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Space Family Education, Inc. (SFEI). Annual Report General Membership Meeting June 21, 2007. AGENDA. SFEI Annual Report Director Board Members Board of Directors Election By-Laws Changes Future Course (discussion) Sippy Cup Golf Tournament (Mason). SFEI Annual Report: Director.

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space family education inc sfei

Space Family Education, Inc.(SFEI)

Annual Report

General Membership Meeting

June 21, 2007

agenda
AGENDA
  • SFEI Annual Report
    • Director
    • Board Members
  • Board of Directors Election
  • By-Laws Changes
  • Future Course (discussion)
    • Sippy Cup Golf Tournament (Mason)
sfei annual report director
SFEI Annual Report: Director
  • State of the School
    • NAEYC accreditation has expired. Currently in self-study to achieve NAC accreditation (as selected by the previous director/board).
    • Passed inspections by State Licensing and NASA

Chris Wood

sfei annual report director1
SFEI Annual Report: Director
  • Past Year Educational/Enrichment Activities
    • Enrichment (included at no additional charge):
      • All ages: sign language, movement
      • Early Pre-K and up: High Tech – High Touch science, Spanish, phonics, art
    • Extracurricular activities (on fee basis): Tumblebus, Karate, Dance Tree, FasTrack
    • Field trips for educational purposes: George Ranch, HEB, Japanese Consulate, fire station, dentist and more
    • Guest speakers and artists to reinforce lessons learned through theatrical performances

Chris Wood

sfei annual report director2
SFEI Annual Report: Director
  • Special Events
    • Open House
    • Grandparent’s Luncheon
    • Book Fair
    • Fall Carnival
    • Trick or Treat Parade
    • Thanksgiving Feast
    • Holiday singing program
    • Santa, Tooth Fairy and Easter Bunny visits
    • Rodeo
    • Individual, sibling, graduation and class pictures
    • Hearing and Vision Screening
    • Ice Cream Social
    • Muffins for Mom
    • PreK and Kindergarten graduation
    • Donuts for Dad
    • Car Seat Check

Chris Wood

sfei annual report director3
SFEI Annual Report: Director
  • Summer 2007
    • SFEI Summer Camp
      • Program re-worked including revised parent handbook, staff handbook, forms, daily operations and new facility (Clear Lake Recreation Center)
      • Filled to capacity of 122 and has a waiting list

field trips, swimming, library, arts & crafts, science, karate…

    • JSC CCC Summer Program
      • Well attended and has a waiting list

field trips, Mr. Freeze, splash day, entertainers…

Chris Wood

sfei annual report director4
SFEI Annual Report: Director
  • Plans for Next Year
    • Work with the curriculum committee to decide the best way to prepare our children for school and life experiences that they will carry with them forever
    • Add Character Education (citizenship, manners, cultural diversity, etc.) to the enrichment classes
    • Provide educational workshops for parents and teachers on relevant topics
    • Parking lot safety campaign
    • Re-initiate identi-kid or equivalent service
    • Work toward completion of NAC accreditation

Chris Wood

sfei annual report president
SFEI Annual Report: President
  • State of the Corporation
    • Management Changes
      • New Director Christine Wood onboard as of spring 2007, Dianna Ritter Assistant Director.
      • Consolidated staff positions, combining Infant Toddler functions into Assistant Director position and reallocating some functions performed by previous Assistant Director into Office Manager position.
    • Pursuing NAC accreditation, in self study phase.
    • Formed Expansion Committee to look at long term options for expanding capacity, especially for 2 and under age groups.
    • Completed assessment of whether there is sufficient member demand to retain Kindergarten program (in light of low enrollment in 2006-07). Study included significant discussion and a membership poll. Results indicated strong membership demand. As a result, the board decided to keep kindergarten for the forseeable future and implemented revised enrollment/deposit procedures. Recommend revisiting issue in the future if enrollment declines significantly.

