Sandpoint Waldorf School Board of Trustee Meeting Minutes
November 2022 SWS BOARD MEETING MINUTES
Date: November 7, 2022 (5:30 pm PST)
Agenda will be black.
Meeting notes will be blue.
Action items will be red with name of person responsible for item.
Attendees: Ammi Midstokke, Josh Barcklay, Luke Gordon, Matt Honsinger, Katie Cox, Jenni Stewart, Elissa Rookey, Bree Manninen, Kristen Meshberg
Guests: Julie McCallan, Kirsten Hollan, Jason Grace, Jeremy Macias
Business
Welcome guests & public comment
Comments from Jeremy Macias
Update: Parents Circle
Went over all the events for October/ November and early December (brought by Kirsten Hollan on behalf of PC)
Approval of October 2022 Meeting Minutes M/S/P
Board Study: Principle #2
Led by Kirsten Hollan we reviewed Principle #2 and asked the question, if we have the resources (beyond money) to grow in our Principle #2.
Pedagogical Report (Julie McCallan)
Inquiries regarding Betsy Weill’s visit, the community meeting community forum (Oct. 18), high school initiative and CRC Code of Conduct.
Enrollment Report
It was asked if we could report enrollments throughout the year on a month by month basis.
Infrastructure Report (Jason Grace)
New Site Update
Committee Reports:
Futures Committee
Site Committee
Discussion Item: Storage Requests at New Site
Operations/Development Report (Kirsten Hollan)
Inquiries regarding the background check and how to do it logistically and keep it as uncomplicated as possible.
It was requested that future tax returns be approved by the board before signing.
Proposal: Volunteer background check policy M/S/P
Additional language added to include the cost of background checks in the fees that parents pay with the option of including fees in TAP costs if needed for families.
Committee Reports:
Finance
Proposal: Increase of application fee from $50 to $89 MSP
Development
Marketing
Board Updates
Development Committee & Capital Campaign Committee
We had a successful first gathering to recruit committee members to the Capital Campaign Committee.
Development Committee did not meet in November
We are still looking for a small events fundraising chair.
Annual Giving Campaign: Status and tasks
Kirsten to print off phone call script
Letters to be organized alphabetically this year, not by class groups.
Wednesday at 6:00 at Appraisal Associates – potluck!
Next Meeting: Monday, December 12th @ 5:30
Executive Session - Went into Executive Session at 7:15 came out at 8:04
October 2022 SWS BOARD MEETING MINUTES
Date: October 10, 2022 (5:30 pm PST)
Agenda will be black.
Meeting notes will be blue.
Action items will be red with name of person responsible for item.
Attendees: Ammi Midstokke, Josh Barcklay, Luke Gordon, Matt Honsinger, Katie Cox, Jenni Stewart, Elissa Rookey, Bree Manninen, Kristen Meshberg
Guests: Julie McCallan, Kirsten Hollan, Jason Grace, Erica Larson, Malina Lievan, Wendy Strzelecki, Tatiana JMM, Paul Mihara
Business
Welcome guests & public comment
Comments from Erica Larson and Malina Lievan.
Update: Parents Circle
Weekly Knitting Group happens weekly.
Coffee Socials are a hit.
Steiner Group is happening weekly
First Friday at Matchwood
Dad’s Night Out on November 10.
Mothering through Transitions October 19 at 4:30.
Parents Circle meeting is Wednesday
Approval of September 2022 Meeting Minutes M/S/P
Board Study: Introduction AWSNA Self-Study: Principle 2, Policy 5 & 8
2. Pedagogical Report (Julie McCallan)
Enrollment Report
We are currently having challenges from lack of substitutes as well as more hiring needs for aftercare.
3. Administrative Report (Jason Grace)
Flooding update
At this time, we have received $51.4k in insurance proceeds toward repairs. Total cost of all repairs to date was $35.5k.
New Site Update
Conditional Use Permit has been submitted on October 7, 2022.
4. Operations/Development Report (Kirsten Hollan)
Logistics on Town Hall (October 13) were discussed, Ammi will be representing the Board of Trustees. All trustee members are encouraged to attend.
Smoke Policy was discussed. Administration was encouraged to make sure the policy is completed by Spring and then delivered to the entire school prior to the end of the year.
Introduction of new background check for parents and volunteers interested in chaperoning/ transporting/ interaction with students.
Committee Reports:
Finance Committee
Approval for a $3,000 expense for Julie to attend the World’s Teacher Conference in Dornbach, Switzerland in April. M/S/P
Approved 2022-2023 Budget. M/S/P
5. Board Updates
Electronic Vote
On October 3, 2022 the board approved a 79% TAP expenditure for a current family.
Development
Auction
First Auction meeting was held in October
Grants
Kate Marshall joined the development committee and is working with Kirsten on possible grants.
Capital Campaign
First gathering is November 4 with a gathering of potential Capital Campaign Committee members
Annual Giving
Board members are encouraged to fill out the board task list for Annual Giving week/ It can be viewed here.
Next Meeting: Monday, November 7 @ 5:30
6. Executive Session
Went into Executive Session at 7:38 pm came out of executive session at 8:13 pm
September 2022 SWS BOARD MEETING MINUTES
Date: September 12, 2022 (5:30 pm PST)
Agenda will be black.
Meeting notes will be blue.
Action items will be red with name of person responsible for item.
Attendees: Ammi Midstokke, Josh Barcklay, Luke Gordon, Matt Honsinger, Katie Cox, Jennie Stewart (Arrived @ 6:23 pm), Elissa Rookey, Bree Manninen, Kristen Meshberg
Admin: Julie McCallan, Kirsten Hollan, Jason Grace
Guests: Erica Larson, Malina Lievan, Wendy Strzelecki.
Business
Welcome guests & public comment
No comments
Update: Parents Circle
New Leadership; Claire Gordon, Chair/ Natalie Britton, Co-Chair/ Kate Marshall, Treasurer
First Fridays - Coffee provided by the Parents Circle.
Olga is starting a parents handwork group for parents to make things for the Children’s store.
First Parent Circle Meeting is September 14 at 8:15.
Mom’s Night Out at Grumpy Chicken Farm at September 22.
Approval of August 2022 Meeting Minutes M/S/P
Board Study: The Threefold Social Order by Gary Lamb and a summary of the three realms (Freedom/ Economic/ Rights).
2. Pedagogical Report (Julie McCallan)
Enrollment Report
Enrollment currently at 191. Will look at having a cutoff in August next year and then a need to wait till mid September for new enrollment.
3. Administrative Report (Jason Grace)
Flooding update
Insurance costs will most likely match the cost of expenses.
New Site Update
Next Step: Conditional Use Permit is the next step in the process.
Use the town hall in October to do an update on the future site.
Bree: Reach out to parent reps to figure out what are the questions in our community about the future site.
4. Operations/Development Report (Kirsten Hollan)
Julie/Kirsten: Bring an approximate cost for the meeting at the Goetheanum will host the 11th World Teachers Conference.
Town Hall will be October 13th. Questions can be submitted beforehand.
Committee Reports:
Finance Committee
October we will set the approved budget, there has been changes given the fluctuating enrollment numbers.
5. Board Updates
Retreat Recap
Gratitude to Michael Welp and Katie Greenland for facilitating the retreat.
Discussed follow up to the retreat and the need to create a board/faculty group to meet with Katie Greenland about the next steps.
Julie: Will check to see if Katie/Michael have a review form to distribute to the participants.
Annual Reviews
The board President and Vice President are working to help support the goals of each director.
Conflict of Interest/Agreement of Service
Executive Committee
Annual Giving
Theme selected centered around a tree ring.
