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