DeKalb Preparatory Academy

Governing Board

Regular Meeting - Tuesday October 22nd, 2019 @6:30 PM

Meeting Minutes

Attendance Summary

Name Status Arrival Time Departure Time
Mrs. Janelle Wilhite present member On Time At Adjournment
Chris Estes present ex-officio On Time At Adjournment
Mrs. Wanda McKay present member On Time At Adjournment
Ms. Suzette Arnold present chair On Time At Adjournment
Harry Stern not present ex-officio
Tamara Gammon present Treasurer On Time At Adjournment
Mrs. Roberta Walker present vice-chair On Time At Adjournment
Karen Shabazz present secretary On Time At Adjournment

Welcome and Call to Order

The meeting was called to the order at 6:36 p.m. by Suzette Arnold..

Meeting Protocol

This is a public meeting held in a public space for the purpose of conducting business for DeKalb Preparatory Academy. Committee reports are accepted, financial reports are accepted with the understanding that they have not been audited.

Approval of Agenda

The committee approved the agenda items.

Roll Call for quorum: Suzette Arnold, Tammy Gammon, Roberta Walker, Janell Wilhite, Wanda McKay, Marcus Vassell, Karen Shabazz.

Report from Governing Board

The Governing Board met on Tuesday September 24th, 2019 @6:30 PM for what was scheduled to be a 1 hours and 49 minutes long meeting. Present: Janelle Wilhite, Harry Stern, Chris Estes, Roberta Walker, Suzette Arnold Not Present: Wanda McKay, Matthew Goodison-Orr, Karen Shabazz

The members considered the following items:

  1. Welcome and Call to Order
  2. Meeting Protocol Announcemnt
  3. Approval of Agenda
  4. Report from Governing Board
  5. Head of School Report
  6. Report from Academic Committee
  7. Report from Development
  8. Report from Finance Committee
  9. Election of Officers
  10. Public Comment
  11. Adjournment

The committee considered 17 motions, of which 17 passed, and 0 failed:

  1. Approve as outlined (passed)
  2. Approve the minutes of the last meeting. (passed)
  3. Accept report as presented by HOS (passed)
  4. Accept report as presented (passed)
  5. Approve puchase of IReady from Curriculum Associates for the amount of $6,536.00 (passed)
  6. Approve the purchase of USA Test Prep in the amount of 8,211.00 (passed)
  7. Purchase license for NWEA Map Assessment for the amount of $10,497.50 (passed)
  8. Approve the purchase of My Own Reading for the amount of $6,050.00 (passed)
  9. Approve hiring Deidra Burson as a Reading Interventionist part time for $24,000.00 (passed)
  10. Accept the report as presented (passed)
  11. Accept report as presented (passed)
  12. Approve the Ciridia invoice for the month of September in the amount of 6,565.00. (passed)
  13. Approve the hiring of a cafeteria monitor in amount of $4,410.00 (passed)
  14. Call a special meeting for the election of officers. The meeting will be held before our next monthly meeting. (passed)
  15. Adjourn to executive session. (passed)
  16. Accept the resignation of Harry Stern as Board member. He will continue to serve as ex officio member of the development committee. (passed)
  17. Approve Marcus Vassell as member of the DeKalb Prep governing board (passed)

The meeting adjourned at 9:32 PM

Approve minutes as presented

By: Tamara Gammon Seconded by: Mrs. Janelle Wilhite

There was no notable discussion on the motion.

Election of Officers

Election of Officers for the new year.

Officers selected for 2019-2020:

Suzette Arnold - Board Chair

Roberta Walker - Vice Chair

Tamara Gammon - Treasurer

Karen Shabazz - Secretary

Head of School Report

The school leader reports on the status of the school. The report was accepted as presented.

Accept as presented

By: Tamara Gammon Seconded by: Mrs. Wanda McKay

There was no notable discussion on the motion.

