August 2024 Meeting Agenda and Minutes
The Academy
Board of Directors
Executive Work Session
Monday, August 26, 2024
5:30 – 6:55pm
Agenda
Monthly Board Communications Review 15 Minutes
Expectation: Each month, Board members will acknowledge and discuss any community feedback or complaints that have been received since the last meeting.
Ongoing Policy Review 30 Minutes
Expectation: The Board will review one policy each month and update as needed for compliance and alignment with the school mission and vision. This month we will review the Harassment Policy.
Board Self-Evaluation Revisions 40 Minutes
Expectation: The Executive Director will update Board members on progress through The Academy’s charter renewal process.
Board Meeting
Monday, August 26, 2024
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 July 29, 2024, 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 ED will update the Board on the start of the new school year as well as progress toward financial and operational strategic priorities.
b. Chief Academic Officer Report - Expectation: The CAO will update the Board on the start of the new school year as well as progress toward instructional and cultural strategic priorities.
c. Committee Reports – Expectation: Committee Chairs will update the Board on progress with each committee.
i. Finance – No Finance Committee meeting this month.
ii. SACademic – No SACademic Committee meeting this month.
iii. PTO – See PTO meeting minutes.
V. Presentation and Discussion
a. 2024-25 Bi-Annual Scorecard – Expectation: The Board will finalize the contents of the 24-25 scorecard.
b. Update on State-Level Data - Expectation: The ED will update the Board on the recent release of state-level student achievement data from spring 2024 testing.
c. Enrollment Data Review - Expectation: The ED will present current enrollment data in the context of recent historical trends.
d. Reimbursement Resolution - Expectation: The Board will discuss a draft reimbursement resolution pertaining to upcoming facilities development work.
e. Updated Physical Intervention, Restraints, and Seclusion Policy – Expectation: The Board will discuss recommended updates to the Physical Intervention, Restraints, and Seclusion Policy in alignment with changes to state statute.
f. Review Student Data Security Policy – Expectation: The Board will discuss annual renewal of the Student Data Security Policy.
g. 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.
h. 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. Reimbursement Resolution - Expectation: The Board will vote to approve the proposed Reimbursement Resolution.
b. Physical Intervention, Restraints, and Seclusion Policy Approval – Expectation: The Board will vote to approve updates to this policy in alignment with changes to state statute.
c. Student Data Security Policy Approval (annual requirement – no changes to the policy) – Expectation: The Board will vote for annual approval of this policy.
VII. Board Meeting Self-Scoring – Expectation: The board will self-score their performance for the meeting according to preset criteria.
|
Scoring Rubric |
|
|---|---|
|
1 |
Unsatisfactory |
|
2 |
Satisfactory, looking for significant improvement |
|
3 |
Satisfactory, improving but still below expectations |
|
4 |
Efficient meeting, meets expectations |
___/4
VIII. Adjourn Meeting
Board Meeting Minutes
Monday, August 26, 2024
Board Members Present: Also Present:
Sarah Drewlow Chairperson Brent Reckman Executive Director
Dan Klenjoski Treasurer Sarah Gramarossa Chief Academic Officer
Kristen Cofrades Board Member Andrea Foust Director of Finance
Kevin Sanchez Board Member Susan Wagar Director of Operations
Autumn Coffee Secretary Stacy McCleskey Exec. Admin. Manager
Amy McDuffee Vice Chairperson
Larissa Fransua Board Member-online
Minutes of the regular board meeting of The Academy held at 11800 Lowell Blvd, Westminster, CO 80031 in Adams County on August 26, 2024.
I. Open Meeting
A quorum being present, Mrs. Drewlow called the meeting to order at 7:00 pm.
II. Consent Agenda
a. Mrs. McDuffee moved to approve the July 10, 2024, minutes. Seconded by Ms. Fransua.
Discussion: None
Ayes: Mrs. Cofrades, Mr. Klenjoski, Mr. Sanchez, Mrs. Coffee, Mrs. Drewlow
Nays: None
III. Public Comment
There was no public comment this month.
IV. Reports from Directors, Principals, and Committees
a. Executive Director Report
i. Summer Facilities Work-40 projects accomplished at both campuses
ii. Enrollment-currently 1890 (Oct 2023- 1832). The 24-25 Budget was figured with 1835 K-12.
iii. Facilities-The architect finished the design development phase in July. Price projections are holding. In our Aug 28 meeting we will go through more numbers. We are collecting documents for Sunflower Bank for the loan application. No documents have been signed and no rate has been locked in.
b. Chief Academic Officer Report
i. Major work has been done on the Unified Improvement Plan, and we are finalizing the draft.
ii. Interventions are in place to catch students who need help sooner than in the past.
iii. The team is working on incentives to increase student attendance.
c. Committee Reports
i. Finance Committee- No meeting this month
ii. SACademic Committee-No meeting this month
iii. PTO-See minutes
V. Presentation and Discussion
a. 2024-2025 Bi-Annual Scorecard
i. Executive Director presented the final scorecard of information that was discussed at Board Retreat on July 29, 2024.
b. Update on State-Level Data
i. The data shows we have the best jump we have seen in data. Hopeful that with CAO strategies, the trajectory will only get better and help us reach our goal to be in the top 5 in schools in our area.
c. Enrollment Data Review
i. Enrollment numbers have been steady over the last few years.
ii. Student retention is very steady, and we expect this year to continue in 90% range.
d. Reimbursement Resolution
i. This resolution says The Academy can reimburse general funds with loan money when engaging in high cost facility work (ex. architect needs to be paid before we close on the loan).
e. Updated Physical Intervention, Restraints, and Seclusion Policy
i. We have updated the Policy to reflect new rules from Colorado State Board of Education
f. Review Student Data Security Policy
i. Nothing has changed with this policy; we are just moving through our annual policy renew process.
g. Executive Session-not needed this month
h. Work Session Summary
i. Board Communication Review
ii. Ongoing policy review-Discussed updates to be made on policies and Title IX.
iii. Board Self Evaluation-discussed revisions to be made
VI. Executive Summary
a. Reimbursement Resolution: Mrs. Drewlow made a motion to approve the Reimbursement Resolution as presented. Mr. Sanchez seconded the motion.
Discussion: None
Ayes: Mrs. Cofrades, Mr. Klenjoski, Mrs. Coffee, Mrs. McDuffee, Ms. Fransua
Nays: None
b. Physical Intervention, Restraints and Seclusion Policy: Mrs. Drewlow made a motion to approve the Physical Intervention, Restraints, and Seclusion Policy as presented. Mrs. Cofrades seconded the motion.
Discussion: None
Ayes: Mr. Klenjoski, Mr. Sanchez, Mrs. Coffee, Mrs. McDuffee, Ms. Fransua
Nays: None
c. Student Data Security Policy: Mrs. Drewlow made a motion to approve the Student Data Security Policy as presented. Mr. Klenjoski seconded the motion.
Discussion: None
Ayes: Mrs. Cofrades, Mr. Sanchez, Mrs. Coffee, Mrs. McDuffee, Ms. Fransua
Nays: None
VII. Board Meeting Self-Scoring Board Self-Scoring – Today’s meeting was both efficient and met expectations, so the score is 4.
VIII. Adjourn Meeting
a. Mrs. Drewlow adjourned the meeting at 8:02 pm.