Ivy Preparatory Academy

Governing Board

Regular Meeting - Thursday January 17th, 2019 @6:00 PM

Meeting Minutes

Attendance Summary

Name Status Arrival Time Departure Time
Jason Allen present chair On Time At Adjournment
Elisha Gray present vice-chair 10 Minutes Late At Adjournment
Victor Tate (board member) present Treasurer On Time At Adjournment
Mary Shepherd present member On Time At Adjournment
Dr. William Epps (committee member) not present member
Ms. Kanethia Henderson (committee member) present secretary On Time At Adjournment
Dr. Charcia M. Nichols (NON-voting; Executive Director) present Non-voting Administration On Time At Adjournment
John Cherry present member On Time At Adjournment
Terra Gay present Parliamentarian On Time At Adjournment
Braxton Nelson present member On Time At Adjournment
Mrs. Laticia Sharp (NON-voting; Chief Financial Officer) present Non-voting Administration On Time At Adjournment

Welcome and Call to Order

Meeting was called to order by chair, Jason Allen, at 6:07 pm.

Approval of Agenda

With the amendment to add the Executive Committee report under the Governance Section

To approval the agenda with amendment to adding Executive Committee report under the Governance Section

Yes: Jason Allen, Terra Gay

By: Ms. Kanethia Henderson (committee member) Seconded by: Victor Tate (board member)

Yes, Jason Allen, Terra Gay

Review of Previous Board Meeting Minutes

Board Secretary (Kanethia Henderson) read December 13, 2018 and January 10, 2019 minutes which contained board members attendance, agenda and all motions

To accept December 13, 2018 and January 10, 2019 previous board meeting minutes

Yes: Jason Allen, Victor Tate

By: Terra Gay Seconded by: Ms. Kanethia Henderson (committee member)

Yes: Jason Allen, Victor Tate

Governance Rule and Meeting Guidelines

Jason Allen explained a few meeting guidelines and governance rules such as silencing cell phone, questions not answered during the meetings and motions will go into deliberation and then an official motion will be voted on.

Ivy Mission and Vision

The mission and vision was read by third grade scholar, Ms. Ross.  

Academic Sessions

Staff Presentation

Director of Business Services (Susan Harris) presentation consisted of:

  • Human Resource Department’s mission and its functions
  • Upcoming Recruitment dates and the importance of Human Resource’s recruitment goal
  • The importance of hiring certified teachers to stay in compliance with federal ESSA laws and increase Training and Experience (T&E) funding
  • Discussed Certified and Classified Personnel Information CPI reported three times a year and is tied to Training and Experience (T&E) funding
  • Employee morale key factors are pay, benefits and change in leadership
  • The Community consist of all employees of Ivy Preparatory Academy. Community Leaders are individuals chosen to represent their grade band, (K – 2nd grades, 3rd – 5th grades, 6th – 8th grades and non-instructional staff) as ambassadors and a liaison with the Executive Team.
  • Final goal is to work with Compensation Study Team which consisted of Director of Business Services, Leadership COHORT and Community Leaders to discuss and understand compensation and benefits, re-design the existing package, recommend a new plan to make salaries more competitive and attract more certified teachers


(Head of Schools Report)

Please view Head of Schools January 17, 2019 Powerpoint

To change title of Director of Business Services to Director of Human Resources

By: Ms. Kanethia Henderson (committee member) Seconded by: Terra Gay

Yes: Jason Allen, Victor Tate

To accept the proposal presented to purchase laptops from Microsoft who has offered the better package deal

Yes: Jason Allen, Victor Tate

By: Terra Gay Seconded by: Ms. Kanethia Henderson (committee member)

Yes: Jason Allen, Victor Tate

To explore the option of contractual grant writer from January to June 2019 to guarantee a $350K portfolio starting next month

By: Victor Tate (board member) Seconded by: Terra Gay

Yes: Jason Allen, Kanethia Henderson

To accept 2 board policies (Man-Made/Natural Disaster and Scholar Code of Conduct)

By: Terra Gay Seconded by: Ms. Kanethia Henderson (committee member)