Further info available in 2006 SFEI archives located athttp://www1.jsc.nasa.gov/childcare/sfeinews_archives.html

Melanie W Saunders

sfei annual report president1
SFEI Annual Report: President
  • Relationship with NASA
    • Continued to strengthen relationship with NASA by working towards win-win solutions for child care center support in numerous areas, most recently badging challenges NASA faces as a result of HSPD 12 (Homeland Security Presidential Directive 12) and green building initiatives
    • Strong NASA support shown by JSC management’s willingness to visibly participate and support CCC

Melanie W Saunders

sfei annual report vice president
SFEI Annual Report: Vice President
  • Safety
    • Prepared for and successfully navigated three audits
      • JSC Safety Audit
      • Headquarters Safety Audit
      • Voluntary Protection Program (VPP)
    • Closed (2) close calls
      • Slip in cafeteria
      • Parking Lot (still improving on our own)
    • Satisfactorily addressed (3) licensing inquiries
      • Poultry/reptiles
      • Incident reports (2)

Debbie Berdich

sfei annual report vice president1
SFEI Annual Report: Vice President
  • Safety (continued)
    • Had successful evacuation/shelter-in-place due to:
      • Gas leak (2)
      • Smoke from leaking light fixture after rain storm
      • Building 44 incident
        • Developed lessons learned
    • Reviewed and updated the Facility Evacuation Plan
      • More updates in work based on results of fire drill
    • Review and update call-tree procedures and criteria for activation (future work)

Debbie Berdich

sfei annual report vice president2
SFEI Annual Report: Vice President
  • Safety (continued)
    • Proposed several safety-related changes to Standard Operating Procedures
    • Provided safety materials for placement in the staff lounge and for use at staff meetings
    • Developed accident/Injury and Illness reports monthly
      • No areas of concern noted in trending data
        • Located at: http://www1.jsc.nasa.gov/childcare/membinfo_new.html
    • Car Seat check provided to members (45 checked, 5 seats provided to replace obsolete/unsafe seats)

Debbie Berdich

sfei annual report vice president3
SFEI Annual Report: Vice President
  • Facility Manager Report
    • Passed all inspections
      • Safety walk throughs
      • Fire system test
      • JSC and HQ audits
    • JSC replaced back fence in playground area (& filled the dip)
    • JSC completed repair work on the roof
    • JSC deepened drainage ditches on front and side of SFEI
    • JSC repaired air conditioner as required
    • SFEI purchased new washers and dryers (2 stackable units)
    • SFEI performed minor maintenance on dishwasher
    • SFEI began resurfacing of play area with Cyberflex material
      • Licensing regulations require re-discussion of plan/budget
    • JSC proposal for SFEI as a green building

Debbie Berdich

sfei annual report vice president4
SFEI Annual Report: Vice President

A “Green” JSC CCC

Jerry Rowlands (JA) to discuss details at future SFEI board meeting

Debbie Berdich

sfei annual report vice president5
SFEI Annual Report: Vice President
  • Other Activities
    • Created work instructions to document various operations at the center
    • Completed Risk Designation forms for entire staff
    • Obtained SATERN accounts for entire staff
    • Began discussions with JSC security in regard to pending roll out of HSPD-12 and new procedures for badging

Debbie Berdich

sfei annual report treasurer
SFEI Annual Report: Treasurer
  • Budget Status
    • SFEI financial position is good (improved from last year)
      • Current reserve is exceeding goal of $50,000.
      • The application for CFC was accepted for 2007-2008 year. The previous year funding from CFC was over $4000. Expecting the same amount of funding this year.
      • McConnell Jones Lanier & Murphy, LLP will be our new auditor and they will conduct two fiscal years’ audits soon.
      • Expect tuition increase in September 2007 to cover the normal cost of living increases (budget committee meeting to occur in July to approve budget).
      • Need to budget for impending need for aging kitchen and playground equipment. Need to include more margin in budget to cover reasonable level of operational flexibility.
      • Efforts of energetic fundraising committee raised revenues to benefit center.

