Ivy Preparatory Academy

Governing Board

Regular Meeting - Tuesday November 30th, 2021 @6:00 PM

Meeting Minutes

Attendance Summary

Name Status Arrival Time Departure Time
Ms. Kanethia Henderson (committee member) not present secretary
Dr. William Epps (committee member) present chair On Time At Adjournment
Mr. RaShaun Kemp present vice-chair On Time At Adjournment
Attorney Kristie Battle (board treasurer) not present Treasurer
Victor Tate (board member) present member On Time At Adjournment

School Leadership Reports - Academics, Operations, and Finance

Academics and Operations Report - Head of School


Fabulous Four Overview

PBIS Kickoff - January 2022


OPERATIONS

  • You Grow Girl serving 140 scholars
  • Charter Facilities Grant submitted
  • Climate Surveys developed and distributed; conducting data analysis now
  • 33 Light Boards installation in progress
  • Virtual Cooking class
  • Procurement Review (November to March)
  • Nursing 229 scholars tested each week
  • Dental Van - December 16
  • Vaccination Clinic
  • New trash (i.e., Waste Management) and grounds care retained
  • Reorganizing white space


ACADEMICS

  • Trainings: guided reading k-5, USA Test prep, Thinking Map, PBIS
  • Weekly assessment
  • Book study of Yardsticks
  • STEAM launch
  • Gifted Testing of 13 scholars; spring round to testing
  • Attendance incentives: jean passes for scholars; hot chocolate for parents
  • Comparison of attendance; this month and last year
  • New signage installed
  • Rock with Doc during middle school lunch (next one December 17, 2021)
  • Target recruitment efforts; volunteers welcomed


PROPOSED ACTION ITEMS

  • Charter school facilities grant approval
  • Title I, IV, IDEA, CARES approval
  • Disability Accommodations Policy for Staff approval
  • Mission and Vision statements approval
  • Attendance Zone approval (including Clayton, Rockdale, Newton, Fulton Counties)



Finance Report - Chief Financial Officer

  • Exploring reduction in interest rate with bondholder
  • YTD Net income loss of $241,000 (due to monthly "set asides" for decreased enrollment)
  • QBE funding down also due to "set asides" for decreased enrollment
  • Federal Programs unfavorable variance of $124,000
  • Some variances are due to transferring positions
  • Unexpected tax expense because of taxation of property sold to Lidl;
  • 59 days of cash on hand; reduction is due to "set asides"; this creates a situation wherein Ivy has less that the required 65 days of cash on hand
  • 427 current FTE
  • Large expenditures: 6 checks or payments over $5,000
  • No change in FTE from October to November
  • $1.2 million current cash
  • CAF America (corporate gift)
  • Federal Program Monitoring February 2, 2022
  • Parent Engagement advisory team established; launch parent ambassadors,
  • ESSR October 20 21 stakeholder meeting
  • Re-enrollment and recruitment is forthcoming
  • Scholar Lottery: Feb 7 to March 18
  • Substitute expenses typically $59,000 per year, currently $40,000+
  • Resource Development: Giving Tuesday


PROPOSED ACTION ITEMS

  • Approval of financials

Approve Report From November Governance Committee

The Governance Committee met on Tuesday November 9th, 2021 @6:00 PM for what was scheduled to be a 0 hours and 47 minutes long meeting. Present: Dr. William Epps, Rashaun Holliman, Kristie Battle, Victor Tate, Kanethia Henderson, Laticia Sharp Not Present: none

The members considered the following items:

  1. Welcome and Call to Order
  2. Approval of Agenda
  3. Report from Governance Committee
  4. Governance Committee Work Session
  5. Report from Governance Committee

The committee considered 6 motions, of which 4 passed, and 0 failed:

  1. Approve the agenda as submitted (proposed)
  2. Approve the agenda as submitted (proposed)
  3. Approve (passed)
  4. Approve (passed)
  5. Approve (passed)
  6. Committee recommends the board approve the additions to the Mission and Vision. (passed)

The meeting adjourned at 7:36PM

Approve Report From November Governance Committee

There was no notable discussion on the motion.

Approve Reports and Minutes

By: Victor Tate (board member) Seconded by: Mr. RaShaun Kemp

There was no notable discussion on the motion.

Approve Report From November Academic Committee

The Academic Committee met on Tuesday November 9th, 2021 @6:30 PM for what was scheduled to be a 0 hours and 40 minutes long meeting. Present: Rashaun Holliman, Dr. William Epps Not Present: Laticia Sharp

The members considered the following items:

  1. Welcome and Call to Order
  2. Approval of Agenda
  3. Academic Work Session

The committee considered 2 motions, of which 1 passed, and 0 failed:

  1. Approve the agenda as submitted (proposed)
  2. Motion to approve agenda, with amendment to remove staff attendance and discipline due to update given at last meeting. (passed)

The meeting adjourned at 8:17PM

Approve Report From November Academic Committee

There was no notable discussion on the motion.

