Arcadia Charter School Board of Directors: September 2012

Monday, September 10, 2012

Election Policy

202 School Board Election Process

I. PURPOSE

The purpose of this policy is to clarify the procedure and schedule for the election of school board members and officers.

II. GENERAL STATEMENT OF POLICY

According to the bylaws, “the membership of the school board consists of at least nine elected directors, and according to Minn. Stat. § 124D.10, Subd. 4g will consist of at least one licensed teacher employed at the school, one parent or guardian of student(s) currently enrolled at Arcadia, and one interested community member who is not employed by Arcadia and does not have a child enrolled at the school. The board will aim to balance the number of teachers and parents. The term of office for parents and community members is three years. The term of office for licensed teachers employed by the school is 2 years. The Board shall not include more than one member of a family; this includes spouse, partner or children.”

III. ELECTION SCHEDULE

A. The following schedule will be used for the election of school board members and officers:

1. Notification of elections: 2^nd Friday in April

2. Application for election deadline: 2^nd Friday in May

3. Ballots mailed to Arcadia community: 3^rd Friday in May

4. Deadline for ballots: Monday before the scheduled June board meeting (2^nd Thursday)

5. Counting ballots: Tuesday before the scheduled June board meeting (2^nd Thursday)

6. Certify election results: Scheduled board meeting/ 2^nd Thursday in June

7. Election of board officers: Annual Meeting (September board meeting/ 2^nd Thursday in September)

B. Newly-elected persons will be “board members-elect” and will begin their terms at the September board meeting.

III. ELECTION NOTIFICATIONS

A. Notices announcing school board elections and inviting candidates to file for election will be posted no later than the 2^nd Friday of April in at least the following places:

– Parent Meetings

– Northfield News, Northfield.org, Northfield Patch

– Arcadia website

– Arcadia

– Newsletter to parents

III. ELECTION PROCESS

A. The election ballots will be mailed by the 3^rd Friday in May with directions that completed ballots be received at Arcadia no later than the Monday immediately prior to the scheduled board meeting in June. The election ballots may be mailed through the United States Postal Service and/or electronically by the Board Chair with support of school staff.

B. The Board Secretary will count the ballots on the Tuesday immediately prior to the scheduled board meeting in June. If the Secretary is unable to count the ballots, then the Board Chair will count the ballots. If the Board Chair is unable to count the ballots, then the Board Vice-Chair will count the ballots. Ballots received after the second Monday in June will be disqualified and may not be counted.

C. The election results will be reported to the Board at the June board meeting and the Board will verify and accept the results of the election. Newly-elected persons will serve as board members-elect and participate in a non-voting capacity in orientation, goal-setting, and any other meetings prior to the beginning of their terms in September.

D. The board will aim to balance the number of teachers and parents serving on the board. In the notifications for the election, openings for positions needed to maintain this balance will be listed. In the event of a shortage of either interested parents or teachers, the board will maintain the required number of at least 1 teacher, 1 parent, and 1 community member.

III. BOARD VACANCIES

A. A vacancy caused by a member being unable to serve on the board and attend its meetings for not less than 90 days because of illness or prolonged absence may, after the board has declared such vacancy to exist, be filled by the board at any regular or special meeting for the remainder of the unexpired term, or until such ill or absent member is again able to resume duties as a member of such board, whichever date is earliest. When the ill or absent member is able to resume duties as a member of the board, the board must by resolution declare such person to be again a member of the board, and the member appointed by the board to be no longer a member.

B. Any other vacancy in a board must be filled by board appointment at a regular or special meeting. The appointment shall be evidenced by a resolution entered in the minutes and shall continue until an election is held. All elections to fill vacancies shall be for the unexpired term.

III. IMPLEMENTATION

Due to the change in the election policy, two elections will be held in the 2012-2013 school year. The first election will be held in the fall as per the old policy; the second election will follow the new schedule and be held in the spring. The first year of the terms for board members elected in the fall of 2012 will begin at the board meeting in November, 2012 and end prior to the board meeting in September, 2013. Any board members whose terms were to expire in October, 2013 will expire prior to the board meeting in September, 2013. Hereafter, terms will begin at and expire prior to the September board meeting.

Legal References: Minn. Stat. § 124D subd.4(d)

Minn. Stat. § 124D subd.4(g)

Minn. Stat. § 123B.09 subds. 3, 4

OLD POLICY -----------------------------------------------------------------------

202 School Board Election Process

The following schedule will be used for the election of school board members and officers:

Notices announcing school board elections and inviting candidates to file for election will be posted no later than the fourth Friday of August in at least the following places:

· Parent Orientation meetings

· Northfield News

· Northfield.org

· Arcadia Website

· At Arcadia

· Newsletter to families

The deadline to file for election to school board positions will be the third Friday in September.

