Board recordsIvy Preparatory Academy
Ivy Preparatory Academy · Governing Board

Minutes: Regular Meeting

Thursday, September 20, 2018 at 6:15 pm 1807 Memorial Dr.
Approved All documents for this meeting

Attendance: 8 present

  • Dr. Charcia M. Nichols (NON-voting; Executive Director)
  • Dr. William Epps (committee member) · arrived 20 min late
  • Elisha Gray · arrived 60 min late
  • Jason Allen
  • John Cherry
  • Mary Shepherd · arrived 60 min late
  • Ms. Kanethia Henderson (committee member)
  • Victor Tate (board member)

  1. Welcome and Call to Order

    Meeting was called to order by chair, Jason Allen, at 6:10pm. 

  2. Approval of the Agenda

    Motion Carried

    Approval of Agenda

    Moved by Victor Tate (board member), seconded by Dr. William Epps (committee member)

    Yes: Jason Allen, Elisha Gray, Mary Shepherd, Kanethia Henderson, John Cherry, Charcia Nichols

  3. Review of the Previous Meeting Minutes

    This will include approval of the August meeting minutes.

    Motion Carried

    To accept August 16, 2018 board meeting minutes

    Moved by Ms. Kanethia Henderson (committee member), seconded by Victor Tate (board member)

    Yes: Jason Allen, Kanethia Henderson, John Cherry, Mary Shepherd, Charcia Nichols

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  4. Finance Session

    Budget Review

    

    • August 2018 financial reporting was provided by PowerPoint
    • CFO discussed budget review for Kirkwood and Gwinnett, no pressing concerns
    • All financial reporting has been completed: 990 tax return, FY 19 Audit – ready to distribute to the board members, 990 Tax return, FY 19 financial manual is under review. Meeting with Bond holder to discuss bond debt this month
    • Ms. Sharp stated there must be fundraising to reduce the debt ratio


  5. Scholar Presentation

    Kindergarten Scholar Presentation

  6. Head of Schools Report

    Academics

    • Charter Performance Framework and Benchmark data discussed
    • Head of schools discussed Kirkwood’s ARROW, focus and climate check
    • Additional STAR Reading data presented for grades 3rd – 8th
    • All records for SWD have been received
    • Hired Part time math coach, Matthew Robinson
    • Remedial Education Program/ Early Intervention Program began September 4, 2018
    • Class walkthroughs done by coaches and administrative team three times a week
    • Coaching cycles developed for Math and ELA teachers that are on various tiers
    • Evaluating Math online programs
    • Gifted screening is complete (25 scholars)
    • Successful Scholastic Book Fair raised $7000


    Operations


    • Online payments for all parents now available
    • Kelly Services (substitute service) will be live October 1st
    • Climate Community Leaders held their second meeting and provided input/feedback on the staff leave policy



    Finance

    • Enrollment is 512 and we are projected at 532
    • Conference call with bondholder was held September 14, 2018
    • Finance policies under review by board members and finance team
    • Working to reduce debt ratio

  7. Governance Session

    • Dr. Burks presentation discussed the importance of teacher and scholar attendance
    • Board members discussed scholar Promotion/Retention policy and Employee Attendance & Leave policy. Policies will be updated and approved next board meeting
    • Mr. Allen discussed Gwinnett location’s closure. Ivy Preparatory will ensure Gwinnett parents and scholars will receive proper services
    Motion Carried

    To accept Attendance and Leave Policy

    Moved by Elisha Gray, seconded by Ms. Kanethia Henderson (committee member)

    With recommended changes to Attendance & Leave Policy - Yes: Jason Allen, Victor Tate, Mary Shepherd, William Epps, John Cherry, Charcia Nichols

    Motion Carried

    To accept Promotion/Retention Policy

    Moved by Elisha Gray, seconded by Ms. Kanethia Henderson (committee member)

    Yes: Jason Allen, Victor Tate, Mary Shepherd, William Epps, John Cherry, Charcia Nichols

  8. Public Comment

    Dr. Artesius Miller expressed his concern of the closing of the Gwinnett campus and requests if Ivy Preparatory Academy will consider Dr. Nina Gilbert’s assistance.


    Dr. Nina Gilbert expressed her disappointment with the closure of the Gwinnett campus.



  9. Executive Session

    The board will enter into Executive Session to discuss legal and property matters.

    Motion Carried

    To enter Executive Session at 7:31pm

    Moved by Victor Tate (board member), seconded by Elisha Gray

    Yes: Jason Allen, Kanethia Henderson, Mary Shepherd, William Epps, John Cherry, Charcia Nichols

  10. The Meeting was Adjourned

    The meeting adjourned at approximately 7:52 pm

    Motion Carried

    Motion to adjourn

    Moved by Victor Tate (board member), seconded by John Cherry

    Yes: Jason Allen, Elisha Gray, Mary Shepherd, William Epps, Kanethia Henderson, Charcia Nichols