2019-20 Board Meeting Summaries
The board held its October board meeting not long after the September meeting, dure to a late September meeting, but still covered quite a bit. We discussed changes to the board membership with the addition of one new board member, and another leaving the the board. Karen Hayes joined us to provide and annual fundraising update. Dr. Paola Clark provided an update on her efforts in enrollment, the middle school, the math program, and the strategic plan. Rich Levine provided an update on the budget. The committes for Buildings and Grounds, Trustees, Diversity, and Recruitment and Retention each provided an update as to their progress.
As this was the first Board meeting for the schoool year, the Board Chair reviewed the rules of engagement for board meetings and discussed the commitment contract that we require board members to sign, which effectively outlines what we expect from board members. The Head of School reviewed the grant that we are to receive for a mural and other painting work at the San Pablo campus. The Head of School also reviewed her goals for the school year with the board. The board reviewed the budget for this fiscal year. The group discussed the middle school years plan as we continue to strengthen the middle school. 2019-20 Board Goals were approved. We approved the Child Care Facility Director and appointed specific individuals to be authorized persons.
2018-19 Board Meeting Summaries
Director of Equity & Inclusion presented the Balanced Scorecard on behalf of Diversity Committee. The intention is to develop measures of equity and inclusion (E&I) where all students feel they belong, they are seen and can be their authentic selves. Reviewed implementation plan timeline, strategic map and primary steps in the process. Head of Advancement Committee presented proposed task force for retention and recruitment. CFO presented current year financials, preliminary 2019-20 budget proposal, and 3-year forecast. Reviewed new officers and trustees.
Community meeting to discuss cell phone tower scheduled for May 23. CFO presented draft 2019-20 budget. Discussed key assumptions, economic drivers, and multiple scenarios to evaluate and consider for the budget. Investment policy updated slightly to expand low-risk investment options. Language learner track for middle school will be postponed until 2020-21. A portion of the meeting was spent in closed session.
Director of Advancement & Admissions provided an update on current admission levels and reviewed marketing initiatives. CFO reviewed financial data and forecasts. The group discussed buildings and grounds initiatives for the spring. The Head Transition team discussed the new Head of School’s upcoming visit to the Bay Area and activities to celebrate the outgoing Head of School.
Head of Middle School and Technology Director presented an overview of ManageBac, an IB- focused learning management system implemented in Middle School which will soon be rolled out to the rest of the school. ManageBac provides significant streamlining and efficiency to teachers, administrators, parents and students, to pull reports, homework and classroom activities, all in one platform. Middle School received initial implementation, with rest of school to follow in Fall 2019. Chair reviewed progress report and status update on 2018-19 BOT goals. Head of School and CFO provided update on enrollment, revenue projections and Middle School language learner track planning progress for 2019-20 school year. Chair of B&G gave a summary of the Facilities Master Plan, which is intended to be a tool and reference guide for making future decisions on facilities at EBI. Head Transition Committee Chair provided update. Committee of Trustees Chair reviewed current and next school year BOT structure.
Director of Advancement & Admissions provided an update on current admission levels, reviewed marketing initiatives and enrollment/retention strategies. Head of School provided an update on current focus on Lower School. Diversity Committee Chair presented a summary overview and draft of the balanced scorecard for Diversity, Equity & Inclusion (DEI). Treasurer reviewed P&L from end of 2018. B&G Committee Chair discussed the options for a facility needs assessment of both campuses. This will enable us to help budget for upcoming expenses and prioritize projects. Committee Chair provided update on Head of School Transition.
A consultant held a session to educate the board on topics specific to Diversity, Equity & Inclusion. Head of School provided current enrollment numbers and State of the School planning. Committee of Trustees provided an update on recruiting efforts for committees in 2019-20. Head of School Search Committee provided a status update.
Buildings & Grounds Committee Chair provided update on goals, recruiting, policy and plan. Treasurer reviewed the proposed 2019-20 tuition, which was approved. Head of School discussed admission tours and State of School which will be scheduled for Jan 29. Head of School Search Committee provided a status update.
Head of PK-1 and Head of Lower School jointly presented an overview of the Curriculum Review Process. Discussed phases, examples and stages of development, along with evaluation results and specific implementation steps. Risk Committee Chair provided summary of draft report shared with department heads, which identified and assessed risks. The goal is to finalize the Risk Report by June. Goals for the head of school for current year were approved. Treasurer presented proposed 2019-20 tuition and budget for review, which will be voted upon in December meeting. Head of School Search Committee provided a status update.