The election ballots will be mailed by the fourth Friday in September, with directions that completed ballots be received at Arcadia no later than the Monday immediately prior to the Annual Meeting in October. The election ballots may be mailed through the United States Postal Service and/or electronically by the Board Chair with support of school staff.

The Board Secretary will count the ballots on the Tuesday immediately prior to the Annual Meeting in October. If the Secretary is unable to count the ballots, then the Board Chair will count the ballots. If the Board Chair is unable to count the ballots, then the Board Vice-Chair will count the ballots. Ballots received after the second Monday in October will be disqualified and may not be counted.

The election results will be reported to the Board at the annual meeting and the Board will verify and accept the results of the election.

Legal References: Minn. Stat. § 124D subd.4(d)

Minn. Stat. § 124D subd.4(g)

School Board Application

APPLICATION

Arcadia Charter School Board

INSTRUCTIONS: PLEASE COMPLETE AND RETURN THE SECOND PAGE OF THIS APPLICATION.

Written responses must be returned to Arcadia by Friday, September 21, 2012.

Electronic documents are preferred and may be sent to either

Tammy Prichard, Board Chair, at tamprichard@hotmail.com, or
Kim Hansen, Administrative Assistant, at khansen@artech.k12.mn.us.

Paper applications may be sent to Arcadia Charter School, Cannon Road, Northfield, MN 55075.

Questions can be addressed to Tammy Prichard, Board Chair, at tamprichard@hotmail.com, or 507/581-0270

MISSION STATEMENT

It is the mission of Arcadia Charter School to prepare our students to transition intellectually, emotionally, and ethically to higher education and future employment.

Arcadia Charter School envisions a learning community that encourages and assists students to:

· Express themselves artistically

· Use technology responsibly, creatively, and with innovation

· Develop critical-thinking and problem-solving skills

· Construct knowledge and meaning for themselves

· Understand and strive for wellness of their whole person

· Recognize and act upon their responsibilities as local citizens within our global context

· Achieve proficiency in project-based learning

SCHOOL BOARD ELECTION SCHEDULE

Deadline to file for election – September 21, 2012
Mailing of ballots – September 28, 2012
Deadline to return ballots – October 8, 2012
Count and announce ballot tally – October 9, 2012
Certify election results – October 11, 2012

TO APPLY FOR ELECTION TO THE ARCADIA SCHOOL BOARD, PLEASE ANSWER THE FOLLOWING QUESTIONS:

Your full name:

Your mailing address*:

Your telephone number*:

Your e-mail address*:

Why will you be an effective member of the Arcadia school board? Consider addressing things like skills, education, experience, educational philosophy, and Arcadia’s mission statement. Please note that your response will accompany the election ballots that are sent out to the Arcadia community.

*This information is needed so that we may contact you. It will not be released to the public.

School Board Announcement

Arcadia Charter School

School Board Election Notice

Arcadia Charter School, formerly the Northfield School of Arts and Technology (ARTech) is holding an election this fall for 4 open positions. Arcadia is a publicly-funded charter school whose board of directors meets monthly to provide financial oversight, strategic planning, and guidance consistent with the school's mission. Board members also serve on at least one committee.

An Arcadia board member must be at least 18 years old, and may be either:

a teacher, who is licensed and employed by Arcadia;
a parent, who has a student who is enrolled at Arcadia; or
a community member, who is not employed by Arcadia, and who is not a parent or guardian of an Arcadia student.

According to its bylaws and in compliance with charter school law, the Arcadia board consists of 3 teachers who are licensed and employed by Arcadia; 3 parents who have students enrolled at Arcadia; 1 community member who is neither employed by Arcadia nor is a parent or guardian of an Arcadia student; and 2 at-large positions to be filled by either parents or community members.

This fall’s election has openings for 2 teachers (2-year terms each), 1 parent (3-year term), and 1 at-large position (filling 1 year of an unfinished term). The terms begin at the November 8 board meeting. Due to a change in our election policy, the school will hold another election in the spring for new board members whose terms will begin September, 2013. In the Spring, the open positions will include 1 teacher, 2 parents, and 1 at-large member.

