Ivy Preparatory Academy

Committee of the Whole

Regular Meeting - Thursday January 10th, 2019 @6:00 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 15 Minutes Late At Adjournment
Victor Tate present member 15 Minutes Late At Adjournment
Terra Gay not present member
John Cherry present member On Time At Adjournment

Welcome and Call to Order

       Meeting was called to order by chair, Jason Allen, at 6:16pm.  Mr. Allen discussed the following:

Ivy Board’s responsibilities and roles

Goals will be set in each Committee of the Whole meeting

Mission and Vision will be stated and discussed

Board responsibility to create Action Plan and Strategic Plan

Taskforce and Committees will be formed to assist with expansion work in experienced areas

Amend Agenda

To amend the Agenda

By: Elisha Gray Seconded by: John Cherry

Yes: Jason Allen, William Epps, Kanethia Henderson, Victor Tate

Governance Session

Jason Allen discussed :

  • Board members that have not attended SCSC training and any taskforce members that are potential Board candidates are recommended to attend the upcoming SCSC training
  • Board elections was held during the December’s Board meeting however amendments were not made to the By-laws therefore Board Chair recommended following current By-laws:
  • Board Chair - Jason Allen
  • Vice Chair - Elisha Gray
  • Secretary - Kanethia Henderson
  • Treasurer - Victor Tate
  • Parliamentarian - Terra Gay
  • Kanethia Henderson is the current Board Secretary/Academics. She will revised Board Officers section in the By-laws
  • Process and procedures:
  • 1st and 3rd Monday check-ins session with Head of Schools
  • Board Treasurer will begin to provide Finance report during board meetings
  • Communication to the Board from Network staff and Taskforce is to be directed to Board Secretary
  • Board Treasurer and Board Secretary will monitor board dues
  • Attendance and training will be monitored by Board Secretary
  • Board Retreat and Leadership summit will be planned for the summer
  • During Breakout session SMART Goals will be discussed to assist with design of the strategic plan
  • Strategic plan is being constructed anticipated completion by June 2019
  • Succession Plan was discussed, it will be reviewed and updated


To accept Board Officers position as is stated and according to the Ivy Preparatory Academy By-Laws

By: John Cherry Seconded by: Victor Tate

Yes:  Jason Alle, Kanethia Henderson, Elisha Gray, William Epps

Finance Session

Topic: Bond Repayment

·        Commitment to pay down 1% ($130,000) on the balance of the $13 million bond. We have only been paying on the interest. Looking for ways and funding methods to make sure that we can make that commitment. Committee has established that a capital campaign will be set to raise $30k within the next 6 months. There is an event that is held at the end of the year. The thought was to look at ways to work around that event.

·        Bond holder plans to attend the board meeting next week.

Actions:

1.      Review list of past donors and contributors including alumni to see if we have anyone that we can reach out to for donations. (Howard-February 1)

2.      Ask each board member to provide four potential donors with whom they have strong affiliations that we can ask. (Will Epps-February 1)

3.      Create a marketing campaign that will help spread the word of the school. Identify marketing materials (Terri). Reach out to Chiara Richardson and EDHere for social media

4.      Cost out billboards and larger sign for the school (Braxton-February 1)

5.      Review finance statements and identify ways to cut expenses to guarantee the 1% (Jeremy-Next finance meeting)

6.      Look at ways to use Real Estate to pay down the bond: Investment Study (Desmond-February 1)

7.      Building off the event (Terri-February)

8.      How to market the parking lot for community events, to whom do we market (Desmond and Braxton)

9.      Race development (Terri)


  • Draft amended budget by Monday for us to review.
  • Use for the FY 20 budget

Actions:

Committee is to review and provide feedback on the budget by the 17th.

Academic Sessions

Breakout Session

  • Q2 Benchmark date reviewed for ELA and Math
  • Increase enrollment strategies by focusing on marketing strategies, community activities, events, churches and transportation
  • 2019-2020 School Calendar was introduced and recommended
  • Necessity/Recommendations:
  • Teacher Pay Scale
  • Transportation for students
  • One to One devices for digital learning
  • Marketing strategies to increase enrollment
  • Use of Eventbrite

The Meeting was Adjourned

The meeting adjourned at approximately 8:03 pm

Motion to adjourn

By: Victor Tate Seconded by: John Cherry

Yes: Jason Allen, Kanethia Henderson, William Epps, Elisha Gray