November 2024 Meeting Agenda and Minutes
The Academy
Board of Directors
Executive Work Session
Monday, November 18, 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 a potential new Family Engagement Policy.
Board Self-Evaluation Revisions 30 Minutes
Expectation: Board members will discuss progress with updating their annual self-evaluation process.
Executive Director Evaluation 10 Minutes
Expectation: Board members will discuss updates to the content of the Executive Director’s annual evaluation.
The Academy
Board of Directors
Board Meeting
Monday, November 18, 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 October 28, 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. Presentation and Discussion
a. Annual Financial Audit – Expectation: The Board will hear an overview of the recently completed financial audit.
b. Sunflower Bank Financing - Expectation: The Executive Director will provide an update on the school’s loan process.
c. Name Change Policy – Expectation: Board members will complete a second read of the proposed new policy based on recommendations from the Charter School Institute.
d. Updated Suspension & Expulsion Procedures – Expectation: The Chief Academic Officer will present updates to suspension and expulsion procedures designed to align school practices with recent updates to state rules.
e. 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.
f. Work Session Summary – Expectation: The Board Chair will summarize the topics discussed during the work session prior to this formal meeting.
V. 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 – See meeting minutes.
ii. SACademic – Sarah Gramarossa to provide at meeting.
iii. PTO – See PTO meeting minutes.
VI. Executive Summary
a. Name Changes Policy – Expectation: Board members will vote to approve the proposed Name Changes 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, November 18, 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
Autumn Coffee Secretary Stacy McCleskey Exec. Admin. Manager
Amy McDuffee Vice Chairperson John Cutler Auditor-online
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 November 18, 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 October 28, 2024, minutes. Seconded by Ms. Drewlow.
Discussion: None
Ayes: Mrs. Cofrades, Mrs. Coffee, Mr. Klenjoski, Mrs. Fransua
Nays: None
III. Public Comment
a. Public comments were made by two middle school students regarding food offering in the cafeteria.
b. Public comment was made by a parent who was interested in the construction project and how it impacted athletics.
IV. Presentation and Discussion
a. Annual Financial Audit – presented by Auditor John Cutler
i. An Unmodified report was issued. This is the best report to be given.
ii. There were no errors or disagreements with management.
b. Sunflower Bank Financing
i. The loan closed on November 14, 2024.
ii. The interest rate was locked in at 6.2%.
c. Name Change Policy
i. The updated policy has 3 layers.
1. Informal use of chosen name- Colorado statute states that a school must use informal name as the student requests.
2. Formal use of chosen name-the change in PowerSchool requires a form to be completed by parent/guardian and counselor.
3. Legal name change-family/guardian goes through process outside of school with state government and completes legal documents.
ii. CSI recommends using guidelines of ethics from American School Counselors Association (ASCA).
iii. Colorado statute states that we must have a policy in place.
iv. Colorado statute considers it discrimination if the school does not use student’s chosen name.
v. Counselors must use their judgement and recognize the obligation to the student but balance the obligation with an understanding of parent/guardian rights to be the guiding voice in child’s life.
vi. Mr. Reckman will do a revision to include language emphasizing the importance of parent notification while maintaining alignment with ASCA ethical standards. The revised language will be reviewed at the December meeting
d. Updated Suspension & Expulsion Procedures
i. There was a discussion on the updates to the state statute regarding habitually disruptive designation and the internal process.
e. Executive Session-Not needed.
f. Work Session Summary
i. Monthly Board Communications Review-discussed community feedback.
ii. Ongoing Policy Review-Family Engagement Policy was introduced due to
use of Title I funds
iii. Board Self-Evaluation Revisions-the format seems appealing and intent
seems workable.
iv. Executive Director Evaluation-working to finalize questions and process.
V. Reports from Directors, Principals, and Committees
a. Executive Director Report
i. No updates for finance or operations.
ii. Updates to the scorecard will be done after Winter Break.
iii. Communication to community will be sent regarding upcoming construction.
b. Chief Academic Officer Report
i. CAO Is continuing to develop moderate needs specifications for SPED.
ii. Attendance is hovering around 92%. Of the 92%, there are approximately 540 students with an average of 10 days of absences. Here are the steps that are being taken to address the attendance issues:
1. Start tier 2 and 3 support for students and families.
2. Continue to share the “why” with families
3. Continue communications and incentives.
c. Committee Reports
i. Finance
1. Monthly financial report was straight forward and simple.
2. The October count was 1845 students and budget was set at 1835 students. Enrollment is stable and consistent with prior years.
ii. SACademic
1. Curricula for High School Math and Business Marketing and Principles of Accounting/Finance were presented.
2. Andy with Academy Music Parent (AMP) spoke about encouraging volunteering.
iii. PTO – see meeting minutes
iv. #BeABlessing Campaign
1. The plan for donations, staff favorites, and events will be similar to last year.
2. Mrs. Fransua will forward the video explaining the campaign.
VI. Executive Summary
a. Name Change Policy – will discuss in December
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– Mrs. Drewlow adjourned the meeting at 8:58 pm.