Development director provided an update on EBIPA planning, Annual Fund results and strategy, and Gala preparations. Treasurer provided monthly overview of detailed monthly steps for budget process, along with 2019-20 principle assumptions to keep in mind during budget process. Analyzed proposed admissions projections for 2019-20. Head of school provided final draft of goals for current year. Chair provided update on recent and upcoming board presentations and events. 2018-19 Board Goals were approved.
Updated budget for 2018-19 was reviewed and approved. Head of School provided an update and analysis on admissions projections for 2019- 20. Head and the Board members in attendance collaborated on the Head’s draft goals for the year. Focus groups and meetings for Head of School search scheduled for Sept 24 and 25. Committee of Trustees Chair reviewed current committee membership. Advancement Committee Chair outlined draft goals for the year. Chair examined draft of Board goals for current year.
Board Retreat Summary (August)
At the August 25, 2018 EBI Board Retreat, Board Chair Eric Elia welcomed trustees to the 2018-2019 academic year. The trustees and Jon Fulk, Head of School, reflected on the findings from the summer focus groups and from family and staff interviews related to changes in the SE Program. Monique Spyke presented her work on retaining a consulting firm for the Head Search process and next steps. Jon presented trustees with data from a recent audit of admissions. There was a discussion of strategies relevant to increasing enrollment. Questions to frame the board’s work on EBI’s affordability were identified. Board, Head of School and Committee goals were outlined and shared.
2017-18 Board Meeting Summaries
Prepared for upcoming 2018-19 school year by discussing calendar of Board meetings, new officers and goals. Head of school provided a progress update on current year goals. A new strategic Master Plan will be used as a tool to analyze potential facility projects and ideas. Committee Chair of Risk presented a document which describes list of risks (e.g., governance, financial, etc); next steps will be presented in the Fall. Treasurer reviewed the financials and timing of proposed budget for 2018-19. A portion of the meeting was spent in closed session.
Ratcliff presented the findings from the Facilities Master Plan focus groups. Reviewed priority of some potential projects to meet the needs of the themes, while keeping resources in mind. Head of School reviewed 2017-18 goals and provided enrollment update. Treasurer reviewed the financials and timing of proposed budget for 2018-19. A portion of the meeting was spent in closed session.
Program Director, EBI Staff and Faculty members presented on the math and science curriculum; each year one or two subjects are reviewed thoroughly; provided overview of key strands to focus upon in each program. Director of Advancement and Director of Admissions presented findings from recent Yardstick focus groups. International, Spanish and Diversity were key words used to describe EBI. Advancement and Diversity Committee Chairs provided status updates on current goals. Head of School provided an update to the the Master Planning process and admission. A portion of the meeting was spent in closed session.
Director of Advancement presented an update on fundraising efforts for our community. Discussed affordability as a topic to study over time, with a goal to identify strategies to review tuition, sustainability, diversity and fiscal health. Chair of the Committee of Trustees reviewed Board succession and recruiting efforts. Head of School provided update on enrollment data and program plans. Committee Chairs provided status updates on annual goals.
Head of Equity and Inclusion presented a status report update of ongoing work and provided a description on the D&I balance scorecard. She described collaboration with librarian, pilot program for infusion of other cultures, and focus on professional development. For the advancement team, we reviewed and voted for the branding initiative proposal, website redesign and admissions campaign. Attendees at the CAIS conference shared the highlights of their learnings. A portion of the meeting was spent in closed session.
Director of Advancement presented an initial marketing plan for consideration with the fundamental goal to support admissions and retention. Head of School reported an update on progress being made on priorities and goals. Treasurer reviewed Second Quarter 2017-18 Financial Statements. The Board approved board goals. A portion of the meeting was spent in closed session.
The Buildings & Grounds chair received approval to update the school’s facilities master plan this school year. Program director reviewed internal and external student assessment results. The proposed budget for 2018-19 school year was approved. The Board reviewed draft board goals. A portion of the meeting was spent in closed session.
The Buildings & Grounds chair discussed plans to update the school’s facilities master plan this school year. Union representatives presented to the Board. Head of Admissions reviewed admissions, retention and recruitment statistics and results. Director of Finance and Treasurer presented the proposed budget for 2018-19 school year. A portion of the meeting was spent in closed session. October 2017 The Advancement Director presented key metrics and information related to the Annual Fund. In his report, Jon reviewed his goals for the year. The Board Chair discussed upcoming topics for next board meeting and upcoming community events. Treasurer and Director of Finance described budget drivers and data points. The Chair of Committee of Trustees reviewed goal setting for trustees, along with recruiting for new trustees. A portion of the meeting was spent in closed session.
