Wednesday, November 5, 2014

October BoG Minutes

BoG Minuets for October 2014

Minutes of a regular scheduled meeting of Calvary Evangelical Lutheran Church Board of Governance (BoG) held at San Lorenzo, Ca on October 14, 2014 at 6:30 pm.
The meeting was called to order by Toni Troya, Chairperson. BoG members in attendance: Barbara Adams, Secretary, Carole Adams, Treasurer, and Sarah Anderson. Absent: Rick English
Admin: Pastor, Kelly Smith; Superintendent, Dr. Mike Chivalette
Congregation members: Finance Chairperson: Barbara Goldhammer; Hank Blank, Elder
Devotion: Taken from Daily Guidepost – How The Son Was Taught By His Heavenly Family – Mathew 4:19 , 20.
Prayer by all.
Minutes from September, 2014 BoG meeting confirmed.
Financial Report: Provided by Barbara Goldhammer. We had discussion regarding the line of credit and CD but more information was needed and will be further discussed at the next meeting.
School Report: Superintendent, Dr. C: ( See the October 14, 2014 Report attached for complete details)
Facilities Properties: Submitted by Frank Mitchell: A 4 foot bench and 6 foot bench were ordered on the 16 October 2014 in memory of Holly.
Pastor's Report: Pastor Kelly: (See Pastor's written report for full details). Pastor and Elders still working on Vision Statement and corresponding goals. Prayer chain procedures attached.
New Business: Discussion of Fundraising Request Forms. To be revised. Will be discussed at our Policy Meeting, Tuesday, 28 October 2014. Briefly discussed the Calvary Lutheran Church and School sign between Admin & Parish Hall buildings. New oven installed at the parsonage.
Meeting adjourned.
Next scheduled regular BoG meeting Monday, 3 November 2014, 6:30 pm.
Minutes prepared by Barbara Adams



October 14, 2014
Pastor's Report To BOG
    Items Accomplished
  • Visitations – On-going
  • School update
  • Met with District President
  • Fantasy Football League going well
  • Fundraisers approved
Items In Process
  • Stewardship Month In Process
  • Information on Early Registration or Tuition increase going out
  • Circuit Forum here this Sunday @ 4pm
  • New Elders and Training materials
  • Fascia board replacement on Sanctuary –
  • Meeting with District President this Thursday
  • Lay Readers and Children Message changes
  • Chronicle Restarted
Items Up-Coming
  • Prayer Chain Procedure Change
  • Vision statement and corresponding Goals – SERVE
  • (Re) Establishment of committee's – Any Suggestions?
  • Worship Committee to meeting being rescheduled
  • I will be teaching religion classes on Thursday
  • Every Family Visitation
New Items
  • Staff Meeting this coming Tuesday @ noon for Office
  • Policies Needed
    • Employee Handbook needs updating
    • Policies on Committees needed.
    • Bulletin Board Policy
    • Injury & Illness Policy (Recommended by our Insurance Carrier)
Mission: To pray for those in need.
James 5:16 reminds us to "...Pray for each other so that you may be healed.
The prayer of a righteous man is powerful and effective."
To communicate the prayer needs that are shared with the Church with those who have asked to be included on the "Prayer Chain." The Church office shall:
1. Gather a list of names and email addresses for those interested in praying for others in need. Add and remove names and emails as needed.
2. Receive Prayer requests for others in person or via electronic means
3. Communicate the Prayer Request via email as soon as possible.
The Church office shall make people aware of the availability of the Prayer Chain via Bulletin and Chronicle. Included in such notifications should be the Church email and office hours.
Prayer Requests should be sent to For requests made when the Church office is closed, the Prayer Chain message shall be sent on the next 'business' day.
In cases of emergency and when the office is closed, an email request should be sent to the Pastor at with the title "Emergency Prayer Request." Pastor shall then activate the Prayer Chain as soon as possible.
Due to previous issues resulting from the usage of the same email list by the School and Church, the Prayer Chain emails are sent via an entirely different email system. This change also means that the School Secretary has no way to send out Prayer Chain Requests.
Superintendent Report:
Dr. Michael Hemme Chivalette
October 14, 2014

I. Communication & Marketing
A. Successful outdoor education experience for 7 & 8 grade students
B. Completed revised Middle School Handbook – emailed to all MS parents
C. Completed revised PK-8 School Handbook – emailed to all CLS parents
D. Marketing: I would like the Board of Governors and Calvary Church family to provide me with initial contacts
outside of our school and congregation – people of influence you can connect me with on behalf of CLS:
1) Influential business leaders
2) Community leaders
3) Community groups and organizations
E. SLZ Homeowners Harvest Festival on October 25
1) CLS will once again have a booth and handout candy while taking part in the parade beginning at 9:00 a.m.

