SPAA Board Meeting Schedule 2017

DATE:

LOCATION:

TIME:

January 6 Snow Pond Center for the Arts 1:00-2:00pm
February 7 – Snow Pond Center for the Arts 5:00-6:30pm
cancelled due to inclement weather Board Retreat-Open to the Public 8:30am-12:30pm
March 7 Snow Pond Center for the Arts 5:00-6:30pm
April 4 Snow Pond Center for the Arts 5:00-6:30pm
May 2 Snow Pond Center for the Arts 4:30-6:30pm
June 6 Snow Pond Center for the Arts 5:00-6:30pm
July 6 Snow Pond Center for the Arts 5:00-6:30pm
August 1 Snow Pond Center for the Arts 5:00-6:30pm
September 5 Snow Pond Center for the Arts 5:00-6:30pm
October 3 Snow Pond Center for the Arts 5:00-6:30pm
November 7 Snow Pond Center for the Arts 5:00-6:30pm
December 5 Snow Pond Center for the Arts 5:00-6:30pm

MEETING MINUTES SPAA Board of Directors Meeting Date: Tue. April 4, 2017

Approved 5/2/17

LOCATION: Snow Pond Center for the Arts / SPAA Office Library TIME: 5:00 PM-6:30 PM

Directors present: Sherry Gilbert, Tom Vigue, Carl Steidel, Deb Levenseller, Anne Hammond (remotely), Gail
Levinsky (remotely)

Directors Absent: Julie Richard, Kathleen Moore, Janna Townsend

Staff: Joe Mattos (HOS), Koren Coughlin (Principal), Heather King (Director of Student Services), Heather Neil
(Business Manager), Diane Manter (Office Manager), Melissa Hurley (Office Secretary), Brian Hurley (Teacher)
Public: John Wiggin (SPCA), Christa Johnson (SPCA), Bob Kautz (Charter Commission), Gina Post (Charter
Commission), Kim Quinn-Hutchinson (K12), JJ Jurdak (remotely – Financial Committee), Jessica Reynolds

5:13 pm Call to Order – by Carl Steidel

Items of Discussion:
Introductions ( 3 min)

1) Adjustments to Agenda (2 Min) – It was noted that at the last meeting the discussion / vote on Staff and Student
handbooks was skipped

2) Review/Approve previously Emailed Minutes from March 7, 2017 (5 Min) MOTION to accept by Tom Vigue,
SECOND by Gail Levinsky. VOTE – unanimous

3) Review/Approve Financial Reports (5 min)-previously emailed to directors for review. Anne Hammond stated
the financials are up to date. Any income adjustments will be done on a quarterly basis. The Finance Committee
recommends adopting these and move forward with monthly reports from here. JJ Jurdak stated that the 2nd
Quarter reports are very accurate and can be released to the Charter Commission; he also stated that the 3rd Quarter
will end on March 31, 2017. Anne Hammond noted that financials for Quarter 1, Quarter 2, January 2017 and
February 2017 have been sent out. Carl Steidel thaked the Finance Committee for all their hard work. MOTION to
accept the financial reports for Quarter 1, Quarter 2, January 2017 and February 2017 by Anne Hammond,
SECOND Tom Vigue. VOTE – unanimous

4) Committee Reports: (25 min total)

a) Executive Committee: 5 min
Nominate 2nd VP to Fill Executive Seat yet unfilled (Need 5 members on Executive Committee)
Anne Hammond nominated Janna Townsend to fill the vacancy left by Mike Willey through October. MOTION to
appoint Janna Townsend as 2nd VP of the Executive Committee, SECOND Gail Levinsky. VOTE – Unanimous

b) Academic Excellence Committee: (5 min) Sherry Gilbert, Committee Member, report the following:
● Christa Johnson & Heather King will have an informational table at All State
● Kennebec Valley Music Festival has had a change in leadership. Koren Coughlin stated that she
has inquired about how to apply.
● Sherry Gilbert thank Koren Coughlin for sharing the link to the Dance show.
● Exchange Concerts – Sherry Gilbert stated that she attended the concert in Lisbon. She praised the
students and staff for their performance. She did not attend the Isleboro concert.
● Programs – Sherry suggested that copies of programs be put in student’s files as well as having a
copy displayed and copy archived.
● Sherry Gilbert also reported having input from parents regarding parent/teacher conferences, more
information on work from home days and having a guidance counselor available.
● Performance Policy – it was reported that a productive meeting was held on creating policies and
guidelines and procedures for performances. A skit, having the staff help with a good audience vs.
bad audience skit was suggested
● E-Mails – everyone should be receiving emails with updates and events
● Sherry Gilbert asked about advertising for open positions. Joe Mattos stated that the advertising
will be done right after the budget is approved.
● Sherry Gilbert questioned compensation for Alfonse Poulin with regards to being on the interview
committee for Holly Gannet and the 3 workshops he had. Joe Mattos reported that he emailed Mr.
Poulin, but had not gotten a reply to date.

c) Governance Committee: ( 5 min)
The Board was introduced to Jessica Reynolds. Jessica is interested in serving on the Board. She
gave a brief history of herself which included that she was in the banking field and was on the Board for
Literacy and served as Treasurer. Sherry Gilbert suggested that Jessica forward a resume to the Board for
review. Koren Coughlin volunteered to give Jessica a tour of the facilities.
Wally Buschman & Rick (CGI Representative) will attend next month

d) Fundraising, Development/Marketing-(5 Min) –
Pre Approve any upcoming grants – Christa Johnson (SPCA) stated that there is a new grant that
was going out. John Wiggin (SPCA) reported that ME Association of Charter Schools was working on a Federal
grant on behalf of all the charter schools in Maine.
Discussion of current grants & collaborations – Koren Coughlin reported that none of the DOE
grants went to any charter schools.
Other items – NONE

e) Finance Committee-(5 min)
Discussion regarding SPCA & SPAA on Potential Cost Saving Shared Services with Goodwill
HInckley. Also discussion of Student Enrollment & make up of student body for 2017/18. (Informational
Packets were included in all board members packets at the March Meeting for Tuition Based Students)

Note 1: Task Force needed to move discussions forward with Goodwill Hinkley for economies of
scale. MOTION to form a task force with SPAA and Goodwill Hinkley for economics of scale by
Anne Hammond. Discussion – Carl Steidel suggested that a board member be appointed to take
the lead with Rob Moody. Anne Hammond will ask Janna Townsend to be the Chairperson.
SECOND by Sherry Gilbert. VOTE – unanimous.

Note 2: To form Joint Committees with SPAA on Finance (including fundraising, budgeting &
shared services) to allow for greater transparencies with on campus entities. Consideration to
form Joint Education/Arts Committee to achieve high quality programming and share resources
and knowledge. MOTION to form a Joint Committee by Anne Hammond. Discussion – it was
noted that final decisions were that of the Board of Directors. SECOND by Tom Vigue. VOTE –
unanimous.

Note 3: Seek approval of Student Enrollment Cap for 2017/18 and outline number of
supplemental tuition students. MOTION to allow the SPAA Administration to pursue
conversations with the Maine Charter School Commission regarding the student enrollment cap
for the 2017-2018 school year with up to 35 tuition based students for 1 year with the reason being
sustainability. SECOND – Deb Levenseller. MOTION – unanimous.

Shared Services & Facilities Update – It was reported that a meeting will be held on Friday (3/10)
between SPAA and SPCA at which they would be looking at the budget and report the 30-60 days. An
update will be available for the May meeting.
Update on 2017/18 Budget

5) Head of School Report-(10 min) Joe Mattos – Joe Mattos reported that he needs to resign April 21, 2017.
However, he will help with the transition and has a list of things to finish up.

6) Principal’s Report:-(10 min) Koren Coughlin reported on the following items:
● Parent / Teacher Conferences – per Mailchimp 68% of recipients opened the message regarding the
conferences. This is a high rate. PTC fast program was used to schedule conference times.
● RJ Miller will be starting as the new Percussion teacher. RJ is currently performing in Italy. RJ is also a
faculty member at UMA
● It was announced to students that if they had a grade of 85 or above they would be exempt from finals.
● The 2017/2018 school calendar is in the works as wells class lists and course offereings
● Heather King, Director of Student Services, will be organizing the SAT and MEA testing

7) Old Business-(7 Min)
● Student Handbook – Koren Coughlin stated that the Handbook has been a work in progress for several
months and needs to be put out to parents and students. It was noted that the handbook can be updated as a
procedure change and that the graduation requirements are not included. MOTION to approve the Student
Handbook by Tom Vigue, SECOND Deb Levenseller. VOTE – Unanimous
● Staff Handbook – This too has been a work in progress for several months and can be updated as a
procedure change. MOTION to approve the Staff Handbook by Tom Vigue, SECOND Deb Levenseller.
VOTE – Unanimous

8) New Business- (6 min) NONE

9) Public Comment- (10 Min) Gina Post mentioned that she had been to the Little Mermaid at the Waterville Opera
House and noticed that some of the cast was student and staff from SPAA.

10) Announcements-(3 min) Beatnik Night. This is a fundraising event by the SPAA theater group to be held
Wednesday, April 5th. It will consist of 10 minute plays written, directed and performed by theater students.
Dinner will be served.

11) EXECUTIVE SESSION-Contracts MOTION to go into EXECUTIVE SESSION by Carl Steidel, SECOND
Tom Vigue. VOTE – Unanimous The Board went into Executive Session at 6:21 pm. No actions taken. (Note –
Tom Vigue left at 7:30 pm). The Board came out of Executive Session at 7:40 pm.

12) Next Board Meeting -(2 min) Tuesday, May 2nd , 2017 @ 4:30 pm

13) Adjourn-(2 min) MOTION to Adjourn by Sherry Gilbert, SECOND Deb Levenseller. VOTE – Unanimous

Agenda SPAA Board of Directors     Date: May 2, 2017

Call to Order – Carl Steidel

 

 Resolution:  Moved By:        Seconded:    Vote:

Items of Discussion:

 Introductions  ( 3 min)

1) Adjustments to Agenda (2 Min)
2) Review/Approve previously Emailed M inutes from March. 2017 (5 Min)

3) Review/Approve Financial Reports (5 min)-previously emailed to directors for review

4) Committee Reports: (25 min total) a) Executive Committee: 5 min

b) Academic Excellence Committee: (5 min)

c) Governance Committee: (5 min) Introduce Wally Buschman ?

Jessica Reynolds

d) Fundraising, Development/Marketing-(5 Min)
Pre Approve any upcoming grants if any Discussion of current grants & collaborations Other items

e) Finance Committee-(5 min) Update on 2017/18 Budget

5) Head of School Report-(10 min) Joe Mattos. -HOS Search 6) Principal’s Report:-(10 min) Koren Coughlin
7) Old Business-(7 Min)
8) New Business- (6 min)

9) Public Comment- (10 Min)
10) Announcements-(3 min)
11) EXECUTIVE SESSION-TBA
12) Next Board Meeting -(2 min) Tuesday, June 6th , 2017 13) Adjourn-(2 min)