Meeting is called to order at 6:12pm. Quorum for NWIS, TIS, and LIS. Public Comment Public comment was invited but none provided.

Transcription

1 The Intergenerational Schools Board of Directors Held Jointly with TIS, NWIS & LIS Thursday, July 30, 2015 The Intergenerational School Shaker Blvd 200E Cleveland, Ohio Board Attendance: NWIS TIS LIS Mark Saffran, Chair Present Present Present David Atton Present Present Present Diana Starks ABSENT ABSENT ABSENT Lee Trotter Present Present Present Andy Male ABSENT ABSENT ABSENT Lynn Phares Present Present Mark Charvat Present David Merriman Present Molly Wimbiscus Present Erica Adlakha Present Mike Swearengen Present Meeting is called to order at 6:12pm Quorum for NWIS, TIS, and LIS Staff: Brooke King Sarah Wiersma Rachel Hanni Guests: Mark Michael Representative Stephanie Klupinski Penn Berens Organization Executive Director, IG Schools Director of Operations, TIS Director of Operations, LIS Organization ODE ESC of Lake Erie West CMSD Public Comment Public comment was invited but none provided. Consent Agenda a. Minutes from June Meeting b. Shared Staff & School Bill Backs c. Contract Actions d. Purchases Over $5,000 e. Molly Toussant Authorized Signer and Credit Card Holder for NWIS f. EMIS Designation g. Renewal of NWIS Facilities Sharing MOU s with MI Casita and CFC a. MOVED TO FACILITES BELOW h. Updates to Policies (Sponsor Assurances) Mr. Merriman (NWIS) requested Renewal of NWIS Facilities Sharing of MOU s with MI Casita and CFC be moved off of the Consent Agenda and onto the Facilities portion of the meeting. Mr. Merriman s request prevents any potential conflict of interest since his agency works with Early Childhood providers including CFC. Motion to Consent Agenda (Except Renewal of NWIS Facilities Sharing MOUs) TIS: Motion-- Mark Charvat; Second--David Atton

2 NWIS: Motion--Lynn Phares; Second David Merriman Motion Approved Unanimously BCS Board Representative Report None given at this meeting Chair s Report Penn Berens nominated as the BCS board to represent the Intergenerational Model. The nomination will be approved at the next meeting. Mr. Merriman asked for a Mr. Berens s resume which was provided. Mr. Saffran and Ms. Adlakha attended the FOB retreat where multi boards were presented discussing strategic financial direction. Some concerns for the financial stability of FOB and transparency. This retreat was more educational and no decisions were made. Governance Committee Governance Committee: The governance committee requests that all committees look at any membership changes/additions on their committee and lay out plans for the next 12 months. Mr. Saffran stated strategic planning will be discussed in August. Mr. Saffran asked the board to approve a 30 day extension without modifications to the TIS and NWIS contract with BCS. Motion to approve letter for contract TIS: Motion David Atton; Second Mike Swearengin NWIS: Motion David Merriman; Second--David Atton for the two boards Ms. King presented the revisions to the Family Handbook which has some additions and references to some of the BCS recommended policies. The IG schools are working through the complete policy review initiated by BCS. The IG schools are thoughtfully considering each recommended policy for philosophical alignment and assessing the capacity for successful and realistic implementation. All families have access to the handbook either electronically or by requesting a paper copy, and all are asked to sign an acknowledgement form. Motion to approve the version of the Family Handbook NWIS: Motion Mark Charvat; Second Molly Wimbiscus LIS: Motion Lee Trotter; Second Lynn Phares TIS: Motion David Atton; Second Erica Adlakha Motion pass unanimously Board Calendar was brought before the board and discussed. Motion to approve the Intergenerational Board Meeting Calendar keeping the August 19, 2015 and moving

3 all other meetings to first Wednesday of the month NWIS: Motion David Merriman; Second David Atton Motion Passed with one opposed Facility Committee Facility Committee The Finance and Facility Committee jointly presented information regarding the NWIS sub lease with FOB (current one which expires 7/31/15). CMSD extended the lease with FOB for an additional 10 years. Mr. Atton and Ms. Phares set out to fulfill the board s objective to extend the current sublease agreement between NWIS and FOB, changing only the dates and the base rent to cover the $35,000 per year charged by CMSD and any other capital costs FOB invests into the building Unfortunately the sublease extension offered to the Board had additional changes including Section 4 which includes an obligation of the NWIS board to pay FOB for any prior improvements FOB made during the previous 2 years in excess of the $180,000 in reimbursements to FOB that were already paid through NWIS s rental payments during this period, should the sublease expire or is otherwise terminated for any reason including failure to renew the BCS Service Agreement. Primarily this refers to the installation of air conditioning totaling $40,000, which would be owed to FOB should the BCS Service Agreement not be renewed. Motion to Approve Lease: NWIS: Motion-- Lee Trotter; Second-- David Atton Discussion: Dr. Wimbiscus asked how air conditioning installation was covered in other buildings in the network and if there were any similar obligatory agreements with the schools. Ms. King stated there is a precedent made when preparing Citizens Academy building and did not believe there any such agreements. Questions were posed surrounding the decision process that led to the air conditioning installation. It was explained that once in building, all parties agreed that investing in air conditioning would not be prudent unless CMSD could agree to a long term lease. After a positive meeting with CMSD in the May of the first year, BCS authorized the installation of the air conditioning. Many members agreed that this was not ideal given that there was a lack of clarity about BCS network building standards and when decisions for facilities investments were made by BCS there was no clear agreement with the NWIS Board which is now assuming a contingent liability. The obligation, of the school s supporting organization to fundraise in the community in order to provide for school facilities, was discussed. It was assumed that the investment was made as part of that obligation and by using philanthropic dollars provided by donors to FOB in a good faith effort to look out for the best interest of the students. Motion Passed with 4 in favor and 2 opposed Renewal of MOUs with agencies at NWIS Mi Casita and CFC NWIS Motion Lynn Phares; Second David Atton One Member, Mr. Merriman, abstained to prevent any potential conflict of interest Motion Passed

