Wednesday, August 17, 2016

July BoG Minutes

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  e-news from Calvary Lutheran
Calvary Lutheran Evangelical Church Board of Governance (BoG) July 26 2016 6:30pm
 In Attendance:
 BoG Members:  Chairperson Barbara Adams, Treasurer Carole Adams, Secretary Sarah Anderson, Steve Ellis
Administration: Pastor Kelly Smith
 Absent: Rick English, Superintendent Dr. Michael Chivalette (vacation)
  Devotion: - Nehemiah 4:4
 Opening Round Table Prayer
 Treasury's Report - Calvary Lutheran Church and School continues to operate within the financial means of the organization and within the approved budget.  Bank of the West should be providing an answer by the end of the week regarding the increase in the line of credit.  Our goal is to have the credit available if and when we need to meet the needs of the organization.
    The faithfulness of the congregation is amazing.  We continue to meet our financial needs purely through the faithfulness of the congregation.
 School Report – As of July 26, 2016 Calvary Lutheran School has 101 students enrolled (contracts signed enrollment fees paid) for the coming school year with an 80% retention of students from the prior year.  (Yea!) Administration is expecting to receive the enrollment documents and fees for four additional students soon and four to six international students.  We are experience a growing interest in our preschool with a projection of an additional 10 to 12 preschoolers; making a grand total of 26 to 28 students.  Although Preschool has a license capacity for 49 students, Calvary has set a desired minimum enrollment of 25 and a cap at of 32 students.  Reaching license capacity of 49 students for the preschool will require additional staffing.   Enrollment targeting advertising is published on Facebook and the local newspaper circulation.
Campus Projects:
  • 5th grade move to room 2 next to Kindergarten (work in progress)
  • Repaint front wall from K through room 9 (completed)
  • Scrape and repaint lunch area tables (completed)
  • Clean and repair lockers and lunch area (work in progress)
  • LED light upgrade (completed rooms 2, 4, 6, and 7. Remaining are a work in progress as funds allow) Labor for this project is provided by a School Parent who is a certified electrician
  • The request for the purchase of a power washer has been approved for regular cleaning of the lunch area
Three day orientation starts August 17.  Pastor will be providing a Lutheran Doctrine 101 class for our non-Lutheran staff members and a refresher course for Lutheran staff members.
Strategic Plans:
  • Revise 2-3 year and 4-5 year strategic plans by August 31 2016
  • Establish single grade classroom for 5th grade (completed)
  • Re-structure Middle School grades for 2016 (completed
  • Focus on PS-8: curriculum and textbook assessments (on-going)
  • Prepare for WASC one day visit in the spring of 2017 (not a major visit just a check-up)
Important School Dates:
  • August 10 – teachers begin work in classrooms (some have already started)
  • August 17-19 Teacher Orientation
  • August 20 School Beautification Day
  • August 24 First Day of School
 The BoG would like to thank Dr C for his continuing dedication to our students; often going above and beyond the call of duty to ensure a safe, healthy, and stable learning environment for our students.  Much of the needed work to be completed this summer was completed by Dr C and a school parent.
 THANK YOU Dr. C!  You are greatly appreciated.  Many blessing to you and yours.
 Pastor's Report –
  • Completed items
    • Sanctuary exterior wall painted
    • Exterior lighting fixtures for the Sanctuary have been purchased
  • In progress items
    • Bank of the West – Line of Credit increase documents submitted awaiting answer from bank
    • 24 2 Double Presentations
    • Employee Handbook – submitted for printing
    • Vision/Mission Statement in process
  • Up-coming items
    • Interior lighting in Sanctuary upgrade to LED as budget allows
    • 2017 Budget – first draft
  • New Items
    • 9/11 – Cook-out?
    • Painting of the Fellowship Hall
    • Rental Fee Increase for one time rentals
    • Partners in Worship will be changed to every three months
    • VBS Discussion to be held during the August 28 congregational meeting – BoG 2016 decision and what the future holds
 ***Reminder – cost for alter flowers is $30.00 per Sunday *****
 BoG items - Unfinished business:
                Holly's Benches – looking into various options for plaques for the benches
 New business –
                Scrip – on-line sells?  Fire sale of old stock?
                Budget – direct mission list review and update consider the addition of the Lutheran Braille Workers to the list
                Membership Database has been updated to a cloud based program so members can update their own information on-line (this is at no additional cost to Calvary)
                Data Back-up for Calvary's computer system – we have a current program we are interested in updating to an in-house redundancy back up type program pending funding
                A special note: Steve Ellis was appointed to the BoG in April 2016.
 Ended in Prayer
 Next meeting: Tuesday August 10, 2016 6:30 p.m. (budget meeting) and September 21, 2016 6:30pm