Board Members: Will receive a google doc to assign tasks and also board members please look at past documents in SWS Board>Committees>Development>Annual Giving> AG2021
Next Meeting: Monday, October 10th @ 5:30
6. Executive Session
Went into Executive Session at 7:21 pm came out of executive session at pm
Finance Committee recommends the addition of Matt Lievan and Brett Taylor to the committee.
August 2022 SWS BOARD MEETING MINUTES
Date: August 20, 2022 (5:30 pm PST)
Agenda will be black.
Meeting notes will be blue.
Action items will be red with name of person responsible for item.
Attendees: Ammi Midstokke, Josh Barcklay, Luke Gordon, Matt Honsinger, Katie Cox, Jennie Stewart, Elissa Rookey
Admin: Julie McCallan, Kirsten Hollan, Jason Grace
Guests: Bree Manninen, Erica, Malina Lievan, Kristen Meshberg
Business
Welcome guests & public comment No comments
Update: Parents Circle
Waldorf Wednesdays at City Beach are underway, join them. Parents Circle is meeting this evening. Taking up the following discussions: officer transitions, redefining roles, CRC, new family orientation and Hootenanny.
Approval of June 2022 Meeting Minutes M/S/P
Board Study: The Threefold Social Order by Gary Lamb
2. Pedagogical Report (Julie McCallan)
Update on new policy moving specialties to a percentage of full time.
4 faculty members took a percentage of full time, one faculty left to be determined.
Enrollment Report
Anticipated 190 students for the next school year.
3. Administrative Report (Jason Grace)
Report on flooding and the restoration efforts.
ACTION: Approval of role title change to Director of Infrastructure M/S/P
New Site Update
Reviewed details on rental contract/terms
Administration will review insurance needs and make necessary changes
Administration will check with insurance changes needed with
ACTION: Approval of new Mithun contract M/S/P
Committee Reports:
Futures Committee
CRC
Will meet in August
4. Operations/Development Report (Kirsten Hollan)
Committee Reports:
Finance
Still searching for additional members with a finance background.
Development
Kate Marshall joined the Development Committee to help focus on grant acquisition.
AGC is going to start planning earlier this year. We will look at options for good communication tools.
5. Board Updates Retreat Date Approval (August 26/27)
Election of new trustee members
ACTION: Kristen Meshberg and Bree Manninen were elected to the Board of Trustees M/S/P
Onboarding of new members: Buddies, folders, access
Bree is paired with Katie Cox
Kristin is paired with Matt Honsinger
Jenni is paired with Elissa Rookey
Annual Giving Campaign:
Start thinking about theme ideas!
Next Meeting: Monday September 12th @ 5:30
6. Executive Session
Went into Executive Session at 7:56pm came out of executive session at 8:25pm
June 13, 2022 Sandpoint Waldorf School Board of Trustees Minutes
Board Members Katie Cox, Ammi Midstokke, Matt Honsinger, Luke Gordon, Josh Barcklay
Admin Kirsten Hollan, Jason Grace, Julie McCallan
Guests Kristin Mearburg, Bree Manninen
Start time 7:40, after the Annual Meeting
Minutes Approval of the May 10, 2022 Board of Trustees Minutes M/S/P
Board Study Due to the Annual Meeting, there was no Board Study. Next meeting we will study the recommendations and commendations from the WECAN and AWSNA self study reports.
Pedagogical Report (Julie)
Administrative Report (Jason)
Site: Jason gave an update on mitigating the effects of the flood in the basement. He warned that there may be an increase to our insurance premiums.
Operations and Development Report (Kirsten)
Proposals
Administration: Reconfigure the Administrative Assistant Position: The board approved changing the Administrative Assistant position to an Office Coordinator position M/S/P
Compensation Committee Proposals that Finance recommends for approval:
Option for specialty teachers to be compensated at a percentage of full time: The board approved offering this option to all specialty teachers. M/S/P
Change to remission for part time staff The board approved the change to calculate hourly employee tuition remission based on the number of possible hours during the school year (1360) rather than out of the 2000 hours of a calendar year. M/S/P
2022-23 Budget: The board approved the 2022-23 budget which includes changes to the line items for annual giving, auction, and salaries. M/S/P
Development (Ammi) Ammi noted that the Development Committee is looking for someone to organize small fundraisers like jog-a-thons.
Marketing (Luke) The focus is going to be more on internal marketing this next year. The committee is working on a way to set up group messaging within classes for parents.
Board Updates
Election of Officers
President: Ammi Midstokke
Vice-President: Matt Honsinger
Secretary/Treasurer: Katie Cox
Recognition of retiring board member, Will Ducey. Because he was absent at this meeting, he will be recognized publicly at the Hootenanny in September.
Retreat Date: August 26/27. Ammi and Julie will organize the event.
Reminder: Complete the evaluations of the administration directors and the board.
Next Board Meeting: There will be no meeting in July. The next board meeting will be August 1, the first Monday in August.
Executive Session 8:47 - 9:31 pm
Rolling Action Items
New
Board Members will complete the evaluations for the administration directors and the board work
Matt Honsinger will talk about TAP at the first Parent Circle meeting in the fall.
Ammi Midstokke and Julie will plan the board/faculty retreat
Old
Administration will provide the board with the following analysis:
How the sale of the existing building fits in to our cash flow
Projected timing to be fully at our new site: is fall of 2024 feasible?
May 10, 2022 Sandpoint Waldorf School Board of Trustees Minutes
Board Members In Person: Katie Cox, Will Ducey, Josh Barcklay, Ammi Midstokke, Luke Gordon, Mary Ellingson, Matt Honsinger
Calling in: Elissa Rookey
Faculty/Staff: Julie McCallan, Jason Grace
Guests: In Person: Jen Newton, Erica Larson, Kristin Mearburg, Bree Manninen
Welcome Guests
Parent Circle Update (Erica Larson)
Parent Circle nominations this week and elections in June
May meeting at 5:30 on May 12
Minutes April 19, 2022 Board Minutes Approved. M/S/P
Study (Julie) Biodynamic Farming: the farm as a whole organism
Pedagogical Report (Julie)
Enrollment: the board would like to know what our average retention rate is and what a typical retention rate is in other Waldorf schools
Operations and Development Report (Kirten; Jen Newton from the Finance Committee attended in her place)
Budget: The board had feedback:
Administration salaries look static, even though the board approved raises
What is the $15,000 in rent in year three?
Computers: do we need a larger line item? When will we need more chrome books for students?
Request: have 20/21 numbers for easy comparison to last year, rather than just percentages
Question for our financial advisors: should we liquidate any of our assets at this time?
Proposal to create a new checking account: The board approved a new checking account for capital expenses related to the new site M/S/P
Administrative Director Report (Jason)
Update on the new site: The board requested that
Jason make display boards of the master plan and EC building for the annual meeting in June
Jason solicit a bid from a local architect for the design of the grades buildings
Financing the build
The goal is to keep the operating budget separate from the capital expenses and to not stress our operations.
Elissa recommended yurts for the school to save money
Board Updates
Board Auction Item: Soup of the month with basket of local pottery and wooden spoons to feed a family of 6 or 7
The pottery teacher at the high school will provide the bowls
Matt Honsinger will make the spoons
Will Clare Gordon make dessert?
Julie will donate linen napkins
Amy will donate soup twice
June Meeting details
Will steps off the board in May
There are 2 open positions and 3 candidates
Decision will be made at the Board/faculty retreat in August
Proposed Retreat Date: August 26/27
Suggested themes: Strategic 5 year plan and/or Diversity/Equity/Inclusion work
TAP
Board member is needed on the committee: Matt Honsinger will join the committee
Iris Harrison, who has served many years, gave Matt feedback about the new process for TAP
TAP committee not adequately represented on the board
Concern that people will take advantage without required meetings
Considering resigning
The board recommended
Inviting her to the June annual meeting to be recognized for her service
Write an article about her for the Trellis and the Vine
The board recommends that Kirsten document all TAP awards and information on a spreadsheet that is shared with TAP committee members so that trends can be tracked.