4 Human Resources Committee Human Resources Committee Personal Actions TIS: Motion-- Erica Adlakha; Second Mike Swearengen NWIS: Motion--David Merriman; Second Lynn Phares Ms. King presented the Staff handbook for approval. She explained a bit about the process for reviewing the BCSrecommended policies. This version has been updated with a few of the BCS policies. Motion to approve the current version of the Staff Handbook TIS: Motion Lee Trotter; Second David Atton NWIS: Motion Lynn Phares; Second Molly Wimbiscus LIS: Motion Lynn Phares; Second David Atton Succession Planning Committee Nothing to report at this time. Enrollment Committee Enrollment Committee TIS and LIS are full. Dr. Wimbiscus reviewed the enrollment at NWIS which has 16 openings 15 KG, 1 first. Ms. Phares asked why there was no progress in enrollment since last month. Dr. Wimbiscus stated canvassing through BCS has been well coordinated and BCS is attempting to obtain the wait list from Campus International. However, as they have gained new enrollees since last month, they have also had students decline or withdraw leaving the total number even. She presented a BCS-prepared document showing the reasons for withdrawals including attending Campus International, moving out of the area, or transportation issues. Ms. King had suggested to the enrollment team to focus on the Gordon Square and Clark-Fulton neighborhoods which had not been canvassed at all. Dr. Wimbiscus also stated that she feels the board should look into transportation and enrolling children in the upper grades that are on the wait list. A discussion took place regarding strategies for enrollment and the need to speak with the educators as soon as possible to discuss enrolling older students on the NWIS wait list.

5 Finance Committee Mr. Atton reported that his committee reviewed the May financials. All three school close to budget as of end of May. June financials will not be ready until September. Mr. Atton recommends approving the financials Motion to pass the financial statements NWIS: Motion Lynn Phares; Second Mark Chavat TIS: Motion Lee Trotter; Second Mike Swearengen LIS: Motion Lynn Phares; Second David Atton Outreach & Community Engagement Outreach and Community Engagement Committee No Report at this time EXECUTIVE SESSION: 8:19pm Reasoning: Motion to enter executive session to consider the appointment, employment, or compensation of a public employee or official. NWIS: Motion David Merriman; Second Lynn Phares; ROLL CALL VOTE passed unanimously LIS: Motion Lynn Phares; Second David Atton; ROLL CALL VOTE passed unanimously TIS: Motion Mike Swearengen; Second Erica Adlakha; ROLL CALL VOTE passed unanimously Passed unanimously Executive Session ended at 10:30pm Succession Planning Committee Resolution authorizing the Succession Planning Task Force to review the existing Model Ed Leader job description, develop a new job description and posting and to post for a period of 7-10 days the Model Ed Leader position. Resolution authorizing the Succession Planning Task Force to, in preparation for the eventual retirement of the existing Model Ed Leader, review the existing Model Ed Leader job description, develop a new job description and posting for a new Model Ed Leader or similar position and to post for such position for a period of 7-10 days. LIS: Motion David Merriman; Second Lynn Phares

6 Resolution authorizing the BCS Contract Task Force to represent the Intergenerational Schools (LIS, NWIS and TIS) in negotiations with BCS, FOB and other members of the BCS network, regarding the BCS Services Agreement, and to evaluate the impact, feasibility, and best options regarding the BCS Services Agreement and recommend to the boards (LIS, NWIS and TIS) appropriate action. LIS: Motion David Merriman; Second Lynn Phares Joint Motion to Adjourn: LIS: Motion Lee Trotter; Second Lynn Phares LIS: Motion Lynn Phares; Second David Merriman Meeting adjourned at 10:45pm Next Regular Board meeting: August August 19, 2015 Minutes prepared by Sarah Wiersma, TIS/NWIS/LIS; Edited by Andres Perez-Charneco, TIS/NWIS/LIS Signed: Mark Saffran, Board Chair: Signed: