Minutes: Regular Meeting

LOCATION: Governing Board meetings are held in the ART ROOM at Ivy Preparatory Academy at Kirkwood, located at 1807 Memorial Drive, SE Atlanta, GA 30317.

AGENDA: Governing Board meeting agenda items are scheduled to be considered as noted in this agenda; however, agenda items may be taken out of the order presented on the agenda at the discretion of the chair. 

ACCOMODATIONS: Reasonable efforts will be made to assist and accommodate persons with a disability. Please contact Dr. Charcia Nichols at 404-622-2727. Request should be made as early as possible to arrange the accommodations, no later than 24 hours prior to the meeting.

PUBLIC COMMENTS: The Public Comment time period is for the public to address the Governing Board. Those who wish to speak must sign-up before the start of the meeting. Speakers may have up to three minutes to speak. 

Ivy Preparatory Academy Governing Board members commit to being.  Specifically, board members will BE…

1. Prepared. Participate in meetings having read and processed meeting materials; knowing, understanding, and revising board policies and procedures; and focusing on the role and responsibility of the board to govern and provide financial stewardship.
2. Proactive.  Anticipate challenges and opportunities and respond to requests and questions from board members and school leadership in a timely manner. 
3. Punctual.  Begin and end meetings on time. 
4. Present. Fully engage in meetings with limited distractions. 
5. Personable.  Interact with other board members, school leadership, and members of the community with grace and professionalism.  
6. Principled.  Work within the school community with transparency and efficiency without ethical challenges and conflicts of interest, or the appearance thereof. 
7. Proficient.  Pursue ongoing board training and development to increase and enhance governance skills. 
8. Passionate. Advocate for the school and its leadership, staff, and scholars encouraging and providing academic and financial support.

Welcome - Board Chair

• Meeting Call to Order at 6:11pm - Board Chair
• Roll Call - Board Board

Vision and Mission - Board Vice Chair

Vision: The Ivy Preparatory Academy for Girls at Kirkwood cultivates female leaders who manifest change in the world.

Mission: The Ivy Preparatory Academy for Girls at Kirkwood fosters a culture of collaboration, passion for learning, integrity and servant leadership in an environment designed especially for girls.

AGENDA APPROVED AS PUBLISHED:

AMENDED with additional items for approval

Public Comments - Board Chair NO SPEAKERS

Transparency: Board meetings are a public forum to provide transparency into the governance of the school. Engagement from the community is strongly encouraged and vital to that governance.

Time Limit: A total of 30 minutes shall be set aside for public comment.  Each speaker will have a maximum of 3 minutes to speak.  A speaker may not sign up to speak more than once during the same public comment period.

Board Action: Board members shall not provide responses nor engage in direct conversation with speakers during public comments. The board will direct the Head of Schools or the Chief Financial Officer to engage in responding at a later time as necessary and appropriate.

Civil Discourse: Speakers are encouraged to maintain decorum and present their comments in a civil manner.  The Governing Board reserves the right to request any speaker engaging in personal attacks, or the use of obscene or derogatory language, to restate their position in a manner more appropriate for a school environment.

ACADEMICS AND OPERATIONS REPORT - HEAD OF SCHOOL 

TOPICS AND RELATED ACTION ITEMS:

• Fab Four/strategic plan
• New process for visitors entering the building
• Uniforms sold at local school - going well
• New operations updates
• Healthy Heart month - February 3 (wear read)
• Scoliosis screening
• TKES observations
• Professional development updates (iReady data analysis, Mindset - de escalating behavior)
• Climate survey (students and parents)
• Letters of intent - due back January 30 

FINANCE REPORT - CHIEF FINANCIAL OFFICER

TOPICS AND RELATED ACTION ITEMS:

• IDEA - due by January 31
• Complete mailing of 1099 by January 31
• FY 23 amended budget
• Enrollment updates

REVIEW

November 19, 2022 Board Retreat Minutes (published for review)

