In attendance: Pastor Chris Stoxen, Vicar Nancy Vogel, Andrea Berry, Gail Buchanan, Joe Canterbury, Cindy Day, Jeff Day, Brenda Grohman, Amy Penfield, Joan Podd, Burgin Riley, Craig Stoxen and Noelle Yingling.
Guests: Jill Avery, Jon and Tracy Vermillion, Christy Hall, Phillip Buckhaults, Karen Stewart, Jeff Herbig, Travis Madden, Grady Jordan, Chris Horan, Victoria White and other guests who did not sign the attendance sheet.
Not in attendance: Steve Padgett and Jennifer Wiggins.
The meeting was called to order by Joe Canterbury and was opened with prayer.
Minutes (out of order)- Burgin Riley asked that the minutes for the February meeting be corrected to reflect that she did not feel the parking problem for parents was getting better. Gail Buchanan reported that Pastor Chris emailed her asking that the minutes reflect that a 95% occupancy rate is needed for summer camp to make the 2007 budget successful. Craig Stoxen moved the minutes be approved with corrections. Joan Podd seconded the motion and the motion carried.
Parent Comments- Chris Horan asked for clarification on a memo that went out yesterday telling parents that anything to be placed in the children’s boxes needs to come through the board. Amy Penfield explained that the memo was prepared in response to confusion by some parents regarding a notice that was generated by parents, as opposed to the preschool, and placed in children’s boxes. The notice gave no name or phone number for contact information and parents went to Amy to clarify the source of the notice. The consensus of the board was that the director could review and approve notices to be placed in children’s boxes. All notices need to be signed and have contact information.
Phillip Buckhaults stated that the question and answer sheet that Amy Penfield provided today was very helpful. It addressed parent concerns regarding curriculum, IOL, commitment to continued NAEYC accreditation, parent liaison to the board and board minutes, continuation of the full day program and additional loss of staff. Dr. Buckhaults stated that parents need more of this.
Victoria White discussed the preschool’s recent public relations issue. She stated that events happened quickly and there was a four day lag when parents did not have information and rumors were created. Mrs. White feels the center is an exceptional facility and it retains and recruits the best teachers and parents want the very best. Therefore, she and her husband, who owns a PR firm, would like to develop a written communication plan for the preschool. Joe Canterbury motioned that Mrs. White proceed with development of a plan to be presented to the board and Joan Podd seconded it. The motion carried.
Treasurer’s Report - Craig Stoxen distributed copies of the financial reports and stated that revenue is about $6,000 over where we projected it to be. The preschool is below budget on expenditures. However, the preschool needs to build up for months that have three pay periods. Craig also reported that the church is moving forward with hiring a bookkeeper. He and the church treasurer have resumes for review.
Director’s Report – Amy Penfield did not have a formal written report but shared the following:
o She hired a floater who will start on March 22, 2007.
o The position of co-teacher in the 4 year old class has been offered to a candidate.
o She has two resumes for teachers that are interested in the two year old class.
o Work is beginning on the annual report for NAEYC accreditation.
o There has been no overall change in enrollment of children. One after school child left but was replaced.
o The Cobb Enterprises fundraiser netted $1700. Pastor Chris commented that Thrivent will match a portion of these funds. These funds have been earmarked for partial scholarships for teachers to attend conferences.
o A kit has been purchased to make name badges for staff.
Update: The candidate accepted the position for the four year old class.
Follow up needed: Pursue Thrivent matching funds.
Personnel Committee Report – Brenda Grohman reported she will schedule a personnel committee meeting.
Council Report – Gail Buchanan reported:
o The preschool budget was presented and accepted by church council. It has been given to the congregation and will be voted on by the congregation on March 18, 2007.
o The church took steps to move forward with a new copier early to leverage buying power for the copier that the preschool needed to purchase.
o Bill Franck is the council representative serving on the search committee for the new director.
Special Events – Noelle Yingling reported that the attendance at the mid year open house was very disappointing and recommended that it not be held again. Gail Buchanan reported that the Lutheran Schools Week Sunday was very special. Teachers were installed during the church service, given certificates, a corsage and a small gift. The reception following the service was well attended. Amy Penfield commented that staff were very appreciative.
Old Business
• Web Site Demo/Internet Hook-Up-Joe Canterbury reported that the demo was held last week and the proposal will be reviewed by church council. The web site will incorporate the Preschool. One wireless internet card has been purchased. The church is looking at options for getting wireless internet through the entire building.
• ELEA Accrediation-Gail Buchanan presented information on ELEA accreditation which included a summary of current spiritual development guidelines for the preschool, spiritual formation recommended in the ELEA’s self study for recognition guide, current preschool spiritual development and adherence to ELEA recommendations, ELEA preparation for accreditation, similarities and differences between ELEA and NAEYC and the standards relating to religious curriculum and preschool governance. A sample from the resource, “O Come Let Us Worship”, from which the preschool adopted the chapel extension idea for the classroom, was presented. Handouts that outline the ELEA accreditation process were also shared. A copy of the self study for recognition as well as a copy of the self study for accreditation outlining all the standards has been placed in a notebook and provided to Amy Penfield to make available for parent review.
Gail also reported that the recent NAEYC annual conference in Atlanta had a faith based track for their workshops. The ELEA board will vote at their April meeting on a proposal to allow NAEYC accredited programs to go through an abbreviated accreditation process due to the overlap of NAEYC and ELEA standards. NAEYC and ELEA are compatible.
• Preschool Board Training- Joe Canterbury reported that it will be held on March
10, 2007 from 9AM until 12 noon.
• Mediation Agreement- Members signed the agreement relating to shared space
concerns and promotion of positive relationships between the church and preschool.
New Business
• Search Committee-Andrea Berry reported that an ad will run in the Sunday paper
for two weeks. An ad has also been placed on the SC Synod (for the Evangelical
Lutheran Church in America) web site. Five or six resumes have been received thus
far. The committee plans to close the door on applications by March 16th (although
applications beyond that date will not be rejected). Interviews have been planned for
March 22 and 27th. The top two candidates will be presented to the board. Amy
Penfield is not applying.
• Preschool Staff Meeting-Will be held on Monday, March 12th at 6:15 PM. Cindy
Day will provide food and staff will work on their portfolios.
• PTO Meeting-Tracy Vermillion reported that she will schedule a PTO meeting in
April. She will put up a note by each classroom for parent representatives. One
suggestion for a fund raiser is a Preschool car magnet.
• Parent Directory-Parents asked if a parent directory could be compiled. The board
felt this should be a PTO project. Parents can volunteer (or not) to be listed in the
directory.
• Advisors to the Board-Parents asked if consideration had been given to pursuing
advisors and consultants that offer advice to the board. Craig Stoxen and Gail
Buchanan reported that this has been done on an informal basis during the life of the
preschool. Two board members have advanced degrees in education; Andrea Berry
with a Ph.D. and Joan Podd with a Master’s degree.
Next Meeting
Monday, April 2, 2007 at 6:30 PM. Please note change in date due to Spring break.
Parents asked if the next board meeting will be open since the director candidates will be presented. Craig Stoxen reported that an attorney will be consulted.
Follow up: Attorney contacted. Waiting for response.
Jeff Day moved that the meeting be adjourned. Joan Podd seconded it and the motion carried.
Respectfully submitted,
Gail Buchanan, Secretary
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