The Board Chair reviewed best practices for approval process. In his report, Jon reviewed strategies for key operational metrics and previewed a proposed slate of staff presentations to the board. Diversity Committee chair reviewed goals for the year. The Treasurer provided an update on end-of year financials including budget and profit-loss results, along with an update on the refinance of the San Pablo property. 2017-18 budget was approved. A portion of the meeting was spent in closed session. The Chair of Committee of Trustees reviewed attributes of potential trustees, along with recruiting new members. To learn more about how to get involved with the Board of Trustees contact Jen Merovick via ParentSquare.
2006-17 Board Meeting Summaries
A summer signature policy was approved that will support decision-making during summer holidays. The Head, Chair and Committee chairs presented overviews of their goals for the year and a preview of goals for 2017-18. A portion of the meeting was spent in closed session. Development of the Spanish Language Learners Track was approved to continue. The Finance Chair presented an overview of various options and a recommendation for the San Pablo refinance opportunity. The refinancing was approved. The Board approved moving forward with the Alcatraz improvement project this summer with a modified budget. The new slate of Board members, committee structure, and officers for 2017-18 were all approved. The Head of School contract was approved. There will be no regularly scheduled Board of Trustees meetings until September 2017.
A group reviewed the Head of School’s 2016-17 goals and progress to date. A preview of application and admission data for 2017-18 was presented. The Board approved a new Line of Credit policy and an attendance policy for monthly Board meetings. A portion of the meeting was spent in closed session.
In his report, Jon provided an update on admissions for 2017-18 and shared anecdotes and feedback on the 8th grade Costa Rica trip (which was impactful to the students and a major success). The Board Chair discussed possibly reconfiguring and optimizing the committee structure for next year and reminded the group to complete outstanding evaluations. Strategic planning mini-retreat is scheduled for April 28. The Treasurer provided an update on financials including budget, cashflow and tuition adjustment data. Finance Committee Chair presented an update on the San Pablo campus refinancing effort. The Alcatraz improvement project this summer may be included in the financing. A portion of the meeting was spent in closed session.
EBI parent Gerry Beaudin has joined the Board of Trustees and will be chairing the Buildings & Grounds committee. Board members were surveyed about the level of time and effort involved with Board work. Members were encouraged to participate in upcoming community events including morning coffee gatherings, Middle School tours, the Gala fundraiser and a 3rd Grade presentation about how the Board operates. Sagrario presented an overview of the multi-year curriculum review process and timeline. The group participated in a collaborative brainstorm and prioritization exercise to identify long-term themes for strategic planning. Pat Takahashi shared an update on cash flow. Paul Sytsma, Chair of the Finance Committee presented an overview about a Line of Credit policy for usage and options for the San Pablo building refinancing. A portion of the meeting was spent in closed session.
The Board reflected on feedback from the recent State of the School presentation. The administration reviewed a draft dashboard for measurement of the program and preliminary admission numbers for 2017-18. The Board voted to reduce the scope of the outdoor improvement on the Alcatraz campus. A presentation was made about options for the school to refinance the San Pablo campus. A vote will happen in an upcoming meeting. The Board began a long-term strategic planning project that will take place over the next several meetings, setting the stage for a future strategic plan.
There was no board meeting in January as board members helped create and deliver the State of the School meeting.
The Board members made fundraising phone calls to remind the community about the Annual Fund. A new framework for Board goals was shared. A new Advancement Director, Karen Hayes, has been hired and will start in 2017. The Auditor’s report was approved. The preliminary 2017-18 budget and tuition levels were approved. The group discussed a draft slate of new Board candidates for 2017-18.
The January board meeting will be cancelled and Board members will be attending the State of School presentation. The Head of School presented background on the evaluation procedures and practices of the faculty. A motion was approved for a new financial line of credit. A motion was approved to move forward with the Alcatraz campus Outdoor improvement project. The Board discussed upcoming steps related to the newly formed faculty union.
The Director of Admissions reviewed admission metrics including applicants, admissions and attrition over time, and goals for the 2016-17 admission season. The group discussed the upcoming vote to organize at the school. Representatives from Buildings & Grounds reviewed a plan to upgrade the Alcatraz campus outdoor and play space. A motion was approved to spend additional, budgeted funds to further investigate this project.
The first Board meeting of the year was packed with a full agenda, completing several things that were started during the 2015-16 school year. Advancement presented metrics from fundraising efforts from the past year and an outline of the current year’s plan and important dates. The Head of School reviewed the goals for him and his team for the year. The 2016-17 budget was approved. Board bylaws were amended to approve an increase of size from 13-21 members to a new size of 18-24 members.