APPROVED MONUMENT ACADEMY BOARD OF DIRECTORS MEETING MINUTES

Transcription

1 APPROVED MONUMENT ACADEMY BOARD OF DIRECTORS MEETING MINUTES Jane B. Lundeen Library June 9, Village Ridge Point Mission Statement: The mission of Monument Academy is to provide a challenging, content rich, academic program offered within an engaging, caring, and positive learning environment. Established on a solid foundation of knowledge, Monument Academy emphasizes academic excellence, respect, responsibility, character and exemplary citizenship. A. CALL TO ORDER/ROLL CALL/QUORUM/PLEDGE OF ALLEGIANCE Meeting called to order at 7:00 p.m. by Jason Castro. Members present: Jason Castro, President Sonya Camarco, Treasurer Scott Saunders, Secretary Julie Galusky, Director Excused: Mario Ciabarra, Vice President Andy Gifford, Director Quorum declared. Others present: Don Griffin, Executive Director Lis Richard, Principal Nancy Tive, Director of Finance Matt Dunston, Member Elect Patrick Hall, Member Elect B. ANNOUNCEMENT OF LOCATION OF CITIZENS COMMENTS SIGN-UP SHEET C. ADDITIONS TO/APPROVAL OF AGENDA Mrs. Galusky made a motion to approve the agenda. Mr. Saunders seconded and the motion passed unanimously. D. CITIZEN S COMMENTS: Limit 3 minutes per person Jackie Burhans informed the Board of the community effort by Colorado Priorities. Their efforts propose, without raising taxes, allowing the state to keep and invest revenue into essential public services, such as education, transportation, mental health services and senior services. E. BUSINESS 1. Member Recognition Sonya Camarco Mrs. Camarco expressed on behalf of the Board, their appreciation for the 3 years of services given by Mr. Castro and Mr. Ciabarra. 2. New Member Oath of Office Jason Castro Mr. Castro gave the Oath of Office to Board members elect Matt Dunston and Patrick Hall. Mr. Castro noted their 3-year terms begin July 1, Nominating Committee Jason Castro

2 Mr. Castro appointed Mrs. Camarco to chair the nominating committee and ask members Mr. Gifford and Mrs. Galusky to serve as well. Mr. Castro asked the Nominating Committee to meet prior to the Board s Annual meeting on July 21, 2016 to propose officers for the next year as well as making recommendations for Board Committee assignments. 4. Treasurer s Report Sonya Camarco Revenue through May 31, 2016 for the 2015/2016 School Year Revenue for the month ended and eleven months ended May 31, 2016 were $611,470 and $6,176,995, respectively. This was 91.8% of budgeted revenue compared to a run rate of 91.67%. Monthly revenue was higher than budgeted monthly revenue due mainly to the following factors: $55,711 was received from the PTO for the Turf Field. Preschool and Full Day Kindergarten tuition is scheduled to be completed in April, but several families still had payments due in May. Capital Construction revenue was budgeted lower than actual. PPR has make up amounts for increased FTE to tie to October count. Expenses through May 31, 2016 for the 2015/2016 School Year For the month ended and eleven months ended May 31, 2016, MA expended $538,653 and $5,436,077, respectively. The expenditures for the month of May 2016 were within 1.12% of the budgeted expenditures for the month. The year-to-date expenditures were 76.02% of budgeted expenses compared to 91.67% run rate. The year-to-date expenditures are lower than budgeted expenditures due mainly to the following factors: Instructional staff are paid September 1 through August 31. Therefore, their salaries are two months behind the run rate. There will be two months salaries accrued at June 30, 2016 for those employees. The cost of the Turf Field is included in the budgeted numbers, but no payments by the school have been made yet at May 31, Any costs not paid by June 30, 2016 will be accrued at June 30, The budget includes the contingency for bonuses. None of those funds have been spent yet at May 31, Expenditures for the month ended May 31, 2015 were $461,117. Expenditures for the eleven months ended May 31, 2015 were $4,914,126, or 82.33% of budget. This is an expenditure increase of $521,951 from last year. The increase in expenditures was due to salary increases, bonuses, and new positions. These increases are partially offset by lower building rentals and repair and replacement withheld and remitted to Trustee, and the 2015 IPad purchase. Net Income (Loss) Net Income for the eleven months ended May 31, 2016 was $740,918 compared to $586,858 for the same period last year. Net income for the month of May 2016 was $72,817 compared to net income of $10,448 for the same month last year. The month of May 2016 includes $55,711 from the PTO for the field. Reserves On May 31, 2016, MA maintained a fund balance of $2,335,780 in the General Fund, as well as $2,394,589 in its General Fund bank accounts and certificates of deposits. The general fund balance is up $275,359 or 13.36%, from last year. 5. Principal s Report Lis Richards Mrs. Richard presented to the Board via her written report:

