MINUTES Ball Charter Schools Governing Board Meeting DRAFT 1. Call to Order. The meeting was called to order at 6:13 p.m. on in the Administration Building at Val Vista Academy, 4120 South Val Vista Drive, Gilbert, AZ 85297. Roll Call: Present: Stephanie Clergé, Board Member Mike Dyer, Board Member (arrived 8:47 p.m.) Diane Fernichio, Board Vice-President Melissa Flint, Board Secretary Michael Hoogstra, Board President Michael Larrabee, Board Member Sarah Watts, Board Member Bob Rossi, Executive Director Pam Rebel, Executive Assistant Taime Bengochea, Dobson Principal Gaye Garcia Leo, Hearn Principal Ray Webb, Val Vista Principal Jim Hudspeth, Director of Finance Lisa Reznick, Human Resource & Communications Manager Absent: Marcus Harrison, Board Member Mary Beth Miller, Board Member Others Present: Michelle Hart, Director of Curriculum Leo Condos, Attorney for St. Katherine Greek Orthodox Church (present 8:40 p.m. 9:00 p.m.) 2. Pledge of Allegiance The group recited the Pledge of Allegiance together. 3. Approval of Agenda Motion by Stephanie Clergé. Second by Michael Larrabee, to approve the agenda. All in favor. Motion carried. 4. School Recognition/Mission Moment Val Vista Academy: Principal Ray Webb gave a summary of the construction progress and invited Board members to tour the campus at their convenience. He then showed a multimedia presentation of the Jog-a-thon that took place in March 2014. He introduced Michelle Petrey who is Val Vista s new P.E. Teacher and who organized the Jog-a-thon. She gave a summary of the event highlighting that fund raising goals were exceeded. Received donations total $15,400 so far. 5. Call to the Public There were no individuals from the public present. 6. Consent Agenda Items 6.2 Minutes from Previous Meeting April 14, 2014 (Regular Meeting) 6.3 Enrollment/Attendance Updates Dobson, Hearn and Val Vista 6.4 Personnel Items New Hires: Dobson: Janice Larson, Substitute Teacher; Hearn: Jessica Debrecini, Teacher; Nan Mang, Teacher. Reassignments: Val Vista: Alison Walker, from Teacher at Val Vista to Teacher at Dobson; Victoria Potempa, from Substitute Teacher at Val Vista to Teacher (Expansion Position) at Dobson. Separations: Dobson: Heidi Davis; Kaylee Gengler. Hearn: Jim Ryan; Angela Curtiss. Val Vista: Ruth Miyagawa. 6.5 - ASBA Policy Adoption (Batch 5) 6.6 Job Descriptions for Director of Curriculum and Director of Special Education Concerning Personnel Items, Diane Fernichio asked to clarify that a new employee did not have a relative working in the same grade level. Motion to approve Consent Agenda Items by Stephanie Clergé. Second by Diane Fernichio. All in favor. Motion carried.
Page 2 of 5 7. Information and Discussion Items 7.1 Principals Reports (End of Year Strategic Plan): Dobson Academy Taime Bengochea reported that her enrollment is 590 for the 2014-2015 school year. She made a correction to her volunteer hours. The number should be 13,781. She highlighted the Mother s Day Tea, Student Council Elections, Junior High Welcome Night, Spring Band Concert, Kindergarten and 8 th Grade Promotions, and the End of Year Awards Assembly. Dobson is looking at reconfiguring space due to the modular and adding five Smart Boards over the summer. Hearn Academy Gaye Leo reported her enrollment is still at 598 and they are wait-listed for next year. Preschool is 100% full. She highlighted the Mock Schedule Event, Staff versus Student Volleyball Game, Graduations on May 21 st, and the African Drum and Dance Troupe that performed. She also talked about the Principals working together on strategic goals for the year and gave an explanation of each goal. Val Vista Academy Ray Webb reported his current enrollment is 289. For next year he has 425 and expects 450. He highlighted two music performances, Multicultural Night, an Awards Assembly, and reported that his ADEA compliance visit showed no issues. Bob Rossi reminded the Board that they estimated an enrollment of 392 for next year in the budget. Sarah Watts asked if 6 th grade students have committed to returning next school year. At this point there are 15 students committed to return. Ray Webb clarified for the Board the structure of the middle school planned for next year. 7.2 Special Education End of Year Reports Bob Rossi gave an overview of the reports prepared by Rita Solliday (Dobson and Val Vista) and Pat Stone (Hearn). It was clarified to Stephanie Clergé that there is no correlation between both the Director and a Teacher resigning at Hearn. Gaye Leo also explained what an inclusion teacher does. Stephanie Clergé asked that it be noted the date is incorrect on the chart (pages 41-47) and should read 2013-2014. Also, Ray Webb made a correction to Students Scoring Proficient on the AZELLA (page 38). It should read 8, rather than 6. 7.3 Director of Finance Report Jim Hudspeth noted that his monthly financial report was emailed to the Board after the packet was distributed. He provided a handout of it to each person present. He commented on his report that Shared Expenses Central Office represents Hearn and Dobson taking on 40% and Val Vista 20%. Bob Rossi clarified that in another year Val Vista should be able to share these expenses equally with the other schools. Jim Hudspeth explained how this affects the current cash flow balance. He clarified that Dobson is carrying the total salary costs for shared Special Education and Curriculum Directors positions on the East side, but Dobson will bill back for this cost. He also noted that Dobson and Hearn have not received state revenue yet for July. The Board asked Jim Hudspeth to add notes on items like this in the budget he presents to them for clarification purposes. Bob Rossi pointed out that Ball Charter Schools has over 2 million in reserves. 