September 2024 Meeting Agenda and Minutes
The Academy
Board of Directors
Executive Work Session
Monday, September 30, 2024
5:30 – 6:55pm
Agenda
Review of Sunflower Financing Proposal 30 Minutes
Expectation: The Executive Director and Board representatives on the Finance Committee will share the details of a proposal from Sunflower Bank to provide financing for upcoming facilities work. The Academy’s Legal Counsel will also share information about the governance considerations associated with this process.
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.
Unified Improvement Plan 10 Minutes
Expectation: The Chief Academic Officer will share the final draft of the 2024-25 Unified Improvement Plan developed in collaboration with the School Accountability Committee.
Ongoing Policy Review 20 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 Non-Discrimination and Name Changes Policies.
Board Self-Evaluation Revisions 15 Minutes
Expectation: The Board Chair will share an updated version of the draft Board Self-Evaluation.
Board Meeting
Monday, September 30, 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 August 26, 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 – See Executive Director Report
ii. SACademic – See meeting minutes
iii. PTO - See meeting minutes
V Presentation and Discussion
a. Sunflower Bank Financing Proposal – Expectation: The Board will complete any discussion needed related to this proposal ahead of a vote to approve.
b. Non-Discrimination Policy Updates - Expectation: The Board will complete any discussion needed related to this updated policy ahead of a vote to approve.
c. Name Change Policy - Expectation: The Board will complete any discussion needed related to this new policy ahead of a vote to approve.
d. Executive Director Evaluation Check-In – Expectation: The Board will acknowledge the annual evaluation cycle for The Academy’s Executive Director and identify any related upcoming action steps.
e. Work Session Summary – Expectation: The Board Chair will summarize the topics discussed during the work session prior to this formal meeting.
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.
VI. Executive Summary
a. Resolution Appointing Members to The Academy Building Corporation – Expectation: Board members will vote to appoint new members to the Building Corporation.
b. Resolution to Pursue Sunflower Financing Proposal – Expectation: Board members will vote to move forward with proposed financing from Sunflower Bank.
c. Approval of Harassment Policy Updates – Expectation: Board members will vote to approve updates to the Harassment Policy as discussed in the August meeting.
d. Approval of Grievance Policy Updates – Expectation: Board members will vote to approve updates to the Grievance Policy as discussed in the August meeting.
e. Approval of Student Complaints Policy Updates – Expectation: Board members will vote to approve updates to the Student Complaints Policy as discussed in the August meeting.
f. Approval of Non-Discrimination Policy Updates – Expectation: Board members will vote to approve updates to the Non-Discrimination Policy.
g. Approval of Name Change Policy– Expectation: Board members will vote to approve the Name Change 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
II.
VIII. Adjourn Meeting
Board Meeting Minutes
Monday, September 30, 2024
Board Members Present: Also Present:
Sarah Drewlow Chairperson Brent Reckman Executive Director
Amy McDuffee Vice Chairperson Sarah Gramarossa Chief Academic Officer
Autumn Coffee Secretary Andrea Foust Director of Finance
Dan Klenjoski Treasurer Susan Wagar Director of Operations
Kristen Cofrades Board Member Stacy McCleskey Exec. Admin. Manager
Larissa Fransua Board Member Dustin Sparks Attorney-online
Kevin Sanchez Board Member Jen Halford
Minutes of the regular board meeting of The Academy held at 11800 Lowell Blvd, Westminster, CO 80031 in Adams County on September 30, 2024.
I. Open Meeting
A quorum being present, Mrs. Drewlow called the meeting to order at 7:05 pm.
II. Consent Agenda
a. Mr. Sanchez moved to approve the August 26, 2024, minutes. Seconded by Ms. Fransua.
Discussion: None
Ayes: Mrs. Cofrades, Mrs. Drewlow, Mrs. McDuffee, Mrs. Coffee, Mr. Klenjoski,
Nays: None
III. Public Comment
There was no public comment this month.