3 As the year has ended, it is with gratitude this report is written. I am very grateful that the year was filled with so many victories and accomplishments for students, staff, and board. This has been a hallmark year in the life of our school. The steps we have taken in solidifying our philosophy, curriculum direction in relation to standards, supporting new teachers, ipad implementation, educational technology advances, gifted and talented program review and improvements, full literacy intervention program implemented, robotics clubs, aerospace club, STEM club, Strings program very successful, elementary teachers strengthened in certain instructional practices to name a few of the academic milestones. The PTO stepped up to the plate and knocked a home run this year. Their determination and collaboration saw the turf field happen! Highlights: Graduations Our kindergarten and eighth grade graduation events were both excellent events. The students and faculty all did a wonderful job with the program and event planning. It has already been determined that next year we will need to find a new venue for the eighth grade as our class will be too large to use the Palmer Ridge auditorium. Summer The chart below shows the various activities that involve students during the summer. The building will be continually busy with different programs and activities that are designed to support our students and their families. Event Coordinator Dates Location Piano Lessons Suzy Benz Weds. beginning 05/25 Room 106 Cheer Camp Sarah Thompson 6/6-6/9 Gym Drama Camp Christy Inama 6/6-6/10 Gym Summer School I Lis Richard Mon.-Thurs. 6/6-6/23 Various ESY I Brandi West Mon.-Thurs. 6/13-6/24 Rooms 315, 316 STEM Camp Andrea Dickey 6/13-6/17 Drama Camp Christy Inama 6/13-6/17 Gym Pottery Class Richard Hart 6/13-6/16 Room 308 Extreme Math Peter Wise 6/20-07/07 Room 323 Super Math Peter Wise 6/20-07/07 Room 323 MPR /Rooms Math For The Fun Of It! Peter Wise 6/20-07/07 Room 323 Summer School II Lis Richard Mon.-Thurs. 7/11-7/28 Various ESY II Brandi West Mon.-Thurs. 7/11-7/22 Rooms 315, 316 Pottery Class Richard Hart 7/11-7/14 Room 308 Volleyball Clinic Kristen Sciacca 11-Jul Gym Volleyball Clinic Kristen Sciacca 25-Jul Gym Volleyball Camp Kristen Sciacca 8/6-8/8 Gym Sitter Classes Nurse Janice 5/24,5/25,6/1,6/2,6/21, 6/22 Room 104 CPR Class Nurse Janice 24-Jun Room 104 Drop-in Band John Patterson 6/8-8/3 Band Room

4 Personnel: The end of the year offered an opportunity for us to provide an end-of-the-year celebration for the teachers on the last day of school. We used "Maguireville" across the street from Integrity bank on Knollwood. The venue was wonderful and the teachers were so appreciative. It gave opportunity to honor Gerri Stanford who was retiring from teaching and a few other teachers who were moving or leaving after several years with MA. Planning: Much of the summer administrative work is dedicated to planning for next year. We are currently working on the pre-service week of training for the teachers and securing some of the professional development trainers. The line up of speakers is very exciting. The teachers will have a tremendous start to the school year with the speakers we are bringing in for them! The theme for next year's staff is: "Passion is Everything." Individual student schedules for middle school are a large project underway. The schedules are nearing completion but not near ready for parent viewing due to the fact that many changes could still occur. The teacher turnover rate was reported to the Board to be 17.85% up from 12.28% last year. However, it was noted that the national average for charter school runs close to 25%. Mr. Castro asked about the literacy program planned for next year. Mrs. Richard explained we are attempting something new with a one-hour literacy block. Nothing else will happen in grades K-5 except for literacy. This will allow for all of the paras and specials teachers to help with literacy. 6. Executive Director s Report - Don Griffin Dr. Griffin presented the following information: Health Office Annual Report - The health office continues to see an average of 40- student visits/day. This school year we had 4 students with type 1 diabetes - one student was newly diagnosed over winter break. This kindergarten student required frequent (5-7 times/day) visits to the health office for glucose monitoring, carbohydrate counting and insulin injections. The health office kept approximately 42 epinephrine pens on hand for students with severe allergies- no anaphylactic reactions occurred this school year. Student nurses from University of Colorado were on campus again this school year and provided classroom instruction on topics such as proper hand washing and the respiratory system. The health office implemented new software in January, making our record keeping both HIPAA and FERPA compliant. Dr. Aaron Fraser of Flying Horse Medical Center served as our school physician again this school year, which is greatly appreciated. Your school nurse (Janice Latendresse, BSN, RN, NCSN) attended the annual state school nurse conference in November and she will attend the national school nurse conference in July. Janice was active with the Colorado Association of School Nurses and became a member of the legislative committee this year. Janice also plans to attend an in-depth 4-day conference on type 1 diabetes in children (mid-july). District 38 Data Breech On May 25 th, Lewis Palmer School District #38 notified parents via the following: Dear LPSD Families, Protecting your student and family personal data is of utmost importance to LPSD. Yesterday, we discovered a possible security breach through normal monitoring of IP addresses accessing our systems. It appears one individual with legitimate access to our system, using the student portal, may have accessed a few middle and high student IC accounts. The IP address