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

Tuesday, May 3, 2016

March BoG Minutes

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Calvary Lutheran Evangelical Church Board of Governance (BoG) March 21 2016 6:30pm
 In Attendance:
BoG Members:  Chairperson Barbara Adams, Treasurer Carole Adams, Secretary Sarah Anderson, Rick English
Administration: Pastor Kelly Smith, Superintendent Dr. Michael Chivalette
Guests: Lou Harrison and Cub Master Robert Lachenmyer Cub Scout Pack 603
Meeting minutes from February 22 2016 approved for distribution
Devotion: - Matthew 11:28 Relax, God Working
Opening Round Table Prayer
Guest Presentation of the benefits of Boy Scouts of America on today's youth.  Exploring the options of starting a Cub Scout Pack here at Calvary or allowing Cub Scout Pack 603 of San Lorenzo to recruit from Calvary's School.  Cub Scouts are for all boys six years of age entering 1st grade in the fall or older.  Boys of the correct age would be referred to Boy Scout Troop 612, brother Troop to Cub Scout Pack 603.  Cub Scout Pack 603 and Boy Scout Troop 612 are the only active Boy Scout units here in San Lorenzo and is the longest running Pack/Troop enjoying 60 years of Boy Scout life.
                                                Calvary Leadership agrees supporting Cub Scout Pack 603 and Boy Scout Troop 612 is
the correct path to take at this time.  Any young ladies who are interested in Scouting will be referred to Cub Scout Pack's sister troop Girl Scout Troop 33811.
Treasury's Report - Calvary Lutheran Church and School continues to operate within the financial means of the organization and within the approved budget.  Movement made to increase the limit on the line of credit to assist Calvary in meeting financial needs during the summer months and the hiring of two new teachers, should the need arise.  Board unanimously agrees to proceed with the limit increase with the understanding the line of credit will only be utilized if absolutely necessary to meet the operational needs of the organization during the summer months. (see supplemental report attached)
School Report – See attached report from Dr. C
Pastor's Report – 
  • Items Accomplished o Mid-Week Lenten o             Constitution Revision Resolutions
  • Items in Process o Looking to add closet and congregational mailboxes in overflow area o           24 2 Double Presentation
    • Employee Handbook – submitted for final completion o Easter – March 27
  • Items Up-Coming o Vacation – Weekdays only April 18-23 o             May 26 – Chamber Mixer @ Calvary
    • May 27 – Ohio Northern University Tour Choir – 40 Co-Ed students housing needed o Lighting in Sanctuary o    Dry Rot Repairs
    • Termite Damage Repairs at Parsonage
    • Vacation Times June 17 through July 3rd – will be providing video sermons for use during vacation
  • New Items o .
  • Previous Items o BoG Elections – One Spot to fill o          Upcoming Vision Statement Needs
  • Policies needed o            Policy on long-term committees needed
BoG items – 
  • Employee handbook final revisions/clarifications provided to PayChex. We should have a final handbook back within 30 days.
Unfinished business
New business  
  • 30 Day Notice – BoG members agree to continue in following the constitution page 4 Article 8 2nd sentence "30 days in advanced in writing" providing the notice in the weekly bulletin.
  • Eligible voter status upon transferring into Calvary from another church o Members transferring into Calvary must be approved by the elders prior to signing the constitution 90 days prior to the next voter meeting.
Executive meeting held during the March 21 2016 Board of Governance meeting.
Next meeting: Monday, April 25, 2016 6:30 p.m.
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Board of Governance - Superintendent Report
Dr. Michael Hemme Chivalette March 21, 2016
  1. 2016-2017 Re-enrollment Update A. Presently – 80 students enrolled
  • Follow-up on students who have yet to enroll (at least 12-15 additional students are expected to return next year)
  1. CLS - "Open House" on April 7 – 6:00-8:00 pm
  • 2,000 reusable door hanger fliers printed – use at least ½ for April 7th and use the rest for distribution at a later date – possibly in late June
  • Goal – to canvas at least 1,000 residences and businesses
  • CFA helping to canvass San Lorenzo, San Leandro, and Castro Valley
  • Special drawings and raffle for – tuition discounts and free CLS goodies

