Ivy Preparatory Academy

Committee of the Whole

Regular Meeting - Tuesday July 3rd, 2018 @6:15 PM

Meeting Minutes

Attendance Summary

Name Status Arrival Time Departure Time
Jason Allen present member On Time At Adjournment
Elisha Gray present member On Time At Adjournment
Mary Shepherd not present member
Kanethia Henderson present member On Time At Adjournment
Dr. Charcia M. Nichols present ex-officio On Time At Adjournment
Dr. William Epps present member On Time At Adjournment
Victor Tate present member On Time At Adjournment
Mary Thompson not present member

Welcome and Call to Order

Meeting was called to order by chairman, Jason Allen, at 6:44pm. 

Joining of Boards

By: Victor Tate Seconded by: Elisha Gray

Yes: Jason Allen, Will Epps, Kanethia Henderson

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Approval of Agenda

So that there is agreement between board members on the agenda, and the amount of time spent on the meeting, the board shall vote to approve an agenda for the meeting. To the best of its ability, it will follow that agenda, and allow for the chair to move the board through the agenda as specified.

To accept the Agenda

By: Dr. William Epps Seconded by: Elisha Gray

Yes: Jason Allen, Victor Tate, Kanethia Henderson

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Academic Sessions

FY 18-19 Academic Calendar

  • The 2018 - 2019 School Calendar was presented for approval. The school hours have been changed to 8am - 3pm 

Motion to accept the proposed 2018 - 2019 school year calendar and school start time

By: Elisha Gray Seconded by: Victor Tate

Yes: Jason Allen, Will Epps, Kanethia Henderson

Finance Session

Treasurer’s Report

  • The FY19 budgets have been submitted to the board for review. Concerns regarding the new organization structure will have an impact on the FY19 budget

Governance Session

Kanethia Henderson was introduced to the stakeholders. She has served on committees. She has been vetted for board membership.


The network organizational structure was revised and approved by the board during the regular June meeting on June 14th. There will be an additional assistant principal. One AP will serve grades Kindergarten through 4th. The other AP will serve 5th through 8th grades. The network will include four departments in addition to administration: Financial Services, Business Services, Scholar Services, and Operations. In addition, the board has also recommended a School and District Improvement Specialist. A proposed contract for the specialist has been reviewed and recommended for approval.


For the 2018 - 2019 year the board meeting calendar and work session dates were presented. The will be four work sessions for the school year. The committee-as-a-whole will meet on the first Thursday of the month at 6:15pm. The board meeting will meet on the third Thursday of the month at 6:15pm


Stakeholders have been made aware that the governing board is looking to expand its membership. People with legal and real estate expertise are needed

Motion to accept the nomination for Kanethia Henderson to be added to the board

By: Elisha Gray Seconded by: Dr. William Epps

Yes:  Jason Allen, Victor Tate

To accept contract for a School/District specialist has been reviewed and recommended for approval

By: Elisha Gray Seconded by: Kanethia Henderson

Yes: Jason Allen, Victor Tate, Will Epps

Executive Session

  • Personnel
  • Legal
  • Property and Space

Adjournment

Motion to enter into Executive Session at 7:10 pm

By: Elisha Gray Seconded by: Kanethia Henderson

Yes:  Jason Allen, Victor Tate, William Epps

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Summary of Actions

• Joining of Boards: Motion by Victor Tate. Seconded by Elisha Gray. Yes: Jason Allen, Will Epps, Kanethia Henderson • Approval of the Agenda. Motion by Will Epps. Seconded by Elisha Gray. Yes: Jason Allen, Victor Tate, Kanethia Henderson • Motion to accept the appointment of Dr. Charcia Nichols as Head of Schools for the 2018 - 2019 school year by Victor Tate. Seconded by Elisha Gray. Yes: Jason Allen, Will Epps, Kanethia Henderson • Motion to accept personnel matter by Elisha Gray. Seconded by Victor Tate. Yes: Jason Allen, Will Epps, Kanethia Henderson • Motion to accept the proposed 2018 - 2019 school year calendar. Motion by Elisha Gray. Seconded by Victor Tate. Yes: Jason Allen, Will Epps, Kanethia Henderson • Motion to accept the nomination for Henderson to be a member of the board by Elisha Gray. Seconded by Will Epps. Yes: Jason Allen, Victor Tate, Kanethia Henderson • Motion to accept the nomination of Elisha Gray as Vice-Chair for the 2018 – 2019 year by Will Epps. Seconded by Victor Tate. Yes: Jason Allen, Elisha, Kanethia Henderson • Motion to go into Executive Session at 7:10pm for Personnel matters by Elisha Gray. Seconded by Kanethia Henderson. Yes: Jason Allen, Charcia Nichols, Will Epps, Victor Tate

The Meeting was Adjourned

The meeting adjourned at approximately 7:31 pm

Motion to adjourn

By: Mary Shepherd Seconded by: Kanethia Henderson

There was no notable discussion on the motion.