5 for this individual was immediately blocked. The individual was unable to modify data or transfer data electronically. We will be contacting the parents of the students impacted. If you do not receive a call by the end of the day, you can assume your child s account was not impacted. We shut down student portal access to IC this morning. We apologize for the inconvenience this will cause. We had hoped to keep IC access for students up through June 1 so that they could view final grades. Unfortunately, due to this possible breach, grades must be accessed through the parent portal. Additionally, Google accounts, where student user names could potentially be viewed, were shut down earlier this week. Accounts will be upgraded and security will be enhanced over the summer. Dr. Griffin noted that since this security issue was raised by a parent at the D38 Board meeting on May 19 th, MA doubled checked our process and log in procedures concerning MA s Google Apps For Education (GAFE) on May 20 th. He stated that he believed all is secure. Dr. Griffin also noted that the MA student GAFE accounts only have their name and school . They are not linked to their student ID. MA students do not have contacts and cannot anyone outside of our domain. MA has its own school GAFE account and is not connected to the district account. MA students do not have district GAFE accounts. When MA students another student at MA, it does not auto populate or bring up a list of possibilities, so they have to type the whole address in. 7. Next Meeting July 21, 2016 Mr. Castro noted the Board s next meeting will be Thursday July 21, one week later than usual. Finance always requires additional time to closed the books for the year and make sure all entries are correct. The July 21 meeting will be the Board s Annual Meeting where officers are elected and committee assignments are made. Monument Academy will be closed the week of July 4 th. F. ITEMS REQUIRING BOARD DISCUSSION/ACTION: 1. Discuss/Approve Revision to the Appropriation Mrs. Camarco presented the following information: On November 19, 2015 Monument Academy approved a revised budget for the school year and an appropriating resolution of expenses of $6,419,185 for the General Fund. By statute we cannot exceed the appropriated amount. We are currently estimating total expenses for the school year will be over the 11/19/15 appropriated amount (i.e., addition of the turf field expenses, etc.). The actual total will not be finalized until after June 30th. In addition, this year we are required by statute (2) to book a non-appropriated reserve amount that is less than 15% of the general fund expenditures + reserves. To meet this requirement, a contingency amount is booked, in the budget only, of $450,000. The Board is asked to consider this appropriation of $450,000 to be placed in a Potential Bonus Endowment Fund. The Potential Bonus Endowment Fund would have the following as criteria: May be used for General Fund Expenses if FTE's decreased by 7% from the previous year; May be used for General Fund Expenses if PPR dropped by 7% from the previous year;