November 29, 2022 Governing Board Minutes (published for review)

December  6, 2022 Finance Committee Minutes (published for review)

January 10, 2023 Finance Committee Minutes (published for review)

January 10, 2023 Governance Committee Minutes (published for review)

January 21, 2023 Board Retreat Minutes (published for review)

November 29, 2022 Governing Board Minutes (published for review)

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The Board Retreat met on Saturday November 19th, 2022 @9:00 AM for what was scheduled to be a 2 hours and 55 minutes long meeting. Present: Ms. Sarah Lampkin (board member), Mr. RaShaun Kemp (board chair), Mr. Ronnie Banyard Jr (board vice chair), Ms. Leslie Purifoy Plunkett (board secretary), Dr. Nadine Duncan (board member), Mrs. Stephanie Twitty-Carmon (board member) Not Present: Attorney Kristie Battle (board treasurer)

The members considered the following items:

1. AGENDA APPROVAL
2. Action Item
3. Executive Session
4. Approve settlement discussed in Executive Session
5. Adjournment
6. Welcome, Vision, And Mission

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

1. Amend the agenda (passed)
2. Amendments to the 2022- 2023 school calendar as presented by Dr. Charcia Nichols. (passed)
3. Enter Executive Session at 9:24am (passed)
4. Return to Board Retreat at 9:28am (passed)
5. Approve settlement discussed in Executive Session (passed)
6. Adjourn Retreat at 9:30am (passed)

The meeting adjourned at 9:30am

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The Governing Board met on Tuesday November 29th, 2022 @6:00 PM for what was scheduled to be a 1 hours and 53 minutes long meeting. Present: Attorney Kristie Battle (board treasurer), Mr. RaShaun Kemp (board chair), Mr. Ronnie Banyard Jr (board vice chair), Ms. Leslie Purifoy Plunkett (board secretary), Ms. Sarah Lampkin (board member), Dr. Nadine Duncan (board member), Mrs. Stephanie Twitty-Carmon (board member) Not Present: none

The members considered the following items:

1. Ivy Preparatory Academy Governing Board Meeting Information
2. Welcome, Vision, And Mission
3. Ivy Board Member Norms
4. Approval of Agenda
5. Public Comment
6. School Leadership Reports - Academics, Operations, And Finance
7. The October 25, 2022 Governing Board Minutes
8. Consent Items
9. Action Items
10. Information Items
11. The Meeting was Adjourned

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

1. Approve the Agenda (passed)
2. Approve Consent Agenda items (passed)
3. Motion to adjourn (passed)
4. Table Prospective Board Member Vetting Policy and Committee Membership Policy to Board Retreat (passed)

The meeting adjourned at 7:33 PM.

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The Finance Committee met on Tuesday December 6th, 2022 @6:00 PM for what was scheduled to be a 1 hours and 23 minutes long meeting. Present: Attorney Kristie Battle (board treasurer), Ms. Kanethia Henderson (committee member), Ms. Leslie Purifoy Plunkett (board secretary) Not Present: none

The members considered the following items:

1. Ivy Preparatory Academy Finance Committee Meeting Information
2. Welcome and Call to Order
3. Approval of Agenda
4. Public Comment
5. Finance Committee Work Session
6. Information Items

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

1. Meeting called to order at 6:22pm (passed)
2. Motion to approve agenda as presented (passed)

The meeting adjourned at 7:29PM

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The Finance Committee met on Tuesday January 10th, 2023 @6:00 PM for what was scheduled to be a 1 hours and 23 minutes long meeting. Present: Attorney Kristie Battle (board treasurer), Ms. Kanethia Henderson (committee member), Ms. Leslie Purifoy Plunkett (board secretary) Not Present: none

The members considered the following items:

1. Ivy Preparatory Academy Finance Committee Meeting Information
2. Welcome and Call to Order
3. Approval of Agenda
4. Public Comment
5. Finance Committee Work Session
6. Information Items