Approve Reports and Minutes

By: Mr. RaShaun Kemp Seconded by: Victor Tate (board member)

There was no notable discussion on the motion.

Approve Report From November Finance Committee

The Finance Committee met on Tuesday November 9th, 2021 @7:00 PM for what was scheduled to be a 0 hours and 42 minutes long meeting. Present: Kristie Battle, Kanethia Henderson, Victor Tate Not Present: none

The members considered the following items:

  1. Welcome and Call to Order
  2. Approval of Agenda
  3. Approval of October Minutes with REVISION
  4. Finance Committee Work Session

The committee considered 2 motions, of which 2 passed, and 0 failed:

  1. Approve the agenda as submitted (passed)
  2. Approve (passed)

The meeting adjourned at 8:14PM

Approve Report From November Finance Committee

There was no notable discussion on the motion.

Approve Reports and Minutes

By: Mr. RaShaun Kemp Seconded by: Victor Tate (board member)

There was no notable discussion on the motion.

Consent Agenda Items

  1. Approve Academics and Operations Report from Head of School
  2. Approve Finance Report from Chief Financial Officer
  3. Approve 08-09-2018 Committee of the Whole Regular Meeting Minutes
  4. Approve 11-10-2020 Academic Committee Regular Meeting Agenda
  5. Approve 05-11-2021 Academic Committee Regular Meeting Agenda
  6. Approve 08-10-2021 Governance Committee Regular Meeting Agenda
  7. Approve 08-10-2021 Governance Committee Regular Meeting Minutes
  8. Approve 08-10-2021 Finance Committee Regular Meeting Agenda
  9. Approve 08-10-2021 Finance Committee Regular Meeting Minutes
  10. Approve 08-24-2021 Governing Board Regular Meeting Agenda
  11. Approve 08-24-2021 Governing Board Regular Meeting Minutes
  12. Approve 09-11-2021 Governing Board Retreat Agenda
  13. Approve 09-11-2021 Governing Board Retreat Meeting Minutes
  14. Approve 09-14-2021 Governance Committee Regular Meeting Minutes
  15. Approve 09-14-2021 Academic Committee Regular Meeting Minutes
  16. Approve 09-14-2021 Finance Committee Regular Meeting Minutes
  17. Approve 09-28-2021 Governing Board Regular Meeting Minutes
  18. Approve 10-19-2021 Governance Committee Regular Meeting Minutes
  19. Approve 10-19-2021 Finance Committee Regular Meeting Minutes
  20. Approve 10-26-2021 Academic Committee Regular Meeting Minutes
  21. Approve 10-26-2021 Governing Board Regular Meeting Minutes


Approve Consent Agenda Items

By: Mr. RaShaun Kemp Seconded by: Victor Tate (board member)

There was no notable discussion on the motion.

Action Items

Items for Adoption - Governance and Improvement Specialist

  • Adopt revised Board Member Annual Affirmation/Statement of Commitment (attached)
  • Adopt revised vision: Ivy Preparatory Academy cultivates [female] leaders who manifest change in the world. 
  • Adopt revised mission: Ivy Preparatory Academy fosters a culture of collaboration, passion for learning, integrity and servant leadership [in an environment designed especially for girls].


Item for Approval - Governance and Improvement Specialist

  • Approve the creation of the Resource Development and Institutional Advancement Committee to manage and coordinate fundraising efforts; plan and coordinate events, and seek opportunities for gaining corporate sponsors, philanthropists, large donors, grants, and endowments all for the purpose of raising money and generating funds for Ivy. 


Adopt revised Board Member Annual Affirmation/Statement of Commitment

By: Victor Tate (board member) Seconded by: Mr. RaShaun Kemp

There was no notable discussion on the motion.

Adopt revised vision

By: Victor Tate (board member) Seconded by: Mr. RaShaun Kemp

There was no notable discussion on the motion.

Adopt revised mission

By: Victor Tate (board member) Seconded by: Mr. RaShaun Kemp

There was no notable discussion on the motion.

Approve the creation of the Resource Development and Institutional Advancement Committee

By: Victor Tate (board member) Seconded by: Mr. RaShaun Kemp

There was no notable discussion on the motion.

Appoint Community Member Resource Development and Institutional Advancement Committee

Appoint Mr. Derrick Hill to serve as a member of the Resource Development and Institutional Advancement Committee

By: Dr. William Epps (committee member) Seconded by: Mr. RaShaun Kemp

There was no notable discussion on the motion.

Information Items

UPCOMING MEETINGS

Governance Committee Meeting: Tuesday, December 7, 2021, at 6:00 pm

Finance Committee Meeting: Tuesday, December 7, 2021, at 6:45 pm

Academic Committee Meeting: Wednesday, December 8, 2021, at 6:00 pm