The minutes of the Feb. 8, 2007 meeting are attached. As I reported at last night's meeting, the PS budget has been approved by church council. A high level budget for the congregation and the PS will be voted on by the congregation on March 18, 2007. After approval by the congregation, an official letter will go out to parents regarding changes to the fee structure.
Thank you for your interest. Please feel free to pass along any suggestions you feel will be helpful to the board. We value your input.
Gail Buchanan




Living Springs Lutheran Church Preschool/ASC Board
Minutes of Meeting
February 8, 2007

In attendance: Pastor Chris Stoxen, Pastor Mark Buchan, Vicar Nancy Vogel, Andrea Berry, Gail Buchanan, Joe Canterbury, Cindy Day, Brenda Grohman, Michelle Lopez, Steve Padgett, Lionel Parker, Amy Penfield, Joan Podd, Burgin Riley and Noelle Yingling.

Not in attendance: Jeff Day, Craig Stoxen, and Jennifer Wiggins.

The meeting was called to order by Cindy Day. Pastor Buchan opened with prayer.

Approval of Minutes- Steve Padgett motioned that the minutes be approved as written. Andrea Berry seconded the motion and the motion carried by a unanimous vote.

Staff Report- Lionel Parker reported:
• After staff expressed concern about mandatory attendance at church on March 4th for Lutheran Schools Week, Michelle sent out a letter encouraging staff and letting them know we were trying to bridge the gap between the preschool and the church.
• In-service day survey of other preschools was shared with the board. Discussion will follow in the Personnel Committee report.
• Teachers recommend purchase of picture IDs and lanyards for teachers. Discussion will follow in the Personnel Committee report.
• Three and four year old teachers expressed interest in Internet access in their classroom. Discussion will follow in the Personnel Committee report.

Treasurer’s Report - Craig Stoxen was absent from the meeting (out of town) and emailed members that he had not had time to complete the treasurer’s report for January 2007. Copies of the financial audit report by the Hobbs Group, P.A., Certified Public Accountants and Consultants were distributed at the meeting.

Director’s Report – Michelle Lopez- Report reviewed and accepted with the following highlights.
• Enrollment at 99%.
• Withdrawal report- none
• Staffing-No changes. Michelle provided a copy of a newly implemented staff exit interview in response to a request by Cindy Day at the last meeting.
• Parent Seminar-30 parents attended Part I of Young Children and Discipline. Part II is Feb. 22nd.
• Dryer is fixed
• Upcoming events
o Lutheran Schools Week-Temple talk is needed at all three services on March 3rd and 4th. Michelle and/or Amy will present talks at all services. Michelle provided a summary of events that will be held during the week to celebrate the week. Noelle Yingling, Chair of Special Events offered to coordinate help if needed.
o Week of the Young Child Celebration will be held the week of April 23-27th. Special events are being planned for this week as well.
• Training for restraining children-Michelle met with Marcia Bacon, Director of Early Leaning for Richland County First Steps. The recommendation is for staff to have training on challenging behavior in general-what to look for, and ways to help the child participate and succeed in the classroom. Teachers would learn what to do so that restraint would never have to be used.
Michelle reported that the school has a policy that staff is to call she or Amy should a situation arise in the classroom where a child is out of control. The teachers then remove all other children from the classroom until the director or assistant director resolves the situation. Lionel Parker reported that he had followed this policy in his classroom. Pastor Chris expressed concern that there are times when Michelle and Amy are out of the center at the same time. Michelle will ensure that team leaders are also trained so that they can act in their absence.
• Teacher surveys- Michelle reported that 11 of 24 teachers completed the survey. Only 4 were completed online. Michelle is in the process of entering the 7 surveys online, which were completed hard copy. She will present the results at the next meeting.
• Cobb Enterprises Fundraiser-There is a sign up sheet outside the workroom. This Sunday is the last Sunday for church members to place an order.

Personnel Committee Report – Brenda Grohman reported the personnel committee met on Feb. 5th and discussed the following:
• Teacher In-Service-Based on the staff survey, the personnel committee recommended that the parent handbook and personnel handbook be updated to reflect a _ day in-service day on the last day of school prior to summer camp and a full day in-service on the day prior to the first day of school. Teachers will use this time to prepare their classrooms and to participate in in-service training. Gail Buchanan motioned that changes to the handbooks, which Michelle provided prior to the meeting, be approved. Joan Podd seconded the motion and the motion carried with a unanimous vote.
• Mandatory Church Service-Teachers will be installed and recognized on March 4th during Lutheran Schools Week. Joan Podd motioned that changes to the personnel handbook, which Michelle provided prior to the meeting, requiring attendance at least one Church service each year be approved. Steve Padgett seconded the motion and the motion carried by unanimous vote.
• Badges-As Lionel stated in his report, teachers have requested badges and lanyards. While there will be funds in the PTO account to pay for the cost of the badges, funding for the lanyards needs to be discussed. The lanyards the staff would like are imprinted with the school name and require a minimum order of 100 at $1.53 per lanyard. Andrea Berry reported that she checked with Integrated ID, the company used by Kelly Mill Middle School. Plain lanyards can be ordered for a total of $17.99 for a minimum order of 25. A minimum order of 50 can be purchased for $33. A message was also left with Laura Turnmire to see if she could embroider the lanyards less expensively than the staff quote. Burgin Riley reported that staff at her office is required to pay for lost badges. Pastor Chris expressed concern that the badges might get in the way for teachers in the younger age groups. Following the discussion, Joan Podd motioned that the preschool budget pay for the lanyards, which the staff wanted ($153). Joe Canterbury seconded the motion and the motion carried with a unanimous vote.
• Internet access in the classrooms-The personnel committee recommended adding access to one or two of the classrooms with older children and adding more at a later time as the budget allows. Lionel Parker reported that access is needed for teaching and also planning while the children are taking naps. Andrea Berry reported that technology is phased in at her school and recommended that the preschool consider the same. Joe Canterbury discussed the upgrades that are being made at the church to allow for Internet throughout the administration/educational building and how a card(s) can be purchased and checked out from the PS office, which staff can insert for Internet access in the classroom. Michelle reported that the computer in the teachers lounge has Internet access and expressed some reservations about Internet access in every classroom. Joe Canterbury reported that a history of web sites accessed by staff could be looked at and monitored. Joan Podd reported that she felt strongly about teachers having Internet access in the classroom. After the discussion, Joan Podd motioned that the preschool purchase one $60 card to begin faculty using the Internet for research and curriculum in the classroom. Burgin Riley seconded the motion and it carried with a unanimous vote.
• Cobb Fundraiser-Is taking place and will be in the church’s enews.

Parent Relations – Parent committee is invited to attend the beginning of the Feb. 15th council meeting to see a demo.

Council Report – Gail Buchanan emailed highlights from the January 18, 2007 meeting to board members. There was no further discussion at the meeting.

Tuition Assistance – Michelle reported that no additional requests have been made.

Special Events – Noelle Yingling asked that consideration be given as to whether the Winter Open House should be continued due to the recent low turnout. Andrea Berry stated that this open house might not be necessary due to the reputation of the preschool and the waiting list.

Old Business -
• ID Card for Teachers-discussed during Staff Report and Personnel Committee Report.
• Survey Results-Discussed during Director’s Report.
• Restraint Training-Discussed during Director’s Report
• Web Site Demo-No further discussion
• Waiting List Follow-up- Gail Buchanan went over the information obtained from Shandon Presbyterian Church, Washington Street Methodist Church and Trenholm Road Methodist church regarding their administration of their waiting list policy. Specifically, if a child is on a waiting list with sibling status and the older child graduates from the program prior to the child on the waiting list entering the program, does the waiting list child loose sibling status priority on the waiting list. At Shandon Presbyterian the child looses sibling status priority, at Washington Street Methodist, the child does not loose sibling status and at Trenholm Road Methodist, the situation has not been encountered. Joan Podd motioned that the PS policy remain (waiting list child looses sibling status). Andrea Berry seconded the motion and the motion carried by unanimous vote.
• Mediation Report-Cindy Day provided copies of the Memorandum of Agreement developed as a result of the mediation process held in the fall of 2006. Pastor Chris recommended that everyone review the agreement and be prepared to sign the agreement at the March meeting.

