April 2025 Meeting Agenda and Minutes
The Academy
Board of Directors
Executive Work Session
Monday, Apri1 28, 2025
6:00 – 6:55pm
Agenda
Monthly Board Communications Review -10 Minutes
Expectation: Each month, Board members will acknowledge and discuss any community feedback or complaints that have been received since the last meeting.
Board Self-Evaluation Revisions - 35 Minutes
Expectation: Board members will discuss progress with updating their annual self-evaluation process.
Board Planning - 10 Minutes
Expectation: The Board will discuss plans to fill a vacancy for the 2025-26 school year as well as a draft agenda for the Summer Board Retreat.
Board Meeting
Monday, April 28, 2025
7:00pm
Agenda
I. Open Meeting
The Academy’s mission is to help all students grow into college ready, exemplary citizens by combining academic mastery with personal empowerment to drive lifelong success. We serve our full community by intentionally developing a school culture that embraces diversity, equity, and inclusion. With this in mind, the Board of Directors welcomes all members of our community to this meeting and invites each person to begin our time together in whatever way will help ground you for thoughtful and productive discussion - a few deep breaths, a prayer, a moment to organize your thoughts, or whatever meets your needs.
II. Consent Agenda
a. Approve Agenda
b. Approval of March 31, 2025, minutes
III. Public Comment
The chairperson will recognize anyone who signs the request form before the meeting time. Public comment and input shall be limited to fifteen minutes total, ten minutes per topic, and 2 minutes per speaker. Neither Board members nor Academy staff is obligated to respond to comments or input. The Board will provide written responses as deemed appropriate.
IV. Reports from Directors, Principals, and Committees
a. Executive Director Report – Expectation: The Executive Director will update the Board on progress toward financial and operational strategic priorities.
b. Chief Academic Officer Report - Expectation: The CAO will update the Board on progress toward instructional and cultural strategic priorities.
c. Committee Reports – Expectation: Committee Chairs will update the Board on progress with each committee.
i. Finance – See meeting minutes.
ii. SACademic – See meeting minutes.
iii. PTO – See meeting minutes.
V. Presentation and Discussion
a. Name Change Policy – Expectation: The Board will discuss a short version and a long version for a new Name Change Policy.
b. Student Fees 25-26 – Expectation: The Board will discuss a proposal for Student Fees for the 25-26 school year.
c. Executive Session C.R.S. §24-6-402(4) – Expectation: As needed, the Board may call an executive session for one of the specific topics identified below via a 2/3 majority.
i. Discussions regarding buying or selling property;
ii. Conferences with an attorney to receive legal advice;
iii. Matters required to be kept confidential by state or federal law (e.g., student academic records);
iv. Security arrangements or investigations;
v. Determining contract negotiation strategies;
vi. Personnel matters;
vii. Consideration of documents protected from disclosure under the Open Records Act; or
viii. Discussion of individual students where public discussion would adversely affect the student involved.
d. Work Session Summary – Expectation: The Board Chair will summarize the topics discussed during the work session prior to this formal meeting.
VI. Executive Summary
a. Health & Wellness Policy – Expectation: The Board will vote to approve the new Health & Wellness Policy discussed at the March meeting.
b. Name Change Policy – Expectation: The Board will vote to approve the long version or the short version of the new Name Change Policies discussed earlier in this meeting.
c. Student Fees 25-26 – Expectation: The Board will vote to approve changes to Student Fees for the 25-26 school year.
VII. Board Meeting Self-Scoring – Expectation: The Board will self-score their performance for the meeting according to preset criteria.
VIII. Adjourn Meeting
Board Meeting Minutes
Monday, April 28, 2025
Board Members Present: Also Present:
Sarah Drewlow Chairperson Brent Reckman Executive Director
Amy McDuffee Vice Chairperson-online Sarah Gramarossa Chief Academic Officer
Dan Klenjoski Treasurer Stacy McCleskey Exec. Admin. Manager
Kristen Cofrades Secretary
Kevin Sanchez Board Member
Autumn Coffee Board Member-online
Minutes of the regular board meeting of The Academy held at 11800 Lowell Blvd, Westminster, CO 80031 in Adams County on April 28, 2025.
