cincinnati waldorf school special meeting of the board of trustees ...

CINCINNATI WALDORF SCHOOL
SPECIAL MEETING OF THE BOARD OF TRUSTEES
FEBRUARY 23, 2012
In attendance: Sarah Singer-­‐Nourie, Art Mergner, Jack Michael, Chelsea Green,
Nicole Gunderman, Colleen St. John, Maria Schade, Christine Masur, Fred
Annexstein, Evonne Morales, Peter Kennedy, Tammy Duvall, and Dick Alexander.
Absent: Bill Cordray, Jenna Sizemore, and Melanie Meyers.
Call to order: Sarah Singer-­‐Nourie called the meeting to order. She reminded the
Board that the purpose of this meeting was to discuss proposals for the 2012/2013
school year budget. She noted that she has been working with the Personnel
Committee and Leadership Council to standardize the quality of education offered
by CWS. She identified the challenge of teachers with full-­‐time jobs fulfilling the
needs of school management especially in the area of personnel review and
implementing the results of the review. The Board discussed the ability of the
faculty to perform peer reviews but it seems to be hindered in ensuring that
improvement is made.
She described options for brining in outside consultants to perform evaluations such
as Torin Fisner and Doug Gerwin. She explained that the Chicago school has Gerwin
perform a review 2 times a year. She reminded the board that there is a proposal to
add $5,000 for such a review in the current budget. It was noted that $5,000 might
be a low estimate and that a quote should be obtained.
The Board discussed other ways of offering professional development to its faculty
including offering a foundations studies program like Spring Valley School has. The
teacher program offered 3 one-­‐week sessions over the course of a couple of years.
Jack Michael noted that a national trend with Waldorf schools is having specialized
teachers in the 6 th -­‐8 th grade and that the College is researching this.
Sarah indicated that the next Board meeting could be opened up to the College.
Budget Discussion:
Maria Schade passed out a report entitled “Tuition Assistance Analysis”. She
explained that this report tracks the income by grade for varying categories of
student, e.g., full tuition, sibling discount, ed choice, etc. She also stated that so far
this year we have 64 applications and that last year there were 91 total. We
currently have 105 students that FACTS identifies $401,319 of need and based on
the CWS formula $190,863 of need.
The Board reviewed and discussed this report noting that the largest category of
students receiving tuition assistance are in grades 3-­‐8.

Art Mergner, Treasurer, described means for increasing revenue including
investments in marketing, development, move location, increasing professional
development, and possibly use of Meshewa.
The Board discussed how marketing and location relate to enrollment. Peter
described a location that Administration was looking at in East Walnut Hills.
Evonne stated that the building was in good shape and had updated such as
sprinkler system. There is little green space at this location but there are abutting
properties available.
The Board then discussed using Meshewa as a revenue source would occur only
when a Kindergarten is there. With only a Nursery net expenses at Meshewa also go
down. It was noted that Cincinnati Country Day preschool is over enrolled.
The Board discussed how decisions regarding items such as Meshewa are made.
Colleen reported that the College would vote whether to support the programming
at Meshewa. She stated that the College has in the past voted to approve
programming but should come back to the College with programming changes.
Budget Prioritization: The Board then reviewed the currently proposed items and
determined which of them were most needed. Maria distributed a report describing
the budget requests dated January 3, 2012. She noted that the last three years
enrollment has been flat. She said that Finance Committee uses the Tuition Tracker
to determine what to budget for enrollment.
Salary: The Board then discussed the salary raise for faculty. Maria explained that
each percentage point represented approximately $10,000 increase to the budgeted
expenses.
Development Director: The Board then discussed the proposal to add a
Development Director. The Board discussed holding budgeted revenue of this
position equivalent to salary. Nicole reminded the Board that the person in this
position would need clear support from the Board and Fund Development
Committee and would need to be minimally involved with the Gala and other
current fundraising efforts.
Receptionist: The Board discussed the need for a part-­‐time receptionist and
determined it was not a necessity.
HR/Payroll Clerk: The Board discussed the need to offer additional support to the
Business Manager in the form of a clerk. It was estimated that this
position/consultant would cost approximately $5,000.
Remission: The Board discussed deemed remission increase as a low priority
compared to a salary increase.