The deadline to submit an application for election to the Arcadia school board is Friday, September 21, 2012. Election voting will be completed on Monday, October 8, 2012. An application for election to the Arcadia school board can be obtained by either:

contacting Kim Hansen, administrative assistant, at 507-663-8806; or
contacting Tammy Prichard, board chair, at tamprichard@hotmail.com, or 507-581-0270.

Election Letter to Arcadia Community

Greetings, Arcadia Families!

Here we are again at the beginning of another school year! While you are getting your family ready with new items and new schedules, the staff is preparing the building and curriculum, and the school board is setting goals. We're all looking forward to a productive year.

The school board is holding 2 elections this year. Last spring, the board voted to change the schedule of elections so that new board members would be elected in the spring and start their terms in September as opposed to holding elections in the fall. According to the previous policy, new members began their terms over 2 months after school has started. With this new schedule, current and incoming board members will all take part in planning for the new school year. (An attached copy of the policy further explains the process.)

In addition to changing the time of the elections, the board has clarified the composition of the board. Our bylaws had reflected the minimum requirements as required by charter school law: at least 1 teacher, 1 parent, and 1 community member. The board felt it important to balance the make-up of the board by setting the following guidelines for membership: 3 teachers, 3 parents, 1 community member, and 2 at-large (either a parent or community members). Below is the pertinent section of the bylaws:

ARTICLE IV – BOARD OF DIRECTORS -- Section 1: Board Role, Size, and Composition: The Board is responsible for overall policy and direction of the school and is accountable for its outcomes. The Board shall hire—by a two-thirds majority vote—and delegate responsibility for day-to-day operations to the school’s Executive Director. The membership of the school board consists of nine elected directors, and will consist of three licensed teachers employed at the school, three parents or guardians of student(s) currently enrolled at Arcadia, and one interested community member who is not employed by Arcadia and does not have a child enrolled at the school and two at-large positions to be filled by either parents or community members. The Board shall not include more than one member of a family; this includes spouse, partner or children.

You will find attached to this e-mail a copy of the new election policy, an announcement regarding the fall election, and an application for the election. This fall we need 2 teachers, 1 parent (3-year term), and 1 at-large (1-year term). In the Spring, the open positions will include 1 teacher, 2 parents, and 1 at-large member.

Please feel free to e-mail me if you have any questions.

Best of luck to all of you as you prepare for the start of school.

Tammy Prichard

Board Chair, Arcadia Charter School

September 13 School Board Agenda

Arcadia Charter School

School Board Monthly Meeting Agenda

September 13, 2012

6:30 pm

1719 Cannon Road, Northfield

1. Call meeting to order

2. Verify Quorum

3. Approve Agenda

4. Approve minutes of August 23, 2012.

5. Speaker's Corner: This is an opportunity for community members to address the Arcadia School Board on subjects related to the school. Please limit comments to three minutes.

6. Consent Agenda: none

7. Reports

(a) Directors Report

(b) Financial Report

(d) Student Report

8. Discussion and Action Items:

(a) Present Annual Report

(b) Review Policy 209 and Code of Ethics

(d) Approve Schedule for Policy Review

(e) Set and approve Board goals

(f) Approve Committee goals

(g) Committee membership

9. Announcements:

(a) September 20 – Parent Volunteer Information & Orientation Night

(b) Election Schedule

September 21 – Applications for the School Board due.

Mailing of Ballots – September 28

Deadline to return Ballots – October 8

Count Ballots – October 9

Certify election results – October 11

10. Adjourn

Arcadia Bylaws

BYLAWS OF

ARCADIA CHARTER SCHOOL

ARTICLE 1 – NAME, PURPOSE

Section 1: The name of the organization shall be Arcadia Charter School (also Arcadia or ACS).

Section 2: The Arcadia Charter School is organized exclusively for educational purposes, more specifically to provide educational services to middle and secondary students, grades six through twelve, in the Northfield, Minnesota, area.

ARTICLE II – MEMBERSHIP

Section 1: Membership shall consist only of members of the Board of Directors.

ARTICLE III – BOARD MEETINGS

Section 1: Annual meeting: The date of the regular annual meeting shall be set by the Board of Directors who shall also set the time and place.

Section 2: Regular Meeting: The Board will adopt a schedule of at least 10 regular meetings a year. The schedule shall include dates, time and place and will be kept on file. If the Board decides to change the date, time or place it must give the same notification as required for a special meeting. Agenda will be sent out a minimum of five days before the meeting.

Section 3: Special Meeting: A special meeting is a meeting that is called because of circumstances that require timely consideration but are not of an emergency nature. The Board chair or his/her designate may call a special meeting. A minimum notice of 3 days must be given and will include: the date, time, place, purpose and/or agenda of the meeting.