New Business –
• New Budget (2007)-Craig Stoxen emailed the budget to the board prior to the meeting. Steve Padgett distributed and reviewed the 2007 budget highlights:
o $100 Supply fee added for Toddlers
o New rate for kindergarten ASC class with lower staff to child ratio
o Occupancy rate projected at 96% except for toddler class, full day twos in split class, and ASC 6-12 year olds, which were projected at 95%.
o Full day twos and _ day twos split class needs to continue due to budget impact
o Tuition increase effective August 2007
ß Infant from 580 to 600
ß Toddler from 549 to 570
ß Full Day Twos from 536 to 552
ß Full Day Threes and Fours from 463 to 500
ß _ Day Twos 5 days a week from 322 to 332
ß _ Day Twos 3 days a week from 241 to 248
ß _ Day Twos 2 days a week from 161 to 166
ß _ Day Threes and Fours 5 days a week from 278 to 300
ß _ Day Threes and Fours 3 days a week from 208 to 225
ß _ Day Threes and Fours 2 days a week from 139 to 150
ß ASC 6-12 from 253 to 270
ß ASC kindergarten from 253 to 278
o Raises budgeted at 3.25%
o Increase in the number of hours staff spend at mandatory meetings/training
o $10,200 budgeted for maintenance staff (2,400) and book keeper (7,800)
o $1,000 added for web design/maintenance
o Steve reported that the budget is very tight and that 76% of the budget is for personnel. Steve reported that caution is needed when hiring teachers to replace staff that leave, since hiring staff at a higher rate than budgeted has a negative impact on the budget that can be significant.
o Michelle shared a report of tuition charged by other schools and recommended that the board compare the new rates to other NAEYC accredited schools on the report.

Following a brief discussion, Joan Podd motioned that the budget be approved as presented. Steve Padgett seconded the motion and the motion carried with a unanimous vote.

ELEA Certification-Michelle Lopez reported that a meeting is scheduled on Feb. 22, 2006 with Pastor Chris, Vicar Nancy, herself, team leaders-Harriet Boykin and Allison Sims, Cindy Day and Gail Buchanan.

Wire-less Internet-Discussed during Personnel Committee Report.

Conference Attendance Assistance for Staff-Gail Buchanan reported receiving additional feedback from Peg Fox, with the McNair Law Firm regarding this subject. If staff attends a conference and it overlaps with regular work day(s), staff does not necessarily have to take leave. (Peg cautioned that week long conferences would be an exception.) She reiterated that assisting staff to attend a conference should be seen as an inducement to attend rather than a requirement or reward. Lionel Parker reported that staff would like assistance with attending conferences. Joe Canterbury recommended that a fund be established similar to tuition assistance for conference attendance. Joan Podd commented that funds for staff development are important. The current Cobb Enterprises fundraiser will be earmarked for staff assistance at conferences. Steve Padgett recommended that the matter be referred to Finance Committee for review.

Parking-Noelle Yingling and Burgin Riley reported some improvement with parking near the PS entrance being available for parent pick up. Michelle has recommended but not required staff to park further away from the building to leave space for parents.

Storage Units- Steve Padgett reported that he researched the cost of freestanding units that can have wheels attached, as requested at the last meeting. The cost is $159-289 per unit. Discussion followed that the locks added by Joe Canterbury to the current units seem to be working. Pastor Chris recognized staff for the cleanliness of the fellowship hall.

Copier-Steve Padgett reported that the Finance Committee reviewed several quotes and recommended the purchase of the copier quoted by Duplicating Products and church member, Kevin Shaver. The current agreement expires March 31, 2007. Pastor Chris asked that consideration be given to a joint purchase since the church’s lease will expire soon and a better rate might be obtained. Joan Podd motioned that the purchase of the copier be approved at the quoted price or a lower price. Andrea Berry seconded the motion and the motion carried with a unanimous vote.
Update: 2/9/07 Michelle Lopez talked to Kevin Shaver and a 10% discount can be offered on the service and equipment for the copiers if they are purchased at the same time. Pastor Chris will try to make a decision by the end of the month on the church’s copier.

Board Retreat-Board members are encouraged to attend a retreat with Jim Chambers on March 10th from 9Am until 12 noon to discuss the IOL report. Council Members are also being invited to attend.

Next meeting will be March 8, 2007.

Meeting adjourned.
Respectfully submitted,
Gail Buchanan, Secretary