Welcome and Call to Order

The meeting was called to order by KathyAnn Young, Board Chair, at 7:14 p.m.

Ascertain a Quorum

Roll was called and a quorum was ascertained at 7:15 p.m.

Approval of Agenda

The committee approved the agenda items but changed the order of the committee reports to allow the auditor to report first.

Approval of Prior Meeting Minutes

Committee Reports

Finance Committee Report

1. Finance and Audit Summary-The finance and audit category covers the financial audits, adjustments, and updates for the school year ending June 30, 2024. It includes the completion of the financial statement audit, adjustments related to fixed assets, pensions, and payroll, and the need for additional audits due to federal funding. The financial update for September 2024 shows a year-to-date deficit but projects a surplus by the end of the year. The Kaiser Permanente insurance renewal was negotiated to a 15% increase. The financial report was approved for the board meeting. 

1.1 Finance Committee Report-The financial audit and uniform guidance audit for the school year ending June 30, 2024, are in progress. The financial statement audit is complete, with all audit testing and documentation finished. Audit proposed adjusted journal entries have been sent to school management for review and approval. An independent appraisal company, CDIS, completed an appraisal of DPA's capital assets, which was reviewed and accepted by management. Six major areas were tested, resulting in $920,000 of audit-adjustment journal entries, changing the bottom line to a positive number. Issues and Risks-Internal controls of the school resulted in errors before being corrected during the audit process. The school experienced turnover in the financial position and employed an outside company, Avalon, which was not a good fit. Next Steps-The school has hired an interim CFO in-house to improve the process.

1.2 Audit Process and Financial Adjustments-The school had a lot of turnover in the CFO position and employed an outside company called Avalon, which was not a good fit. An interim CFO has been hired in-house, which seems to be an improved process. Fixed assets expenditures during the year were not capitalized, requiring adjustments to the appraised value, changing depreciation expense, and beginning equity by about $324,000. Adjustments were made to the pension amount, liability, inflows, accrued payroll, and teachers’ retirement pay, significantly changing the financial statements. Issues and Risks -The second part of the audit, the Uniform Guidance portion, has not been done. Potential problems with internal controls around spending federal funds. Next Steps-Start drafting the financial statement and complete the Uniform Guidance Testing once the schedule of federal expenditures is received.

1.3 Uniform Guidance Testing-The school is required to have an additional audit for Uniform Guidance Testing due to spending over $750,000 in federal funding. Marshall Jones will place their opinion on compliance with agreements and internal controls around spending. Issues and Risks-The audit cannot begin without a complete and accurate schedule of expenditures of federal awards. Next Steps-Once the schedule is received, select programs to get coverage over 40% of the expenditures and detail test the actual expenditures.

1.4 Schedule of Federal Expenditures-The schedule of federal expenditures is needed to begin the Uniform Guidance Testing. Issues and Risks-Delay in receiving the schedule of federal expenditures from the school. Next Steps-The school to provide the list of grant expenses to the auditor.

1.5 Grant Information for Auditor-The grant authorizer, DCSD, has provided the grant award information needed for the auditor. The school spends money first, which generates the earning of the revenue, and they are reimbursed by the county after spending. The auditor tests the expenditures for compliance and internal controls around spending. Next Steps-Provide the grant award information to the auditor on tomorrow.

1.6 Audit Adjustments-Majority of the adjustments were related to salary adjustments, outside of fixed assets and pensions. The school’s original accrual numbers were one of the six major areas needing adjustments. Proposed audit adjustments for elementary, changing the balances of payroll and teacher retirement payables. Next Steps-Reconcile payroll each month and reconcile TRS and all aspects of payroll to prevent future issues.

1.7 Grant Award Letters-The original grant award letters and specific numbers like grant ID number, SC password, entity number, and grant award number are needed from DeKalb.

1.8 Corrective Actions for Audit Issues-Mitigate audit issues by reconciling payroll each month and reconciling TRS and all aspects of payroll.

