revised to meet CRS practice and policies. Staff have signed acknowledgements and student handbooks will go out early October. 9. HR Community Roots School 229 Eureka Silverton, OR 97381 9/26/2017
2:14 PM 09/26/17 Accrual Basis The Community Roots School Balance Sheet As of September 26, 2017 Sep 26, 17 ASSETS Current Assets Checking/Savings 100 Current Assets 101 Citizens Bank 44,825.01 Total 100 Current Assets 44,825.01 103 Petty Cash 200.00 Total Checking/Savings 45,025.01 Total Current Assets 45,025.01 TOTAL ASSETS 45,025.01 LIABILITIES & EQUITY Equity 32000 Unrestricted Net Assets 46,895.78 Net Income -1,870.77 Total Equity 45,025.01 TOTAL LIABILITIES & EQUITY 45,025.01 Page 1 of 1
Report Printed on 9/28/2017 Community Roots School 1 CRS Financial Overview 760 - State School Support Fund - SSF 17-18 school year 8% through teacher Payroll REVENUE: $82,917 EXPENSES: $110,807 BALANCE: -$27,890 100 - Supplemental School Operations Revenue/Rollover: $56,146 Expenses/Rollover: $48,017 BALANCE: $8,129 Reserve in SSF from 2010-2011 $19,347 Reserve in SSF from 2011-2012 $19,633 Reserve in SSF from 2012-2013 $14,527 Reserve in SSF from 2013-2014 $20,038 Reserve in SSF from 2014-2015 $11,755 Reserve in SSF from 2015-2016 $9,947 Reserve in SSF from 2016-2017 (poverty factor change) -$12,330 Total in SSF Reserve $82,917
Report Printed on 9/28/2017 Community Roots School 2 760 - State School Support Fund - SSF(ADM) Sept. 2017 as of 9/27/17 % of Budget REVENUE: 123.78 ADMw State School Fund General Support $6150 $761,247 0.00 0.0% Supplemental from Fundraised $25,000 $0 Supplemental from Lunch Program SSO account $18,000 $0 Supplemental from School Related (supply fees etc,) $10,000 $0 Total Revenue $814,247 $0 0.0% EXPENSES: 1111 (Elementary K-5 program) 111 Certified Salaries 285,000 $28,042 9.8% 112 Classified Salaries 120,000 $10,317 8.6% 121 Certified Substitutes $4,000 $0 0.0% 122 Classified Substitutes 2,000 $0 0.0% 130 Extra Duty 0 $2,145 #DIV/0! 211 PERS - Employer Contribution 40,185 $4,408 11.0% 213 PERS - Employer Contribution 27,360 $3,001 11.0% 220 Social Security Admin - FICA/Medicare (7.65%) 29,070 $2,998 10.3% 231 Workers' Compensation (.5%) 325 $42 12.9% 232 Unemployment 1,650 $196 11.9% 240 Contractual Employee Benefits 64,800 $2,954 4.6% 310 Primary Instruction Services/Services 0 $51 #DIV/0! 410 Consumable Supplies/Materials $11,000 $4,943 44.9% 420 Textbooks $1,168 460 Furniture $6,182 $5,302 85.8% 640 Dues and Fees $3,000 $450 15.0% 1111 - Totals $594,572 $66,016 11.1% 1400 - Additional Salaries 130 Additional Salaries 0 $1,240 #DIV/0! 211 PERS - Employer Contribution (11.22%) 0 $146 #DIV/0! 213 PERS - Employer Contribution (8%) 0 $99 #DIV/0! 220 Social Security Admin - FICA/Medicare (7.65%) 0 $95 #DIV/0! 231 Workers' Compensation (.5%) 0 $1 #DIV/0! 232 Unemployment 0 $6 #DIV/0! 2210 - Totals $0 $1,587 #DIV/0! 2110 - Attendence & Social Work 350 Communication - One call now $0 $0 #DIV/0! 380 Non-Instructional Professional/Tech support $15 $0 0.0% 2110 Totals $15 $0 0.0%