Yes: Jason Allen, Victor Tate

Finance Session

Chief Financial Officer Report

Please see Chief Financial Report Powerpoint


To accept November 2018 financials

By: Victor Tate (board member) Seconded by: Ms. Kanethia Henderson (committee member)

Yes: Jason Allen, Terra Gay

To accept Chief Financial Officer’s report

By: Victor Tate (board member) Seconded by: Ms. Kanethia Henderson (committee member)

Yes: Jason Allen, Terra Gay

To accept January 10, 2019 Finance Committee minutes

By: Ms. Kanethia Henderson (committee member) Seconded by: Victor Tate (board member)

Yes: Jason Allen, Terra Gay

Public Comment

C. Jackson, S. Bruce and K. Hardy spoke regarding to teachers' salaries. They expressed the hardship and struggle of low wages and how it impacts the school but also their families.

Governance Session

Board Secretary (Kanethia Henderson) discussed the following items:

  • February 5-6, 2019 SCSC training for board members or potential board members
  • State Charter School Commission meeting is the last Wednesday of the Month
  • Each potential board member will go through orientation which will be held the first Thursday of the Month at 6:00pm
  • Discussed board members attendance for board meetings
  • Prospective board member:
  • Terri Carter – Human Resource Background
  • Desmond Jones – Real Estate Background
  • Jeremy Harp – Corporate Finance Background
  • Braxton Nelson – Telecommunications Background
  • Nedawej Dawkins – Real Estate & Education Background
  • Board seeking attorney to serve on the board
  • Work sessions will focus on Board Structure, Strategic Plan and Board Policies


Board Chair (Jason Allen) discussed the following:

  • Introduced the new Director of Operations (Nataya Robinson-White) and motioned to approve new Director of Operations


Board Chair (Jason Allen) reviewed Governance/Executive Committee Minutes January 10, 2019 which consists of:

  • Capacity Reduction   
  • Board Accountability
  • Plan development - Governance Chair     
  • Communication Procedures    
  • Urgency in funding for operational needs i.e.

o    curriculum development

o    teacher pay scale



Recommendations to the Board:


The executive committee, HOS, CFO, Governance Specialist and School & District Turnaround Specialist have discussed work sessions for the Board to be held on Saturdays. Mr. Allen ask for the following:


A work session to be held on:         

  • Strategic Planning (February) lead by Governance Specialist       
  • Organizational Chart & Board Structure Review (March) lead by School & District Turnaround Specialist
  • Accountability Plan & Committee Action Plan (April) lead by Governance Specialist


The executive committee will be meeting with another prospective attorney on the Board with the next week.

To amend the By-laws to reflect the number of officers on the board, Chair, Secretary and Treasurer and any such other officers as the board may appoint time to time

By: Ms. Kanethia Henderson (committee member) Seconded by: Terra Gay

Yes: Jason Allen, Victor Tate

To accept Proposed Policy Review Rollout Calender

By: Ms. Kanethia Henderson (committee member) Seconded by: Terra Gay

Yes: Jason Allen, Victor Tate

To accept January 10, 2019 Governance Committee minutes

By: Victor Tate (board member) Seconded by: Terra Gay

Yes: Jason Allen, Kanethia Henderson

To accept 5 board policies (Drug, Alcohol/Substance Abuse, Board Policy Development, Hiring and Evaluation of Immediate Family Members, Head of Schools Relations and Media Protection Policy)

By: Ms. Kanethia Henderson (committee member) Seconded by: Victor Tate (board member)

Yes: Jason Allen, Terra Gay

To accept to move forward with Committee and Task Force assembly as it was explained

By: Terra Gay Seconded by: Ms. Kanethia Henderson (committee member)

Yes: Jason Allen, Victor Tate

To accept new Director of Operations

By: Ms. Kanethia Henderson (committee member) Seconded by: Terra Gay

Yes: Jason Allen, Victor Tate

To accept and move forward with Board Leadership Succession Planning

By: Ms. Kanethia Henderson (committee member) Seconded by: Terra Gay

Yes: Jason Allen, Victor Tate

The Meeting was Adjourned

The meeting adjourned at approximately 8:06 pm

Motion to adjourn

By: Victor Tate (board member) Seconded by: Ms. Kanethia Henderson (committee member)

There was no notable discussion on the motion.