II. Faculty
A. Professional Staff Development & In-Service Training
September 17: "Student Engagement: Measuring and studying this critical factor regarding student achievement"
October 15: "The Motivating Classroom"

B. Informal Classroom Observations
• Informal observations occur 2-3 times per semester – next one will be early November
• Formal classroom observations occur twice annually (Mid-November and early March)
• All part-time and full-time instructors

C. Separation of first and second grades based upon size of class
1) Mrs. Pam Smith will teach first grade (10 boys and 3 girls) math, reading, spelling ½ day. She is a graduate of Bowling Green University
with an elementary education degree
2) Mrs. Smith will begin October 20th, the first day of second quarter marking period
3) First grade will be re-located to room 8 on October 20th
4) Parent letter was sent on October 13 by Dr. C notifying change (previous letter sent by Dr. C laid the foundation for change in separating grades 1 and 2)

D. WASC accreditation visit moved from Spring 2015 to fall of 2015
1) CLS charged $500 to change visitation date

III. Finances
A. Overseeing budget working in conjunction with Barb and Stacey
B. Seeking financial help for one family in particular – financial aid due to loss of job by father (two children attending)
C. Reviewing budget (line item areas) with Stacey and Barb
1) Seeking to find areas to reduce spending – very lean budget
D. CFA fundraisers
1) Curb painting house numbers ( re-scheduled for later date)
2) Used clothing drive

IV. Facilities – including traffic for drop off and pick up
A. Continuing to discard clutter and outdated texts in rooms 7 & 8
B. Looking to re-paint both Superintendent's office and main school office (during Thanksgiving break)
C. Recently addressed CLS parents regarding appropriate traffic flow and speed during drop off and pick up



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CALVARY LUTHERAN CHURCH & SCHOOL, 17200 VIA MAGDALENA, SAN LORENZO, California, 94580-2928, United States

Thursday, October 2, 2014

Minutes of Sept 2014

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Board of Governance Minutes
September 2014
Calvary Evangelical Lutheran Church Board of Governance
(BoG) Meeting September 8, 2014 at 6:30pm

In Attendance:
BoG Members: President Barbara Adams, Treasurer Carole Adams, Secretary Sarah Anderson, Toni Troya, Rick English
Administration: Pastor Kelly Smith, Superintendent Dr. Mike Chivalette, Budget Committee Chair: Barbara Gold-hammer, No Elder attended
Congregation members: Frank Mitchell, Facilities Properties

Devotion: Proverbs 14:4
Opening Round Table Prayer
Minutes from August 2014 BoG meeting confirmed.
Financial Report: Barbara Goldhammer

New bookkeeper: Barbara is working with a temp, Stacey Rodrigues, with the intention of bringing Stacey on full time in the future. The congregation passed a $18K deficit budget in August and currently our income is offsetting our ex-penses and we are in the black. We are paying the District the $10K past direct missions due them on Thursday, Sep-tember 11, when Pastor visits the District offices. Deficit reduction monies collected to date are $9,730. There is a new Purchase Order Form for the school and church. It must be completed for any requisition and reimbursement. The form requires two signatures; if this form is not used, purchases will not be reimbursed, period. Barbara would like our enrollment verified; believes we are up to 118 but hasn’t seen all the paperwork yet. Lastly, we are looking into permanent processes to recoup delinquent school tuitions.

School Report: Superintendent Dr. C: (See his September 8, 2014 Report attached for complete details). Our new school Administrative Assistant, Nancy, is working out excellently and has been able to take on additional responsibili-ties. We have 118 enrolled total. Re: extended hours for our preschool program, we are looking for increased hours from 8:00 am - 4:00 pm to 6:30 a.m. - 6:00 pm as our goal.

Facilities Properties: Frank Mitchell: The parking lot was repaved; School Beautification Day was good; got a lot done. We have overstocked inventory galore..this needs to be gone through and permanent, organized storage room must be devised. Admin building (swing out) windows are falling apart and need to be replaced at $180 per window for double paned windows. Pew repairs in the works. Location has been set for Holly’s benches. Will order two with money available for them. Anticipates ordering them by Oct 1.

Pastor’s Report: (See Pastor’s written report for full details) Comments on report: Church Service lay readers and children’s message giver plans are firming up. Congregation members will be able to participate in these parts of Sun-day Service. Change of email sender for Eprayers is working much better. More Policies and Procedures are needed and BoG is addressing.