1.9 Receipt of Information from DeKalb-Information from DeKalb was received and placed in the folder this afternoon.

1.10 Financial Update for September 2024-Final financials for September 2024 have been reported. Actual revenue for July, August, and September is $1.9 million. Actual expenditures for the same period are $2.3 million, resulting in a year-to- date deficit of $382,000. End-of-year projection shows a surplus of $327,000, revised from an original budget projection of $192,000. Actual cash received in September was $34,000 under projection due to delays in Title I reimbursements, expected to be resolved by November. September expenses were $647,000, resulting in a monthly deficit of $16,572. Cash at the end of September was $3.5 million, with total assets valued at $7.2 million. Accounts receivable include federal money, mostly from ESSER. Projected cash on hand balance is 157 days, adjusted from previous overstatement. Next Steps-Report approved financials at the board meeting.

1.11 Financial Report-The financial report was approved for the board meeting. Revenue and expenses are broken down by categories. The income projection is higher than the budget due to an amended allotment. Building expenses are reported similarly. Salaries are projected to be over due to bonuses issued, but vacant positions are reducing the deficit. Year-to-date expense allocation modeling is tracked monthly.

1.12 Scoring and Monitoring-Monthly scoring is done by Georgia State Charter School Commission and Georgia DOE. Scores are used as a guide to focus on areas needing attention. No changes in scores from the previous month.

1.13 Financial Ratios and Standards-Discussion on scores that approach or do not meet standards. TRS liability affects financial statements and scores. Issues and Risks-TRS liability impacts financial statements and scores, making it challenging to meet standards. 

1.14 Kaiser Permanente Insurance Renewal-The initial renewal quote from Kaiser was 25% higher than the previous year. Negotiations reduced the increase to 15%, resulting in a new rate of $615.92 per member, up from $535.58. The total cost of the new contract is $373,506 for the year from November 1st to October 31st. The board approved the new contract.

Issues and Risks-The state health benefit plan was considered but was over $1,000 per person, making it unaffordable.Next Steps-Complete re-enrollment for Kaiser and conduct open enrollment in the first two weeks of November.

Governance Committee Report

Strategic Plan: Discussion on establishing a 3–5-year strategic plan committee.

SPED Compliance: Dr. Bostic confirmed compliance with IEPs and ongoing recruitment for SPED teachers.

Head of Schools Report

Ms. Colson-Revere was congratulated as Employee of the Month. The eighth-grade parent meeting was successful with high school counselors presenting to the eighth grade. A Title I parent meeting and curriculum night were held on the same night. The Fall Festival included activities like horse riding for kids. 

3.1 Development Committee Charge

The development committee is tasked with reviewing and improving fundraising plans and participation.

3.2 Academic Highlights

The eighth-grade parent meeting was successful with high school counselors presenting to the eighth grade. A Title I parent meeting and curriculum night were held on the same night.

3.3 School Events and Activities Report

High school counselors presented to eighth graders.

Title I parent meeting and curriculum night were held.

Fall festival was held.

Think Pink and PSAT testing scheduled for October 23rd.

Parent universities conducted virtually.

Red Ribbon Week activities planned.

Independent Learning Day on November 5th, coinciding with Election Day and Professional Development Day.

Thanksgiving Dinner scheduled for the week of November 18th to 22nd.

Thanksgiving Break from November 25th to 29th.

Issues and Risks-Lack of volunteers for the Fall Festival. Next Steps-Discuss volunteer engagement strategies for future events.

3.4 School Enrollment and Facilities Report

Current enrollment is 544 students. Middle school waitlist is growing. Fire drill and intruder drill conducted. Water pumps installed. Media center renovation ongoing with a ribbon cutting planned. Sewer line replacement in progress.

3.5 Technology and Resources-Computers and printers disseminated to classrooms.

3.6 Personnel and HR Updates-Open positions include gifted teacher, ESOL teacher, special education teacher, paraprofessional, fourth-grade teacher, AVC teacher, front office manager, eighth- grade math teacher, school business administrator, and chief financial officer.

3.7 Strategic Planning-Discussion on the strategic plan for the next three to five years, focusing on the vision for DeKalb Preparatory Academy.

3.8 Strategic Plan-Reviewed the strategic planning process for the next three to five years. Proposed methodology includes establishing a strategic planning committee with board members, parents, teachers, student administration, business community, and community members. Plan to conduct two community priority events to engage community and families.

Strategic plan will inform the next application for charter renewal. Next Steps-

Start the formation of the Strategic Planning Committee and meet with families and community.