Executive Session from 7:12 to 7:48
April 19, 2022 SWS Board of Trustees Minutes
Board Members In Person: Katie Cox, Will Ducey, Josh Barcklay, Ammi Midstokke, Luke Gordon, Mary Ellingson
Calling in: Elissa Rookey, Matt Honsinger
Faculty/Staff: Julie McCallan, Kirsten Hollan, Jason Grace
Guests: In Person: Matt Lieven, Erica Larson
Minutes March 16, 2022 Board Minutes Approved. M/S/P
Parent Circle Update (Erica Larson)
Study (Julie) The benefits of AWSNA membership and the path towards Membership was discussed.
Pedagogical Report (Julie) We discussed the 8th grade’s upcoming production of Rent. The board recommended that we have an all-school assembly this spring.
Operations and Development Report (Kirsten)
Recommendation to update the Covid protocols
There is confusion about what the existing protocols are
Board members had mixed views on the matter; no decision was made.
Kirsten will double check the existing protocols.
TAP: A member of the TAP committee questions the new approach from the Board about TAP. Matt Honsinger offered to speak to the committee member.
Development: Another member is needed on the Development Committee.
Budget
The board tasked the Finance Committee to figure out what percentage of the positive bottom line should go into savings.
Kirsten asked the board members to look at each line item in the budget prior to the next board meeting and to reach out to her with questions.
Administrative Director’s Report (Jason)
The board approved the expenditure of $4,500 for Foresite Engineering to conduct survey and mapping services for the new site. M/S/P
The board requests a cost analysis of the revenue from an additional classroom versus the cost of building the additional classroom.
Timing of the sale of our existing site (Josh)
Recommended list price: 2.2 to 2.5 million.
It is a seller’s market currently; however if we sell now we will need to rent it back for two years.
Is it more advantageous to sell it and direct the funds towards the new site, setting some aside for rent or to wait until we are closer to moving out of the building?
The board tasked administration with the following:
Figure out how the sale of the existing building fits in to our cash flow
Analysis of projected timing to be fully at our new site: is fall of 2024 feasible?
Talk with Rudolf Steiner Institute about a construction loan
Board Update (Katie)
The Auction Paddle Raise: Katie recommended that the paddle raise be for support for our staff and for expanding our existing programs rather than for our new site.
Possible Board Auction Items: Board members met on the weekend to discuss contribution to the auction. They recommend that the auction committee choice two from the following list:
Soup subscription and Matt Honsingers homemade spoons
Pack River dinner for 12
Catered dinner at the Coxes
Women’s guided backpacking trip
Breakwater Expeditions kayaking trip in the Puget Sound
Silver Mountain get away
Annual Meeting will be June 13 instead of May 9
Next board meeting is May 9 at 5:15
The board went into executive session 7:50, with administration invited to stay. Executive session ended at 7:55
Rolling Action Items
New
Kirsten will check our current Covid protocols
Matt Honsinger will speak with a concerned TAP committee member about the new TAP process
Finance Committee will figure out what percentage of the positive bottom line should go into savings.
The board members will look at each line item in the budget prior to the next board meeting and to reach out to Kirsten with any questions.
Administration will provide the board with a cost analysis of the revenue from an additional classroom versus the cost of building the additional classroom.
Administration will provide the board with the following analysis:
How the sale of the existing building fits in to our cash flow
Projected timing to be fully at our new site: is fall of 2024 feasible?
Administration will talk with Rudolf Steiner Institute about a construction loan
The Auction Committee will select two of the board’s proposed auction items
March 16, 2022 SWS Board of Trustees Minutes
Board Members In Person: Katie Cox, Will Ducey, Josh Barcklay, Ammi Midstokke, Luke Gordon, Mary Ellingson
Calling in: Elissa Rookey, Matt Honsinger
Faculty/Staff: Julie McCallan, Kirsten Hollan, Jason Grace
Guests: In Person: Matt Lieven, Derek Stegemoller
Calling in: Fabiola & Leo Hart
Public Comment
Fabiola Hart expressed gratitude for the work of the board.
Derek Stegemoller spoke about the necessity of care until 5:00 for working families. He proposed that the school provide the space for one of the part time EC staff to make some extra income by taking care of a few children. Parents could directly pay the care provider if the school did not want to take the program on.
Minutes Approval of the February 15 Board of Trustees Minutes. M/S/P
Study (Kirsten) We discussed the second part of the self study of AWSNA Principle #5 in light of school policies addressing safety.
The board requested a copy of our current emergency plans
The board asked Julie to explain at the next meeting the benefits of AWSNA and WECAN membership.
Pedagogical Report (Julie)
Addition to the report: the hire of Sophie Fluhrer as next year’s first grade teacher.
Action Item: Pre-Kindergarten Proposal
The request is to limit the size of the program from 12 students daily to 10
The original request was to limit the program to 5-day students, due to the challenge of integrating 2-day children. However, the early childhood teachers would be fine with 2, 3, and 5 day options for this year, because there are families who want the option of less days.
Question to consider: do we pause the program for a year to create more space, especially given the fact that the lead teacher will be away on maternity leave and the program would be run by an interim teacher? The existing students could be moved into the kindergartens if we made age exceptions. There is concern about the expense of securing needed classroom space beyond our existing school building. This option was discussed at length and concerns were expressed:
To late in the year to consider pausing a program
This would be a shock to parents.
It would mean re-aligning the current kindergartens, so that there could be a bridge class to take on those who are currently in Berry Blossom.
This would cut a program that brings families into our school and feeds our kindergartens and ultimately our grades.
Administrative Report (Jason) In order to better understand the spatial needs, we moved on to Jason’s report:
Possible solutions to our need for two more large classrooms:
Remaining at Heartwood is unlikely and if it were to happen the rent would be raised from $36,000 to approximately $50,000
A lease on a portable would cost $2,700/month and a $25,000 hauling fee each way for a total of $73,000, not including the cost of preparing the site and running electricity to the building.
A 35 foot yurt would cost up to $30,000 The company needs 50% down and there is a 6 month wait time. Actual cost with building a platform and securing the building would be $50,000. We would potentially need two of them.
Ryan is interested in having a forest kindergarten on the new site, which would free up one large classroom. Julie is checking into day care rules about this.
Jason needs a working group to help find a solution to our spatial needs.
Next steps:
Determine if it is possible to have a forest kindergarten on the new land
Survey parents to see if there is enough interest in a forest kindergarten
Based on this make a decision about the pre-kindergarten program, with input from faculty
Action Item: Approval to accept a civil engineering bid for the new site. Approval of civil engineer expenditure for the new site. M/S/P
Operations and Development Report (Kirsten)
Auction:
The board is asked to come up with two packages for the live auction. Katie will send out dates for a board social to discuss ideas for those packages.
The fund-a-need will be determined at the next board meeting.
TAP: Board requests that administration spread the message that TAP is a friendlier process than previously.
Next Board Meeting Tuesday, April 19, 2022
Rolling Action Items
New
Kirsten will send board members our current emergency protocols
Julie will clarify the benefits of AWSNA and WECAN membership
Julie will get the daycare licensing requirements to the board as soon as possible
Katie will invite the board to social event to discuss the board’s auction packages
Kirsten will clarify the TAP process to the school community.
