Minutes: Regular Meeting

Meeting was called to order by chair, Jason Allen, at 6:11 pm. 

To approve agenda as submitted

Scholar Presentation

• Scholar presented their experience at the Microsoft Store

Head of Schools

Dr. Charcia Nichols discussed the following:

• Currently working on 14 page action plan for operations to work through some challenges in Nutrition
• Ms. Crooms has been contracted to work in Nutrition until June 2019
• Currently Free/Reduce Lunch application processed is at 78%
• Inventory for the Gwinnett campus will be completed by December 19, 2018 and the Kirkwood location inventory will be completed by January 1, 2019
• Kirkwood will be contracting a new landscaping company that will begin January 1, 2019
• New technology is needed at the school, laptops are not working properly and the server needs to be updated.
• December 15, 2018 six security cameras will install and training will be conducted
• Current enrollment 493, 359 re-enrolled, 83 that was not located, 4 will not be returning
• 21st Century is working with a grant writer; the application will be submitted January 24, 2019
• Benchmark testing begins December 17, 2018 and completed STAR data which will be presented at the January Committee of the Whole meeting
• The Power My Learning Application challenge event was successful with grades 7th and 8th participating
• Urban Nutcracker will be presented by the Connection Team on December 19, 2018 at 6:00pm
• Enrichment and Acceleration Bootcamp will begin January 2019
• PLO Officer’s elections will take place December 19, 2018
• Partnership meetings scheduled with Georgia Tech and Chick-Fil-A
• Book Drive for new library still active, ribbon cutting ceremony will be May 17, 2019
• Commission findings were shared
• New 3rd grade and 6th grade teacher
• New organizational structure proposal; move Enrollment and Nutrition department under the Finance department 

No public comment

Laticia Sharp (CFO) provided a financial handout and presented Kirkwood and Gwinnett’s financial dashboard. Ms. Sharp discussed Kirkwood’s following:

• Requesting the approval of the October financials presented in the November 15, 2018 board meeting
• November 2018 financials were presented for discussion. Budget was amended for QBE funding that caused a change (increase) in QBE funding
• Crucial areas that need to be addressed such as:
• Payments towards the principal of the bond debt
• Purchase of an updated secure server
• New laptop/computers are needed for the teachers (lease vs. buying)
• Going forward cash projection year end reports will be emailed to board members a week prior to board meetings
• Current enrollment is 493, 10 scholars withdrew in the month of December due to transportation
• Identified budget hearing dates for the amended budget and FY 20 per Charter School Commission error report
• Received Gwinnett’s close out report from Georgia Charter School Commission. Deadline of December 20, 2018 for key areas of financials to be reported to Georgia Charter School Commission
• Working with insurance brokers to recoup funding for insuring Gwinnett’s board members
• Georgia Charter School Commission needs to view outstanding debt at the Gwinnett location

Jason Allen expressed during the Finance Committee meetings the following will be reviewed and discussed:

• Amended Budgets/Changes
• Bond (i.e. updates on payments, payoffs and interest
• Debt Reduction
• Fundraising plans that match the goals
• Enrollment projects and plans

Finance/Forbearance Agreement

Smart Goal – By July 1, 2019 1% of the interest will be paid

Jason Allen discussed the following:

• Received forbearance late from bond holder (Hamlin Capital Management) in order to make decision by January 1, 2019
• Bond holder has conditions regarding the forbearance such as:
• Two more Board members by January 1, 2019
• New Board Chair by January 1, 2019

Laticia Sharp will email the principal payment, principle/interest and balance information to board members

Jeff Homan recommended the board seek legal counsel regarding the bond agreement

Jason Allen expressed that he will communicate with the bond holder of seeking legal counsel regarding the bond

Ivy Assessment Presentation

LEADRight Presentation

Dr. Tony Burks from LEADRight Today. Inc. discussed risk management, critical decision making and how to obtain great results

Comprehensive review and outline was emailed to the Head of Schools regarding Ivy Preparatory Academy Kirkwood’s observation and recommendations from LEADRight Today Inc.

Board Elections 2019-2021

Board members discussed board elections will be a fiscal year: July 01 – June 30

Board elections were conducted, results:

• Chair - Jason Allen
• Vice Chair of Administration/Academics - Kanethia Henderson
• Vice Chair of Policy/Governance - Elisha Gray
• Board Treasurer/Finance Chair - Victor Tate

Recommendation to add Board Parliamentarian, will discuss further in January’s board meeting

Board Policy Adoption

Jason Allen named 4 Board policies that have been reviewed and revised during the Committee of the Whole – Work Sessions.  The following policies are:

• Family Involvement and Family Contract
• Sexual Discrimination, Harassment and Misconduct
• Progressive Discipline
• Accident or Injury in the Workplace

New Business

Head of School Contract

Board stated to move forward with the Head of School Contract

Legal Services

Board is seeking new attorney; waiting on response of one proposal received. No longer receiving legal services from previous attorney. Will send follow up email regarding the ending of services. Jason Allen stated by next Wednesday (December 19, 2018) board members will submit two legal service recommendations with experience in real estate and charter school regulations.  

Prospective Board Members

Two prospective board members will attend January board meeting to be introduced and to become acclimated the board

Jason Allen discussed the Academic Committee will need to discuss the following in the January Committee of the Whole meeting:

• What to do about property management?
• Development of the Chief Academic Officer role to lead the academic area for the network and ensure curriculum development and growth is taking place.

Dr. Burks inquire how many board members attended required board training? He expressed as being a parent at Ivy Preparatory Academy as hearing the questions that are asked by the board members that the training will provide them with the knowledge they seek. He reflected to the presentation by LEADRight Today Inc. regarding being in position D. Dr. Burks stated as a parent he will like the board to make the best decisions possible. 

Dr. Charcia Nichols recommended to present each staff member with $150 holiday gift.

The meeting adjourned at approximately 10:04 pm