Northern Lights Community School

Board of Directors Meeting

March 13, 2012

Board Members Present:         Sally Hagman, Steve Downing, Ellen Coffel,

                                                Billie Busha, Karen Fleming

Board Member Not Present:   Don Bump

Non-Members Present:           Dave Hagman, Lee Matson, Becky McCauley,

                                                Todd Hassell, Mike Hopkins

            1.  Approval of Agenda:  Motion made by Steve Downing and second by Sally Hagman to approve agenda.  All in favor.

            2.  Approval of Minutes:  After clarifying that the $1,500 monetary donation from Patrick Irvine should be designated for the Ireland trip, motion made by Steve Downing and second by Karen Fleming to approve minutes of February 23, 2012.  All in favor.

            3.  Introduction of Mike Hopkins, Audubon Liaison

Dave introduced Mike Hopkins, our liaison for Audubon Environmental Center of the Northwoods.

            4.  Financial Report

            a.  Approval of expenditures and donations

Resolution 1:  Motion made by Steve Downing and second by Karen Fleming to approve February operating receipts of $272,178.98.  All in favor.

Resolution 2:  Motion made by Ellen Coffel and second by Steve Downing to approve February checks 6343 thru 6416 of $125,671.86.  All in favor.

Resolution 3:  Motion made by Steve Downing and second by Ellen Coffel to approve February check card transactions of $1,202.20.  All in favor.

Resolution 4:  Motion made by Steve Downing and second by Karen Fleming to approve February miscellaneous disbursements of $6.80.  All in favor.

Motion made by Steve Downing and second by Ellen Coffel to accept the following donations:

            b.  Cash Flow/Enrollment Update

Estimated student enrollment as of 3/13/2012 is 109.  Budgeted ADM for the current year is 104.  We currently have a line of credit available to us in the amount of $250,000.  Since the State of Minnesota has a projected surplus, this has changed our cash flow projections.  We are expecting to borrow against the line of credit in early-June to mid-July.

            c.  NLCS transportation for 2012-2013

We have decided not to use ISD #318 for transportation next year.  This may shorten the travel time for some of our students and allow us more flexibility in planning our school calendar.

            d.  Budget revisions for 2011-2012

Lee Matson was present at our board meeting and shared in detail two proposed budget revisions:

RESOLUTION:  To increase General fund revenue budget by $11,473 per the attached document.  The budget revision results in a revised total General Fund revenue budget of $1,537,106.

Motion made to accept this resolution to our budget by Steve Downing and second by Karen Fleming.  All in favor.

RESOLUTION:  To increase General fund expenditure budget by $13,273 per the attached document.  The budget revision results in a revised total General Fund revenue budget of $1,574,327.

Motion made to accept this resolution to our budget by Ellen Coffel and second by Steve Downing.  All in favor.

There will be a temporary dip in our Fund Balance to finance this.  Our projected ending Fund Balance as of 6/30/2012 is $259,181; Fund Balance as % of expenditures:  16.46%.

            e.  Credit card application:  Since many places do not accept DiscoverCard, it would be beneficial for NLCS to have a VISA card.  Motion made by Sally Hagman and second by Karen Fleming to apply for VISA credit card with a $1,000.00 limit.  All in favor.

            f.  Review of financial activity:

Statement of Financial Activity, Special Funding Sources, and NLCS Bank  Reconciliation as of 2/29/2012 were shared with the board.

            g.  Micro Loan student lending program (Brandi Johnson)

Brandy Johnson presented her senior project and shared a copy of the loan application with us.  Brandy has done an amazing job of making jewelry and other products (cream, lip balm), selling them to make a profit, and is willing to share her experience and the process she went through with other students.  Brandy has set up a $50.00 fund for other students to borrow from.  Students interested would be required to explain their business plan and complete the application (including references).  Motion made by Karen Fleming and second by Steve Downing to make a resolution recognizing this as a committed fund balance.  All annual activity will flow through this fund balance.  All in favor.

            5.  Legislative update:

a.  ‘Recovery schools’ legislation:

Legislation is being discussed to suggest that we create another category of charter schools.  Dave Hagman will be attending this session on Thursday, March 15^th.

            b.  Land trust funding for charter schools:

For the first time, on March 15^th charter schools will receive funding from the Permanent School Endowment Fund.  This will generate additional state aid of $1,500 this year and $3,000 next year.

            c.  Activity access for charter schools:

Dave brought a small group of students to MAAP Legislative Day at the Capitol on February 8^th.  A thank you has been sent to Tom Saxhaug, Tom Anzelc, and Carolyn McElfatrick.  Our students expressed their desire to be able to participate in sporting events with other high schools.

