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School Board Meeting Minutes: December 12, 2019

Mountain School Board Meeting Minutes

November 21, 2019

1:00 PM

1899 Bar and Grill

Board Members Present: Jason Aulwes, Bryan Cooperrider, Sandra Dihlmann, Renee Fauset, Katherine Lampros, Mark Neumayr

Non-Board Members Present: Vanessa Fitz-Kesler

1.Call to Order/Welcome: The meeting was called to order at 1:06 p.m.Renee Fauset, President
2.Action Item: Mark Neumayr made a motion to adopt the agenda as proposed.  Katherine Lampros seconded the motion. The motion was approved. Jason Aulwes—Yay Bryan Cooperrider—Yay Sandra Dihlmann—Yay Renee Fauset—Yay Katherine Lampros—Yay Mark Neumayr—YayRenee Fauset, President
3.Call to Public: No members of the public were present.  Renee Fauset, President
4.Disclosure of Conflicts: No disclosures of conflicts were present.Sandra Dihlmann, Secretary
5.Action Item:  Approval of September 17, 2019 Mountain School Board Meeting Minutes. Mark Neumayr made a motion to approve the September 17, 2019 Mountain School Board Minutes as proposed. Bryan Cooperrider seconded the motion. The motion was approved.

Jason Aulwes—Yay Bryan Cooperrider—Yay Sandra Dihlmann—Yay Renee Fauset—Yay Katherine Lampros—Yay Mark Neumayr—Yay
Renee Fauset, President    
6.Action Item:  Approval of October 14, 2019 Mountain School Board Meeting Minutes   Mark Neumayr made a motion to approve the October 14, 2019 Mountain School Board Minutes as proposed. Katherine Lampros seconded the motion. The motion was approved.   Jason Aulwes—Yay Bryan Cooperrider—Yay Sandra Dihlmann—Yay Renee Fauset—Yay Katherine Lampros—Yay Mark Neumayr—Yay  Renee Fauset, President
7.Agenda Item: Review quarterly financial statements   Jason reviewed quarterly financial statements. There were no questions or concerns from Board members.   Balance Sheet 9/30/2019Statement of Cash Flows 9/30/19Profit & Loss by month 9/30/19Profit & Loss, Budget vs. Actual 9/30/19  Jason Aulwes, Treasurer
8.Agenda Item: Review 2018-2019 Audit from Brett Backlund   Vanessa Fitz-Kesler offered a brief overview of the following financial documents and solicited feedback from Board members:   FY19 MS Financial ReportFY19 USFRCS Compliance Questionnaire   Mark Neumayr suggested additional information/clarification concerning the following:   There were outstanding checks totaling $34,193 and outstanding deposits totaling $3,297 that were not investigated and removed, and uncollectible amounts totaling $52,996 due from governmental agencies that were not written off to bad debt expense.   Vanessa Fitz-Kesler will consult with John Faccone, Financial Consultant, for further investigation.  Vanessa Fitz-Kesler, Executive Director  
9.Agenda Item: School fundraising updates   Jog-a-thon raised $10,000 (netted $8,000) due to added incentives, almost doubling revenues from the prior year.  This event is primarily organized by parents (through PAC) and occurs during the school day. Run for the Mountain revenue and number of runners has been decreasing over the years, with the past year netting $5,000. Despite increased marketing efforts, there was not an increase to runners or revenue.  As such, due to the amount of work required by some staff over the year without commensurate revenue, the Mountain School race committee has agreed to eliminate this fundraiser with the 20th anniversary run in May 2019. Aware of the loss of the community aspect of the race, the school will direct increased energy and focus to both new and current community outreach opportunities.Fall Book Fair promoted “getting books into students’ hands,” and the goal of 600 books sold was surpassed and $800.00 in books were bought for the Mountain School library.  Vanessa Fitz-Kesler, Executive Director  
10.Agenda Item:  Review draft document “Capital Asset and Property Control Policy”   Mark Neumayr reviewed the Capital Asset document and suggested changing the capital asset limits from $5,000 to $3,000 and the equipment unit costs from $1,000 to $500 in the Capital Asset Policy.  Vanessa Fitz-Kesler will make the requested changes on the Capital Asset and Property Control Policy.  Vanessa Fitz-Kesler, Executive Director  
11.Agenda Item: Review draft Whistleblower Policy   Mark reviewed the Whistleblower Policy and stated that after its adoption at the December board meeting, it should be shared with staff and included in the staff handbook.  Vanessa Fitz-Kesler, Executive Director  
12.Agenda Item: Director’s Report Website is complete: mobile view vs. computer viewsPrinting board meeting papersRecommendation to consolidate into a .pdf so members can print 1 documentRecommendation to print the agenda only and two copies of associated documents to share at meetingDirector’s summer vacation timeframe Vanessa would like to take a vacation in July, which requires being absent for the second budget meeting.Mark requests that John and Audra (or Gina) are present to represent management when Board adopts the budget.Building: A/C estimates, electrical estimate for dishwasher, plumbing needs, alarm horns installed, security cameras & intercom speakers repaired/replaced after lightning  Vanessa Fitz-Kesler, Executive Director  
13.Agenda Item: Sign Vouchers   Vouchers for November 2019 were signed.  Vanessa Fitz-Kesler, Director  
14.Future Meeting Dates: The next meeting is set for December 12, 2019 at 1:00 p.m., 1899 Bar and Grill.  Vanessa Fitz-Kesler, Director  
15.Future agenda items to consider:   Provide update on Schedule of Findings items concerning outstanding checks and uncollectible amounts Adopt Whistleblower PolicyAdopt School Safety Policy (by January)Adopt Teacher and Principal Evaluations Policy (within 19/20 fiscal year)Discuss Board Retreat location and date (Annual Planning Session and review of Board membership)Discuss Spring 2020 Board Meeting datesShare information for a Line of Credit (LOC) from BBVAReview attendance for summer budget meetings  Sandra Dihlmann, Secretary
16.Adjourn: The meeting was adjourned at 3:18 p.m.  Renee Fauset, President    

A person with a disability may request a reasonable accommodation such as a sign language interpreter by contacting Vanessa Fitz-Kesler, Executive Director, Mountain School, 311 W. Cattle Drive Trail, Flagstaff, AZ 86005, telephone 928-779-2392.  Requests should be made as early as possible to allow time to arrange the accommodation. 

Dated: ______ of November 2019


_______________________________________                  _______________________________________                 

Renee Fauset, President                                                     

Sandra Dihlmann, Secretary

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