Jason will create a group to brainstorm site/spatial needs
February 16, 2022 Board Meeting Minutes (took place in person and via Zoom)
Board Members Katie Cox, Will Ducey, Josh Barcklay, Ammi Midstokke, Elissa Rookey, Luke Gordon, Mary Ellingson, Matt Honsinger
Faculty/Staff: Julie McCallan, Kirsten Hollan, Jason Grace
Guests: Andy Fisher, Sasha Emerson, Elaine Warren, Fabiola & Leo Hart, Michael and Kristina Wofsey, Matt Lieven
Approval of Minutes:
January 2022 Minutes of the January Board Meeting M/S/P
Public comment was given by: Elaine Warren and Fabiola Hart
Parent Circle Update: Next meeting will be March 9th at 815am at SWS
Board Study:
Brainstormed how Principle 5 and Policy 5 live in our school from the board’s perspective
Answered three questions from self-study
Kirsten will add the ideas to the board document
We will discuss Policy 9 at our next meeting
Pedagogical Report (Julie)
Question about classroom size of 20-24; would we split a class or get an assistant?
Proposal for 2nd all day assistant in Pre K for remainder of 2021-2022 school year M/S/P
Operations/Development Report (Kirsten)
Introduced idea of auction at Schweitzer or town, town was agreed to be safer option
Board is open to a June 4 auction
Look into having live auction online early and close before real live auction
Proposal for increase extended care rates for 2022-2023 school year M/S/P
Administrative Report (Jason)
Proposal for Conflict of Interest Policy M/S/P
Will take the confidentiality agreement to faculty for their review
Board Updates
John Bricher resigned, need a Treasurer/Finance Committee Board Representative.
Katie will get card, Ammi will write note and Kirsten will get gift card for John B
Elissa willact as temporary Treasurer
Capital Campaign Committee will kick off in April, please forward possible committee members to the Development Committee.
Capital Campaign Committee will be fundraising to make up the cost difference for the new campus build.
Discussions:
N/A
Executive Session was entered into at 6:34pm and regular session was returned to at 7:08pm.
Next Board meeting is Monday, March 14th at 5:15pm
Rolling Action Items
New
Matt will arrange monthly Board coffee mornings
Matt will get back to Board with lawyer feedback regarding Conflict of Interest
Old
Katie will send out Accessible for All information
Julie will bring to the board the path to full AWSNA membership
January 10, 2022 Board Meeting Minutes (took place via Zoom)
Board Members Katie Cox, Will Ducey, Josh Barcklay, Ammi Midstokke, Matt Honsinger, Elissa Rookey, John Bricher, Luke Gordon, Mary Ellingson
Faculty/Staff: Julie McCallan, Kirsten Hollan, Jason Grace
Guests: Andy Fisher, Sasha Emerson, Elaine Warren, Fabiola & Leo Hart, Drew Sinatra, Erica Larson, Tyler & Natalie Britton, Michael and Kristina Wofsey, Jessica Erickson (6:20pm)
Approval of Minutes:
Dec 2021 Minutes of the December Board Meeting M/S/P
Public comment was given by: Fabiola Hart, Leo Hart, Elaine Warren, Drew Sinatra, Tyler Britton, Kristina Wofsey, Sasha Emerson
Parent Circle Update: N/A
Board Study:
Introduced the Principles of Waldorf Education and the Policies & Practices according to AWSNA
Asked the group to read and focus on Principle 5 and Policy 5 & 9
Parents will be included with a survey and discussion at Parent Circle
Pedagogical Report (Julie)
Operations/Development Report (Kirsten)
Administrative Report (Jason)
Conflict of Interest is in the works. More to come
Board Updates
We have hired Jeremy Grimm at Whiskey Jack Planning to help with CUP for new site
Discussions:
Core Council Recommendation on Quarantine Reduction
Will this policy create divisiveness between students if some are in person and some are distance learning?
Are the masks more divisive than quarantine?
Faculties goal is no division
Goal is to safely have as much in person learning as possible
We have more info now than we did 2 years ago
We will reassess in March
Faculty request to have conversations with new people coming to our school could possibly be at Town Hall
Reminder that the Core Council and BOT do not make Covid decisions, this goes to faculty and Board agrees or not.
BOT recommends the Quarantine Reduction Policy as is and it will go to faculty
Board Action Items
Tuition Recommendation for 2022-2023 school year M/S/P
Next Board meeting has changed to Tuesday, February 15th, 2022
Next Board Meeting is January 10, 2022
Rolling Action Items
New
Matt will arrange monthly Board coffee mornings
Matt will get back to Board with lawyer feedback regarding Conflict of Interest
Old
Katie will send out Accessible for All information
Julie will bring to the board the path to full AWSNA membership
December 13, 2021 Board Meeting Minutes
Board Members Katie Cox, Will Ducey, Josh Barcklay, Ammi Midstokke, Matt Honsinger, Michael Seifert, Elissa Rookey, John Bricher, Luke Gordon, Mary Ellingson
Faculty/Staff: Julie McCallan, Kirsten Hollan, Jason Grace
Guests: Andy Fisher, Sasha Emerson, Elaine Warren, Fabiola Hart
Approval of Minutes:
Nov 2021 Minutes of the Nov 8 Meeting M/S/P
No public comment.
Parent Circle Update:
Review of Winter Faire
Board Study:
What initially drew you to Waldorf Education and What has changed since you’ve been around it?
Pedagogical Report (Julie)
Idea of reaching out to NIC or U of ID or Spokane colleges to see about internship opportunities
Dire need of substitutes and staff in Early Childhood
Sasha Emerson possibly interested in extended care position
Ammi Midstokke can be available on Fridays
Operations/Development Report (Kirsten)
School will be closed for the two weeks of winter break
Adding BOT page to website
Planning Town Hall in January (after next board mtg)
Tuition increase
COVID update
New site announcement!
Budget/finance update
Annual Giving Update
73% participation (highest ever)
$64k raised (highest ever)
Thank you notes with magnets out immediately was much appreciated
Little Green Light is our new donor software management system
2nd PPP loan was forgiven - yay!
Administrative Report (Jason)
Faculty voted no on a survey to parents if they would be interested in the option of an earlier return to school after quarantine with a negative test. (Only if whole class is in quarantine)
Conflict of Interest policy is going to a lawyer for review; Jason would like to look at other schools policies for comparison
Discussions:
Annual Giving Campaign Committee Update
This year felt a new excitement with new, creative ideas
Got everyone involved, no alienation
One discouraging letter regarding board operations
Magnets are great
Amish star theme worked well
Thank you letters went out right away
Stuffing envelopes took a long time
Start sooner - September/October
Coffee mornings were great!
Matt suggested to do this monthly and will take on organization of it
Board Reports
It would be helpful if the guests had access to these
Development Committee will need a Capital Campaign Committee
(8-10 people)
Raise $500k
Create a giving pyramid
Update on Master Planning/Financing
Board Action Items
Board Service Agreement
Discussion of what to say to community when personal beliefs aren't in line with Board of Trustees
Proposal to adopt Board Service Agreement M/S/P
Creating a Capital Campaign Committee
Proposal to create a Capital Campaign Committee (CCC) as an ad hoc committee of the Development Committee M/S/P
Creating a Capital Planning Committee
Proposal to create a Capital Planning Committee (CPC) as an ad hoc committee of the Board M/S/P
Next Board Meeting is January 10, 2022
Rolling Action Items
New
Matt will arrange monthly Board coffee mornings
Admin will announce raises individually
Development Committee will work to create a CCC
Board will work to create a CPC
Matt will get back to Board with lawyer feedback regarding Conflict of Interest
Kirsten will add a BOT page to website
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Katie will send out Accessible for All information
Julie will bring to the board the path to full AWSNA membership
November 8, 2021 Sandpoint Waldorf School Board of Trustees Minutes
Meeting was held via zoom.
Board Members present: Katie Cox, Josh Barcklay, Ammi Midstokke, Will Ducey, John Bricher, Matt Honsinger, Luke Gordon, Michael Seifert, Elissa Rookey
Administration: Kirsten Hollan, Jason Grace, Julie McCallan
Guests: Lisa Tyrell, Paul Noonan, Ryan Rayniak, Elaine Warren, Leo Hart, Natalie Britton, Drew Sinatra, Sasha Emerson, Ian Lynch, Sofia and Michael Wofsey, Jen.