Section 4: Emergency Meeting: An “emergency” meeting is a special meeting called because of circumstances that, in the judgment of the school board, require immediate consideration. The Board chair or his/her designate, may call an emergency meeting. A good faith effort to notify those required as soon as practicable after notification of Board members must be made. Notice must include the purpose of the meeting, date, time and place.

Section 5: Closed Session: Closed sessions are allowed to discuss issues involving confidentiality or as defined by law. State the reason for closing a meeting, or a portion thereof, prior to closure. Ref. Minnesota Open Meeting Law for additional requirements.

Section 6: Quorum: A quorum must be attended by at least 51 percent of the Board members before business can be transacted or motions made or passed.

Section 7: Notice: Notice is valid via any of the following methods: written notice, e-mail or other electronic means, phone or direct contact.

~~Section 8: Electronic Meeting: Electronic meetings may take place under Board approved policy.~~ This section has been removed from the bylaws.

Section 9: Overriding Board Decisions: Overriding a Board decision is done through a “motion to reconsider.” A two-thirds majority is needed to override.

Section 10: Grievance Procedure: The Board will establish a procedure for bringing forth and addressing grievances. This procedure will be included in Board Policy

Section 11: Conflict of Interest: Trustees shall be excluded from discussion and/or voting on issues of self dealing, conflict of interest, and confidentiality issues as defined in Board Policy. This policy shall be in accordance with charter school best practice.

~~Section 12: Board Policy Document: A document will be on file at ARTech to further define Board management issues.~~ This section has been removed from the bylaws.

ARTICLE IV – BOARD OF DIRECTORS

Section 1: Board Role, Size, and Composition: The Board is responsible for overall policy and direction of the school and is accountable for its outcomes. The Board shall hire—by a two-thirds majority vote—and delegate responsibility for day-to-day operations to the school’s Executive Director. The membership of the school board consists of nine elected directors, and will consist of three licensed teachers employed at the school, three parents or guardians of student(s) currently enrolled at Arcadia, and one interested community member who is not employed by Arcadia and does not have a child enrolled at the school and two at-large positions to be filled by either parents or community members. The Board shall not include more than one member of a family; this includes spouse, partner or children.

Section 2: Board Compensation: The Board receives no compensation other than reasonable expenses.

Section 3: Board Elections: The school will hold an annual election of new directors or re-election of current directors to a second term. Officers will be elected at the annual meeting.

Section 4: Terms: Parent and community member Board members shall serve three-year terms. Board members who are licensed teachers employed by the school shall serve two-year terms. Board members will be limited to two consecutive terms.

Section 5: Officers and Duties: There shall be four officers of the Board: Chair, Vice-Chair, Secretary, and Treasurer. Their duties are as follows:

The Chair shall convene regularly scheduled Board meetings and shall act as the CGO of the Board between meetings as defined by Board Policy.

The Vice-Chair will chair Board Meetings as designated by the Chair.

The Secretary shall be responsible for keeping records of Board actions, including overseeing the taking of minutes at all board meetings.

The Treasurer shall be responsible for chairing the finance committee and reviewing the school finances.

Section 6: Vacancies and New Board Members: The Board shall follow Board Policy for bringing on new members or filling Board vacancies.

Section 7: Resignation, Termination and Absences: Resignation from the Board must be received by notice to the chair. A Board member shall be dropped for excess absences from the Board if he/she has three absences from Regular Board Meetings in a year. A Board member may be removed for any other reason by a two-thirds vote of the remaining directors.

Section 8: Staff/Board Meetings: When a Board member is denied employment or is no longer employed by Arcadia, they are automatically removed from the Board. A two-thirds majority of the remaining Board members may override this section if it is in the best interest of the school.

ARTICLE V – COMMITTEES

Section 1: Board Committees: The Board may create committees to fulfill Board needs.

ARTICLE VI – AMENDMENTS

Section 1: These By-Laws may be amended when necessary by a two-thirds majority of the Board of Directors. Proposed amendments must be submitted to the Chair or Secretary for Board consideration in accordance with Board Policy.

