Draft Agenda for July Retreat

All times are EASTERN TIME

FRIDAY

6:00 PM – 6:30 PM : Socialize and Mingle

6:30 PM: Dinner Begins

7:30 – 7:50: Getting to Know You

7:50 – 8:20: Understanding KASC

Theme for Retreat

Learning - (Play to 12:36)

8:20 – 8:30:  Wrapping up for the evening / Prepping for tomorrow 

SATURDAY

9:00 - 9:15 OPENING BUSINESS

• Believe  (Start at 1:19)
• Approval of agenda
• Approval of March board meeting minutes

9:15 - 9:50 NEWBIES & VETERANS

• Newbies - Understanding board service
• Veterans - Board member engagement work

9:50 - 10:20 LEARNING ABOUT KASC

Be Curious, Not Judgemental

10:20 - 10:50 FINANCIAL REPORTS

• Mid-Year Financial Report
• June Financials

10:50 - 11:30 BOARD BREAKOUT 1

• Group Goldfish: Lynne Slone - KASC's role in Advocacy
• KSBA document
• Education Committee Members
• Group Biscuit: Liz - KASC Principles 
• Carol Dweck Handout
• Eric Jensen Handout
• Group Stache: Ronda - KASC Principles
• Anders Ericsson Handout
• Amy Edmonson Handout

11:30 - 12:00 BOARD BUSINESS

• Board Meetings - Deciding Structure and Priorities  
• Meeting dates for 2023-24 

12:00 - 12:45 LUNCH

12:45 - 1:30 BOARD BREAKOUT 2

• Group Stache: Lynne Slone - KASC's role in Advocacy
• KSBA document
• Education Committee Members
  
  
• Group Goldfish: Liz - KASC Principles 
• Group Biscuit: Ronda - KASC Principles

1:30 - 2:00 BEING A KASC AMBASSADOR

2:00 - 2:15 BREAK

2:15 - 3:00 BOARD BREAKOUT 3

• Group Biscuit: Lynne Slone - KASC's role in Advocacy
• KSBA document
• Education Committee Members
  
  
• Group Stache: Liz - KASC Principles 
• Group Goldfish: Ronda - KASC Principles

3:00 - 4:00 BOARD MEMBER ENGAGEMENT 

FOLLOW UP WORK:  

Update bylaws for elections

Personnel policy revision

Student on our Board

March 4th Board Meeting

Zoom Link: https://us06web.zoom.us/j/87256243807?pwd=emowWWI4MzM1QnRrRW1ZLzNzbzhuZz09

Meeting ID: 872 5624 3807

Passcode: 715639

9:00 - 9:15 OPENING BUSINESS

• Approval of agenda
• Approval of  January board meeting minutes

9:15 - 9:45 LEGISLATIVE UPDATE

9:45 - 10:00 KDE COLLABORATION AND SBDM PROMOTION - UPDATE

10:00 - 10:30 BOARD OPERATIONS

• Board Elections
• Board List
• 2nd Reading of bylaws for revised budget process (page 5)

10:30 - 11:00 BOARD RETREAT BRAINSTORMING

11:00 - 11:15 KASC FINANCES

11:15 - 11:45 BOARD MEMBER RECRUITMENT AND ENGAGEMENT

11:45 - 12:00 CLOSING BUSINESS

SAVE THE DATES:

OPTIONAL Training and Feedback Opportunity 

The KDE folks are letting KASC develop a SBDM 101 session, six hours for brand new members, using the same content as KDE’s session.  Any KASC board member will be able take all or any part of this self-paced/virtual hybrid in order to learn and give us feedback.  You can provide us written feedback or you can Zoom with us to discuss and provide verbal feedback.

DATE/TIME TBD Zoom with Ronda and Liz to provide feedback.  

 

Mark Your Calendar – Save the Date  — Join us at Shakertown  — Summer Retreat

Friday, July 21 — dinner, socializing, and getting to know each other and KASC

Saturday, July 22  — 9-4 pm Eastern Time — Board meeting and yummy food in a peaceful, beautiful environment

 

January Virtual Board Meeting

Saturday, January 21st
9:00 AM - 11:00 AM ET

Join Zoom Meeting:

https://us06web.zoom.us/j/82159050099?pwd=eEFYUmQ0NlR5RzBIdFVKN01ZbE5mdz09
Meeting ID: 523 394 1502

2022 Financial Reports

December Monthly Report 

Highlights and Opportunities -- 2022 Year-End 

KASC Budget 

Review and Vote on 2023 Budget

Approve Hourly Pay Schedule

Review Changes in KASC's budget process

See page 5 for budget process

Board Member Leaving the KASC Board

It is with a heavy heart that we let you know that Pam Wright has been dealing with serious health issues and has resigned from the KASC board. Pam has served KASC for more than a decade, and we will miss her presence and her leadership. See her message below and keep Pam and her family in your thoughts and prayers.

I'm sorry that I have been inattentive to the needs of the board these past few months. I have been hospitalized a couple of times and today finally received some results as to what is going on. I have a rare cancer (Adenoid Cystic Carcinoma) that has metastasized in both my lungs. Outlook is not good but I'm not giving up. I appreciate prayers for healing and guidance that I find a treatment that can prolong so that I can enjoy my little grandbabies for a little longer. My family and I need to focus on my health so it is with sadness that I need to step down from the board at this time. I have truly enjoyed being a part of KASC. Thank you for your leadership. I will remain a staunch supporter.

Summer Board Retreat - Shaker Village

Save the Dates! 

Either:  June 9-10 or July 21-22

Process for Selecting Instructional Materials

November Board Meeting Follow-up

Here’s the  Accountability Summary we made special for you!  

Also, don’t forget you all have access to the SBDM Organizer. Go to the  Links to Cool Stuff page (lookat tabs at the top) for instructions on how to get to it in the LMS.  

 

Action items:

 

1. If you haven’t filled out this Conflict of Interest Google Form.  Please do that ASAP.

2. Read the Minutes from the November Meeting. Take note of our next meeting of full board--January 21st through Zoom.

3. Complete this Google Form to vote on action items from the board meeting by Tuesday, December 6th.

4. Answer these two questions to determine your availability for the Summer Meeting by Tuesday, December 6th.
   
   

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.