To approve the agenda with changes
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
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 (board member) | present Treasurer | On Time | At Adjournment |
| Mary Shepherd | present member | On Time | At Adjournment |
| Dr. William Epps (committee member) | present member | On Time | At Adjournment |
| John Cherry | not present member | ||
| Braxton Nelson | present member | On Time | At Adjournment |
| Mrs. Laticia Sharp (NON-voting; Chief Financial Officer) | present Non-voting Administration | On Time | At Adjournment |
| 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 |
| 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
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 (committee member)
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 (committee member)
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 (committee member)
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 (board member)
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 (committee member) 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 (committee member)
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: Ms. Kanethia Henderson (committee member) Seconded by: Terra Gay
Yes, Mary Sheppard, Dr. William Epps, Braxton Nelson, and Jason Allen
To Approve the following operation policy:
- 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 (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.
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:
- Executive Director to Head of School
- Board size to a minium of 5 to maxium of 7 members
By: Terra Gay Seconded by: Ms. Kanethia Henderson (committee member)
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: Ms. Kanethia Henderson (committee member) 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 (committee member)
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 (committee member) Seconded by: Mary Shepherd
Yes, Braxton Nelson, Kanethia Henderson, Jason Allen, and Terra Gay