Miranda Scroggins

sfei annual report policies procedures
SFEI Annual Report: Policies & Procedures
  • Status of Enrollment
    • Maintained near 100% enrollment during 2006-2007 school year:
      • 9 withdrawals from Center (8 last year); Openings filled from waiting list
      • 15 enrolled in K
      • 7 new children enrolled in room 9 for the summer only (6 former students and 1 from wait list) for total of 15-17 children throughout summer
    • School Year 2007-2008:
      • 37 withdrawals expected over the summer as kids leave for K/1st grade
      • 22 offers have been accepted (5 kids have started; others to start in Aug)
        • 14 infants, 2 Toddlers, 3 Two’s, 3 Kindergarteners
      • 17 offers to be made in the next few weeks (4 Toddlers/Twos, 3 Early Pre-K, 5 Pre-K)
      • Fall Kindergarten enrollment currently 16 students (1 spot remains)
      • 18 siblings of children enrolled will attend for 2007-2008
    • 107 children on the waiting list as of mid-June (includes some who have accepted openings for Aug)
    • Enrollment trends are typical

Liana Rodriggs

sfei annual report policies procedures1
SFEI Annual Report: Policies & Procedures
  • SOP Development nearly complete
    • Will be baselined by mid-August for the beginning of school year but will remain a living document
    • Will be available electronically to all members (paper copies available upon request)
    • Current Parent Handbook located on SFEI website but no updates have been made this year
    • Policy changes (minor) during SOP development to be reviewed at July Board meeting

Liana Rodriggs

sfei annual report end of year recognitions
SFEI Annual Report: End of Year Recognitions
  • Ms. Ricki for “Outstanding Educational and Enrichment Programs”
  • Ms. Georgia for “Going the Extra Mile – above and beyond efforts to assist in the success of the JSC CCC”
sfei annual report secretary
SFEI Annual Report: Secretary
  • Membership Status
    • 248 members [250 last year]
  • BOD Meetings
    • SFEI BOD and members met 11 times since last year’s GMM (typically the third Thursday of each month)
      • No meeting December 2006
    • Meeting minutes are available on SFEI web site
      • http://childcare.jsc.nasa.gov/membinfo_new.html

Tammy Gafka

sfei annual report secretary1
SFEI Annual Report: Secretary
  • 2007 Board of Directors Election
    • Prepared ballots for 4 candidates for 3 BOD positions
      • Received and processed 6 nominations
    • Paperless election via NASA Human Resources web-survey program
      • 2007 Election website open from June 18-28 for voting (NOW!!)
      • Voting site link was emailed to all current members
    • BOD election result will be announced in early July

Tammy Gafka

sfei annual report secretary2
SFEI Annual Report: Secretary
  • SFEI By-Laws
    • Received 8 proposed By-Law amendments for 2007 General Membership Meeting
    • Membership votes on proposed By-Law amendments during the 2007 on-line elections (open June 18-28)
    • Secretary amends By-Laws based on outcome of vote

Tammy Gafka

2007 board of directors election
2007 Board of Directors Election

CANDIDATES

  • Select 3 of 4 candidates to replace outgoing board members
    • Melanie Saunders (President)
    • Miranda Scroggins (Treasurer)
    • Liana Rodriggs (Policies & Procedures)

New board will determine which position each board member will fill

Karen Hu

Jay Leggett

Heather Rarick

Lisa Swanson

proposed changes to by laws amendment 19 june 2007
Proposed Changes to By-Laws Amendment 19, June 2007

Article II, Item 4

Current:

To carry out fund-raising activities in order to raise revenue for the maintenance and enhancement of the facility and equipment used by the facility, and scholarships.

Proposed:

To carry out fundraising activities in order to raise revenue for the maintenance and enhancement of the facility and equipment used by the facility and for financial assistance to members and staff as approved by the Board of Directors.

Rationale:

To add flexibility in the use of fundraising revenue (e.g. to host benefits for hardships to staff and members).

proposed changes to by laws amendment 20 june 2007
Proposed Changes to By-Laws Amendment 20, June 2007

Article III, Section 3

Current:

Membership dues shall be determined annually by the Board of Directors and billed to all members by September 1.

Proposed:

Membership dues shall be determined annually by the Board of Directors and billed to all members by October 1.

Rationale: A lot of activity and requests for supplies/payments occurs in August since it is the beginning of a new school year. In 2006, SFEI extended the deadline for paying annual membership dues to October 1. The Board recommends making this a permanent change.

proposed changes to by laws amendment 21 june 2007
Proposed Changes to By-Laws Amendment 21, June 2007

Article V, Section 1

Current:

All candidates for Directorship shall be members of the Corporation in good standing.