            6.  Program news

            a.  Ireland trip update:  Karen Fleming gave us an update on Ireland.  There are currently 13 students planning to go on this trip.  Several fundraisers are scheduled for April.  The group is looking at leaving June 8^th or 9^th and will be gone 10 days.

            b.  Close-Up trip to DC in May:  We have eight NLCS students interested in going on this trip to Washington DC.  Although each student will receive a $450 scholarship, each student is expected to pay $250.  Time is short for any type of fundraising; but we are looking into the possibility of students paying back some of these expenses from NLBC scholarship money.

            c.  NWEA and MCA testing:  NWEA testing is happening now @ NLCS.  MCA testing is ongoing with a window every month.  The next availability for that will be April 17^th and 18^th.

            d.  Graduation planning – May 24^th, 2012:  Our graduation ceremony will be a bit earlier this year.  Timing is the same as last year.  Up to 25 seniors may be graduating.

            e.  3^rd Party Billing mandate:  Dave will be attending a workshop in the cities on March 16^th regarding 3^rd party billing.  This will be mandated by the state beginning

July 1, 2012, and will help fund CMH services provided here at NLCS.

            f.  Summer building plans:  Todd Hassell indicated the building company is looking at building a garage this summer and is in the process of obtaining bids for concrete and electric.

            g.  Science Fair – Presentation Night on Marth 29^th:  Students will be presenting Science Fair projects at our annual Science Fair on Thursday evening, March 29^th.

            h.  Board composition:  Don Vidal would be interested in serving on our Board of Directors.  Mike Hopkins will follow up with Audubon and clarify what they would recommend.  Otherwise, we may need to change our bylaws.

            i.  Intercontinental visit:  The drug dog was here on Tuesday, March 6^th.

            7.  Policy review:

            a.  Medication dispensing:  Medications/prescriptions need to be locked up.  Each advisory has access to a locked compartment.  A draft copy of the form “Permission to Administer Medication” was handed out.  This form will be used when our policy is updated.

            b.  Personnel:  Dave Hagman is working on this and is waiting for legal opinion.

            c.  Money on premises:  All funds need to be locked up at all times.

            8.  Other business:  There was an estimated $2,100 in damages from the break-in some time during the weekend of February 3^rd.

            9.  Adjournment:  Motion made by Ellen Coffel and second by Steve Downing to adjourn.  All in favor.

Northern Lights Community School

Board of Directors Meeting

February 23, 2012

Board Members Present:         Sally Hagman, Don Bump, Steve Downing, Ellen Coffel,

                                                Billie Busha, Karen Fleming

Non-Members Present:           Dave Hagman, Lee Matson, Becky McCauley

            1.  Approval of agenda:  After adding 4.g. Food service review, motion made by Steve Downing and second by Don Bump to approve agenda.  All in favor.

            2.  Approval of minutes:  Motion made by Steve Downing and second by Karen Fleming to approve minutes of December 19, 2011.  All in favor.  Motion made by Steve Downing and second by Ellen Coffel to approve minutes of January 17, 2012.  All in favor.

            3.  Financial report

            a.  Approval of expenditures and review of cash flow:

Resolution 1:  Motion made by Steve Downing and second by Karen Fleming to approve January operating receipts of $119,530.14.  All in favor.

Resolution 2:  Motion made by Steve Downing and second by Karen Fleming to approve January checks 6254 thru 6342 of $129,506.74.  All in favor.

Resolution 3:  Motion made by Karen Fleming and second by Don Bump to approve January check card transactions of $68.34.  All in favor.

Resolution 4:  Motion made by Steve Downing and second by Don Bump to approve January miscellaneous disbursements of $5.10.  All in favor.

According to our current Cash Flow/Treasurer’s Report, Lee Matson pointed out that we may need to use our line of credit in May (projected negative cash flow of $28,821.64).  We will receive our holdback payment from the State of Minnesota at the end of July.

