DeKalb Preparatory Academy

Governing Board

Regular Meeting - Tuesday September 24th, 2024 @6:30 PM

Meeting Minutes

Attendance Summary

Name Status Arrival Time Departure Time
Ms. KathyAnn Young present chair On Time At Adjournment
Ms. Suzette Arnold present vice-chair On Time At Adjournment
Mrs. Janelle Wilhite not present Treasurer
Ms. Bridget Robinson present secretary On Time At Adjournment
Mrs. Roberta Walker present member On Time At Adjournment
Mrs. Wanda McKay not present member
Dr. Lenise Bostic present ex-officio On Time At Adjournment

Welcome and Call to Order

The meeting was called to order by KathyAnn Young, Board Chairperson, at 7:02 p.m.

Ascertain a Quorum

A quorum of four of the six board members was ascertained.

Approval of Agenda

The committee approved the agenda with the deletion of an Executive Session.

Motion to approve the agenda with the deletion of an Executive Session

By: Mrs. Roberta Walker Seconded by: Ms. Bridget Robinson

There was no notable discussion on the motion.

Amend the Agenda

The agenda needed to be amended to add the "Approval of Minutes" category.

Motion to amend the agenda to add the Approval of the Minutes category

By: Mrs. Roberta Walker Seconded by: Ms. Bridget Robinson

There was no notable discussion on the motion.

Approval of the August 29, 2024 meeting minutes with corrections

Motion to approve the minutes from the August 29, 2024 Governing Board meeting with corrections to the identified issues.

By: Ms. Suzette Arnold Seconded by: Ms. Bridget Robinson

Ms. Arnold wanted it noted that someone was put in place to produce meeting minutes. This is not the first time that there were issues with minutes. The meeting minutes need to be done correctly.

Governance Committee Report

The Governance Committee met on September 18, 2024, and discussed the proposed Strategic Plan development process, revisions to the organizational chart, the DCSD Expo, the proposed sports/club teacher contract addendum, and multi-year contracts. Additional discussions focused on a compensation analysis and revisions to the Governing Board Handbook. The Governance Committee reviewed and approved two board actions. Ms. Robinson inquired about whether any teachers/staff are interested in joining the committee.

Motion to accept the Governance Report.

By: Mrs. Roberta Walker Seconded by: Ms. Bridget Robinson

There was no notable discussion on the motion.

Development Committee Report

The Development Committee met on September 12, 2024, and discussed the MICO-DPA partnership, upcoming fundraisers, and a proposed gala. Ms. Arnold asked about he status of the 4-H partnership. Ms. Young stated that she secured a date and time for a meeting from the Principals and the information has been forwarded to 4-H so that a meeting can be arranged.

Motion to accept the Development Committee report

By: Ms. Bridget Robinson Seconded by: Mrs. Roberta Walker

There was no notable discussion on the motion.

Academic Committee Report

The Academic Committee met on Wednesday, September 11, 2024. The committee discussed the testing calendar and reviewed the information included in the Head of Schools report (i.e., test scores, enrollment, attendance, etc.)

Motion to approve the Academic Committee report.

By: Ms. Bridget Robinson Seconded by: Mrs. Janelle Wilhite

Ms. Arnold asked if an active shooter drill has been conducted. Mr. Dennis reviewed the safety and security actions that DPA has engaged in after the recent tragedy at Apalachee High School and the bomb threats made against different schools.

Public Comment

Mr. Boveland, AVC Teacher, thanked Mr. Dennis for all the effort put in to ensure the safety and security of our students and staff;

Any Other Business

No other business presented.

Finance Committee Report

The Finance Committee met on September 17, 2024. The committee reviewed the August financials.

 

Ms. Lee, Interim Chief Financial Officer, presented the finance report. Ms. Arnold asked questions about personnel and the $350k deficit shown in the report. Ms. Arnold stated that a budget amendment must be submitted to the Finance Committee and the board to address the stipends provided to all staff. This action must take place right away. In addition, Ms. Arnold stated that DPA is required to move funds to the contingency budget. She advised Ms. Lee to think about how much needs to move and plan what to do with the remaining funds. Currently, there is $3.985M cash on hand. Ms. Arnold asked if an analysis had been done to hold our spending to our enrollment numbers. Ms. Lee stated that an analysis has not been done. Dr. Bostic stated that enrollment numbers have dropped, partially due to losing students with accommodations that DPA is not equipped to support. Ms. Robinson asked how many students were lost because DPA could not accommodate them. Dr. Bostic stated that she was told that it is a substantial amount of students. Dr. Bostic will provide the enrollment numbers and the reasons that students withdrew. Robust discussion regarding the plan for ensuring that DPA has 560 students enrolled. An ESSER update was provided by Ms. Lee. Dr. Bostic informed the board that DPA is on track.

 

Mr. Dennis presented two board actions for consideration and approval by the Governing Board.

Motion to approve compensation to Charnier Nichols for providing the 2023-24 Childcare Technician (CCT) Services, required by DCSD, in the amount of $1,980.00

By: Ms. Bridget Robinson Seconded by: Mrs. Roberta Walker

Robust discussion regarding the approved process for hiring contractors/vendors. Three quotes were presented to the board by Mr. Dennis. Ms. Arnold shared that there was an email sent to the board about this particular vendor. The school was asked by Ms. Young if this individual has worked at DPA in the past. Mr. Dennis explained that the individual was hired as a contractor and paid under the $5,000 threshold but was not approved by the board. Ms. Arnold clarified that the school has to be transparent when presenting board actions to the board. Ms. Arnold clarified that all contractors, regardless of the compensation amount, have to be approved by the board prior to the provision of services to DPA. Dr. Bostic stated that a mistake was made with the process in this situation but will not happen in the future. Robust discussion about policy and process. Ms. Young raised questions about ensuring that contractors are processed properly to ensure that the background checks, etc. are completed. Ms. Arnold stated that this process must be improved and compliance to our internal policies is mandatory.

Motion to approve Jonathan Moore for the provision of IT Support for the remainder of the 2024-25 school year in the amount of $26,892.

By: Ms. Bridget Robinson Seconded by: Mrs. Roberta Walker

There was no notable discussion on the motion.

HOS Report

Dr. Bostic presented the staff being honored for Teacher of the Year, Ms. Sadrina Sampson; Support Person of the Year, Ms. Evelyn Guyton; Classified Employee of the Year, Ms. Judy Atkins; Employee of the Month (August), Ms. Vickie Moss-Fowler. Dr. Bostic discussed academic highlights related to an Egg Drop Activity, Art, and the Band. Dr. Bostic gave an overview of upcoming activities for September and October.

 

The current enrollment is 537. The grade level breakdown is as follows:

Kk – 62

1st – 53

2nd – 51

3rd - 62

4th – 58

5th -  55

6th – 62

7th – 73

8th – 61

 

 

Dr. Bostic gave an update on Teacher Keys Effectiveness System (TKES) and Leader Keys Effective System LKES) evaluation process.

Motion to accept the Head of Schools report as presented.

By: Mrs. Roberta Walker Seconded by: Ms. Bridget Robinson

There was no notable discussion on the motion.

The Meeting was Adjourned

The meeting adjourned at approximately 8:07 pm

Motion to adjourn

By: Ms. Bridget Robinson Seconded by: Mrs. Roberta Walker

There was no notable discussion on the motion.