6 May be used for General Fund Expenses if Capital Construction funds decreased by 7% from the previous year; May be used as performance based bonuses as deemed appropriate by Administration. The establishment of a Bonus Endowment Fund would allow teachers to receive more in pay and by stipulating the "may be used" scenarios as a failsafe or MA could use the funds for general expenses if a bad financial situation were to occur. After discussion with our auditor and taking into account that we may not exceed our expense appropriation by statute, they have recommended that we approve an adjustment to the appropriation. We believe an adjustment of $731,639, which includes $450,000 for the Bonus Endowment Fund, will give us the flexibility to close year-end without exceeding the new appropriation. The approval of this revision provides a statutory safety net as we close the books for this fiscal year. Mrs. Camarco made a motion to revise the school year budget appropriation to $7,150,824 for the General Fund recognizing that it includes: a revenue increase of $193,416, a spending in "general fund" expenses of $281,639, of which include $95,000 for turf and includes $450,000 bonus contingency. Mrs. Galusky seconded the motion. Mr. Castro called for a vote and the motion passed unanimously. 2. Discuss/Approve Revision to the Appropriation Mrs. Camarco presented the following information: On April 14, 2016 Monument Academy approved a budget for the school year and an appropriating resolution of expenses of $6,568,161 for the General Fund. If the appropriation for the passes, a similar adjustment must be made to the school year appropriation. Mrs. Camarco made a motion to revise the school year budget appropriation to $7,179,641 for the General Fund recognizing that it includes a 3% increase to teacher salaries and new staff as needed based on additional FTEs. Mr. Saunders seconded the motion. Mr. Castro called for a vote and the motion passed unanimously. G. EXECUTIVE SESSION: At 7:25 p.m., Mr. Saunders made a motion, seconded by Mrs. Camarco: to meet in Executive session to discuss positions relative to negotiations C.R.S (4)(e) and conference with an attorney to receive legal advice C.R.S (4)(b). Roll call vote was unanimous; the motion carried 4-0. The Board invited Mr. Brad Miller, Law Office of Brad A. Miller, Mr. Michael Francisco, MRD Law, Dr. Griffin, and Mrs. Richard, Mrs. Tive, Mr. Dunston and Mr. Hall to join them in the school s library for Executive Session. The Board entered executive session at 7:28 p.m. No recording device was available for the Executive Session. At 8:38 p.m., Executive Session was adjourned and Open Session was reconvened in the Library. H. ITEMS REQUIRING BOARD DISCUSSION/ACTION: 1. Discuss/Approve Possible action regarding Negotiation matters.

7 Mr. Saunders made a motion that the Monument Academy Board of Directors mutually agree with the District 38 Board of Education to extend the contract deadline to June 30, Mrs. Galusky seconded the motion. Mr. Castro called for a vote and the motion passed unanimously. I. CONSENT AGENDA: 1. Approve minutes of the May 17, 2016 meeting. 2. Committee and other reports (Building/Facilities, Curriculum, Governance, RDC, SAAC, Finance, Teacher Reps.). I. ADJOURNMENT The meeting adjourned at 8:38 p.m. APPROVED MONUMENT ACADEMY BOARD OF DIRECTORS SPECIAL MEETING MINUTES Jane B. Lundeen Library June 23, Village Ridge Point Mission Statement: The mission of Monument Academy is to provide a challenging, content rich, academic program offered within an engaging, caring, and positive learning environment. Established on a solid foundation of knowledge, Monument Academy emphasizes academic excellence, respect, responsibility, character and exemplary citizenship. A. CALL TO ORDER/ROLL CALL/QUORUM Meeting called to order at 5:03 p.m. by Jason Castro. Members present: Jason Castro, President Mario Ciabarra, Vice President Julie Galusky, Director Andy Gifford, Director Scott Saunders, Secretary Others present: Don Griffin, Executive Director Lis Richard, Principal Matt Dunston, Board Member Elect Patrick Hall, Board Member Elect Brad Miller, Legal Counsel Excused: Sonya Camarco, Treasurer Quorum declared. B. ADDITIONS TO/APPROVAL OF AGENDA Mr. Saunders made a motion to approve the agenda. Mr. Ciabarra seconded and the motion passed unanimously. C. EXECUTIVE SESSION: At 5:04 p.m., Mr. Ciabarra made a motion, seconded by Mr. Saunders: To meet in Executive session to discuss positions relative to negotiations C.R.S (4)(e) and conference with an attorney to receive legal advice C.R.S (4)(b)concerning the renewal charter contract. Roll call vote was unanimous; the motion carried 5-0. The Board invited Mr. Brad Miller, of Law Office of Brad A. Miller, Dr. Griffin, Mrs. Richard, Matt Dunston, and Mr. Hall to join them in the school s library for Executive Session.

8 The Board entered executive session at 5:05p.m. No recording device was available for the Executive Session. At 5:30p.m., Executive Session was adjourned and Open Session was reconvened in the Library. D. ITEMS REQUIRING BOARD DISCUSSION/ACTION: 1. Discuss/Approve Renewal Contract. Mr. Ciabarra made a motion to approve the renewal contract as presented. Mr. Saunders seconded the motion. Mr. Castro called for a vote and the motion passed unanimously. E. ADJOURNMENT The meeting adjourned at 5:32 p.m.