Welcome and Call to Order

The meeting will be called to the order. 

Approval of Agenda

So that there is agreement between board members on the agenda, and the amount of time spent on the meeting, the board shall vote to approve an agenda for the meeting. To the best of its ability, it will follow that agenda, and allow for the chair to move the board through the agenda as specified.

In Attendance

The following committee members are present:

Tamseel Syed, Dr. Wanda Brooks-Long, Angela Rodgers, Janelle Wilhite, Wanda McKay and Suzette Arnold.

not present: Karen Shabazz

Approve November 2021 minutes

Agenda Discussion

Minutes from agenda discussion:

• Welcome new HOS to meeting

The Governance Committee welcomed Dr. Wanda Brooks-Long to the HOS position and look forward to a highly successful future of DPA!

• Onboarding status

Onboarding process for the HOS has happened smoothly and now the HOS is in the orientation process. Dr. Brooks-Long requested to obtain access for training resources offered by GCSA to understand the GA Charter process. Tamseel mentioned that the introductory email was sent to GCSA and was responded by both Elisa Falco and Ayana Clarke. Tamseel suggested reaching out to Ayana Clarke at GCSA for next steps on how to access the training database.

• Online repository of all DPA content

Janelle requested information on the status of online repository creation. Per Dr. Brooks-Long, an online repository of all the necessary documents required for easy access by the board is in the process of being created. The board, Dr. Brooks-Long, Ms. Rodgers and Ms. Wright will have access to the repository. The credentials will be shared with the authorized persons once the process is completed. The contracting network manager is leading efforts. Tamseel suggested use of a project management tool to keep track of the ongoing and completed projects. Janelle suggested housing all the DPA bylaws, contracts, etc., on this drive.

• Review of Committee goals and committee self-assessment

All the 3 goals (succession planning, organizing all documents and annual review of documents) set by the committee for FY'22 are in their initial stages are getting started. Janelle suggested adding an annual review of school policies and procedures to the primary goals for this year. The conversation then moved to Board succession planning: Janelle suggested that DPA leadership look into ways to advertise for hiring new board members and requested Dr. Brooks-Long as well as Ms. Rodgers to lead efforts into getting the call for potential board members posted on all possible forums. Dr. Brooks-Long noted that there is a need in effective oversight related to activities like fundraising, AVC media, facilities, finance, state and local law, etc. She requested more information like a job description, current board composition matrix, current board skill-sets, typical board cycle starting with onboarding/orientation, etc., to help promote it to a large audience. She also offered to look in her professional network to see if anyone is willing to work either as a committee member or wants to start the process of joining the board.

Tamseel noted that the committee self-assessment is required annually and would be coming up in one of the future committee meetings before June 2022.

• Board operations manual status

A draft operations manual being prepared by Tamseel was presented to the committee. It is a living document which needs a lot more information and effort to be put in so that it can be used as a quick reference guide by the board and the committees. Dr. Brooks-Long requested a copy of the current draft.

• Bylaws review and update discussion

A decision to review bylaws in the next committee meeting was agreed upon.

• Strategic plan

Dr. Brooks-Long is working on the draft strategic plan. She is arranging for stakeholder contribution towards prioritizing needs of DPA. To that extent, she has scheduled meetings with stakeholders. Based on outcomes of discussion at those meetings the DPA budget needs would be assessed by DPA leaders. Appropriate surveys will be conducted and draft version would be reviewed in the upcoming Governance meetings. Per Ms. Suzette, a staff professional development plan and facilities plan are part of the strategic planning process.

• DPA Charter Renewal next steps

The upcoming meeting with GaDoe for charter re-authorization is scheduled and the board members were reminded of the date and time. This would be discussed further during the board work session on 01/22/2022. Proficiency and growth would be the primary driving factors for DPA as it moves forward. Dr. Brooks-Long requested a copy of the DBOE directive letter sent by DCSD to GaDoe - Tamseel will provide a copy to her. The committee is also awaiting answers to DPA questions on DCSD lease agreement from the appropriate staff at DCSD before reviewing the lease copy. Janelle also mentioned that the office space lease needs to be reviewed in next meeting.

• Health policy draft review

A draft of the DPA health policy is being prepared by Dr. Brooks-Long. A discussion would be taken up in the next committee meeting. Ms. Suzette suggested to use surveys and other tools to gauge the stakeholder interests. Ms. Suzette also suggested that a release/waiver be prepared to go along with the health policy. This release/waiver will require student parent signature.

• Draft of policies/procedures for the afterschool childcare program happening at DPA

A draft will be presented before the next committee meeting and will be discussed upon and reviewed during the next meeting.

• FY21 evaluations and job descriptions review

This will be discussed during the board work session on 01/22/2022.

• Skills gap assessment report

A report will be presented by Dr. Brooks-Long during the next meeting. She would be using tools like skill-will matrix, etc., to help her prepare the report.

• Monthly website compliance review

Ms. Rodgers will be the liaison between the HOS and the board to gather necessary information in regards to website compliance. She will be working with Dr. Brooks-Long to present the website update plan during next committee meeting. Janelle and Tamseel asked if there is a cheat-sheet to know what items are upcoming each month - Ms. Rodgers will accumulate more information and present the findings at the next meeting. Ms. Rodgers will inform Dr. Brooks-Long that the new budget planning for FY'23 should consider an emphasis for DPA website, marketing and social media as well. Tamseel noted that there should be someone to regularly update the website for DPA.

• Organizational chart review

A motion to approve the proposed organization chart was passed and will be presented to the full board for approval during the Jan'22 monthly meeting.

• Update on the 18-week assessment compliance

Will be discussed during the board work session on 01/22/2022.

• Documented list of DPA contractors/vendors and their evaluation criteria

This document would contain a documented list of current DPA contractors/vendors, their evaluation criteria, the evaluation due date, etc. This will be housed on the online repository being created. Ms. Rodgers will remind Dr. Brooks-Long to initiate such a document once the drive is created.

• Board Training: LKES training, GCSA training, other Prof. Dev.

The board members are reminded to complete the necessary training on time. Tamseel and Ms. McKay would be attending LKES training (available dates: 02/17 and 03/17) offered by GaDoe to act as a back-up for evaluations if necessary. A question on GaPSC certification number arose - Ms. Roberta will be consulted for an answer.

• Board calendar

Ms. Rodgers will gather information to help Ms. McKay create a list of important due dates and list of deliverables to the charter authorizers.

• Board member recruitment efforts

Discussed during the review of committee goals.

• Competitor analysis

The need for improving marketing efforts was discussed.

• Conflict of interest forms, disclosure forms, etc.

The chair noted that the forms will be reviewed during the next meeting and will be sent out for board member signatures sometime in March 2022.

• Online repository of all DPA content (was moved up in the agenda)

Other Topic Discussions

Topics for Discussion:

Any other Business

No other topics were brought for discussion.

Recommendations to the Board (if applicable)

Motion: 

Realignment of central office positions and the hiring of new school-based position at the cost of $343,023.08

Recommendation being made by the Governance Committee - to be presented to the full board during the work session on 01/22/2022

Adjourn

The Meeting was Adjourned

The meeting adjourned at approximately 2:19 am