Ivy Preparatory Academy

Governing Board

Regular Meeting - Thursday May 16th, 2019 @6:00 PM

Meeting Minutes

Attendance Summary

Name Status Arrival Time Departure Time
Jason Allen present chair On Time At Adjournment
Victor Tate present Treasurer On Time At Adjournment
Mary Shepherd present member On Time At Adjournment
Dr. William Epps present member On Time At Adjournment
John Cherry not present member
Braxton Nelson present member On Time At Adjournment
Laticia Sharp present Non-voting Administration On Time At Adjournment
Kanethia Henderson present secretary On Time At Adjournment
Dr. Charcia M. Nichols present Non-voting Administration On Time At Adjournment
Terra Gay present Parliamentarian On Time At Adjournment
Elisha Gray not present vice-chair

Welcome and Call to Order

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

Approval of Agenda

To approve the agenda with changes

By: Victor Tate Seconded by: Elisha Gray

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

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)

To approve the previous board and budget hearing meeting minutes.

By: Terra Gay Seconded by: Mary Shepherd

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

Finance Session

CFO Report

  • Financial Overview
  • Bond/Debt Reduction

Treasurer/Finance Committee Report

  • Approval of CFO Report

To approve March 2019 Financials

By: Terra Gay Seconded by: Dr. William Epps

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

To approve CFO Report

By: Mary Shepherd Seconded by: Dr. William Epps

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

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.

By: Mary Shepherd Seconded by: Dr. William Epps

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

To approve 2019-2020 proposed budget

By: Terra Gay Seconded by: Victor Tate

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

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

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

By: Terra Gay Seconded by: Mary Shepherd

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

To approve TriNet as the FY20 payroll and health benefits provider

By: Mary Shepherd Seconded by: Terra Gay

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

No, Braxton Nelson

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

By: Dr. William Epps Seconded by: Terra Gay

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

To approve Partnership with YMCA

By: Braxton Nelson Seconded by: Mary Shepherd

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

To approve the RFP process for Branding/Marketing/Resources

By: Terra Gay Seconded by: Dr. William Epps

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

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

By: Kanethia Henderson Seconded by: Terra Gay

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

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

By: Braxton Nelson Seconded by: Dr. William Epps

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.

The Meeting was Adjourned

The meeting adjourned at approximately 11:20 am

Motion to adjourn

By: Mary Shepherd Seconded by: Terra Gay

There was no notable discussion on the motion.

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.



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

By: Terra Gay Seconded by: Kanethia Henderson

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

To remove Nelson Braxton from Board

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.

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

By: Kanethia Henderson Seconded by: Braxton Nelson

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

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

By: Terra Gay Seconded by: Dr. William Epps

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

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

By: Dr. William Epps Seconded by: Mary Shepherd

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