Public Comment: none
Minutes October 11 Board Minutes approved.
Study (Julie) AWSNA’s Seven Principles of Waldorf Education. For our self study this year, we will focus first on Principle 5 which is about the relationships that we cultivate at our school.
Pedagogical Director’s Report (Julie)
Director of Operations and Development Report (Kirsten)
Administrative Director’s Report (Jason)
Covid decision making chart is on the website. It was noted that it is hard to read.
Discussion about the protocols for staff for the Safe Return to Work after Exposure to Covid
Board Member Conflict of Interest document will be brought at the next meeting.
Board Action Items
Input on the Board Service Agreement. Edits will be sent to Katie Cox.
Change to the Bylaws The definition of the membership of the Executive Committee will be changed to “There shall be a standing Executive Committee, consisting of the President of the Board, a Faculty Trustee of the Board and the School Administrators.” M/S/P.
Finance Committee
The Finance Committee recommends moving half of the endowment funds into a DA Davidson’s socially responsible investments. The Board approves the transfer of half of the endowment fund into DA Davidson’s socially responsible investment. Portfolio.. M/S/P
Long Range Site Committee
Still in process with Mountain West Bank to secure a loan.
The committee is starting to work with a preliminary outline of construction costs.
Preparing to put the current school building on the market.
Master Planning Process: the committee members had a preliminary zoom meeting with Mithun’s master planners. They will help us create an overarching plan for the new site.
The Board approves working with Mithun for the master planning process and paying the associated costs for their service, not to exceed the quoted amount. M/S/P
Annual Giving (Ammi)
The theme is a farm and what it means to transition to a farm school.
The visual theme is Building an Amish Star, symbolizing abundance, joy, and love. For each donation, a segment of the star will be filled in.
We are striving for 100% participation
Compensation Committee
The committee will be ready to present an initial draft of a 3 to 5 year compensation plan to the board prior to the next board meeting
The committee recommends giving pay raises to all staff who did not yet receive a pay raise this year.
The committee is also researching and analyzing the possibility of offering health insurance to employees instead of the health stipend. A survey was sent out to all staff who would be eligible to determine if there is enough interest to make it feasible.
New Action Items
Compensation Committee will present a draft of their recommended 3- 5 year schedule for compensation.
Old Action Items
Jason will bring guidelines for identifying conflict of interest.
October 11, 2021 SWS Board of Trustees Minutes
Board Members Present: Katie Cox, John Bricher, Ammi Midstokke, Matt Honsinger, Josh Barcklay, Michael Seifert, Elissa Rookey, Luke Gordon
Staff: Jason Grace, Kirsten Hollan, Julie McCallan
Parent Circle Representative: Katie Barcklay
Visitors: Leo Hart
Absent: Will Ducey
Parent Circle Update (Katie Barcklay)
● Coffee on 10/1 at both campuses was well received
● First Friday at Matchwood on 10/1 was well attended, especially by new families
● Board will host coffee on 11/1 and Katie C and Josh B will discuss new site
Board Minutes
● Approval of the September 13, 2021 with the change of the wording to a recommendation for forming the Core Council M/S/P
● Board of Trustees Minutes M/S/P
Other Actions items
● Approval of notes from September 23rd meeting where the EIDL increase was approved M/S/P
● Approval of notes from Executive Session on September 23rd meeting M/S/P
IT/Communication
Michael and Matt H will meet about IT and communication between board members. All board members now have @sandpointwaldorf.org email addresses.
Study
● Luke gave an overview of the article, “Parental Perspective in the Pandemic” as many board members did not have time to read.
● Julie signed SWS up to be part of the next survey.
● As recommended in this article, we need to decide as a school, What do we want to carry forward into the next 100 years? How will SWS evolve?
● The next board study will be the Seven Principles of Waldorf Education. Julie will send to the board prior to the next meeting.
Pedagogical Report (Julie)
● It was asked if we can have Shelby come in earlier in the day so there is a presence in the office at all times.
● Board agreed they did not need to vote as Shelby has been substituting in EC and has extra Admin hours to work if she would like to.
● Jason will talk to Shelby.
● Still missing support staff in EC, top priority trying to fill these positions.
● Update on the third grade teacher candidate
Director of Operations Report (Kirsten)
● Request to send thank you notes to all donors, not just big ones
● Holding Eden’s family
● Request to take down any political signage on our campuses. As a non-profit we are not allowed to side with any one candidate or any issue. Kirsten took down sign.
● Development Committee will meet tomorrow to start discussing AGC. Please note all important dates surrounding AGC including Nov 17 phone drive at Heartwood Center.
● Will have a modified Winter Faire on Dec 4
Board Business
● The Finance Committee proposed offering a percentage of benefits for employees who are percentage of full time. M/S/P
● The Finance Committee proposed moving from Wells Fargo to Mt West. M/S/P
● The Finance Committee proposed a budget for 21/22 school year. M/S/P
● Update to the COVID graphic and then ready to send out.
● Long Range Site Update:
○ Still waiting on financing
○ Need to create a Master Planning Committee
○ Put on Faculty agenda to talk about what faculty vision is for new campus
○ Creating Capital Campaign Committee from Development Committee.
New Action Items
● Julie will send Seven Principles of Waldorf Education to board prior to next meeting
● Jason will talk to Shelby about possibly changing her hours
● Jason will update Conflict of Interest documents and bring for review
● Kirsten will take down sign at Heartwood Center
Old Action Items
●Katie will bring guidelines for identifying conflict of interest.
September 13, 2021 SWS Board of Trustees Minutes
Board Members Present: Katie Cox, John Bricher, Ammi Midstokke, Matt Honsinger, Will Ducey, Josh Barcklay, Michael Seifert, Elissa Rookey
Staff: Jason Grace, Kirsten Hollan, Julie McCallan
Parent Circle Representative: Katie Barcklay
Visitors: Luke Gordon, Lisa Tyrrell, Leo Hart
Communication to the Board
The board members noted that they read the letter addressed to the board from Mandy Evans dated 8/22/21.
Katie Cox read aloud the letter from Jeremy and Kara Waters dated 9/12/21.
Parent Circle Update (Katie Barcklay)
First meeting of the school year is Wednesday, September 15 at drop off.
Coffee on Friday at both campuses
First Friday at Matchwood beginning October 1.
Explanation of the three guilds:
Financial (fundraising, auction, etc.)
Social (1st Fridays, coffee chats, etc.)
Festivals (encouraging more parent involvement)
Board Minutes
Approval of the July 22, 2021 Board of Trustees Minutes M/S/P
Approval of the August 28, 2021 Board of Trustees Minutes M/S/P
Review of Faculty/Board Retreat Julie read the summary points and action items from the August 27 and 28, 2021 Board/Faculty Retreat Meeting Notes. The following was clarified about the executive committee:
The executive committee has been changed to the following:
Board President or Vice President
All 3 administration directors
1 faculty representative to the board
Per the bylaws all board members are invited to attend. Notes will be taken and shared at the next board meeting.
To be determined: what makes a quorum for a decision?
This will need to be ratified as an amendment to the bylaws at the next board meeting.
Katie will draft the proposed change to the bylaws and send it to the faculty for input before the next board meeting.
Pedagogical Report (Julie) It was stressed that we have three open positions: two early childhood extended care providers and the third grade teacher. Of note is the fact that our enrollment is the highest it has ever been at 184 students. We processed 134 applications this year.
Director of Operations Report (Kirsten)
TAP update and discussion about moving forward with the simplified TAP process that Kirsten proposed in the spring.
Budget report
Michael talked about the three - five year budget that he helped create the framework for,
Next board meeting will be indoors so that this budget can be projected on a screen.
