Board recordsIvy Preparatory Academy
Ivy Preparatory Academy · Governing Board

Minutes: Regular Meeting

Thursday, May 16, 2019 at 6:00 pm 1807 Memorial Dr.
Approved All documents for this meeting

Attendance: 9 present · 2 absent

  • Braxton Nelson
  • Dr. Charcia M. Nichols (NON-voting; Executive Director)
  • Dr. William Epps (committee member)
  • Jason Allen
  • Mary Shepherd
  • Mrs. Laticia Sharp (NON-voting; Chief Financial Officer)
  • Ms. Kanethia Henderson (committee member)
  • Terra Gay
  • Victor Tate (board member)
  • Elisha Gray · not present
  • John Cherry · not present

  1. Welcome and Call to Order

    Jason Allen called the meeting to order at 6:09 pm

  2. Approval of Agenda

    Motion Carried

    To approve the agenda with changes

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

    Yes, Mary Sheppard, Dr. Williams Epps, Braxton Nelson, Victor Tate, Kanethia Henderson, Jason Allen, Terra Gay

  3. Review of Previous Board Meeting Minutes

    The Board Secretary Kanethia Henderson read the previous minutes for meeting April 8, 2019(Board Meeting), April 11, 2019(Committee of the whole), April 18, 2019 (Budget Hearing), May 2nd (Budget Hearing and Board Meeting)

    Motion Carried

    To approve the previous board and budget hearing meeting minutes.

    Moved by Terra Gay, seconded by Mary Shepherd

    Yes, William Epps, Braxton Nelson, Victor Tate, Kanethia Henderson, and Jason Allen.

  4. Finance Session

    CFO Report

    • Financial Overview
    • Bond/Debt Reduction

    Treasurer/Finance Committee Report

    • Approval of CFO Report
    Motion Carried

    To approve March 2019 Financials

    Moved by Terra Gay, seconded by Dr. William Epps (committee member)

    Yes, Mary Sheppard, Williams Epps, Braxton Nelson, Victor Tate, Kanethia Henderson, Jason Allen and Terra Gay

    Motion Carried

    To approve CFO Report

    Moved by Mary Shepherd, seconded by Dr. William Epps (committee member)

    Yes, Mary Sheppard, Williams Epps, Braxton Nelson, Victor Tate, Kanethia Henderson, Jason Allen, Terra Gay

    Motion Carried

    To approve debt service reduction from 15% to 10% (5%) each year for the next 3 years. Target student enrollment of 600 but 545 would be acceptable.

    Moved by Mary Shepherd, seconded by Dr. William Epps (committee member)

    Yes,  Braxton Nelson, Victor Tate, Kanethia Henderson, Jason Allen, and Terra Gay

    Motion Carried

    To approve 2019-2020 proposed budget

    Moved by Terra Gay, seconded by Victor Tate (board member)

    Yes, Mary Sheppard, Dr. William Epps, Braxton Nelson, Kanethia Henderson, and Jason Allen

  5. Academic Sessions

    Pamela Dingle presented the Ivy Federal Programs

    Ivy Head of Schools Report

    Academic Committee Report


    @Victor Tate left during the academic committee discussion

    Motion Carried

    To approve of the Bambo Sonaike, CPA, LLC for the FY19 Audit

    Moved by Terra Gay, seconded by Mary Shepherd

    Yes, Dr. Williams Epps, Braxton Nelson, Victor Tate, Kanethia Henderson, and Jason Allen

    Motion Carried

    To approve TriNet as the FY20 payroll and health benefits provider

    Moved by Mary Shepherd, seconded by Terra Gay

    Yes, Dr. William Epps, Victor Tate, Kanethia Henderson, Jason Allen

    No, Braxton Nelson
    Motion Carried

    To approve extending the award date for the custodial RFP to June 20, 2019

    Moved by Dr. William Epps (committee member), seconded by Terra Gay

    Yes, Mary Sheppard, Braxton Nelson, Kanethia Henderson, and Jason Allen

    Motion Carried

    To approve Partnership with YMCA

    Moved by Braxton Nelson, seconded by Mary Shepherd

    Yes, Dr. William Epps, Kanethia Henderson, Jason Allen and Terra Gay

    Motion Carried

    To approve the RFP process for Branding/Marketing/Resources

    Moved by Terra Gay, seconded by Dr. William Epps (committee member)

    Yes, Mary Sheppard, Braxton Nelson, Kanethia Henderson, and Jason Allen

    Motion Carried

    To approve the following policies: Scholar Technology, Special education, Fieldtrips and Chaperone Duties and Responsibities.

    Moved by Ms. Kanethia Henderson (committee member), seconded by Terra Gay

    Yes, Mary Sheppard, Dr. William Epps, Braxton Nelson, and Jason Allen

    Motion Carried

    To Approve the following operation policy:

    1. Building usage 2. Employee Evaluation 3. Illness and Injury while at School or School event 4. use of personal vehicles to transport scholars and 5. Board Nominations
    Moved by Braxton Nelson, seconded by Dr. William Epps (committee member)

    Yes, Mary Sheppard, Kanethia Henderson, Jason Allen, and Terra Gay


    The board members voted Yes to all policy listed but changes were agreed for the Board Nominations.

    Board Nominations will not include the Head of Schools as a member of the Nominating Committee.

  6. The Meeting was Adjourned

    The meeting adjourned at approximately 11:20 am

    Motion Carried

    Motion to adjourn

    Moved by Mary Shepherd, seconded by Terra Gay

  7. Governance Session

    Board chair spoke of the Board Succession Plan and how the vision now fits our new mission. The strategic plan is a working document and board members are to provide feedback to finalize by June 2019 meeting. The board focus is student enrollment, debt reduction and staff retention. The board has updated 68 policy this school year.


    Board Chair explained that Mr. Cherry had to resign for personal reasons.


    Terra Gay the Parliamentarian resigned from Board during the meeting.



    Motion Carried

    Approve to amend the By-laws to the following:

    1. Executive Director to Head of School
    2. Board size to a minium of 5 to maxium of 7 members
    Moved by Terra Gay, seconded by Ms. Kanethia Henderson (committee member)

    Yes, Mary Sheppard, Dr. William Epps, Braxton Nelson, and Jason Allen

    Motion Failed

    To remove Nelson Braxton from Board

    Moved by Terra Gay, seconded by Mary Shepherd

    Yes, Terra Gay

    No, Dr, William Epps, Kanethia Henderson
    Abstained: Mary Sheppard

    The suggestion was to put concerns in writing and consider a letter of correction.
    Motion Carried

    To Reimburse Kanethia Henderson for the expenses she spent to attend the GCSA annual conference

    Moved by Ms. Kanethia Henderson (committee member), seconded by Braxton Nelson

    Yes, Mary Sheppard, Dr. William Epps, Jason Allen, and Terra Gay

    Motion Carried

    To approve to abolish 3 network positions and restructure 3 other network positions.

    Moved by Terra Gay, seconded by Dr. William Epps (committee member)

    Yes, Mary Sheppard, Braxton Epps, Kanethia Henderson, and Jason Allen

    Motion Carried

    To approve to extend a contract with a $10,000 raise

    Moved by Dr. William Epps (committee member), seconded by Mary Shepherd

    Yes, Braxton Nelson, Kanethia Henderson, Jason Allen, and Terra Gay