Proposed:

All candidates for Directorship shall be members of the Corporation in good standing. Only one person per family may serve on the SFEI Board of Directors at any given time.

Rationale: Allowing 2 or more members from one SFEI family to serve on the board would limit the diversity of the board.

proposed changes to by laws amendment 22 june 2007
Proposed Changes to By-Laws Amendment 22, June 2007

Article VI, Section 2

Current:

The Vice-President’s duties shall be as follows:

- assume the duties of the President in his or her absence.

- oversee the budget and financial status of the Corporation.

Proposed:

The Vice-President’s duties shall be as follows:

- assume the duties of the President in his or her absence.

- oversee the budget and financial status of the Corporation.

- oversee JSC CCC safety including tracking, trending and

reporting safety and health related data.

Rationale: To assign "Safety Chair" duties to the VP and eliminate the need for a Safety Chair/Committee.

proposed changes to by laws amendment 23 june 2007
Proposed Changes to By-Laws Amendment 23, June 2007

Article VI, Section 4

Current:

The Secretary’s duties shall be as follows:

...

  • maintain a current listing of the Corporation membership, officers, and chairpersons of any appointed committee.

Proposed:

The Secretary’s duties shall be as follows:

  • maintain a current listing of the Corporation officers, and chairpersons of any appointed committee.

Rationale: Maintenance of the full SFEI membership list including email addresses requires continual updates. The board recommends day-to-day routine duties such as this be performed by SFEI staff.

proposed changes to by laws amendment 24 june 2007
Proposed Changes to By-Laws Amendment 24, June 2007

Article VI, Section 5

Current:

The Policies and Procedures Chairperson duties shall be as follows:

- prepare and maintain a Parent’s Handbook for the facility.

Proposed:

The Policies and Procedures Chairperson duties shall be as follows:

  • serve as the focal point for board-recommended changes to and approval of the JSC CCC Standard Operating Procedures.
  • manage a waiting list for the Child Care Center in accordance with the priority stated in the MOU with NASA.

Rationale: The “Parent’s Handbook” has been incorporated into an SFEI Standard Operating Procedures Handbook, overall, an SFEI staff responsibility. Assign waiting list coordinator duties specifically to Policies and Procedures Chairperson board member

proposed changes to by laws amendment 25 june 2007
Proposed Changes to By-Laws Amendment 25, June 2007

Article VI, Section 6

Current:

In addition to the duties tied to each position above, the Board Members will also fill the roles listed below, and shall decide among themselves the distribution of these roles.

  • Waiting List Coordinator – Responsible for managing a waiting list for the Child Care Center in accordance with the priority stated in the MOU with NASA.
  • Fundraising Chair – Responsible for ensuring an annual fundraising plan is in place.
  • Safety Chair – Responsible for oversight of JSC CCC safety including tracking and reporting trends related to Safety and Health incidents.

Board members may also need to fill roles as required by JSC (e.g. Facility Manager,

Fire Warden).

Proposed:

In addition to the duties assigned to each board position, the Board Members shall decide among themselves the distribution of other required roles such as Facility Manager, Fire Warden, Badging Representative, etc., as needed.

Rationale: In this set of 2007 proposed By-Law changes, Waiting List Coordinator duties are assigned to the Policies and Procedures board member and Safety Chair duties are assigned to the VP. The Fundraising Chair does not need to be a board member (not how we are operating now). Safety does not require a committee and, therefore, does not require a chair.

proposed changes to by laws amendment 26 june 2007
Proposed Changes to By-Laws Amendment 26, June 2007

Article VIII, Section 3

Current:

The following committees shall be established as permanent committees:

  • Fundraising and Scholarship Committee to raise funds for scholarships and additional equipment.

Proposed:

The following committees shall be established as permanent committees:

  • Fundraising Committee to carry out fundraising activities in order to raise revenue for the maintenance and enhancement of the facility and equipment used by the facility and for financial assistance to members and staff as approved by the Board of Directors.

Rationale: To add flexibility in the use of fundraising revenue (e.g. to host benefits for hardships to staff and members