7.4 Employee Contract At-Will Policy Bob Rossi began the presentation by stating that he, Lisa Reznick, Pam Rebel and Mike Dyer had an information gathering meeting with Udall Shumway. Lisa Reznick provided two handouts to each person in the group. The first was a summary of the PowerPoint presentation she showed the group on Employment Separations: Recap of Meeting with Udall Shumway and the second contained verbiage of state and federal employment law. She also passed around one copy of the current policies of Ball Charter Schools. Lisa Reznick stated that our attorney made recommendations that we update current employment practices outlined in her handouts. Board members asked clarifying questions to Lisa Reznick and the Principals on how we use our performance management system and document interactions between employee and supervisor concerning performance. Bob Rossi and Lisa Reznick recommend we make the process more formal and documentation consistent across all three schools. Sarah Watts asked that the handouts provided at the meeting be added to the SharePoint Board Page. Gaye Leo and Taime Bengochea explained that the teacher evaluation instrument Principals use is mandated by the State. Lisa Reznick commented that it leaves out areas beyond instruction. Some Board members suggested we add a second instrument to include these performance areas. Bob Rossi stated that we will implement a clear, fair and consistent practice that includes signed documentation. Diane Fernichio clarified that the Principals recommendations as day-to-day managers be taken. Lisa Reznick explained her role as helping Ball Charter Schools with HR and legal issues. 7.5 Interest to Serve/Board Nominations Melissa Flint reported on the response received and passed around the Interest to Serve form. She stated that we are moving forward with elections next month within the current Board structure. Michael Hoogstra suggested that the Board think about changes that should be made and which members are up for renewal. He also asked they consider the commitment required to serve. Action Item: Board members interested in serving to send their statements to Pam Rebel.
Page 3 of 5 8. Action Items 8.1 Advisory Program Curriculum Bob Rossi presented his recommendation for an Advisory Program for Dobson and Hearn Middle School students. He explained aspects of the format, such as where it would fit in the student s day Hearn vetted through the homerooms and Dobson as a bonus elective on Wednesdays. There is no financial cost involved. He will do the training of all middle school teachers. He talked about research on Developmental Assets and hopes to increase these in students. This curriculum addresses the survey results indicating the need for a school guidance counselor. Bob Rossi shared that this curriculum has been used in many schools around the nation with great results. Diane Fernichio, Michael Larrabee, and Stephanie Clergé expressed concerns about not having a set curriculum beforehand, using teachers to lead support groups, teachers influencing students with an opposing worldview than parents, teachers taking on student issues without proper training or counseling licensure, and not having referral sources set up with community agencies in case mental health or abuse issues are shared by students. Sarah Watts and others stated they like the idea of providing character development opportunities and support to students. The Board asked Principals to share their input. They have heard some teachers express concern with taking this on, but also see the need for it. They currently have character development option such as the Virtues Project at Dobson and Character Counts at Hearn. Melissa Flint sees the need for a referral program when students identify issues teachers cannot handle. She stated this absolutely cannot be therapy and we would need to train teachers to not attempt or give the impression that it is. Yet, connectedness is essential for students. She also recommends deciding how we communicate with parents what is taught so they can continue the conversation at home. Motion by Diane Fernichio to table this item until curriculum is developed and further defined. Second by Stephanie Clergé. All in favor. Motion Carried. 8.2 Prop 301 Comprehensive Plan Michelle Hart gave an overview of the plan which was developed with a committee of our teachers. The 20% for base salary and the 40% for site fund have to stay as is according to regulations by the state. The 40% for teacher performance is what is being proposed should change. Currently teachers are establishing their own goals. We want to continue that but also add the school s goals, including a professional development piece. She explained the components of the plan and the Board asked clarifying questions about the rigor of the program. The difficulty will increase next year. Michael Hoogstra and Sarah Watts asked about how the parent surveys will influence outcomes. Bob Rossi commented that this accounts for just 10% of a 40% area. The instrument keeps survey results at the school level rather than individual teacher level. Diane Fernichio questioned the K-2 goal and the group discussed. Motion to approve the 301 Comprehensive Plan by Sarah Watts. Second by Stephanie Clergé. All in favor. Motion Carried. 