                II.        WASC/NLSA

  1. Dr. Chivalette represented CLS by serving on March 6-9 WASC accreditation team visit to West Portal Lutheran School (San Francisco) ● Excellent visit with appropriate contacts made

                III.       Financial

  1. Calvary Family Association – fund raisers
    • Sees Candy – Easter sale
    • Spring Auction - Saturday May 7
  1. Keeping expenditures limited solely to "needs based" purchases Focus remains on staying within projected 2016-2017 budget

                 IV.     Professional Staff Development/Student Programs

  1. Teacher's classroom observation
    • March 21-23 – classroom visits with all faculty members
    • Follow-ups with superintendent for all teachers
  1. 2016-2017 – Full-time teachers
    • Contracts offered to all full-time faculty
    • Stability gained with all full-time faculty returning next year
PS – Kim Heggins
K – J. Kintner
  • – Pam Smith
  • – Annie Wilson
  • – Christina Grace
  • – New Hire – reviewing Leafs from NLSA District
  • – New Hire – reviewing Leafs from NLSA District 6-8 Middle School – Carol Chivalette, Glen Thornell
  1. 2016-2017 – Part-time teachers – Contracts offered in mid-May 2016

                 V.        Community Service/Public Relations

  1. Chamber of Commerce – San Lorenzo & Castro Valley
    • Mixer will be hosted at Calvary in May
  1. Alumni Day – Saturday, April 9
    • Hosted by CLS Student Council and Dr. Chivalette
  1. May 13 – Dinner & Musical (separate from May 20-21 school play)
  1. KFAX Tuition Promotion - Calvary
  1. CLS Drama Team working on school play – May 20-21
    • "Meet Me in St. Louis"
    • Play will include a dress rehearsal on May 20 and two performances on Saturday, May 21
    • May 20 – Dress Rehearsal @ 6 pm in Sanctuary
    • May 21 – two performances @ 10:00 am and 1:00 pm
    • Cost = $3.00 per person, $5.00 for family
    • Childcare will be provided free of charge for children six years of age and under

VI.       Campus Projects A. Summer – Projects

  • Fourth grade will be placed next to technology room on second tier
Room needs to be cleaned, re-painted and prepared 
Parents owing PPP hours will be "asked" to help 
  • Fifth grade will be next to Kindergarten room – first tier
Room was repainted in summer of 2016 (already equipped with desks/chairs)
  • Repaint front wall along lower tier
  • Scrape and repaint lunch area tables
  • Clean and repair middle school lockers
  • Finish LED lighting for Rooms 2, 6, & 7
  1. Focus on summer preschool program: June 2016
  • Growth/Strategic Plan from Mrs. Heggins
  • Growing our present preschool program – seeking 30+ students for 2016-2017 Separating 3-year old and 4-year olds in program

                VII.     Strategic Planning

  1. Revise and Update current 1, 2-3, 4-5 Strategic Plans
    • Provide hard copies for church members, school families, constituents Due date: July, 2016
  1. 2016-2017: moving to single grade classrooms for K-5 (elementary)
    • Major selling point for future growth
    • Due date: August, 2016 (start of school)
  1. Re-structuring middle school for grades 6-8
    • Korean Summer Program at CLS – July/August (prior to school)
    • Dependence upon Korean and Chinese middle school students to provide supplemental income
As we grow from PS-5 over the course of the next two-three years
  1. Focus on assessment of PS-8 curriculum and textbooks Need for updated textbooks – middle school
    • Need for establishment and review – learning benchmarks
  1. Prepare school for WASC one day visit and progress report – spring 2017

                VIII.   Important Calendar Events and Dates

March 24 – End of third quarter 
March 25 – April 3 – Easter Break (CLS closed)
April 4 – school resumes
April 8 – Staff In-Service (school closed)
April 10 – Partners In Worship (5/6 grades)
April 22 – Panoramic Picture
April 25-29 – Outdoor Education @ Mission Springs (5/6 grades)

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