IV. Reports from Directors, Principals, and Committees
a. Executive Director Report
i. Enrollment Update
1. Enrollment is currently at 1888 students which includes 40 PreK students. The budget was created using 1835 students so we are above budgeted amount.
ii. Facility Master Plan Update
1. The architect will have completed construction plans by mid-October.
2. The contractor (JHL) will have maximum pricing completed by mid-October.
b. Chief Academic Officer Report
i. September training was given to teachers to help them differentiate math instruction in grades K-5.
ii. Working with K-12 to align MTSS structure. This will include using PowerSchool to track student progress to maximize efficiency and meet student needs quicker.
iii. School Performance Framework (SPF) – ACS was given a positive rating as a Performance school. Increased from 66/100 to 70.4/100 with a huge increase in middle school. This is also the highest score we have received since COVID.
iv. Attendance Data
1. This year’s attendance goal is 95% across K-12.
2. As of September 25, 2024, the attendance rate was at 93.6%
3. There are 21% that are considered chronically absent.
c. Committee Reports
i. Finance Committee
1. Two new members - Kris Kelley and Tony Marola
2. Most of the meeting was spent hearing from the school’s Financial Advisor, Paul Jasin and everyone felt comfortable with information that was presented. The biggest questions were:
a. Can we afford this? For two years, ACS has set aside $1.5 million to get in the practice.
b. Is this a responsible use of money? Best practice spending is 15% or less to debt service. This will put us at approximately 12%.
3. We are getting a nice return on invested money.
4. PreK funding is done in arrears.
5. Mill levy is paid out quarterly instead of monthly.
ii. SACademic Committee
1. Reviewed UIP plan
2. Family, School and Community Partnership
a. Committee will use student led conferences as an opportunity for family engagement.
b. Academic and career pathway events to engage students and families. Help families understand post-graduation plan.
ii. PTO – see meeting minutes
V. Presentation and Discussion
a. Sunflower Bank Financing Proposal - Discussed in work session. No changes or questions regarding proposal.
b. Non-Discrimination Policy Updates - Discussed in work session. No changes or questions regarding policy.
c. Name Change Policy - Additional research to do be done. Further discussion at November meeting.
d. Executive Director Evaluation Check In
i. Salary range review was done in 2023 – continue to do it in odd numbered years.
ii. Who will do the review? – Mark Wilson (previous CFO) left procedures that can be used in short term.
iii. Evaluation period is January 1 – December 31.
iv. Evaluation questions – Kevin Sanchez and Autumn Coffee will streamline/simplify the questions and present them at the October meeting.
VI. Executive Summary
a. Resolution Appointing Members to The Academy Building Corporation – Mrs. Drewlow made a motion to approve the Resolution Appointing Members to The Academy Building Corporation. Mr. Sanchez seconded the motion.
Discussion: None
Ayes: Mrs. Cofrades, Mrs. McDuffee, Mrs. Coffee, Mr. Klenjoski, Ms. Fransua
Nays: None
b. Resolution to Pursue Sunflower Financing Proposal - Mrs. Drewlow made a motion to approve the Resolution to Pursue Sunflower Financing Proposal. Mr. Sanchez seconded the motion.
Discussion: None
Ayes: Mrs. Cofrades, Mrs. McDuffee, Mrs. Coffee, Mr. Klenjoski, Ms. Fransua
Nays: None
a. Approval of Harassment Policy Updates - Mrs. Drewlow made a motion to approve the Harassment Policy Updates. Ms. Fransua seconded the motion.
Discussion: None
Ayes: Mrs. Cofrades, Mrs. McDuffee, Mrs. Coffee, Mr. Klenjoski, Mr. Sanchez
Nays: None
b. Approval of Grievance Policy Updates - Mrs. Drewlow made a motion to approve the Grivance Policy Updates. Mrs. Cofrades seconded the motion.
Discussion: None
Ayes: Mrs. McDuffee, Mrs. Coffee, Mr. Sanchez, Mr. Klenjoski, Ms. Fransua
Nays: None
c. Approval of Student Complaints Policy Updates - Mr. Sanchez made a motion to approve the Student Complaints Policy Updates. Ms. Fransua seconded the motion.
Discussion: None
Ayes: Mrs. Drewlow, Mrs. Cofrades, Mrs. McDuffee, Mrs. Coffee, Mr. Klenjoski,
Nays: None
d. Approval of Non-Discrimination Policy Updates - Mrs. Drewlow made a motion to approve the Non-Discrimination Policy Updates. Mrs. Cofrades seconded the motion.
Discussion: None
Ayes: Mrs. McDuffee, Mrs. Coffee, Mr. Sanchez, Mr. Klenjoski, Ms. Fransua
Nays: None
e. Approval of Name Change Policy – Additional research to do be done. Further discussion at November meeting.
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 7:53 pm.