Becky McCauley shared Statement of Financial Activity as of 1/31/2012, Special Funding Sources as of 1/31/2012, and NLCS Bank Reconciliation as of 1/31/2012.  Motion made by Steve Downing and second by Karen Fleming to accept the following donations:

All in favor.

            b.  Review of labor expense through February, projections for the remainder of the year and comparison to budget:

We are on track for the amount expended YTD.  Our most current MARSS ADM (109) is higher than we are budgeting for (104).  Dave Hagman, Becky McCauley and Lee Matson will meet before our March board meeting so that budget revisions can be discussed at that time.

            c.  Blandin grants:

Blandin Foundation covered $500 of our cost for Mixed Blood presentation here at NLCS on Martin Luther King Day.

            4.  Programmatic news:

a.  Minnesota’s waiver for NCLB.  How does this affect the school?  If AYP is no longer a consideration, is it possible to re-apply for the Title funding?

Minnesota was one of ten states that got the okay to pursue school reforms without being tied to the requirements of the federal No Child Left Behind law.  Earlier in this school year we decided to forego Title One funding for fiscal year 2012.  Dave has called MDE to see if it is possible for us to re-apply for the funding.

            b.  House File LL182:  Legislation is being discussed where three categories of schools would be created:  priority, focus and reward.  Under certain circumstances, charter school results would be compared to Area Learning Centers rather than High Schools.  We are still waiting for details.  Dave will forward information to us.

            c.  MAAP Conference report:  Several of our staff attended the MAAP Conference on February 15, 16 and 17, in Rochester.  This year’s conference was a huge success and well attended.  The keynote speakers were excellent.

            d.  ItascaCorps presentation:  Sally Hagman shared the ItascaCorps presentation that she presented at the MAAP Conference with our board.  Most of the ItascaCorps interns work with students in Karen’s (middle school) advisory and music/band.

            e.  Close-Up trip opportunity:  Jennings Experiential High School has invited five of our students to join them for an upcoming trip to Washington DC during late May or early June.  Cost per student would be approximately $1,200 plus travel expenses.  Each student would need to raise around $800, but time is short for any type of fundraising.

            f.  Upcoming testing:  NLCS has been chosen for pilot testing of MCA reading

(7^th grade only) again this year.  It appears there would be no benefit for our students to take this test, and we would prefer not to participate.  Sally will send an e-mail to MDE.

            g.  Food service review:  An on-site administrative review of our school nutrition program was conducted on January 18, 2012.  Earlier this school year Ellen Coffel submitted extensive paperwork to MDE regarding two week’s worth of menus.  There were no findings in critical areas of our review; some corrective actions were initiated in general areas; and it was necessary to include our Wellness Policy on our website.

Congratulations to Ellen Coffel, Todd Hassell, Jackie Esler, and Becky McCauley on doing such an excellent job!

            5.  Personnel report

            a.  Sally’s retirement:  Sally Hagman, NLCS Counselor, indicated her desire to finish out this school year, but will not be returning next year.  She submitted her formal letter of resignation and a motion was made to accept by Steve Downing and second by Don Bump.  All in favor.

            6.  Other news

            a)  AmeriCorps grant application:  Vicki Nelson was here today to assist us with our application for two AmeriCorps positions next year.  There will be an AmeriCorps site visit on February 24^th.

            b)  PCs for People grant did come through and will be a part of the budget revisions in March.

            c)  Northern Lights Building Company is planning on building a garage this summer and is looking for suggestions/recommendations.

            7.  Adjournment:  Motion made by Billie Busha and second by Steve Downing to adjourn.  All in favor.

Northern Lights Community School

Board of Directors Meeting

January 17, 2012

Board Members Present:         Sally Hagman, Don Bump, Steve Downing, Ellen Coffel,

                                                Billie Busha, Karen Fleming

Non-Members Present:           Dave Hagman, Lee Matson, Becky McCauley

            1.  Approval of agenda:  After one addition (6.h. Wellness Policy), motion made by Steve Downing and second by Ellen Coffel to approve agenda.  All in favor.

            2.  Approval of minutes:  Motion made by Steve Downing and second by Karen Fleming to approve minutes of December 13, 2011.  All in favor. 

The minutes of the December 19, 2011 special meeting will be brought to our February board meeting for approval.

            3.  Financial report

            a.  Approval of expenditures:

Resolution 1:  Motion made by Steve Downing and second by Don Bump to approve December operating receipts of $112,923.18.  All in favor.