3.9 Special Education Progress-Two special education teacher openings currently filled by long-term substitutes. All students are receiving their individual IEP services. Progress monitoring for special education is up to date and presented monthly during the academic committee meeting.

No letters of concern received this year from DeKalb, only an email requesting an update on service providers. Next Steps- Principals are interviewing candidates for the special education teacher positions and plan to have candidates selected within a week or two.

3.10 Enrollment-Middle school has a waitlist, while elementary school enrollment needs improvement. Parents prefer enrolling their children in fourth or fifth grade to secure a spot for middle school.

3.11 Charter Renewal-The strategic plan is being developed in conjunction with the planning for the next charter renewal application.

3.12 Community Engagement-Plan to engage community and families through community priority events as part of the strategic planning process.

3.13 Enrollment Strategy-Discussion on increasing enrollment for fourth and fifth grades to ensure spots for sixth and middle school years. Other schools have opened up but do not yet offer fourth, fifth, and sixth grades. Focus on improving academic scores and marketing to attract students. Next Steps-Enhance marketing efforts by promoting academic achievements and AVC curriculum.

3.14 AVC Curriculum-AVC curriculum is a differentiator and is infused within the academic curriculum. Bulldog News goes live each morning as part of the AVC curriculum. Issues and Risks-Lack of awareness about AVC curriculum updates among stakeholders. Next Steps-Increase marketing efforts to highlight AVC curriculum.

3.15 AVC Teacher Recruitment-Currently, there is one AVC teacher, and recruitment is ongoing for a second position. Good resumes have been received for the AVC position. Next Steps-Post the AVC position this week. 

3.16 Approval of Reports and Minutes Head of school report was accepted. Minutes from the previous meeting were approved. 

Development Committee Report

The Development Committee did not meet this month. However, Ms. Young provided a brief update.

3.1 Fall Festival and Fundraising

The Fall Festival was scheduled on a buy-week for the sports teams, but no sports team or coach, except the new cheerleading coach, attended. Dr. Merritt had to pay the DJ due to lack of attendance, and the cost of horses was also incurred. Two new teachers volunteered for face painting and to supervise he haunted house. A staff survey was sent out prior to the event, but no one who responded showed up or communicated their unavailability.

The Development Committee will hold off on any fundraisers for the school at this time. Issues and Risks- Lack of participation from staff and sports teams in the Fall Festival. Financial burden due to low attendance and lack of volunteers.

Next Steps The Development Committee will review and improve fundraising plans and participation strategies.

Public Comment

No public comments were made.

Academic Committee Report

The academic and student performance report focuses on the use of MAP data and other assessment tools to track and improve student achievement. Dr. Merritt and Mr. Brown led discussions on student proficiency, assessment tools, and strategies for addressing diverse learning needs. The discussion also covers the implementation of ‘What I Need’ time and the use of platforms like iReady and Lennections for curriculum and assessment. 

2.1 Academic Committee Meeting-The Academic Committee met on Wednesday, October 9th. Discussion included teacher vacancies and assessments.Issues and Risks- Teacher vacancies need to be addressed. Next Steps- Dr. Merritt to develop an assessment plan.

2.2 MAP Data Student Snapshot Progress-Presentation on MAP data to increase student achievement. Overview of MAP as a measure of academic progress, taken three times a year. MAP data is used to provide interventions and acceleration for students. Four driving questions of instruction discussed: what students should know, how to assess mastery, interventions for non-mastery, and challenges for mastery. Resources used include MAP data and iReady. Next Steps-Develop learning plans based on MAP data.

2.3 Technical Issues During Presentation-Sound feedback issue during the presentation was identified and addressed.

2.4 Student Assessment Tools-Using MAP data, iReady, Lennox’s assessment, Blueprints, Inspire, and MARS data to assess student progress. CAP introduced MARS data for at-risk students a month ago.

2.5 Learning Continuum Question -Questions include: percentage of students proficient, grade levels needing development, current number of proficient students in reading and math, and changes in MAP scores from 23-24 to 24-25.

2.6 School Profile and Student Performance Progress -6% of 495 students are proficient in reading at DPA. 34% of students are typically developing.495 students assessed in math, 492 in reading this year. Last year, 354 students assessed in math, 365 in reading.