Board Business
Nominate Luke Gordon as Board of Trustee member M/S/P
Update on the Administration Support Plan Katie Cox and Matt Honsinger are checking in weekly with administration.
Long Range Site Update:
Due diligence period is 30 days from September 5
Inspection is September 14
Meeting with loan officers September 14
Perc test order submitted to Panhandle Health
The board approved Katie Cox to pursue the above property paperwork through the due diligence period.
Covid Update The board of trustees requests that the faculty review the existing Covid protocols in light of the spread of Covid in the wider community and the strained health care system.
New Action Items
Katie will draft the proposed change to the bylaws and send it to the faculty for input before the next board meeting.
Julie will ask the faculty to review the existing Covid protocols.
Old Action Items
Katie will bring guidelines for identifying conflict of interest.
June 14, 2021 Board Meeting Minutes
Present:
Board Members Katie Cox, Will Ducey, Josh Barcklay, Ammi Midstokke, Matt Honsinger, Michael Seifert, Elissa Rookey
Faculty/Staff: Julie McCallan, Clare Stansberry Absent: Kirsten Hollan
Guests: John Bricher, Luke Gordon
Approval of Minutes:
May 10, 2021 Minutes of the May 10 Annual Meeting M/S/P
May 10, 2021 Minutes of the Regular Board Meeting M/S/P
Pedagogical Report (Julie)
Addendum to the report: Jessica Schicker was offered the Reading Specialist position
Included in the report was the newly created Parent Circle Handbook. The board is grateful for the document and the work that went into it. Julie will send to the board members the names of the parents who worked on it so that board members can individually thank them.
Operations/Development Report (Kirsten)
Finance Report (Michael)
It was noted that the 2021-22 budget has been revised to include 10 weeks of eurythmy, the same remedial budget as this year, and a COLA for the full time teachers. With current enrollment numbers we are actually at a midpoint budget.
Board Action Items
Finance Committee Proposals There were comments about the proposed budget:
What is the line item “New programs”?
There is nothing in the budget for the board/faculty retreat. This needs to be changed.
The returning assistant pay increase also applies to the grades assistant.
Finance Committee needs to clarify who is eligible for the moving expense benefit
Increase wages for any returning assistants by fifty cents/hour M/S/P
Increase moving expenses benefit to $1,000 M/S/P
Increase Base Pay for salaried teachers to provide a COLA from $33,300 to $34,500 M/S/P
Approval for Elissa Rookey to be a signer on the Wells Fargo checking account M/S/P
Approval of the preliminary 2021-22 budget M/S/P
Site Update Katie described the offer that was submitted on Friday. If it is accepted, we will have 200 days for a feasibility study and to create a master plan--this may entail some summer meetings.
Covid Task Force Proposals Covid Task Force’s written review was passed out. The Covid Task Force recommends eliminating all the Covid protocols except for staying home when sick, continuing health checks, and quarantining for 10 days if there has been direct exposure to Covid.
Rescind the mask mandate pending faculty approval. M/S/P
Disband the Covid Task Force, with any further responsibilities/issues about Covid held by the executive committee M/S/P
Next Board Meeting July 26
Board/Faculty Retreat August 27, 28
Election of Officers of the Board
Katie Cox as Board President, Michael as Interim Treasurer, Elissa as Secretary M/S/P.
Ammi Midstoke as Vice President M/S/P
It was recommended that we have a written conflict of interest policy for the board and that at the beginning of each meeting board members note any agenda items for which they have a potential conflict of interest.
Rolling Action Items
New
Julie will provide Board members with the names of the parents who created the Parent Circle Handbook so that board members can thank them.
Finance Committee will clarify who is eligible for the moving expenses benefit.
Finance Committee will add an amount to the board/faculty retreat budget.
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Katie will send out Accessible for All information
Julie will bring to the board the path to full AWSNA membership
May 10, 2021 SWS Annual Meeting Minutes 5:00 - 6:00
Present:
Board Members: Elissa Rookey, Katie Cox, Josh Barcklay, Will Ducey, Michael Seifert, Ammi Midstokke, Mandy Evans, Matt Honsinger,
Faculty/Staff: Kirsten Hollan, Julie McCallan, Clare Stansberry, Ryan Rayniak,
Guests: Bree Manninen, Lisa Tyrell, Katie Barckly, John Bricher, Mike Schicker, Claire and Luke Gordon, Claudia Rohm, Wendy Tico
Welcome: Katie asked everyone to introduce themselves
Mindfulness Practice: Bree Manninen led us in a five minute meditation.
Financial Review (Kirsten) Kirsten noted our income from tuition and grants and our total expenses, as well as our endowment. Both our enrollment and revenue are higher than budgeted. We have been processing 64 applicants for next school year
Pedagogical Report (Julie) Julie expressed gratitude that we were open all school year and that the teachers were able to weather the many moves and changes of this year while still providing a rich curriculum. She noted changes to the music/strings program (now both are taught by Mr. Baker) and the additional classes taught by Shaun Deller.
M/S/P: Approval of Changes to the Bylaws
President’s Report: Katie spoke with gratitude about the resilience of our community and how we were able to provide the rhythm that helps children thrive.
Questions:
What support do the teachers need? Julie will check with the faculty.
What are the benchmarks for returning to normal, in terms of the Covid protocols?
The Covid task force will be meeting with the board and faculty to discuss the possibility of modifying the Covid protocols in light of the healthy trends in our community.
We are also exploring how to best inform and communicate with the parents. Luke offered to join the Marketing Committee
Closing and Social
April 20, 2021 Sandpoint Waldorf School Board of Trustees Minutes
Present: Katie Cox, Will Ducey, Josh Barclay, Ammi Midstoke, Michael Seifert, Elissa Rookey with Matt Honsinger attending via phone.
Absent: Mandy Evans
Staff: Kirsten Hollan (administration) and Julie McCallan (Administration)
Guest: Ryan Rayniak
Guest comment: Ryan expressed concern about the resignation of some of our teachers and a desire to be a part of moving forward in a healthy way.
March 8, 2021 Minutes Approved MSP.
Study (Julie) We discussed an AWSNA Board Networking Forum webinar that Kirsten, Katie and Julie attended on April 16. The theme of the forum was “How Schools (inadvertently) Invite Their Decline.” Julie presented the phases in the life cycle of a school and correlated them to the phases we discussed in the fall from our study of Partnerships of Hope: Building Waldorf School Communities.
Idea and Start up (Birth and Childhood) Growth (Adulthood) Maturity (Maturity) Decline Crisis
Katie encouraged board members to attend the monthly AWSNA forums. Julie will send out the recording of last week’s webinar when it becomes available. We discussed about how to rebuild the foundational blocks of our school culture and rebuild community as we emerge from the pandemic. How do we measure the health of our school, both from a business and a school community/culture perspective? We will continue this discussion next time.
Pedagogical Director’s Report (Julie) Julie clarified that the letter of concern was from former members of our school community and addressed both our Covid protocols and our use of wifi. If board members want to read the letter of discuss it, they should reach out to Julie or Michael. If there is interest, the latter are also willing to form a study group to explore the various anthroposophical viewpoints about the pandemic and the themes of the letter.
Julie noted that all local daycare centers are full and that at least one closed one of its program, so we are seeing even more interest in our prekindergarten program.
Director of Operations and Development Report (Kirsten)
Finance Committee looked at a preliminary draft of next year’s budget and they will meet in two weeks to finalize it enough to present to the board. They did not decide about the music position.
The Board directs the Finance Committee to accommodate a 75% Coordinator of Music Program position next school year and a 100% position the following year. MSP.
Outreach: we discussed ways to start informally gathering outside:
Hosting an auction party
Hosting a birthday party for class families
Beach days in the summer
First Fridays gatherings
School assemblies
Board Action Items
Final Edits of the By-Laws Katie sent these out with the lawyer’s edits prior to the meeting.
