8. Performance Standards - detail discussion

Transcription

1 Michigan Virtual Charter Academy Regular Meeting Minutes November 28, :00 A.M. Clark Hill law Offices 151 S. Old Woodward Ave., Suite 200 Birmingham, MI Also via conference call at: (888) x # 1. Call to Order: President Bender called the meeting to order at 10:03 A.M. 2. Roll Call: Present: Director Bender, Director Daschke, Director Marlow, Director Tolle Absent: Director Odum-Hester, Director Foster Also Present: Stephanie Hargens and Susan Brown (MVCA), Dan Matthews and Steve Crandall (GVSU),Ann Vanderlaan (Clark Hill), Jon Robinson, Regina Krotzer, and Jennifer Sims (K12 via conference call), Zach Wasilew (K12) arrived at 10:50, and Lisa Tamburello (MVCA via conference call) 3. Approval of Agenda: Motion by: Director Marlow moved that the Agenda be approved as amended Approval: The motion to approve the Agenda as amended was unanimous 4. Approval of Minutes from Meeting of October 29, 2012 Motion by: Director Marlow moved to approve the Minutes ofthe October 29, 2012 meeting as presented. Approval: The motion to approve the Minutes of the October 29, 2012 meeting as presented was unanimous 5. Public Comments (limited to agenda items) There was no Public Comment 6. Consent Agenda a. October Invoices b. Outstanding Invoices c. Balance Sheet Motion by: Director Tolle moved to approve the Consent Agenda Approval: The motion to approve the Consent Agenda was unanimous. 7. Financial Statements a. Financial Statements Motion by: Director Marlow moved to accept the Financial Statements as reported Approval: The motion to accept the Financial Statements as reported was unanimous. Motion by: Director Marlow moved that K12 provide the Board with invoices regarding legal services from July 2012 through the date of the December meeting and also to provide the last two years as a comparison.

2 Approval: The motion that K12 provide the Board with invoices regarding legal services from July 2012 through the date of the December meeting and also to provide the last two years as a comparison was unanimous. Stephanie Hargens reported on an offer to the board from K12 to amend the Service Agreement in order to extend payment terms from 120 to 150 days interest free. She also cautioned that the Board should get a legal opinion. Dan Matthews stated that GVSU cautions the Board on allowing K12 to defer payments to them. The board has already heard from the auditor concerning this issue. It was agreed that the board should seek the opinion of an independent accountant. Motion by: Director Marlow moved that the Board direct the Board Attorney to research the issue before the board and give his legal opinion and recommendation to the Board at the December meeting, and that the Board Treasurer seek advice from an accounting perspective regarding the day terms payable, as they relate to sound business practices. Approval: The motion that the Board direct the Board Attorney to research the issue before the board and give his legal opinion and recommendation to the Board at the December meeting, and that the Board Treasurer seek advice from an accounting perspective regarding the day terms payable, as they relate to sound business practices was unanimous. 8. Performance Standards - detail discussion a. GVSU Standards - where does MVCA stand Dan Matthews reported that he had a meeting w/rob Kimball on how our students are performing. They agreed to re-work the data and calculations in order to give a more accurate report in the context ofthe school's unique enrollment situation. GVSU has agreed to only use the statistics from the tests of students who have been enrolled at MVCA during the previous year. GVSU will request that MVCA add the NWEA/MAP testing to its repertoire when an online version is developed. K12 has agreed to help NWEA in this area. Dan Matthews will present the Contract Performance Review for MVCA next month which will contain the new calculations. Ram Ravikumar, GVSU statistician, will be working on this. b. MVCA Board - Goals and Standards This item was not addressed during the meeting. c. MVCA Academic and Operations Performance Goals This item was not addressed during the meeting. d. K12 Standards and expectations This item was not addressed during the meeting. e. MVCA Strategic Plan f. Technology Plan - Stephanie Hargens reported that the MVCA Plan is a 3 year document which has been updated from its original version and needs board approval in order to be placed in the GVSU CSOCompliance Cabinet. There was concern by some board members that they had not been able to adequately review the revisions to the Technology Plan because of the delayed arrival of the board packet containing the document. Motion by: Director Marlow moved that the Board table their approval of the Technology Plan revisions until the December meeting. Approval: The motion to table the approval of the the Technology Plan revisions until the December meeting was unanimous