2.7 Comparison with District-No current comparison available due to updated software and report changes. Issues and Risks-Reports were taken due to software updates, causing a lack of comparison data. Next Steps- Access to updated reports will be provided in principal learning opportunities or district meetings by Thursday.

2.8 Access to Reports-Access to reports is typically given during principal learning opportunities or district meetings. A list of performance against schools in the specialty area is provided, but not district data. Issues and Risks-District data is not readily available and must be requested from the School of Innovation. Next Steps-Request district data from the School of Innovation and provide the information to the board.

2.9 Comparison of School Reports-Last year, reports from DeKalb County Schools and Epicenter were available. This year, only DPA reports are accessible due to a reset and change in reports. Issues and Risks-Inability to compare with other desired reports due to changes in report availability.

2.10 Guiding Questions and POCs-Four guiding questions are used to gauge progress: what students are expected to learn, actions when they learn, actions when they don’t, and actions when they master it. POCs are performing well, ahead of DeKalb in implementation.

2.11 MAP Test and Georgia Milestones-The MAP test is a predictor test for the Georgia Milestones. Focus areas are ELA and reading, with a big push on literacy.

2.12 Grade 3 ELA Milestone Blueprint-The Milestone Blueprint for Grade 3 ELA includes reporting categories and content standards. Key standards include reading and vocabulary.The test for third grade ELA includes approximately 32 points over key standards, with 53% of the test covering key ideas and details, craft and structure, and integration of knowledge and ideas. Key ideas and details account for 18 points, which is 30% of the test. Next Steps-Present the key standards and test breakdown to teachers.

2.13 iReady Curriculum-iReady is used for reading and math curriculum. Key ideas and details are 30% of the test and can be pulled up in the iReady curriculum to see the standards covered. Next Steps-Ms. Guyton to pull up key ideas and details in the iReady curriculum to guide classroom instruction.

2.14 What I Need (WIN)Time Implementation-WIN time is a 50-55 minute, dedicated period for students to work on standards they struggle with. It involves breaking students into small groups for targeted learning (ie., key ideas and vocabulary acquisition). Next Steps: Use win time to reinforce or reteach standards and assess student progress.

2.15 Map Predictor Test-The MAP Predictor Test is used to assess students’ standings in various categories. Use the MAP Predictor Test results to group students by proficiency levels.

2.16 Georgia Lincoln Study-The Georgia Lincoln Study links scores to student proficiency ELA and reading. A specific student scored 174, which categorizes them as a beginning learner for third grade fall. The goal is to move students from beginning learner to developing learner, which requires a score between 177 and 191. Issues and Risks-Students are currently at the beginning learner level, which impacts the milestone and CCRPI scores. Next Steps-Focus on improving student scores by addressing standards and preparing them for the next tier of learning.

2.17 Tracking Student Progress-Classrooms have boards displaying student proficiency levels: beginning, developing, proficient, or distinguished. Index cards are used to track student scores, with colors indicating proficiency levels. Next Steps-Continue using index cards and boards to track daily student progress.

2.18 Math Testing Preparation-Math testing is scheduled for November. Students have been informed of their current RIT scores and are aware of their goals for the winter test. Next Steps-Prepare students for the upcoming math test by ensuring they understand their current scores and goals. Update to be provided in November

2.19 Student Goal Setting-Students have set goals for the winter test based on their current scores.The goal is for every student to move to the next category of proficiency. A specific example is a student with a score of 174 aiming for 185 by winter third grade. Next Steps-Ensure students are working towards their set goals for the winter test. Track student progress using color-coded cards in classrooms. Ensure progression from red to yellow, yellow to green, and green to blue. Update to be provided in November.

2.20 Classroom Progress Tracking-Classrooms are equipped with a new machine to track student progress. The goal is to visually see student progression in classrooms. Next Steps-Ensure that each classroom has a system to track and display student progress visibly.

2.21 Weekly Meetings-Meetings are held every Wednesday with the principal, every grade level, and instructional coaches. The focus is on analyzing numbers and strategizing to improve student movement. Next Steps-Continue weekly meetings to discuss progress and strategies.

