DeKalb Preparatory Academy

Finance Committee

Regular Meeting - Thursday June 5th, 2025 @6:00 PM

Meeting Minutes

Attendance Summary

Name Status Arrival Time Departure Time
Mrs. Janelle Wilhite not present chair
Ms. Suzette Arnold not present member
Mr. Wayne Dennis present member On Time At Adjournment
Ms. KathyAnn Young present Non-voting Administration On Time At Adjournment
Dr. Lenise Bostic present member On Time At Adjournment
Dr. Brian Merritt present member On Time At Adjournment

Call to Order

The meeting was called to order and a quorum was ascertained by Kathy Ann Young at 6:00 p.m.

Approve Agenda

Motion to approve the agenda as printed

By: Dr. Lenise Bostic Seconded by: Dr. Brian Merritt

There was no notable discussion on the motion.

Approval of Minutes from Apr 1, 2025

Approve minutes from the last meeting.

Motion to approve the April 1, 2025 Finance Committee meeting minutes.

By: Dr. Brian Merritt Seconded by: Mr. Wayne Dennis

There was no notable discussion on the motion.

APRIL FINANCIALS

The April Financial report showed $733,000 in revenue, $661,000 in expenditures, and a surplus of $72,689.75, with 215 days of cash on hand. The group discussed the legal requirements for bank balances, with Ms. Young clarifying that the DOE scores based on 45 days while DPA requires 90 days.

Review Draft Budget

Fiscal Year Budget Planning Meeting

The meeting discussed the draft budget for the upcoming fiscal year, which is based on 560 students and does not include revenue from donations, fundraising, or student activities due to uncertainty. The total revenue is projected at $8,421,612, with federal grants accounting for $817,000. The budget reflects an increase in staff positions, including a new counselor, IT assistant, and a transition from a part-time to a full-time front office assistant. Ms. Young inquired about teacher appreciation funding, and Ms. Lee explained that fundraising funds would be identified for this purpose. Dr. Bostic requested Ms. Lee to review the Title I allocation.


Budget Negotiations and Staff Increases

Dr. Bostic highlighted ongoing negotiations with DeKalb County Schools regarding fund calculations affecting multiple charters, with potential further discussions once new numbers are received. Ms. Lee presented the budget details, including a $955,000 increase for salaries and benefits, a $2,500 increase for all full-time positions, and a $1,250 increase for part-time positions, resulting in a deficit of $341,712. Ms. Young clarified the transfer request from the contingency fund and inquired about the total staff increase, which Ms. Lee confirmed was $2,500, not tied to state increases. They discussed the availability of financials by the upcoming budget hearing, with Ms. Lee confirming they would have projected fund balance information ready.


Teacher Appreciation Fundraising Plans

The group discussed teacher and staff appreciation initiatives, with Ms. Young expressing concerns about the sustainability of fundraising efforts. Dr. Bostic confirmed that fundraising plans are being developed, including discussions with Dr. Cooper about grant funding, with potential events to be announced by Thursday. The team agreed to prioritize incorporating appreciation events before Christmas break, and Mr. Dennis suggested a Read-a-thon as a literacy-focused fundraising initiative that could involve grandparents and parents.


Budget Presentation and Public Meetings

The committee discussed the budget presentation, which included an existing resource officer position. Mr. Dennis mentioned he would address the HVAC system once the budget is finalized. The group also talked about the upcoming public budget meetings, with Ms. Lee offering to email the PowerPoint presentation for feedback. Dr. Bostic confirmed there would be two public budget meetings, including one scheduled for Thursday.


There was discussion regarding the budget presentation at the Budget Hearings, which included revenue and expenditure comparisons for FY25 and FY26, with new columns added for dollar and percentage changes. External factors impacting the budget were discussed, including increases in TRS and health insurance costs, while internal factors included rises in instructional software and staffing costs. The budget summary included projected fund balances, and Ms. Young inquired about the relationship between certified teachers and QBE funding, which was confirmed to be a component. Ms. Lee agreed to update the presentation with changes and share it with the team for further questions or comments.


Mr. Dennis informed the committee about upcoming HVAC system replacements as part of facilities plans, with quotes already shared. The conversation ended with a brief discussion of Synthesis, a safety platform that would provide wearable badges for staff emergency

Actions

National Charter Schools Conference and Safety Plans

The committee discussed and approved the National Charter Schools Conference in Orlando for $14,585.70, with Dr. Bostic explaining it would provide job-specific workshops and discussions on political climate and funding for charter schools. The board voted in favor of this initiative.


Centegix

The committee discussed the implementation of a campus-wide emergency alert system. Dr. Bostic explained the cost structure, with a one-time installation fee of $10,600 and an annual renewal fee of $7,500 thereafter. Mr. Dennis confirmed that the system would cover the entire campus, including the gym and other buildings, with trigger points identified for different areas. Ms. Young inquired about access points in the gym, which Mr. Dennis confirmed would be covered. The group agreed that staff training would be crucial, and they planned to conduct a pilot test with key personnel to ensure proper emergency response. Ms. Young requested verification that the system would work with their current internet before proceeding with the purchase. Dr. Bostic moved to approve the implementation, and the motion was seconded. The board voted in favor of the initiative.


Motion to approve select staff attending the National Charter School Conference in Orlando Florida, in the amount of $14, 585.70

By: Dr. Lenise Bostic Seconded by: Mr. Wayne Dennis

There was no notable discussion on the motion.

Motion to approve the Centegix Safety Platform to enhance emergency response and overall school safety at a cost of $10,600.

By: Dr. Lenise Bostic Seconded by: Mr. Wayne Dennis

There was no notable discussion on the motion.

Other Business

The finance committee discussed a spending resolution that would be needed if the regular budget process was delayed. Dr. Bostic explained that the resolution would allow temporary spending authority while awaiting final budget approval. Ms. Young clarified that the resolution could not be presented to the board without first going through the governance committee, and she confirmed there was a confirmed quorum for both the upcoming budget hearing and board meeting, so the resolution would not be needed at this time.

Adjournment

Motion to adjourn the Finance Committee meeting at 6:55 p.m.

By: Dr. Lenise Bostic Seconded by: Mr. Wayne Dennis

There was no notable discussion on the motion.

The Meeting was Adjourned

The meeting adjourned at approximately 6:55 p.m.

Motion to adjourn

By: Dr. Lenise Bostic Seconded by: Mr. Wayne Dennis

There was no notable discussion on the motion.