Annual Corporation Meeting May 10 5:00: We will vote one the bylaws, Kirsten will give a financial review, Julie a pedagogical review, and a president’s report. The annual meeting will be followed by a board meeting. An announcement of the meeting will go in next week’s Trellis.
Benefits during Leave of Absence Proposal The board is open to considering this option. Next steps: take proposal to the Finance Committee, form a working group composed of at least a faculty, board, and administration member and our HR consultant to work out the details of the benefit, and look at what other Waldorf schools do.
Long Range Site Update
Confidentiality: Katie noted the importance of confidentiality with board information that is not yet public. Moving forward, we will always note in the subject line and at the top of a document (in red) if it is confidential.
Confidential The long range site committee made a preliminary offer on the Ponderay Garden Center, but were asked by the owners to double check our funding and the septic system before moving forward. The committee is working on these tasks this week. The decision to actually purchase the property would be made jointly by the board and the faculty.
Rolling Action Items
New
Finance Committee will review the Benefits for Leave of Action Proposal
Julie will research what other Waldorf schools offer as benefits during leave of absence
Old
Kirsten will announce the date of the Annual meeting in the May 4 Trellis
Finance Committee will create a proposal for an admissions deposit for grades for the next board meeting
Katie will send out the Accessible for All information
Kirsten will ask Brenda for an analysis of the impact of our increased late fees
Finance will analyze the loss of income each year due to attrition
Julie will bring to the Board the path to full AWSNA membership.
March 8, 2021 Sandpoint Waldorf School Board of Trustees Minutes
Pre-meeting at 4:30 with Representatives from DA Davidson Present: Katie Cox, Michael Seifert, Elissa Rookey, Kirsten Hollan, Julie McCallan. The representatives presented the portfolio of our investments. A question for the board to consider: Should we take the percentage of the interest that is allowed by the terms of the TAP endowment each year? This would help fund TAP and free up other funds for other expenses like a capital campaign.
5:00 Board Meeting
Present: Katie Cox, Michael Seifert, Elissa Rookey, Ammi Midstokke, Mandy Evans, Matt Honsinger, Kirsten Hollan, Julie McCallan, and Will (attending via zoom)
February 8, 2021 Board Minutes Approved MSP
Pedagogical Report (Julie) We discussed the possibility of using the Heartwood Center next year to create space for a fourth early childhood class on campus. A decision needs to be made within the next few weeks. This will be vetted by the Faculty and the Finance Committee before coming back to the board.
Operations Report (Kirsten)
Proposal to rebrand TAP: The board supports this more inclusive and positive process for adjusting tuition. The proposal needs to be vetted by the Finance Committee and the TAP committee.
Budget for Parent Circle: Kirsten presented the idea of using re-enrollment fees to create a budget for the Parent Circle, as is done in some other Waldorf Schools. These funds would be used for expenses like festival support, guest speakers, food for events. The board supports this idea; however, because these items are already covered in our budget, this is an administrative decision, not a board decision.
Budget Profit and Loss: Kirsten noted that the first PPP loan, which has been forgiven, does not show up on the spread sheet.
Administrative Assistant: Julie and Kirsten recommend extending this position through the end of the school year. The board supports this, but determined that it does not need board approval, because there is enough money in the administrative staff budget.
Board Action Items
Nomination of Josh Barcklay to the Board of Trustees: MSP
Approval of Josh Barcklay to serve on the Long Range Site Committee
Approval of Jen Newton to serve on the Finance Committee
Administration Review: Katie reported that the administration review committee has completed the gathering of information and will be giving feedback to administration soon.
By-laws: The faculty has approved these. Matt sent them to a non-profit lawyer to review them. Our goal is to have them ready to present for a vote at the annual meeting in May.
Change of date for the April meeting: It was scheduled for April 19 which is the day after spring break when the Finance Committee is meeting. The board meeting date was changed to Tuesday, April 20.
The Move: Katie asked all board members to be responsible for helping to organize helpers to move all the classrooms that need to shift due to the move back from the Heartwood Center just before and during spring break. Also they are responsible for finding a team captain for each grade that is responsible for organizing the take down and putting up of the tents in the event of severe weather. Each board member chose a grade:
Will: 1st grade and 5th grade
Matt: 3rd grade
Ammi: 2nd grade
Mandy: 4th grade
Katie: 6th grade
In the google drive board folder, under site and tents, Katie will post the plan for the move that Kirsten has created. It will be in there by Friday, March 12.
Rolling Action Items
New
Board members will organize helpers for their assigned grade for the upcoming moving of classrooms
Board members will find a team captain for the tents for each grade. This person will be responsible for gathering a crew to help take down and put up tents.
Katie will put the opening verse on the agenda
Kirsten will announce the date of the Annual meeting in the May 4 Trellis
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Finance Committee will create a proposal for an admissions deposit for grades for the next board meeting
Katie will send out the Accessible for All information
Kirsten will ask Brenda for an analysis of the impact of our increased late fees
Finance will analyze the loss of income each year due to attrition
Julie will bring to the Board the path to full AWSNA membership.
February 10, 2021 Sandpoint Waldorf School Board of Trustees Minutes
Present: Katie Cox, Mandy Evans, Ammi Midstokke, Matt Honsinger, Michael Seifert, Elissa Rookey, Kirsten Hollan, Julie McCallan
Absent: Will Ducey
Guest: Josh Barcklay
Welcome to Josh Barcklay as a visitor.
Minutes M/S/P to approve the January 11, 2021 Board of Trustee Minutes
Pedagogical Report (Julie)
Clarification on the report: if a 4th EC class is approved, one grades class would have to move off site as we had planned to do last year.
Proposal: Full time and percentage of full time specialty teachers This would be phased in gradually over time. It was noted that we need to also consider a similar model for assistants and extended care providers. M/S/P to approve the model of full time and percentage of full time specialty teachers pending review by the faculty.
Proposal: Salary scale for full time and percentage of full time specialty teachers M/S/P to approve the salary scale of full time and percentage of full time specialty teachers contingent on input from the faculty and approval by the Finance Committee.
Position Approval: Coordinator of Music Education M/S/P to approve the position of Coordinator of Music Education.
A small working group of the faculty trustees and Julie will distill the input from faculty on these three motions.
Operations/Development Report (Kirsten)
Review of the budget: Kirsten explained the new budget format which includes a monthly breakdown of the budget and the actuals. Loans are not reflected in the budget, but on the balance sheet.
Proposal: Required nonrefundable deposit of first months tuition for newly enrolling early childhood families It was discussed including grades in this policy; the Finance Committee is tasked with determining what a similar policy for the grades would be. M/S/P to approve proposal for a required deposit for new enrolling early childhood families.
Proposal: Extend the Administrative Assistant Position until spring break M/S/P to approve the proposal to extend the Administrative Assistant position until spring break.
Proposal: Tuition Changes for 2021-22 School Year This would be a 5% increase for early childhood and a 7% increase for the grades. It was recognized that with an increase in tuition there is a corresponding need to increase the budget for TAP. It was recommended that we rebrand TAP to make it a more approachable process. Kirsten invites anyone with ideas for TAP to talk with her. Katie will send to the board members the Accessible for All information. M/S/P to approve the tuition changes for the 2021-22 school year as proposed.
Administrative Review (Katie)
Update on Administration Review Process Katie reviewed the process to date which included the self-evaluation of Julie and Kirsten and individual meetings with them with the review team. Next steps:
Gather faculty feedback. Michael and Elissa have been tasked by the faculty to come up with the process for gathering that feedback. Julie will send the questionnaire that Clare created on behalf of the faculty to the administrative review team members. Katie will create a google form of it which will be sent to all staff with a timeline for feedback.
