KASC Board Meeting

November 17, 2022 - 5:00 ET

PreMeeting Documents:

1. Read:  Conflict of Interest Policy
   
   
2. Everyone Fill out:  Conflict of Interest Form
   
   
3. Read the minutes from the July 2022 meeting and note any suggested amendments
   
   
4. For an activity, you will need to be ready to access your SBDM Organizer that you all have FREE just for being on the board.  So please do this ahead of time…  
   
   Log into LMS and be sure you know how to access the SBDM Organizer:
   

1. Go to our website.
2. Click on LMS on top toolbar (right side)
3. When asked to log in, if you have forgotten your password click on reset password. A link will be sent to your email to create a password (Then when you login your username is your email)
4. When in LMS you will need to Click on “Show All Courses” and click on one of the attachments in the SBDM organizer there before it will show up when you click on “See Courses You Own”.
5. You may want to download the whole folder on your desktop to make it easier for you to find documents we will working with.

5:00 - 5:15 OPENING BUSINESS

• Approval of agenda
• Approval of June minutes
• Welcome two new board members and new KASC staff member, Faith Rodgers
  

Responsibility 2: Ensuring Healthy Governance — Duty of Care, Loyalty, and Obedience

5:15 - 6:00 BOARD OPERATIONS

• Budget Development Timeline
• Board Meeting Schedule Options
• Board Elections

Responsibility 2: Ensuring Healthy Governance — Duty of Care, Loyalty, and Obedience

6:00 - 6:20 KASC FINANCES

• Accounts Receivable as of 11/17/22
• Profit and Loss Report
• Financial review

Responsibility 3: Ensuring Financial Stability

6:20-7:00 DRAFTING SBDM ADVOCACY DOCUMENT

Responsibility 4/5: Leading Strategically & Serving as an Ambassador

7:00 - 7:15 KASC PLAN

Goal 1: Each school-year add 30 "new" school memberships.*
Goal 2: Maintain 100 percent of school memberships each year*

*We will reevaluate these aspirational goals after we have 2022 data.

Report on Progress

7:15- 7:35 UPDATE ON KASC WORK

7:35- 8:00 USING AND PROMOTING SBDM ORGANIZER

Activity Slide

Testimony

Parting Gift

 We hope this email finds you well. Remember to be good to yourself, not just good to everyone else. ☺

 

I want to apologize first thing for not being in touch sooner. This summer has been a very challenging time for workload at KASC, but I hope you’ve seen through the KASC emails that we’re getting good stuff out to our members. The bottom line here is that everything’s good and we can see a sign of the light at the end of the tunnel. Liz and I met with the executive committee by Zoom on Sept 1, and it was great to catch up with them.

 

Ronda

 

 

Board Update — September 13, 2022

BUDGET

Our goal is to get all the budget reports posted on Friday. 

See Jennifer’s message we shared with the executive committee.

Thursday, September 1, 2022

With being short-staffed, summer vacations, illness, illness with family members, and death of family members we have not been able to meet to review the budget reports as a full staff in a few months. We always like to meet and review our reports to review what our strengths and weaknesses are, before we post those for the board of directors to review.  I’ve completed the monthly reports on schedule, Holly from our accounting firm has checked and signed off on the accuracy, and Ronda has reviewed those reports and the bank statements (with the canceled checks) each month.

 

We plan to meet next week as a staff to review our August report and then get the budget reports posted for the board and get back on the regular schedule of posting monthly.

 

We have good news to report.  In order to keep from borrowing our investment money to offset cashflow issues, we delayed paying OVEC over the last few months. They do give us a little leeway in payments, thank goodness, and they were the only vendor we did not pay. ($19,800) In July, the revenue from trainings started coming in, and now that we’ve gotten through August, we are now completely caught up with OVEC. Our balance as of this morning is cash balance is $18,000 with $34,000 due in receivables. We are very excited to see where the rest of the year will bring us.

 

Let any of us know if you have any questions.

 

Jennifer

PERSONNEL

We started August 29 interviewing people to fill Crystal’s position. We hope to have that person selected by the end of next week at the latest. In the meantime, Binah continues to help with website resources and membership updates on Monday and Friday until we can get someone permanent in place.

BOARD ELECTIONS

At the November meeting, we’d like the board to discuss the best time/way to do board member elections. The two main issues we want you guys to work out are:

• Changing the elections to a different month
• Changing the way we do elections from having delegates to another method that encourages more participation from member schools

MORE FOR THE NOVEMBER BOARD MEETING

The major work for the November 5th board meeting will be deciding what SBDM goals, expectations, and next steps we want to advocate for (with KDE, the KY Board of Education, and the Governor’s office).

A Few Accomplishments

In four days last week we already received $15,000 worth of orders for the test score graphs. We joined an Asbury University class of aspiring superintendents to talk about school council and school board roles. Requests for Policy/Bylaw Review Service continue even without advertising. We have an eight school waiting list right now.

A Few Challenges

Still need time for the board to get the student selection for KASC board worked out. Would have liked to be promoting student membership on SBDM councils and providing tools to make that transition easier.  What can we do to reach out to Eastern KY Board Members impacted by the flood? Look for more information to come. Working on some help for Cindy Blevins on Policy/Bylaw Review Service–have an eight school waiting list right now.