Report from Academic Committee

The Academic Committee met on Wednesday September 18th, 2019 @1:00 PM for what was scheduled to be a 1 hours and 7 minutes long meeting. Present: Chris Estes, Roberta Walker, Selina Dukes-Walton, Veronica Grant, Melba Smith, Carla Pettis Not Present: none

The members considered the following items:

  1. Welcome and Call to Order
  2. Data Management System
  3. Status of Flat Panel Boards
  4. Enrollment and Attendance
  5. Academic Report to Board
  6. Other Academic Concerns
  7. Next Meeting Date and Time
  8. Adjournment

The committee considered 0 motions, of which 0 passed, and 0 failed:

The meeting adjourned at 1:56 PM

Hire Tyron Richardson for the position of 6th grade math teacher .

By: Mrs. Roberta Walker Seconded by: Tamara Gammon

There was no notable discussion on the motion.

Finance Committee

Minutes Pending...

Approve the Audit letter. There were no findings in the audit report.

By: Mrs. Janelle Wilhite Seconded by: Tamara Gammon

There was no notable discussion on the motion.

Approve the procurement policy with the following changes: Section 4: purchases less that $1,000 use sound business decision. $1,000 - $9,999.99 must have 3 written quotes. Purchases $10,000 and over must use the RFP process.
Section 5: Purchases of $5,000 and above must have Board approval. Nutrition purchases must follow the same thresholds.

By: Mrs. Janelle Wilhite Seconded by: Karen Shabazz

There was no notable discussion on the motion.

Approve invoice for Ciridia Technology Services in the amount of $6,565.00.

By: Mrs. Janelle Wilhite Seconded by: Mrs. Roberta Walker

There was no notable discussion on the motion.

Approve invoice for Ciridia Technology Services for $414.40 for additional 1 time expense.

By: Mrs. Janelle Wilhite Seconded by: Mrs. Roberta Walker

Question was raised.  This is the 2nd time there have been additional funds allocated.

Approve invoice for Bambo Sonaike CPA, LLC Auditors for $10,000.00

By: Mrs. Janelle Wilhite Seconded by: Mrs. Roberta Walker

There was no notable discussion on the motion.

Approve invoice for $5,072.00 to McGuire Woods for legal services rendered.

By: Mrs. Janelle Wilhite Seconded by: Mrs. Roberta Walker

There was no notable discussion on the motion.

Accept the monthly financial report as presented.

By: Mrs. Janelle Wilhite Seconded by: Mrs. Wanda McKay

There was no notable discussion on the motion.

Approve 1 year lease from JFP North Center, 4319 Covington Highway, Decatur, GA for space for 5 offices with conditions: update projected expenses with moving quote included. Annual cost $23.028.00

By: Tamara Gammon Seconded by: Karen Shabazz

There was no notable discussion on the motion.

Development Committee

Report was given by Tanya Watkins.

Accept report as presented

By: Mrs. Roberta Walker Seconded by: Mrs. Wanda McKay

There was no notable discussion on the motion.

Governance Committee

No report

Any Other Business

The annual Report must be completed by November 1.

The next Board meeting will be held November 19, 2019, because of the Thanksgiving Holiday.

The 18 Week Report to DCSD is due in December. Mr. Estes will send the outline to the Board on Wednesday.


Approve the Annual Report as presented.

By: Karen Shabazz Seconded by: Tamara Gammon

There was no notable discussion on the motion.

Public Comment

Ms. Tyliana Swinger asked a question about why the flat panel boards have not been purchased. We are awaiting the completion of the inventory by the school.

Adjournment

Adjourned to Executive session at 8:50 p.m. Executive session ended at 9:12 p.m. Board meeting adjourned at 9:15 p.m.

Move to Executive session.

By: Mrs. Roberta Walker Seconded by: Mrs. Wanda McKay

There was no notable discussion on the motion.

End Executive session

By: Mrs. Roberta Walker Seconded by: Mrs. Wanda McKay

There was no notable discussion on the motion.

The Meeting was Adjourned

The meeting adjourned at approximately 9:15 pm

Motion to adjourn

By: Mrs. Roberta Walker Seconded by: Karen Shabazz

There was no notable discussion on the motion.