New Business: Following new Policies and Procedures were adopted by BoG:
Wedding Facility Usage Request and Agreement Form, Key Access Policy, Key Access Request Form, Parental Con-sent Form for Child Participation in Calvary youth Ministries, Parental Consent Form for Field Trip Authorization Youth Ministries, Safe Policy, Fundraising Policy, Fundraising Request Form. Drafts reviewed and edited for final: Church Computer Access Policy and Access Request.

BoG Officer elections were held: changes are as follows: President: Toni Troya, Secretary: Barbara Adams; Treasur-er: Carole Adams.

Meeting adjourned 10:50 pm

Next Scheduled regular BoG meeting: October 14, 2014 6:30 pm
Next BoG Policy & Procedures meeting: October 28, 2014 6:30 pm

Minutes prepared by Toni Troya
 Dr. Michael Hemme Chivalette, Superintendent
Calvary Lutheran School
September 8, 2014

Board of Governor’s Report
I. Enrollment
A. Student numbers PK-8 presently at 118 students
1. Continued interest by those from Zion who are still looking into attending CLS
B. Focus plan for continued growth and retention of current students
1. Promote CLS to community – Dr. Chivalette and CFA
a) Flyers
b) Local civic and business groups
c) School administrators
d) Local church leaders
C. Continue to focus on building up our pre-school program
a) Investigate possibility of extending early morning and afternoon (aftercare hours) to accommodate working families

II. Faculty and Staff: “Raising the bar academically while meeting individual student needs”
A. Professional, diligent, caring and teachable
B. My job is to strengthen and encourage my teaching and serving staff members
C. Focus on professional development
D. Focus on utilizing CFA to aid teachers and help out when needs arise
E. Teacher classroom observations – begin informally end of September

III. Budgetary oversight
A. Working with Barb and Stacy – reviewing budget bi-monthly
1. Line-by-line review of expenses and revenue
2. Focusing on guiding CFA to develop and implement two major fundraisers
To support CLS financially
3. Purchase Orders (requiring two signatures for approval: Dr. C and Barb or Stacy)

IV. Facilities
A. Working with Frank Mitchell
1. Discussing issues such as storage (hoarding of old and out dated items and texts)
2. Need to Inventory all teaching materials, resources, technology
3. Remove dated and non-usable resources and materials
4. Clean up each classroom – must be a selling point for potential families visiting CLS
5. Signage on Arriba

V. Role of Superintendent
A. Face of School
B. Community relations and marketing of school
C. Oversight of faculty
1) Teacher observations and assessment
2) Professional Staff Development
3) Support
4) Handle parent concerns and issues
D. Work with Calvary Family Association
E. Work on website and proper communication of school
F. School representative in all events related
G. Raise funds for endowment while promoting school
H. Work with Superintendent Advisory Council
I. Re-structure schedules when necessary
J. Revise handbook
K. Accreditation
L. Superintendent, in order to be effective must be freed up of current class teaching load
1) Math is only subject I can teacher for 5/6 and 7/8
2) Must hire a part-time teacher for social studies and sciences (5/6 and 7/8)

September 8, 2014

Pastor’s Report To BOG

Items Accomplished
• Visitations; Only 1 signed up & 1 will come in – Procedures updating
• Dr. Chivalette on-board and ramping up
• Fantasy Football League started

Items Upcoming
• Installation of BoG and Elders this Sunday – September 14th
• Visit shut-in’s next week
• Fascia board replacement on Sanctuary –
• Meeting with District President this Thursday
• Lay Readers and Children Message changes

Items On-going
• Change of Email Sender for Church side
• Chronicle Restarted
• EPrayer Forms and instruction
• Elder Updates
• Planning of Stewardship month – October
• Vision statement and corresponding Goals – SERVE
• (Re) Establishment of committee’s – Any Suggestions?
• Worship Committee to meeting being rescheduled
• I will be teaching religion classes Mon-Thursday
• Every Family Visitation

New Items
• Hiring Procedures for part-time

❖ Policies Needed
o Employee Handbook needs updating
▪ Sick Pay Accrual – 30 day max
▪ Policy on Termination pay
• Unused Sick Days - Paid
• Unused Vacation Days
o Hourly Employee Vacation Policy - None
o Policies on Committees needed.
o Restrictions on Group’s able to use?
o Bulletin Board Policy
o Injury & Illness Policy (Recommended by our Insurance Carrier)


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CALVARY LUTHERAN CHURCH & SCHOOL, 17200 VIA MAGDALENA, SAN LORENZO, California, 94580-2928, United States