Report Printed on 9/28/2017 Community Roots School 3 2240 - Instructional Staff Development 310 Instructional Professional/Tech $3,000 $0 0.0% 340 Travel $0 2240 Totals $3,000 $0 0.0% 2310 - Board of Education Services 350 Communication & annual report $375 $0 381 Audit Services & Tax filings $6,000 $0 0.0% 640 Dues & Fees $1,000 $1,881 188.1% 650 Insurance and Judgements $5,500 $5,146 93.6% 670 Taxes & Licenses $0 $0 #DIV/0! 2310 - Totals $12,875 $7,027 54.6% 2490 - Other Support SVCS - School Adm 112 Classified Salaries $20,269 $3,321 16.4% 113 Administrataive Salary 67,622 $11,099 16.4% 122 Classified Substitutes & unused leave 700 $0 0.0% 211 PERS - Employer Contribution (13.22%) $10,327 $1,694 16.4% 213 PERS - Employer Contribution (8%) $7,031 $1,154 16.4% 220 Social Security Admin - FICA/Medicare (7.65%) $6,724 $1,103 16.4% 231 Workers' Compensation $75 $7 9.0% 232 Unemployment 400 $72 18.0% 240 Contractual Employee Benefits $10,800 $1,800 16.7% 310 Instructinal, Professional, & Technical Services $219 350 Communication $150 $0 0.0% 380 Non-Instructional Professional/Tech support $0 $0 #DIV/0! 410 Consumable Supplies/Materials & copies $2,000 $57 2.9% 640 Dues & Fees $4,000 $3,240 81.0% 2490 - Totals $130,098 $23,766 18.3% 2520 - Fiscal Services 380 Non-instructional Professional & Technical Services - Bookkeeper $2,000 $75 3.8% 2520 - Totals $2,000 $75 3.8% 2540 - Operations & Maintenance 320 Property Services (Rent & Maintence/Janitorial service) $43,500 $507 1.2% 324 Rentals $0 $9,180 #DIV/0! 410 Consumable Supplies/Materials & copies $0 $0 #DIV/0! 2540 - Totals $43,500 $9,687 22.3% 2550 - Student Transportation Services 330 Student Transportation Services $500 $0 0.0% 2550 - Totals $500 $0 0.0% 3100 - Food 112 Classified Salaries $0 $296 #DIV/0! 211 PERS - Employer Contribution (13.22%) $0 $35 #DIV/0! 213 PERS - Employer Contribution (8%) $0 $24 #DIV/0! 220 Social Security Admin - FICA/Medicare (7.65%) $0 $23 #DIV/0! 231 Workers' Compensation whole school $0 $0 #DIV/0! 232 Unemployment 0 $1 #DIV/0! 410 Consumable Supplies/Materials $0 $0 #DIV/0! 450 Food $18,000 $2,269 12.6% 640 Dues and Fees $0 $0 3100 - Totals $18,000 $2,649 14.7% 6000 - Contingencies 810 Planned Reserve - Contingency $9,687 $0 6000 - Totals. $9,687 $0 0.0% EXPENSE TOTALS $814,247 $110,807 13.6% Revenue less Expenses (negative balance = $ from contigency at year end) $0 -$110,807
Report Printed on 9/28/2017 Community Roots School 4 100 - Supplemental School Operations - Fundraised REVENUE: Revised Sept. 2017 Activity as of 9/26/17 Rollover from 15-16 Fundraising $14,117 $14,117 Rollover from 15-16 Donor Funds for Future facilities $3,713 $3,713 Rollover from 15-16 CRS Longevity Fund $29,692 $29,692 Capital Campaign - Committed $200 $0 Fundraising Revenue $40,000 $1,609 Paddle Up $0 $0 Birds $0 $0 Lunch Revenue $18,000 $1,972 School Related Revenue $7,000 $5,043 Total Revenue $112,722 $56,146 EXPENSES: # 1111- K-3 Instruction 111 Classified Salaries - specials, summer school, etc. check to SSF $28,500 $0 380 Professional $0 $150 410 Consumable Supplies/Materials - birds, school related, fund. etc. $6,500 $286 640 Dues & Fees $0 $59 810 Reserves $0 $10,000 1111 - Totals $35,000 $10,495 # 2310 - Board of Education Services 310 Instructional Professional/Tech -Board Training $0 $0 380 Professional $0 $0 410 Consumable Supplies/Materials - check ordering -fiscal services $0 $0 640 Dues & Fees $0 $0 2310 - Totals $0 $0 2520 - Fiscal Services - Fundraising Expenses 350 Communication - ad in paper $0 $0 380 Professional services $1,000 $0 410 Consumables - Fundraising Expenses - food $3,700 $0 640 Dues & Fees - Facility rental, licenses, and credit card fees $7,500 $0 2520 - Totals $12,200 $0 3100 - Food 410 Consumables $0 $0 450 Food $18,000 $0 3100 - Totals $18,000 $0 6000 - Contingencies 810 Planned Reserve - roll over - Fundraising group $14,117 $4,117 810 Planned Reserve - Restricted Donor funds - facility $3,713 $3,713 810 Planned Reserve - CRS Longevity Fund $29,692 $29,692 6000 - Totals $47,522 $37,522 EXPENSE TOTALS $112,722 $48,017 Revenue less Expenses $0 $8,129
