MEETING MINUTES: Peace Valley School Board Meeting

MEETING MINUTES: Peace Valley School Board Meeting Date: August 20, 2016 Location: 111 Third St, McMinnville, OR 97128

AGENDA: I. Call to Order by the President II. Approval of Agenda III. Approval of Previous Meeting Minutes IV. Board Membership V. Finance Update VI. September Event Update VII. Sprint Review VIII. Sprint Planning IX. Set Next Meeting Date/Time X. Trustee Comments/Announcements XI. Adjournment

ATTENDEES: NAME ROLE PRESENT John Hunt Board Member – President, Interim Treasurer YES Megan Corvus Board Member - Secretary YES Jann Tankersley Board Member - Treasurer YES Amanda Countryman Board Member NO Cathie Auvinen Board Member YES Brian Altree Board Member NO Molly Lord-Garrettson Consulting Educator YES

Quorum Present? Yes

PROCEEDINGS: This meeting of the Peace Valley School Board of Trustees was called to order at 9:20 AM.

Approval of Agenda: Meeting time

Sprint Retrospective: Approve Meeting Minutes

MOTION by John Hunt to Approve Meeting minutes. Seconded by Megan Corvus. Voted. Passed unanimously.

Board Membership:

MOTION by John Hunt to Add Jann Tankersley to the board as the Treasurer. Seconded by Megan Corvus. Voted. Passed unanimously.

Discussion on board meeting times – target to limit

Fundraising and Financial Update:  Website is updated  Fundraising page is up with a thermometer; campaign has been launched although minimal effort due to conflict with reunion work. $355 raised from 8 donors.

August 20, 2016 Board of Trustees Meeting Minutes 1 MEETING MINUTES: Peace Valley School Board Meeting Date: August 20, 2016 Location: 111 Third St, McMinnville, OR 97128

September Event Update:  No change to yearly events as defined in narrative  Evergreen Ideas o Educational, kind of like a ted-talk o Evergreen will pay for snacks and location o ‘come to see the speakers, and as you walk out, see how you can help relevant local non-profits’ o Co-Sponsored Event second Sat of every month o Partner w/non-profits  Schedule: o Initial Open House, weekday afternoon, $5 suggested donation o September: Education - PVS o October: #YesAllWomen – Henderson House o November: Emerging Technologies – OHSU o December: The Empty Table – YCAP (families eating dinner together)

Sprint Review: Sprint 6 was cancelled, merged with Sprint 7, so this is now just Sprint 6 completion: 1. Board Bios Complete – complete, Bios are done and published with photos on website. Megan to add new task to add email addresses to the bios. 2. 501c3 Paperwork Submitted – incomplete; pending completion of a few remaining elements 3. Fundraising Timeline / Social Media Approach – incomplete, Megan & Molly to meet next week to address 4. September Event Planning – complete, see above 5. Website updated with logo – complete, John to add new task to proofread website 6. Affidavid of relationship - complete 7. Head of School Job Desc. - complete 8. Update Articles Incorp - complete 9. Meet with Lawyer - complete 10. Facebook page setup - complete 11. Update paypal name - complete 12. Change name on documents – complete, all official documents now reflect the name change 13. Land Use Permit Filed – incomplete – need $2300, hoped to complete by Sept 1, still need $2,000 in addition to $355 currently received in fundraising. 14. Website Wish List Page - complete 15. Insurance Vendor Identified – complete, still with Farmers, heard back from Agent. 16. Salary Approach Narrative – incomplete, assigned to Mandi 17. Updated Opening Budget - incomplete, Megan & Molly to meet next week to address

Sprint Planning: Committed stories for Sprint 7 - Sept. 27th

Discussed identifying Committees to accomplish more work outside of monthly meetings, Molly will create new task for this in Sprint 7 to define who she needs to work with on different tasks.

Sprint 7 Committed Tasks:

Story (medium-sized: As a ____, I want ____, so that I Assigned Milestone can _____) Task (bite-sized: start with an Action) To What does DONE look like? Structure As a school, we want tax-free, non-profit status with the Submit 501c3 paperwork Molly 501c3 Paperwork in an envelope on IRS so that we remain in line with our philosophy and it's way! mission Structure As the Lord-Garrettson family, I want to be sure that we File Yamhill Land Use Permit Molly Filed Permit with $2,334 payment operate land use in accordance with county policies so that we don't get fined or shut down 501C3 We need a narrative describing how salary was Write narrative describing appraoch to salary Mandi Narrative describing salary Submissio determined definition approach n Money We need a social media fundraising schedule Define an approach to social media publicity and Megan/ Schedule outline fundraising / schedule Molly Money We need to understand estimated cost of anticipated Add fundraising activities to opening budget Molly / Line item(s) added to opening fundraising activities to adequately budget for them Megan budget to account for fundraising activities, including fees for chamber of commerce Money As the board, we need to understand our target Create profiles for educators (seminar leaders, Cathie / Completed profile shared with audience so that we can develop marketing and school counselors, interested teachers) Brian board fundraising materials Money We need to make a carefully written policy that all Intellectual Property Policy Mandi / Draft of intellectual policy intellectual property belongs to the creator (student or Molly document for board review employee) and not to the school itself. Have it adopted by the board.--Bible says need legal help/ create proposal for Jim Yocom Building I We need to define our admissions policy, specifically Admissions Narrative for Board Member Families Molly / Draft admissions policy regarding around admission of board member family members Megan board member families Money As the Director, I want to have parameters for managing Create bylaw defining Director's budget without John / Approved bylaw addition the school's budget so that I can act independantly. oversight Megan Money As the board, we want to ensure fairness when Create narrative outlining scholarships for board Molly / Policy complete and reviewed with identifying students, so that no board member's family is member families Mandi board given preference. Money As the board, we want to ensure that the school follows Document policy regarding donations, managing Molly Policy complete and reviewed with a consistent process for dealing with donation receipt. thank yours and mailing list board

Money As families and members of the public, we want to have Add email addresses to board bios easy access to board members so that we can share School email addresses added concerns or ideas. Megan alongside board bios Money As the board, we want to define clear parameters for Create Volunteer Agreement Volunteer agreement draft Volunteer invovlement with the school so that Molly/Man reviewed by board expectations are understood di Money As the board, we want to understand if waiting to file Follow-up with Land Use Office on existing Rules Report back on implication of dates land use permit will result in an increased land use change date permit fee so that we can decide how quickly to act Molly Money As the community, we want to know who is on the Add Jann Tankersley to Board Bios Page Jann Tankersley added to Board Bio board so that we can feel confident in the school page with photo Megan Money As the board, we want to understand which board Create Committee Descriptions for task ownership Committee names and descriptions members are needed for various work types so that we shared with the board can quickly assign tasks Molly Money John and Molly want to raise $2000, so that we can pay Raise $2,000 with Match Agreement John offers $1,000 match if Molly John / the land use fee. can raise $1,000 Molly Money As the board we want to understand the effort required Update & Add tasks to Backlog regarding curriculum Backlog reviewed and updated to develop curriculum for the school so that we can help development make space Molly Money As the board, we want to make sure that the PVS Proofread PVS Website for errors in linked files or Complete page by page review and website is clear of any errors so that the community typos provide feedback to Molly and views us professionally and positively John Megan Money As the community, we want to know who is on the Provide bio and photograph for Bio page Bio and photo provided to Megan board so that we can feel confident in the school Jann Money As the board we want to be able to see the owner name Restructure Backlog Cards to include Owner Name Backlog page template updated when executing sprint planning so that we know who is already assigned to a task Megan Money As the board we want to make sure our new board New Treasurer Package to Jann dropbox access, email address re- member receives all information she needs so she feels Megan / assigned, … engaged and productive Molly

Set Next Meet Dates: Phone Meeting: September 7th, 8:30-10pm, Megan to send invite Full Board Meeting: September 27th, 6pm – 8pm, at the First Federal Meeting Room

Adjournment:

MOTION by John Hunt to adjourn at 11:04PM. Seconded by Megan Corvus Voted. Passed unanimously.

AGENDA ITEMS FOR NEXT BOARD MEETING: I. Call to Order by the President II. Approval of Agenda III. Approval of Previous Meeting Minutes IV. Finance Update V. Events Update VI. Sprint Review VII. Sprint Planning VIII. Set Next Meeting Date/Time IX. Adjournment

Motion Category Motion By Text of Motion ID 32 Board Operations John Hunt To Approve Meeting minutes from July 33 Board Operations John Hunt That Jann Tankersley be added to the board and named Treasurer 34 Board Operations John Hunt To adjurn at 11:04 AM

August 20, 2016 Board of Trustees Meeting Minutes 5