BSCO Board Meeting Snapshot & Treasurer’s Report: March 19 & April 16, 2018


In an effort to boost transparency between the BSCO Board and the BSE community, a monthly snapshot will be published of the various topics discussed at the Board's monthly meetings.  These are not official minutes or a detailed description, but rather a window into the discussion and voting results of the Board.

March and April Meetings-- 3/19/2018 and 4/16/2018

Cruising into the final months of the school year, the board spent time during the last 2 meetings preparing for the 2018/19 school year.  This includes drafting the budget, discussing the calendar, identifying committee lead needs and preparing for board leadership transitions.  The board has not identified any need to change the BSCO By-laws, after making updates last year.

After offline working sessions and consultation with committee leads and staff, the 2018-19 budget is drafted.  It was shared during the community listening sessions this month and will go up for community vote during the final BSCO community meeting on May 22nd.  The financial standings look good. Notable differences in next year's budget include a proposal to scale back the monetary goal for next year's auction fundraiser.  The current auction format, which includes a combination of live and silent auction packages and a formal event with sit-down dinner, is a very heavy lift to pull off annually.  While an annual cadence is maintained, the event can take a different format. Ellen Rothery, VP of Fundraising, shared ideas and learnings, which will be valuable going forward.  Although an overnight 5th grade science school may conflict with new BSD restrictions, a 5th grade science school remains in the budget for next year. The format may need to be adjusted, but the experience and enrichment has proven valuable and fun.  The preliminary spend downs include $s for a music grant, emergency preparedness, continued technology upgrades and some miscellaneous building/aesthetic improvements. The budgeted expenses for teacher support, events and student enrichment look fairly close to last year.  So, how does lower fundraising income and sustaining expenses balance the budget? The board grappled with the idea of an unbalanced budget and toggling between a large and medium scale auction event, and considered other factors such as actual spending that often falls under budget and fundraising that often exceeds plan.

Ellen Rothery is working the 2018-19 Dates to Remember in collaboration with BSE office staff.  With a current calendar which is already very crowded, she expects 2018-19 will look similar.

Director of Committees, Holly VanderPloeg, shared various committee lead openings.  There are a number of opportunities for those in the community looking to contribute in a very meaningful way, including some committee leads positions which have not changed ownership for a number of years.  With only a few more months before the end of the school year, there is great progress on a number of end of the year events and activities, including 5th grade activities and the Carnival. While middle school volunteers often help out with the BSE carnival, extra adult hands for event clean up and bouncy house supervision are always needed.  The yearbook committee is also looking for pictures.

In addition to the committee lead opportunities, candidates for Director of Committees and Director(s) of Volunteers are needed.  Both Holly and Jenna Dornblaser, Director of Volunteers, have seeked out interest and continue to be available for questions from interested candidates.  In preparation for the ballot vote on May 22nd, promotion through BSCO, Paw Prints and word of mouth should continue.

Ellen Rothery, VP of Fundraising, shared impressive efforts and momentum leading up to this year's auction on April 21st.  At the final week before the event, over 200 tickets (seated guests) have been sold, nearly $16k secured in sponsorship, 17 golden tickets sold and over 10 raffle tickets sold.  The teacher experiences also have high sign up counts. There is a call for desserts to support the dessert dash at this year's event. This add to the evening's line up is sure to be memorable and fun.