These Bylaws were approved at a meeting of the Board of Directors of Northfield School of Arts and Technology on April 15, 2004

Article IV, section 1 amended September 10, 2009

Article IV, Sections 1 and 4 amended August 25, 2011

Article III, Section 8 and 12 amended January 28, 2012

Article IV, Section 5 amended January 28, 2012

Article I, Sections 1 and 2; Article III, Sections 2, 8 and 12; Article IV, Sections 1, 2, 3, and 4: amended August 23, 2012 by the Arcadia Charter School Board of Directors

August 23 School Board Agenda

Arcadia Charter School

School Board Monthly Meeting Agenda

August 23, 2012

6:30 pm

1719 Cannon Road, Northfield

1. Call meeting to order

2. Verify Quorum

3. Approve Agenda

4. Approve minutes of August 9, 2012.

5. Speaker's Corner: This is an opportunity for community members to address the Arcadia School Board on subjects related to the school. Please limit comments to three minutes.

6. Consent Agenda: none

7. Reports

(a) Directors Report

(b) Financial Report

(d) Student Report

8. Discussion and Action Items:

(a) Parent Survey Results – Lisa Malecha

(b) Approve Bylaws

(d) Building Update

(e) Student & Employee Handbooks

(f) Board Survey results

(g) Board goals planning

(h) Board elections

(i) Committee membership

9. Announcements:

(a) Workshops & conferences: August 20 – 29

(b) Arcadia Family Picnic: August 29

(d) Next Meeting: September 12

10. Adjourn

August 9 School Board Minutes

Arcadia Charter School

School Board Minutes

August 9, 2012

6:30 pm

1719 Cannon Road, Northfield

1. Call meeting to order at 6:37 pm

2. Verify Quorum

Present: Evelyn Hoover, Laura Stelter, Tammy Prichard, Jan Rohwer, Sheri Acosta

Additionally present: Ryan Krominga

3. Approve Agenda

1^st: Jan Rohwer

2^nd: Evelyn Hoover

Removed items 7b, c & d; 8c & e

Passed unanimously

4. Approve minutes of June 14, 2012 and July 2, 2012.

June 14, 2012 minutes

1^st: Sheri Acosta

2^nd: Jan Rohwer

Passed unanimously

July 2, 2012

1^st: Jan Rohwer

2^nd: Sheri Acosta

Passed unanimously

5. Speaker's Corner: None

6. Consent Agenda:

Approve contracts for:

Lisa Malecha

John Witt

Dan Peace

Gary Braun

1^st: Evelyn Hoover

2^nd: Laura Stelter

Passed unanimously

7. Reports

(a) Directors Report

Enrollment up to 121. Some families have chosen not to come due to travel from other cities. Students continue to tour and fill out applications. Has placed an ad for 2 open houses.

Staffing update: Dan Peace for Science and M.S. Advisory; Gary Braun for Special Ed.

Building: work on storage spaces in the old art room. A parent is currently consulting and helping with technology.

Test Scores: Discussion of MCA scores. Reading scores remained level but math goals were not met. Our overall result for math was 31.9%. GRAD tests: 100% for writing, 93.8% for reading and 46.2% for math. Discussion of the fluctuations of test scores because of the small student population size. This was the first year that the tests were all online. Suggestions for a math goal: move math to later in the day for middle school students; purchase an online practice software for students and families; utilize the practice MCA in the fall and continue to utilize the NWEA data. Suggested reading goal: breakdown the scores into the reading strands and base our goal on specific strands.

~~(b)~~ ~~Financial Report~~

~~(c)~~ ~~Chair Report -- none~~

~~(d)~~ ~~Student Report~~

8. Discussion and Action Items:

(a) Policy & Bylaw

202 – School Board Election Process

1^st: Evelyn Hoover

2^nd: Jan Rohwer

Passed unanimously

Arcadia Bylaws

Discussion about the composition of the board. The changes suggested in the June meeting defined the board make up as 3 teachers, 1 community member, and 5 parents. A concern was mentioned that this would limit us to only one community member. The suggested change is: 3 teachers, 3 parents, 1 community member, and 2 at-large members to be filled by either parents or community members. The changes will be read at the next meeting.

(b) Employee Handbook: This is a new document; board members are to take them home and read. (Include Unpaid Leave policy)

~~(c)~~ ~~Math & Reading scores~~

(d) School Goals

The school is to have at least 2 academic and 2 non-academic goals. Another suggested ideas was to have a larger “global,” non-operational goal that might include some kind of service to the greater community.

~~(e)~~ ~~Audit schedule~~

(f) Board Survey results – presented as a handout

(g) Board goals planning – presented as a handout to be discussed at the next meeting.

(h) Board elections

9. Announcements:

(a) Open House: August 13 & 16

(b) Workshops: August 20 – 29

(d) School Starts: September 4

10. Adjourn

1^st: Jan Rohwer

2^nd: Laura Stelter

Passed unanimously

Meeting adjourned at 8:17 pm.