 

That’s all for now. As always, please follow up with comments, questions, etc.

All the best, 

Ronda, Jennifer, and Liz

PS – Please excuse any typos. To maximize time for other tasks, this has not had a thorough KASC proofing. 

Executive Committee Elections

 Here is the first draft of the minutes from our June meeting:

    Minutes from the June Meeting

 

It’s time for …. Executive Committee Elections! 

Five Positions Up for Grabs (I mean the five distinguished officer positions for which you may run) 😊

• President
• First Vice President
• Second Vice President
• Additional Executive officer
• Additional Executive officer

A description of the responsibilities of each position can be found in our bylaws starting on page 8.  Click HERE, scroll past Article 5 and you will find them beginning on page 8. 

 

Here’s how the opportunity of a lifetime will work:

• We will be accepting nominations from June 17 through June 23.  (Nominate yourself!  No shame in that game!) Just respond to this email with which position you wish to run for (or nominate someone else to run) by 3:00 PM ET on June 23^rd
• June 20 OPTIONAL Zoom call with Ronda and Liz to answer questions 
• June 27 to July 1 — Election Online – You will receive a link to a Google form in your email on June 27^th

Here’s a link to the bylaws where we have highlighted the sections with the responsibilities of the members of the executive committee. 

KASC BOARD MEETING - June 4th

June 4, 2022  • Junction City First Baptist Church - Danville  • 9:00-3:00

Preliminary Agenda

9:00-9:20 • OPENING BUSINESS

• Introduction of Board Members and Staff 
• KASC Ambassador Work
• Approval of Agenda - may have to be done online
• Approval of March Minutes - may have to be done online
• Reporting on Action Items from March - 
• Proposed Changes to Budget Approved
• Minutes and Goals approved
• Financial Audits every 3 years
• Ready to use presentation on accountability

9:20-10:00 • BOARD BUSINESS

• Board Member Recruitment for September Election
• Discussion of Executive Committee Elections to be held online in June
• Financial Report
• April
• May
• Accounts Receivable
• Acting President appoint Financial Review Committee (parent, teacher, principal)

BACKGROUND — DIRECTOR MANUAL:

BOARD FINANCIAL REVIEW

The Board shall review Association financial practices annually by the following method:

1. At the July summer board meeting, the president shall appoint a committee that includes at least one parent, teacher, and principal director. 

2. The Committee will meet at the KASC office or virtually to review financial practices before the November board meeting.

3. The Committee will present an annual report at the November board meeting.

10:00-10:30 KASC PLAN

• Report on Membership
• Activities to Promote Membership

10:30-11:00 LEGISLATIVE UPDATE

• KASC Council Support 
• New Policies Required
• Major Changes in the Law

11:00-11:30 WRAP UP BOARD BUSINESS 

• Statewide News - Report from staff and board members about info from state meetings
• New Business - Items raised by directors and staff
• Closing - Meeting reflection 

11:30-12:15 LUNCH

12:15-3:00 DEBUGGING OF NEW SESSION

Spring has Sprung at KASC!

It's an exciting time in our world!  Just as spring is showing signs of new life and energy, this time of year brings fresh renewal to our work. Right now KASC is planting the seeds for summer training and 22-23 work with schools and districts.   We have been hard at work creating value for members, developing partnerships with districts and finding new ways to support the work of education leaders across the state.

One key partnership we'd like to share is one we have formed with Jefferson County.  Jefferson County is a unique district in that it has over 100 schools.  In order to serve them, we had to create a special agreement that would honor the services that individual schools receive, yet provide value for a district membership. Click here to find out the specifics of that partnership! 

Please check the Staff Meeting Minutes Tab at the top of the Blog or go to this link to find more information about our spring work.  We have lots of great news that we hope will result in an incredible harvest of support for schools.

Board Meeting Follow-up

Minutes from the March Board Meeting

2 FOLLOW-UP TO-DOS (DUE TUESDAY, MARCH 22ND)

1. VOTE ON ACTION ITEMS

     GO TO THE GOOGLE FORM… (All the language you will approve/not approve is on the form itself except for the November minutes and the revised budget)

• Approve the November minutes 

• Approve the goals for the KASC Plan found here.  

• Approve the recommendation of the financial review committee: "...to increase the time between official financial audits to every 3-5 years."
Choose the frequency of the audits - Every 3 years, 5 years, or other
• Approve the revised budget

The three proposed changes to the budget are to:

1. Increase projected training income from 76,000 to 91,000

2. Change projected payroll expense from 305,220 to 319,380 (The board received clarification from Ronda that this was because the approximate $13,000 Employee Retention Credit for 2020 could not be listed in the 2022 budget even though it is expected to be deposited in our checking account in 2022).

3. Reduce the training expense from 12,700 to 12,580 to account for the reduction in training cost with increase of online and self-paced training.

Provide your opinion on what KASC should provide about our new Assessment and Accountability system.

 

2. COMPLETE THE BOARD MEMBER QUESTIONNAIRE HERE (If you didn’t do it at the meeting).