Board recordsIvy Preparatory Academy
Ivy Preparatory Academy · Governing Board

Minutes: Regular Meeting

Thursday, June 20, 2019 at 6:00 pm 1807 Memorial Dr.
Approved All documents for this meeting

Attendance: 8 present · 3 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)
  • Victor Tate (board member)
  • Elisha Gray · not present
  • John Cherry · not present
  • Terra Gay · not present

  1. Welcome and Call to Order

    Jason Allen called the meeting to order at 6:01 p.m.

  2. Approval of Agenda

    Motion Carried

    To approve the agenda with changes to add Executive Session

    Moved by Ms. Kanethia Henderson (committee member), seconded by Victor Tate (board member)

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

  3. Review of Previous Board Meeting Minutes

    Motion Carried

    To approve draft minutes of the last board meeting held on May 16, 2019, and add the Communication Protocol and Advisory for Board.

    Moved by Ms. Kanethia Henderson (committee member), seconded by Victor Tate (board member)

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

  4. Academic Sessions

    Ivy Head of Schools Report


    Motion Carried

    To approve the Head of Schools Report

    Moved by Dr. William Epps (committee member), seconded by Braxton Nelson

    Yes, Jason Allen, Victor Tate, Mary Shepherd, and Kanethia Henderson

  5. Finance Session

    CFO Report

    • Financial Overview
    • Bond/Debt Reduction

    Treasurer/Finance Committee Report

    • Approval of CFO Report
    Motion Carried

    To approve the April 2019 Financial Report

    Moved by Braxton Nelson, seconded by Mary Shepherd

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

    Motion Carried

    To approve Preferred Meals as the 2019-2020 meal vendor

    Moved by Dr. William Epps (committee member), seconded by Braxton Nelson

    Yes, Jason Allen, Victor Tate, Mary Sheppard, and Kanethia Henderson

    Motion Carried

    To approve Hillchase $48,000 service option as our Resource Development contractor.

    Moved by Ms. Kanethia Henderson (committee member), seconded by Dr. William Epps (committee member)

    Yes, Jason Allen, Victor Tate, Mary Sheppard

    No, Braxton Nelson
    Motion Carried

    To approve option 2: blind bid for Custodian Services in the amount of $158,000.

    Moved by Mary Shepherd, seconded by Braxton Nelson

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

    Motion Carried

    To approve the CFO Report

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

    Yes, Jason Allen, Victor Tate, Mary Sheppard, and Dr. William Epps

    Motion Carried

    To approve the final draft of the Strategic Plan

    Moved by Victor Tate (board member), seconded by Braxton Nelson

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

    Motion Carried

    To approve the following policies: Child Abuse/Neglect, Discrimination, and Harassment, Employee Ethics, Employee Health Exam, Equal Opportunity, Safe Drug-Free Workplace, Social Media Ethics and Workers Comprehension

    Moved by Ms. Kanethia Henderson (committee member), seconded by Dr. William Epps (committee member)

    Yes, Jason Allen, Victor Tate, Mary Sheppard and Braxton Nelson

  6. Public Comment

    There were no Public Comments

  7. Governance Session

    Governance Committee Report

    Review and approval of Vision and Mission

    Review and approval of Strategic Plan

    New Business: Reach out to founder to see if she would be interest in serving on the Board Advisor Counsel.


  8. Executive Session

    Motion Carried

    To move into Executive Session to discuss Personnel matters

    Moved by Victor Tate (board member), seconded by Braxton Nelson

    Yes, Jason Allen, Mary Sheppard, Dr. Will Epps, and Kanethia Henderson



    Motion Carried

    Deny Personnel A: Severance Pay Deny Personnel B: A letter to change in a previous employee TKES with the Professional Standards Commission.

    Moved by Victor Tate (board member), seconded by Dr. William Epps (committee member)

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

  9. The Meeting was Adjourned

    The meeting adjourned at approximately 7:32 pm

    Motion Carried

    Motion to adjourn

    Moved by Victor Tate (board member), seconded by Braxton Nelson