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

The meeting adjourned at 7:21PM

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The Governance Committee met on Tuesday January 10th, 2023 @6:00 PM for what was scheduled to be a 1 hours and 38 minutes long meeting. Present: Dr. William Epps (committee member), Mr. RaShaun Kemp (board chair) Not Present: none

The members considered the following items:

1. Ivy Preparatory Academy Governance Committee Meeting Information
2. Welcome and Call to Order
3. Approval of Agenda
4. Public Comment
5. Governance Committee Work Session
6. Information Items

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

1. Approve agenda (passed)

The meeting adjourned at 8:26PM

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The Board Retreat met on Saturday January 21st, 2023 @10:00 AM for what was scheduled to be a 2 hours and 35 minutes long meeting. Present: Ms. Sarah Lampkin (board member), Attorney Kristie Battle (board treasurer), Mr. RaShaun Kemp (board chair), Mr. Ronnie Banyard Jr (board vice chair), Dr. Nadine Duncan (board member), Mrs. Stephanie Twitty-Carmon (board member), Ms. Leslie Purifoy Plunkett (board secretary) Not Present: none

The members considered the following items:

1. Ivy Preparatory Academy Governing Board Retreat Information
2. Welcome, Vision, Mission, and Ivy Board Member Norms
3. APPROVAL OF AGENDA
4. Public Comment
5. Session - LEADright, Dr. Tony Lamair Burks II
6. Session - Board Chair
7. Session - OneHRSource
8. Session - Governing Board
9. Information Items

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

1. AGENDA APPROVED AS PUBLISHED: (passed)
2. Amend Bylaws Section​ 5.3. ​Governance​ ​Committee (passed)

The meeting adjourned at 2:05pm

• Approve monthly Head of School Academics and Operations Report
• Approve monthly Chief Financial Officer Finance Report 
• Approve November 19, 2022 Board Retreat Minutes
• Approve November 29, 2022 Governing Board Meeting Minutes
• Approve December 6, 2022 Finance Committee Meeting Minutes
• Approve January 10, 2022 Finance Committee Meeting Minutes
• Attorney Kristie Battle, Chairman provided updates from the Finance Committee meeting (potential events and board member fundraising goals ask)
• Luxury bag raffle - Dr. Nichols will share link (drawing on February 11 - night of IPAK Father/Daughter Dance)
• Encourage monthly giving for the board members
• Approve January 10, 2023 Governance Committee Meeting Minutes
• Approve January 21, 2023 Board Retreat Minutes

Note: Chairman Kemp turned the meeting over to Vice Chair Banyard at 7:03pm. (Chairman Kemp left to attend another meeting.)

Item(s) for Discussion

• Review of Head of School's contract to plot out critical dates and review fundraising plan
• Head of School Evaluation tool presentation and update
• Determine date for annual meeting
• Bylaws Crosswalk

Item(s) for Approval, Acceptance, Adoption, and Ratification

• Accept the resignation of Academic and Governance Committee member, April Jackson
• Approve FY 2023 Federal Facilities Grant 
• Approve goals for HOS evaluation
• Approve goals for CFO evaluation
• Approve revised policies resulting from the recent SCSC monitoring visit (Credit Card, Purchasing, English Language Learners, Board Conflict of Interest, Code of Ethics)
• Adopt revised Board and Committee Meeting Calendar
• Ratify board chair’s governance committee appointments (Board Members Duncan and Lampkin)

• FY23 SCSC Governance Training Sessions: February 7-8 – Athens, GA OR April 12-13 – Atlanta, GA. Register go to https://scsc.georgia.gov/governance-training-requirement(email Board Secretary registration confirmation)
• Governance Committee: Tuesday, February 21, 2023 at 6:00 p.m.
• Governing Board Meeting: Tuesday, February 28, 2023 at 6:00 p.m.

The meeting adjourned at approximately 7:49pm