Schedule a time for Katie and a faculty trustee to meet with the Pedagogical Committee.
Revisions to the by-laws The input and questions from board members over the past month were discussed and changes were noted. Katie will make the changes on the document in time for it to go to the faculty for review this week.
Rolling Action Items
New
Julie will take the pedagogical proposals to the faculty for input
Julie and the faculty trustees will meet to distill the faculty input on these proposals
Finance Committee will create a proposal for an admissions deposit for grades for the next board meeting
Katie will send out the Accessible for All information
Elissa and Michael will present to faculty the process for gathering their feedback for the review of administration
Katie will create a google form to solicit feedback from all staff for the administration review
Katie will revise the by-laws as discussed and send them to Julie, Michael, and Elissa to bring to the faculty meeting
Can someone from the board create an article for the Trellis next week explaining tuition increase for re-enrollment? Thank you!
Kirsten will set up a time to meet with Matt, Clare and Ammi to brainstorm TAP rebranding
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Kirsten will ask Brenda for an analysis of the impact of our increased late fees
Finance will analyze the loss of income each year due to attrition
Julie will bring to the Board the path to full AWSNA membership.
January 11, 2021 Sandpoint Waldorf School Board of Trustees Minutes
Present: Katie Cox, Will Ducey, Mandy Evans, Elissa Rookey, Michael Seifert, Kirsten Hollan, Julie McCallan
Absent: Matt Honsinger, Ammi Midstokke
Guest: Josh Barcklay
Working Session 5:30 - 6:15 pm During this session, we identified the following goals for the Board:
Activate the Board Development Committee
Support orientation for new Board members
Strengthen Board committees
Strengthen Board communication with faculty and parents
Review administration, both individual administrative staff and the structure of administration
Review and approve the revised by-laws
Clarify the role of the executive committee
Grow the spiritual work of the board through study
Review strategic plan process during summer of 2021
Strengthening relationship and collaboration with faculty
Board Meeting began at 6:15 pm.
Welcome to visitor, Josh Barcklay.
Minutes The December 14, 2020 minutes were approved.
Pedagogical Director’s Report (Julie)
Enrollment:
The significant number of inquiries and applications was noted, as was the possibility of considering a fourth early childhood class.
There was discussion about the interim administration coverage for the Director of Admissions and Outreach. The document was amended to note that tours will be given monthly. This is an interim plan while the Board reviews administration and determines the best staffing structure for administration and revised job description for the admissions position. The faculty Board members will share the document with the faculty.
Mandy gave suggestions for community service in honor of Martin Luther King, Jr.
Director of Operations and Development (Kirsten)
Kirsten amended her report about our eligibility to apply for a second PPP loan. She discovered that we do qualify because we had a 28% loss of revenue in our third quarter.
M/S/P to give administration the authority to proceed with the PPP application.
Finance Report (Kirsten) Brian Cox and Kirsten are working on accurate projections month by month. Kirsten will bring this to the next board meeting.
Business
Administration Review
Katie asked one of the faculty board members to join her in a review of individual administrative staff and the administrative structure. Michael and Elissa are both willing to help when their teaching schedule permits.
Kirsten and Julie will continue to track their hours and tasks.
Katie will send Julie and Kirsten a self-assessment document.
The goal is to complete the review by next Board meeting
Election of Interim Officers
M/S/P to elect Mandy Evans to be the interim Secretary/Treasurer of the Board.
Board Development Committee Will and Katie will activate this committee.
Board Communication via The Trellis
There will be a section in The Trellis for Board communication
A description of the Board committees
A link to the approved Board minutes
EIDL Loan
Julie presented a summary of the process of applying for the EIDL loan for the amount of $150,000 with a 30-year note at 2.75% interest rate. On June 1 the Board Treasurer gave approval to move forward with the loan application and on June 14 the Finance Committee of the Board approved accepting the loan. In the July report to the Board, Julie noted the deposit of the money from the loan in the school bank account.
M/S/P that given that the Finance Committee recommended the acceptance of the EIDL loan for $150,000 on June 14, the board authorizes retroactively the acceptance of the loan and designates Julie McCallan, Pedagogical Director, to sign the closing loan document.
Rolling Action Items
New
Katie will send Julie and Kirsten the self-evaluation questions
Will and Katie will activate the Board Development Committee
Julie and Kirsten will continue to track their hours and tasks as part of the review of administration
Katie will schedule times for Michael and/or Elissa to assist in the administration review.
All Board members will review the by-laws so that they can be approved in the February Board meeting and then go to the faculty for review.
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Kirsten will ask Brenda for an analysis of the impact of our increased late fees
Finance will analyze the loss of income each year due to attrition
Julie will bring to the Board the path to full AWSNA membership.
December 14, 2020 Sandpoint Waldorf School Board of Trustees Minutes
Present via zoom: Will Ducey, Ammi Midstokke. Michael Seifert, Elissa Rookey, Kirsten Hollan, Julie McCallan
Guests: Katie Cox, Josh Barcklay
Absent: Mandy Evans, Matt Honsinger
Study (Julie) We discussed pp 38 - 48 from Chapter Two of Partnerships of Hope. In that section was the Faithfulness Verse by Rudolf Steier. Michael suggested that we consider it for our board and faculty verse. Elissa noted that small group outs during the board, as has been done in faculty meetings, can help create connection, especially among the new members of the board.
Minutes November 10, 2020 Minutes approved.
Pedagogy Report (Julie) We discussed the long house on the front playground as an outdoor classroom space with the addition of a rented shed. Since the cost is less than the threshold needed for board approval, the board does not need to approve this temporary arrangement. The Finance Committee needs to approve the expenditure and the faculty to approve the plan from a pedagogical standpoint and the parents of 1st and 2nd grade need to be informed. The site committee will move it forward and oversee it.
Covid Task Force Report (Clare) Clare clarified that the school for now is continuing with requiring two weeks of quarantine after exposure, instead of the new guidance of 10 days. This is because two weeks is still considered the safest practice.
Operations/Development Report (Kirsten) Kirsten gave the projected enrollment for early childhood next year. If all current families re-enroll, there will only be 4 spots in the kindergartens for new families. The question was asked: Should we reconsider a fourth early childhood class?
Additional Topics
Bylaws The existing bylaws do not set term limits, and the revised bylaws have not yet been ratified. So there is no need to change the bylaws to bring Katie Cox back on to the board. It was noted that the new bylaws should include guidance about emergency protocols, for example if there are not enough officers of the board.
Collaboration between board meetings Will recommended the use of Trello and Drive to continue the work of the board between meetings. It was also noted that we need two kinds of board minutes, public ones and more detailed working minutes that are internal to the board members. Elissa volunteered to help with this.
Hiring Committee for the Director of Admissions Ammi Midstokke offered to be on the hiring committee. There is work that needs to be done to clarify the roles in administration. It was recommended that Julie and Kirsten identify what tasks pull them away from their appointed tasks.
Annual Giving Review It was noted that due to the change in board leadership, that much of the work of annual giving fell to administration. Ammi Midstokke helped by editing the daily appeals, but the board ideally takes on all the tasks, except for collecting and accounting the donations that come, which is rightfully the administration's task.
Gift Acceptance The board voted via email on December 4, 2020 to accept a donor gift.
Rolling Action Items
New
Board members will review the by-laws, both current and proposed.
Kirsten and Julie will identify what tasks they do that pull them away from the responsibilities of their job descriptions.
Old
Kirsten will ask Brenda for an analysis of the impact of our increased late fee this year
Finance will analyze the loss of income each year due to attrition
Julie will bring to the board the path to full AWSNA membership
Executive Session: This began at 6:40 and ended at 7:17. Julie was invited to stay. During executive session it was voted to bring Katie Cox on to the board as the interim board president.