3 9. GVSUAdmission Policy Change Stephanie Hargens reported on the changes to the policy which were marked in the document and reported on one change recently approved by the board attorney which did not appear in the document. There was concern by some board members that they had not been able to adequately review the proposed policy change because of the delayed arrival of the board packet containing the document. Motion by: Director Marlow moved that the Board table their approval on the admission policy change until the December meeting, but that the document be given to the GVSU Charter School Office to begin their legal review. Approval: The motion to table the approval on the admission policy change until the December Meeting, but that the document be given to the GVSU CSOto begin their legal review was unanimous 10. Detroit Center Zach Wasilew presented his report on the search for a location for the Detroit Learning Center. A new commercial real estate agent, Detroit native Myrna Burroughs of CB Richard Ellis has been chosen by K12 to replace Jones, Lang, LaSalle. The two market area opportunities currently being considered are within a half mile to one mile radius of a transit center in Southfield and one in downtown Detroit. Zach's plan is to come to the December meeting with a recommendation for a site. GVSU will need the recommendation by January 8, K12 wants to do a presentation in January on the marketing plans. It should be pointed out that any upfront money, such as for an architect, environmental engineers, etc. will be lost if the board doesn't follow through with the chosen site (see item 5 in board criteria). The board draft criteria are; 1. K12 shall not fail to have a Detroit area learning center will be in operation by September 1, K12 shall not enter into any agreement between the school and the landlord that exceeds MVCA's approved budget. 3. The learning center will serve Detroit area students in grades Director Bender will present to the Board reports on crime and gang related issues for each proposed location. 5. MVCA will provide up to $10,000 for costs associated with the site (due diligence and the like). 6. K12, together with its broker, will not fail to provide the Board with a comparison of 3 possible sites and K12's recommendation. 7. K12 will not fail to provide a cost analysis and a multi-year budget forecast. 8. K12 will not fail to provide a marketing projection for the Board. 9. K12 will not fail to ensure that it evaluates any relationship between any parties involved in the transaction that could give rise to a conflict of interest. Stephanie Hargens recommended that Item ion the draft criteria be removed on the advice of board consultant, Dr. Brian Carpenter, as a possible violation of the board's BMD policy. Motion by: Director Marlow moved that the Board approve the parameters for the Detroit-area Facility, with the exclusion of item #1. Approval: The motion that the Board approve the parameters for the Detroit-area Facility, with the exclusion of item #1 was unanimous.

4 11. Annual Calendar Director Marlow reported that she and Director Foster have compiled an informal draft of the monthly Annual Calendar which includes annual reviews of all GVSU required recommendations and deadline approvals for all reports, etc. on the Master Calendar of Reporting Requirements and any pertinent approvals in the Ongoing Reporting Requirements and the Calendar of Additional Reporting Requirements and Critical Dates. These documents were supplied by Alyson Poe-Murphy at GVSU CSO. Stephanie Hargens and Susan Brown have also provided vital information. The calendar can be modified when needed. In addition, a quarterly review by the Board ofthe transparency mitten information and other documents required by Mllaw has been included along with review of the GVSU Contract Performance, MEAP scores, ACT/MME scores and Scantron Performance Test scores. The review of the MAP scores should be included when the board finds out the score release date. 12. Policy Governance Ann Vanderlaan reported on two additional policies. a. Student Assault on Staff Policy is still being written. Ann will have the finished policy for the December meeting. b. Board Reimbursement Policy is completed and was reviewed Motion by: Director Marlow moved that the Board approve the Board Reimbursement Policy Approval: The motion to approve the Board Reimbursement Policy was unanimous c. Stephanie Hargens reported on to the board on a violation of Executive Limitations Policy #3h. d. Policy Relating to Board Member Attendance Policy was briefly discussed. Ann Vanderlaan, acting as board attorney, stated that she had written the policy based on some recommendations from Director Marlow and also in keeping with state and federal statutes such as ADA, etc. so that the board's policy would not violate any anti-discrimination laws. Director Marlow stated that the board was being asked to discuss the policy at the November meeting and vote on it at the December meeting at the request of Dan Matthews. If passed, this motion will be contained in the Policy Governance Manual as Policy GP #4a. e. Motion regarding Board Agenda Meeting GP#4a.l. f. Motion regarding Draft Agenda Distribution GP#4a.2. g. Motion regarding Board Agenda Packet Distribution GP#4a.3. h. Motion regarding Distribution of Communication GP#4a.4.