Resolution 2:  Motion made by Ellen Coffel and second by Steve Downing to approve December checks 6175 thru 6253 of $151,184.53.  All in favor.

Resolution 3:  Motion made by Karen Fleming and second by Ellen Coffel to approve December check card transactions of $427.66.  All in favor.

Resolution 4:  Motion made by Steve Downing and second by Karen Fleming to approve December miscellaneous disbursements of $10.80.  All in favor.

            b.  Line of credit approval and cash flow analysis:

Lee Matson mentioned that the loan committee for Nonprofits Assistance Fund approved our request for the $250,000 line of credit.  There will be a 1% closing fee ($2,500.00) and the interest rate will be 7.5%.  Motion to approve made by Steve Downing and second by Ellen Coffel.  All in favor.  Our most recent cash flow report shows that we may need to borrow $230,000+ in July of 2012.  Motion made by Don Bump and second by Steve Downing to authorize Becky McCauley and Dave Hagman as signers to make loan payments through automatic bank account withdrawals for this line of credit with Nonprofits Assistance Fund.  All in favor.

            Miller McDonald has completed the audit of Northern Lights Community School financial statements for the year ended June 30, 2011.  Lee Matson reviewed results with our board.  Fund Balance as of 6/30/2011 was $296,402.  There were no audit findings.  Please read through your copy and contact Lee with any questions.  Motion made by Steve Downing and second by Karen Fleming to approve audit.  All in favor.

            Special Funding Sources as of December 31, 2011 was reviewed.  We have borrowed $5,000 from Northern Lights Building Company (to be paid back in July).

$8,444.43 has been requested through Microsoft financial reimbursement.  Motion made by Sally Hagman and second by Steve Downing to accept donation of an exercise bike by Sue Aldrich with an estimated value of $300.  All in favor.  Statement of Financial Activity as of 12/31/2011 was also shared.

            c.  PCs for People grant:  We have been working with Jim Woehrle to obtain a grant to refurbish used computers.  Two NLCS students would work with Henry one day each week.  These computers would be distributed to low income families and internet costs would be subsidized.

            4.  Personnel report:  Dave Hagman reviewed the steps we take for employee suspension/termination of work policy. There were a couple of questions brought forth by board members.  Dave will check on these and get back to us at our next board meeting.

            5.  Bylaws discussion about Board composition:  It is important to have staff majority on our board, but do they need to be licensed teachers?  This will be put on the agenda for the all staff meeting on Wednesday afternoon, February 8^th.  Tabled until next meeting.

            6.  Program report:

            a.  Enrollment numbers:  Enrollment numbers are up.  We have tried to balance the number of students per advisory.  The most recent ADM used for MARSS is 109, but our budget is based on 104 ADM.  We have 26 seniors at this time.

            b.  Math curriculum changes:  Bill Adamson is working with our staff and students this school year.  We have changed from the Saxon Math curriculum to a number of other curriculums to give our students more practice on specific math skills.

            c.  Artist in Residence:  Ginger Commodore, Ordway Outreach Program, was here last Thursday and Friday, January 12 and 13.  Some of our students produced a radio show at KAXE.  Mixed Blood Theatre will be here on January 16^th.

            d.  ‘Enough for All’ community event:  This community event is happening

at different locations around our community (Reif Center, MacRostie Art Center,

St. Joseph’s Catholic Church) and the main theme is working to end poverty in Minnesota by 2020.  Lea Friesen has been working with our students, and eight of our students have created artwork for the exhibit at MacRostie.

            e.  Ireland trip dates:  Karen Fleming mentioned the date for the Ireland trip has been moved to June 2012 (possibly the week of June 11^th).

            f.  Presentation Night feedback:  The theme and challenges brought to our attention by Eric Samuel Timm were appropriate.

            g.  Meal procedures discussion:

Becky McCauley shared the following updated procedures with the board:

• Operating procedures for meal counting
• Operating procedures for reimbursement claims
• Monthly reimbursement

Motion made by Ellen Coffel and second by Steve Downing to approve.  All in favor.

            h.  Wellness policy:  Ellen Coffel shared a copy of the approved Wellness Policy.

            7.  Other business:

·         Pat Mathias is back working with our students on writing skills.

·         Pancake breakfast fundraiser is February 19^th at Applebee’s

Motion made by Steve Downing and second by Don Bump to adjourn @ 4:45 p.m.

All in favor.