I. Open Meeting
A quorum being present, Mrs. Drewlow called the meeting to order at 7:01 pm.
II. Consent Agenda
a. Mr. Sanchez moved to approve the March 31, 2025, minutes. Seconded by Mrs. Drewlow.
Discussion: None
Ayes: Mrs. Cofrades, Mr. Klenjoski, Mrs. McDuffee, and Mrs. Coffee
Nays: None
III. Public Comment
Public comment was received.
IV. Reports from Directors, Principals, and Committees
a. Executive Director Report
i. Finance
1. The first draft of the 25-26 budget is complete.
2. The budget was figured using 1830 students and a 2% increase to PPR.
3. The PPR may have a 3.5% increase per state legislature.
ii. Facilities
1. The groundbreaking ceremony for the construction project will be May 14, at 4:00 pm.
2. The staff have been informed of all aspects of the summer construction project.
3. Susan Wagar is working on coordinating logistics such as furniture.
b. Chief Academic Officer Report
i. State testing is complete.
1. 11 students opted out in grades 3-5.
2. 85 students opted out in grades 6-8.
3. 113 students opted out in 11th grade.
4. End of year STARS and MAPS will take place over the next couple of weeks.
ii. Graduation trajectory
1. There are 16 students on the cusp of not graduating.
iii. Attendance
1. The current attendance rate is 91.2% and the goal is 95%.
2. In 21-22, the rate for chronically absent students was at 41% and now it is down to 30%.
3. A new software system will be onboarded next year.
iv. The draft 25-26 UIP was done.
c. Committee Reports
i. Finance
1. The monthly report is on track and in line from the same time last year.
2. There is conversation about introducing a new quarterly balance sheet. This would provide better information on available funds that can be spent on other facility projects.
3. The PPR looks like it will be increased by 3.5% in the state budget.
4. The first read of the 25-26 budget was completed.
ii. SACademic
1. The April meeting is the last meeting of the school year.
2. Committee discussed family engagement and career exploration events.
3. Committee is looking to increase volunteerism. The PTO will pay for a new program to promote volunteerism and it will be shared at the beginning of the 25-26 school year.
iii. PTO – no questions or comments.
V. Presentation and Discussion
d. Name Change Policy
i. There was a request for a long version and short version of the policy to be presented to the Board.
ii. The long version is very detailed and complete.
iii. The short version would suffice given the undecided legal battles currently taking place.
iv. Mr. Reckman presented the form that parents/students would fill out for a formal name change. Our attorney has vetted this form and it can change the name in PowerSchool and graduation diploma.
v. There are questions and concerns about harassment language in the policy.
vi. The parental notification does not change in the long version or short version.
vii. Staff has more guidance in long version.
viii. It was decided that if the “Guidelines for Student’ was edited, then the Board would move forward with the long version.
e. Student Fees 25-26
i. There is an increase of $10-$15 across most categories.
ii. There is a $25 increase to middle school athletics.
iii. There is a $50 increase to high school athletics due to bus costs, referees, and field rentals.
f. Work Session Summary
i. Monthly communications review.
ii. Board evaluation completed.
iii. Board retreat discussed
II. Executive Summary
a. Vote to approve the Health and Wellness Policy.
Mrs. Drewlow made a motion to approve the Health and Wellness Policy. Mr. Sanchez seconded the motion.
Discussion: None
Ayes: Mrs. Cofrades, Mr. Klenjoski, Mrs. McDuffee, and Mrs. Coffee
Nays: None
b. Vote to approve the Name Change Policy.
Mr. Sanchez made a motion to approve the long version of the Name Change Policy. Mrs. Drewlow seconded the motion.
Discussion: None
Ayes: Mrs. Cofrades, Mr. Klenjoski, Mrs. McDuffee, and Mrs. Coffee
Nays: None
c. Vote to approve the Student Fees 25-26.
Mrs. Drewlow made a motion to approve the Student Fees 25-26. Mr. Klenjoski seconded the motion.
Discussion: None
Ayes: Mrs. Cofrades, Mr. Sanchez, Mrs. McDuffee, and Mrs. Coffee
Nays: None
V. Board Meeting Self-Scoring – Today’s meeting was both efficient and met expectations, so the score is 4.
III. Adjourn Meeting 8:18 pm.