December 2024 Meeting Agenda and Minutes
The Academy
Board of Directors
Executive Work Session
Monday, December 16, 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.
Board Self-Evaluation Revisions 30 Minutes
Expectation: Board members will discuss progress with updating their annual self-evaluation process.
Executive Director Evaluation 30 Minutes
Expectation: Board members will check in on progress with the Executive Director’s annual evaluation.
Be A Blessing Campaign 10 Minutes
Expectation: The Board will use this time to plan for the upcoming staff appreciation campaign.
Board Meeting
Monday, December 16, 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 November 18, 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 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 PTO meeting minutes.
V. Presentation and Discussion
a. First Read of Mid-Year Budget Modification - Expectation: The Executive Director will present a proposed amendment to the approved school budget.
b. New Course Approval – Principles of Accounting & Finance - Expectation: The Executive Director will present a proposed amendment to the approved school budget.
c. 25-26 Academic Calendar - Expectation: The Executive Director will present a proposed Academic Calendar for school year 2025-26.
d. Name Change Policy and Name Change Request Form – Expectation: The Executive Director will present updates to the proposed Name Change Policy based on previous Board discussion.
e. Family Engagement Policy – Expectation: The Board will complete discussion of the previously proposed Family Engagement Policy.
f. 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.
g. 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. Principles of Accounting & Finance – Expectation: Board members will vote to approve the proposed addition to the High School Course Catalog.
b. 25-26 Academic Calendar – Expectation: Board members will vote to approve the proposed Academic Calendar for school year 2025-26.
c. Name Changes Policy – Expectation: Board members will vote to approve the proposed Name Changes Policy.
d. Family Engagement Policy – Expectation: Board members will vote to approve the proposed Family Engagement Policy.
VII. Board Meeting Self-Scoring – Expectation: The Board will self-score their performance for the meeting according to preset criteria.
|
Scoring Rubric |
|
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1 |
Unsatisfactory |
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2 |
Satisfactory, looking for significant improvement |
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3 |
Satisfactory, improving but still below expectations |
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4 |
Efficient meeting, meets expectations |
VIII. Adjourn Meeting
Board Meeting Minutes
Monday, December 16, 2024
Board Members Present: Also Present:
Sarah Drewlow Chairperson Brent Reckman Executive Director
Kristen Cofrades Board Member Sarah Gramarossa Chief Academic
Kevin Sanchez Board Member Andrea Foust Director of Finance
Larissa Fransua Board Member-online Stacy McCleskey Exec. Admin. Manager
Autumn Coffee Secretary-online
Minutes of the regular board meeting of The Academy held at 11800 Lowell Blvd, Westminster, CO 80031 in Adams County on December 16, 2024.
I. Open Meeting
A quorum being present, Mrs. Drewlow called the meeting to order at 7:00 pm.
II. Consent Agenda
-
- Mr. Sanchez moved to approve the November 18, 2024, minutes. Seconded by Ms. Fransua.
Discussion: None
Ayes: Mrs. Drewlow, Mrs. Cofrades, Mrs. Coffee
Nays: None
III. Public Comment
There was no public comment this month.
IV. Reports from Directors, Principals, and Committees
a. Executive Director Report
i. There are no new updates this month.
ii. A community message will be sent out this week regarding the building project and will be shared again after winter break.
b. Chief Academic Officer Report
i. Staff will be giving the students the mid-year STAR assessments in reading and math.
ii. Attendance Update
1. Chronic absences are being examined more thoroughly. That data will be presented in February.
2. Elementary has the highest absences and more communication will be done with families.
3. A process is being created to use PowerSchool to send positive communications, text messages, and celebrations.
iii. The graduation trajectory is the same as reported before at 86%.
c. Committee Reports
i. Finance-The mid-year budget modification was the main item that was discussed.
ii. SACademic-The committee did not meet in December. The bulk of the meeting in November was the proposal of new course material which will be presented during this board meeting.
iii. PTO-The Holiday Bazaar was a success with more vendors than ever.
V. Presentation and Discussion
a. First Read of Mid-Year Budget Modification
i. The current budget was approved in June for the fiscal year. Every year, we approve a modified budget for adjustments from the first half of the year such as changes resulting in the October student enrollment count.
ii. The first read is in December and the second read and vote will be in January. The modified budget will be sent to CSI by January 31.
iii. Most revenue line items adjusted up with an Increase of $621,179.15
iv. We run a zero budget with a conservative budget process.
v. Mr. Reckman went through the budget and pointed out some specifics.