2.22 Class Report Analysis-Class reports include median RIT scores and standard deviation. Reports show how many students would be proficient if they took the GMAS today. Issues and Risks-A standard deviation of more than 11 indicates diverse types of learners in a classroom. Next Steps-Analyze class reports to identify diverse learning needs and adjust teaching methods accordingly.

2.23 Diverse Learning Approaches-Educators need to address different types of learners in the classroom. Teaching should not be a one-size-fits-all approach. Small groups are essential for addressing diverse learning needs. Next Steps-Implement small group sessions to cater to different learning needs.

2.24 Lennections Platform Usage-Lennections is used to log students out of the classroom and assess them. It provides real-time data and allows teachers to monitor student progress. Next Steps: Utilize Lennections for real-time assessment and monitoring.

2.25 Annex Tool for Assessments-Annex is used for common formative assessments. Pre-tests and post- tests are identical to measure student growth.Next Steps-Conduct pre-tests and post-tests using Annex to track student growth.

2.26 Eighth Grade Math Challenges-Eighth-grade math, particularly functions and slope, is challenging for students. Standards account for 37% of the Georgia milestones. Issues and Risks-Students struggle with functions and slope, especially with fractions. Next Steps-Focus on building student capacity in functions and slope.

2.27 Assessment and Data Analysis-Teachers can see immediate feedback on student performance through color-coded results, allowing them to identify misconceptions and areas needing improvement. The platform provides detailed data on student choices, helping teachers understand student thought processes. The assessment tool is used exclusively for tests, not for practice or homework.

2.28 Skill Building and Application-IXL is used for skill building, focusing on practice and skill enhancement. The current platform focuses on applying skills, which is crucial for solving word problems.

2.29 Writing Assessments-Students are given various writing prompts to improve both writing and typing skills. An AI grading tool provides feedback within 24 hours, improving the feedback loop. Writing scores increased by 17% last year, with no non-attempts recorded. Next Steps: In November, students will continue with writing assessments to further improve their skills.

2.30 Standards and Curriculum-Teachers focus on monthly standards to ensure students meet learning objectives. Efforts are reinforced through curriculum nights, iReady, WIN times, and small flexible grouping.

2.31 Curriculum and Teaching Strategies-Teachers are actively engaging students through various methods such as curriculum nights, iReady, wind times, and small flexible grouping. Newsletters and teacher reference videos are being utilized to enhance teaching strategies. Teachers’ lessons are being recorded for review and improvement within grade level groupings. Next Steps: Continue pushing curriculum nights and engaging parents in the educational process.

2.32 Professional Learning and Logistics-The school offers 75 minutes of professional learning for students, which is considered crucial for educational progress. Acknowledgment of the logistics involved in organizing professional learning sessions. Next Steps: Prepare for the next presentation in November or December with comparison data.

2.33 Data Analysis and Comparison-Current data comparison is not feasible as it would compare different grade levels (7th graders now in 8th grade). Plan to show comparison data in the future to accurately reflect progress within the same grade level. Next Steps-Prepare comparison data for future presentations to show progress within the same grade level to present in November.

2.34 Math Performance and Assessment-Math data generally aligns with milestone assessments, though individual performance can vary due to personal circumstances. The importance of honest assessment of both student and teacher performance is emphasized. Issues and Risks-Current fall map data indicates potential issues with student performance if compared to milestones. Next Steps-Work on improving student performance based on fall MAP data insights.

2.35 Videotaping Lessons for Improvement-Videotaping lessons is used as a tool for teachers to self-assess and improve teaching methods. The initiative is not meant to criticize but to highlight effective teaching and identify areas for improvement. Next Steps-Continue videotaping lessons and using them for teacher development and improvement.

2.36 Student Performance and Curriculum Alignment -Students’ performance on the first MAP test based on fall data is not great, but efforts are ongoing to improve it throughout the school year. There is an expectation to align risk scores and curriculum to improve student performance. Proficiency scores are expected to increase every semester as standards are covered. Issues and Risks-The fall MAP data indicates poor student performance, which is attributed to teacher issues rather than student issues. The challenge is ensuring that all standards are covered by the time students take the milestone tests in the spring. 

The Meeting was Adjourned

The meeting adjourned at approximately 8:37 pm