5 Discussion followed on items e, f, g, h. It was noted that these items had been tabled from the previous meeting due to time constraints. It was agreed that these additional policies needed to be nested into the board's existing governance policies because they are relevant to the Board's efficiency and effectiveness going forward. Director Bender asked it in the interest of time, the other board members present were willing to put these four individual motions into one motion and vote. The board members agreed. Motion by: Director Marlow moved to approve a motion that the CGO will conduct a Board Agenda Meeting within 7 working days of the previous meeting to include management, when possible the Vice-President, and input from the Secretary, either written, in person or via conference; that the ego distribute a draft agenda to all Board members, management, GVSU, the board attorney and other interested parties within 3 working days of the agenda meeting; that the Board agenda packet with coversheets and all pertinent information be prepared and that it be sent by the ego to all Board members, management, GVSU and the board attorney 5 working days prior to the regular Board meeting, if a legal holiday occurs within the 5 working day period, that day(s) shall not be included as part of the 5 working days, and that the day of the board meeting shall not be included as part of the 5 working days; that communication from management or the authorizer to the ego designated as intended for all board members be distributed within 24 hours during the work week or on the following Monday if sent on a weekend. Approval: The motion that the ego will conduct a Board Agenda Meeting within 7 working days of the previous meeting to include management, when possible the Vice-President, and input from the Secretary, either written, in person or via conference; that the CGOdistribute a draft agenda to all Board members, management, GVSU, the board attorney and other interested parties within 3 working days of the agenda meeting; that the Board agenda packet with coversheets and all pertinent information be prepared and that it be sent by the CGO to all Board members, management, GVSU and the board attorney 5 working days prior to the regular Board meeting, if a legal holiday occurs within the 5 working day period, that day(s) shall not be included as part ofthe 5 working days, and that the day of the board meeting shall not be included as part of the 5 working days; that communication from management or the authorizer to the CGO designated as intended for all board members be distributed within 24 hours during the work week or on the following Monday if sent on a weekend was unanimous. 13. New Business The scheduled December meeting date needs to be changed (12/26/2012) because it is doubtful there would be a quorum. Motion by: Director Tolle moved that a Special Meeting be called for 12/19/2012 at 1O:00AM in place of the scheduled 12/26/2012 meeting. Approval: The motion to call a Special Meeting on 12/19/2012 at 10:00AM in place of the scheduled meeting on 12/26/2012 was unanimous Director Marlow asked to be recognized for New Business, at which time she gave her letter of resignation from the MVCA Board, effective immediately, to Dan Matthews, GVSU representative in accordance with the Charter. He accepted the resignation on behalf of the Director of the Charter School Office. A duplicate letter was also given to Director Tolle, the

6 Board Secretary, in accordance with Robert's Rules of Order, which has been adopted by the board. 14. Public Comments None 15. Adjournment President Bender adjourned the meeting at 12:10 P.M. The undersigned duly qualified and acting Secretary of the Board of Directors of the Michigan Virtual Charter Academy, hereby certifies that the foregoing is a true and complete copy of a resolution adopted by the Board at a regular meeting held on November 28, 2012, the original of which is a part of the Board's minutes and further certifies that a notice of the meeting was given to the public pursuant to the provisions of the Open Meetings Act, 1976 PA 267, as amended. Individuals with a disability who need accommodation for participation in this meeting should contact Jon Robinson at (517) in odvance of the meeting to request assistance. Minutes available at: Michigan Virtual Charter Academy, 678 Front Avenue NW, Suite 190, Grand Rapids, M149504, and on the Michigan Virtual Academy website,