Materials for elective classes: The Board discussed the ability to use CPS funds or
PA funds for this item and deemed it a low priority.
Bridge to High School Program: Christine described how this program would work.
She said that it would be a free program offered to students outside of the school
day that would offer test-­‐taking skills among other things. She indicated it would be
voluntary. The cost was estimated based on three sessions at $175 a student. The
Board discussed weather such a skills should be taught earlier.
Eurythmy Floor: The cost has yet to be determined because Administration is not
sure what changes will need to be made to a room.
Software database upgrade: Software database upgrade was discussed and
described by Administration to cost $14,000 paid for over 3 years. It was deemed to
be a low priority. Upgrades to other Admin. Computers was also deemed a low
priority.
OAIS: Deemed a low priority.
Faculty Development: Maria explained that the faculty development proposed
budgeted amount of $15,750 was determined at $680 (approximate tuition amount)
for 25 teachers. The Board discussed that faculty and administration should all have
professional development expectations. Colleen then described the fund sharing
process that the Faculty use to share development funds. Maria explained that the
PA amount of approximately $5,000 is fund shared but that the budgeted amounts
would not be. It would not carryover from year to year. This was deemed a high
priority.
Waldorf Research Bulletin: Deemed a low priority.
Faculty Evaluation: Deemed a high priority based on earlier discussion.
Outside Mentoring: Christine explained that in the past these monies have been
spent but unbudgeted. They represent the cost of necessary training for new faculty
members. The Board discussed the possibility of trading services between schools
when possible. The Board discussed and deemed it to be a high priority.
Tuition Assistance: Maria explained that every year for at least the past five years,
the tuition assistance budget has been $200,000. She explained that $150,000 is
offered in response to initial requests, $25,000 is reserved for appeals and $25,000
is reserved for new families. Maria reported that last year they had to discount the
initial amounts offered by 15%. The Board considered the impact of lowering the
amount on enrollment.

Tuition Assistance Analysis:
Sarah explained that the budget has been $200,000 for tuition assistance as long as
she has been here. There is also currently $160,000 budgeted in waived tuition for
families receiving Ed Choice vouchers and deemed “low-­‐income”. She asked Maria
to explain the tuition assistance process to the Board.
Maria first pointed out that financial aide is capped at 50% of tuition. Priority is
given to currently enrolled students, Grade School first then Kindergarten and
Nursery students.
She then explained that all applicants apply for financial aide in February through
FACTS (a third-­‐party service provider) by providing FACTS with their financial
information. Then FACTS recommends the amount of financial aide needed by the
applicant. The Finance Committee offers one-­‐half of the FACTS recommended
amount to the applicant via letters sent out over Spring Break. For example, if
tuition is $10,000 and FACTS recommends a need of $7,000 then CWS offers
financial aide of $3,500. Applicants can then appeal to CWS Leadership Council for
additional aide beginning in April. Maria explained that the Finance Committee sets
aside $150,000 for the initial FACTS recommendations, $25,000 for the appeals and
$25,000 for new families enrolled later ( March 30 – May 30).
Maria then reminded the Board that Ed Choice recipients receive $4,250 in
vouchers. She said that applicants are eligible to receive tuition assistance in
addition to that Ed Choice in an amount up to 50% in tuition. For example, if tuition
is $10,000 and the applicant receives $4,250 in Ed Choice, then they are eligible to
received $750 in financial aide from CWS. She reminded the Board that CWS is
required to waive tuition over the $4,250 voucher amount for a family deemed “low
income” by the state.
In response to a question from the Board, Maria explained that FACTS considers a
family’s expenses, discretionary income and some percentage of assets when
determining need.
The Board then considered the budgeted $200,000 in tuition assistance. It was
noted that total tuition credits of 30% (including remission, sibling discounts,
tuition assistance and Ed Choice write-­‐offs) is a challenging business model. Chelsea
Green reported that the AWSNA Effective Practices website states that, while
schools differed on the percentage of gross tuition, tuition assistance averaged 7-­‐8%
of gross tuition. Currently CWS TA represents 10.4% of gross tuition.
Maria reported that TA requests have gone up the past couple of years due to the
economy. She said that generally about 10 families appeal but last year 16 families
appealed.

Maria stated that the proposed budget for 2012/2013 is based on current rather
than projected enrollment numbers. She did note that a full first grade is planned
for the fall.
Budget Contingency: The Board then discussed the amount set aside as Budget
Contingency. Maria explained that that amount is originally set by the Finance
Committee equivalent to the fundraising budget. The 2012/2013 preliminary
budget is at a deficit.
Increasing Revenue Streams: The Board then began to brainstorm and discuss
various ideas for increasing revenue. These were just discussed as ideas and no
decisions were made.
1. Increasing enrollment – Through programing at Meshewa, permanent home.
2. Increase Revenue due to Development Director (grants).
3. Ensure full capacity in the EC by cutting third Kindergarten.
4. Combining 7 th and 8 th grade programming with separate main lesson
periods.
5. Increase retention – we loose 45 students a year.
6. Extend hours of extended care to 6:00.
7. Families provide for school supplies.
Teaching Salary: Lori Kran asked that the Board increase teacher salaries and not
spend on other areas until they are paid adequately.
Lydia Kelley asked that the Board consider spending in the areas that will positively
impact enrollment and retention.
Next steps are for Maria to put the enrollment figures into the preliminary budget.
Meshewa Committee to report to the Board.
AWSNA Report response due by October.
Respectively submitted, Chelsea Green, Secretary.