1. The State adjusted the Per Pupil Revenue (PPR). This year it adjusted down due to the declining enrollment in public schools across the state. The decline was less than expected so the money has to be spread among more students.
2. We saw an increase on the return of investments.
3. Food services has a revenue increase because more students are eating school lunches.
4. Slight reduction in After Care revenue because they will provide care for fewer days than originally planned.
5. There are increases in some grant money.
6. Total revenue is at $30 million and the initial budget was $29 million.
7. There is a variance with funding from CSI.
8. Since we run a zero budget, there was a need to spend the difference of approximately $600,000. This will be spent on a midyear pay increase to support staff and increase staff positions.
9. Two items we cannot budget for is the health insurance rebate from Cigna and the CSI rebate.
10. The salaries best practices are 55-65% and we are at 62.6%.
11. Annual debt best practice is 15% and we are at 12.2%.
b. 25-26 Academic Calendar
i. We are waiting for FRCC to post their academic calendar to align spring break dates.
ii. PD will be on the day of Halloween and Trunk or Treat will take place on the Thursday before.
c. Name Change Policy
i. There is active litigation around the country challenging both sides a school might take; communication with parent and no communication with parents. This is a difficult situation all around and the Asst. Attorney General does not want CSI to give direction on parent notification.
ii. The Asst. Attorney General is comfortable with CSI schools setting their own policy on parent notification and the ASCA guidelines are a good place to start.
iii. The Academy’s attorney Amber DeCarli agreed that not notifying families would be a violation of parental rights and that it would be up to the administrators to make that call.
iv. A student’s age is a factor and something to consider but specifics on how to factor it in is not spelled out. The administration will use discretion with each individual case.
v. The main change to the draft policy is that only administration should be contacting parents. They will also take into consideration the risk of harm to the student and that the situation is absent of exigent circumstances.
vi. Mrs. Drewlow suggested that the vote be tabled until January. Three Board members were absent and she would like them to be updated to the changes that were made. Brent will email information to absent Board members and the discussion will continue in January.
d. Family Engagement Policy
i. This policy is required to be in place for schools that receive Title I funds.
ii. It is meant to help inform families of school programming.
e Course Approval-Principles of Accounting and Finance
i. A survey was sent out to current students and 80% of them said that they would take the next course if it was offered.
ii. There are four courses in Business Education. We currently have 3 so this would be the final course to add.
iii. There was a unanimous agreement from SACademic Committee to submit the course to the Board for final approval.
iv. There has been space designed specifically for this section in the new construction project.
e Work Session Summary
i. Board Communications Review
1. The donated food in the cafeteria will be monitored for junk food.
2. The 7th grade students who gave public comment in November met with the CSI Food Nutritionist. The students gave the CSI Food Nutritionist some ideas for new menu items and they will do a taste test of new food in January.
ii. Board Self-Evaluation Revisions-the revisions were made together during the meeting.
iii. Executive Director Evaluation-the questions were updated.
iv. Be A Blessing Campaign-The campaign went well but we need to explore ideas to market it next year.
II. Executive Summary
a. Vote to approve the Principles of Accounting & Finance Course.
Mr. Sanchez made a motion to approve the Principles of Accounting & Finance Course. Mrs. Drewlow seconded the motion.
Discussion: None
Ayes: Mrs. Cofrades and Ms. Fransua,
Nays: None
b. Vote to approve the 25-26 Academic Calendar.
Ms. Fransua made a motion to approve the 25-26 Academic Calendar. Mrs. Cofrades seconded the motion.
Discussion: None
Ayes: Mr. Sanchez and Mrs. Drewlow,
Nays: None
c. Vote to approve the Name Change Policy-the vote will take place in January.
d. Vote to approve the Family Engagement Policy.
Mrs. Drewlow made a motion to approve the Family Engagement Policy. Mr. Sanchez seconded the motion.
Discussion: None
Ayes: Mrs. Cofrades and Ms. Fransua,
Nays: None
III. Board Meeting Self-Scoring: 4
IV. Meeting adjourned at 8:06