2:09 PM 09/26/17 Accrual Basis The Community Roots School Profit & Loss July 1 through September 26, 2017 Jul 1 - Sep 26, 17 Ordinary Income/Expense Income 2000 Fundraising 1,609.27 2010 School Related 5,042.96 2030 Lunches 1,972.01 Total Income 8,624.24 Gross Profit 8,624.24 Expense 380 Professional Services 150.00 410 Consumable Supplies & Materials 286.20 640 Dues & Fees 58.81 810 Planned Reserve 10,000.00 Total Expense 10,495.01 Net Ordinary Income -1,870.77 Net Income -1,870.77 Page 1 of 1
Board Meeting: October 2017 Presenter(s): Miranda Pickner/Hilary Dumitrescu Type of Board Topic: Resolution to Discussion/Approve Topic: Inclusion Statement Background: CRS board, parents, and staff have come together to create an inclusion statement for board approval. Now that we have this statement what are the next steps for implementation or communication. In a sense, what do we do with this statement on a board and parent level to validate the resolution. Policy Questions or Concerns: Does it meet State and federal mandates? Yes, above and beyond. Recommendation: CRS board reviews Inclusion Statement and adopt for the school. The school then places on the website and handbooks.
Community Roots School Mission Rooted in our local community, we learn in an authentic Montessori environment, growing as conscientious and joyful learners, inspired to lead in the world community. Statement of Inclusion The Community Roots School welcomes the full spectrum of humanity among its staff and students: ALL races and ethnicities ALL countries of origin ALL beliefs, faiths, and religions ALL gender identities ALL sexual orientations ALL abilities and disabilities ALL political affiliations ALL languages All people are welcome here. Commitment to Fostering Inclusion We respect ourselves, each other, and our environment. We work together to resolve conflict. We dialogue across difference. We are nonviolent. We listen to each other. We ask questions and seek to understand before being understood. Nondiscrimination Statement The Community Roots School does not discriminate on the basis of age, race, religion, sex, sexual orientation, gender, gender identity, ethnicity, national origin, ability or disability, the terms of an individualized education program, income level, or proficiency in the English language. Persons having questions about equal opportunity and nondiscrimination should contact Miranda Traeger, Administrator and Title IX Coordinator, at... Complaints can be submitted...
Board Meeting: October 2017 Presenter(s): Miranda Pickner Type of Board Topic: Discussion Topic: Annual Report Background: CRS has been using the same format for the Annual Report for years. Shall we keep with the format or change? Policy Questions or Concerns: Is CRS meeting all the requirements for the Annual Report? Recommendation: CRS board reviews Annual Report as to provide input to the CRS administrator on changes that need to occur. Administrator will bring the revised copy to the CRS board for approval at the November meeting.