8.3 Board Resignation of Mary Beth Miller Motion to approve the resignation of Board member Mary Beth Miller by Stephanie Clergé. Second by Diane Fernichio. All in favor. Motion Carried. 8.4 Dobson Middle School Leo Condos, attorney representing St. Katherine Greek Orthodox Church was in attendance for this portion of the meeting and provided a handout of the details of the proposed lease agreement. The church is located at 2716 North Dobson Road, Chandler, AZ 85224. Ball Charter Schools is considering moving Dobson Academy middle school students to this new location. The Board asked Bob Rossi, Taime Bengochea and Mr. Condos clarifying questions regarding the details of the lease. Mr. Condos cannot give final approval but will bring back a counter offer to St. Katherine Church. Mr. Condos exited meeting. The Board then discussed financial details of the budget and costs associated with the lease. They discussed several scenarios of terms for the lease. Motion by Mike Dyer to approve authorizing Executive Director with consultation of Dobson Academy Principal to finalize negotiations with St. Katherine Greek Orthodox Church concerning using their campus with terms of lease as follows: Monthly rent for the first year to be $7,500-8,000, second year to be $8,500-9,000, third year to be $9,500-10,000. Utilities to be $2,200 per month through the three year term. Additional three year terms to be escalated at consumer price index, or some measurable rate, not to exceed 2-3% per year. Request three (3), three year options. Should a finalized lease be obtained, the middle school will be moved and the Board authorizes a new school site notification request be submitted to the Arizona State Board for Charter Schools. Second by Sarah Watts. All in favor. Motion Carried. Action Item: Bob Rossi to negotiate terms with St. Katherine Church and report outcome to Board.
Page 4 of 5 8.5 Guidelines for Board Involvement in Hiring Stephanie Clergé stated that the Board wanted to assure it was clear with the Executive Director on the Board s intention for participating in hiring of employees. Bob Rossi shared his understanding and the group briefly discussed. Motion by Stephanie Clergé to approve adding verbiage to the appropriate personnel policies that the Board will be given the option to have a representative on the selection committee for hiring of the Executive Director and anyone who reports to the Executive Director, to include Principals and Executive Cabinet positions. Second by Mike Dyer. All in favor. Motion Carried. Action Item: Lisa Reznick to add verbiage noted in this motion to the Ball Charter Schools policy. 8.6 Adoption of Final Revisions to Current Year s Budget Jim Hudspeth explained that there are no revisions and that, unlike public schools, charter schools are not required to amend their budgets. Motion to approve current year s budget with no revisions by Mike Dyer. Second by Diane Fernichio. All in favor. Motion Carried. 8.7 2014-2015 Budget The Budget for 2014-2015 was presented to the Board for approval. Diane Fernichio and Sarah Watts asked for explanation of the following items: Miscellaneous Income, PTSA/PTO and Booster Club, Field Trips, use of Tax Credit Money, Textbooks, Front Office Costs and Custodial Travel. Mike Hoogstra noted a correction made to Dobson income in the last week. Melissa Flint questioned the cost predicted for legal fees and the group agreed it should be increased. Prop 301 money will be moved into the correct place now that the plan has been approved. Diane Fernichio suggested placing Val Vista Jog-a-thon income in the budget. Jim Hudspeth noted that the forms have not been received from the State as of yet. Once we receive those we will have an opportunity to change items before it s submitted to the State. Diane Fernichio asked the Principals to explain differences in front office costs between campuses. This is accounted for mainly by paper costs depending on number of employees and paper donations received, as well as Smart Boards reducing paper costs. Motion by Diane Fernichio to approve the 2014-2015 Proposed Budget pending changes that were addressed. Second by Melissa Flint. All in favor. Motion Carried. Action Item: Jim Hudspeth to bring back budget with changes to June 9 th Board Meeting. 9. Executive Session 9.1 - Motion by Sarah Watts to recess to recess to Executive Session, in accordance with A.R.S. 38-431.03(A)(1) for discussion or consideration of approving 2013-2014 performance pay for Principals, Executive Director, and Director of Curriculum positions. Second by Mike Dyer. All in favor. Motion Carried. 9.2 - Motion by Sarah Watts to recess to recess to Executive Session, in accordance with A.R.S. 38-431.03(A)(1) for discussion about renewal of 2014-2015 agreements for Principals and for Central Office Staff, including Executive Director, Human Resources and Communications Manager, and Director of Finance. Second by Mike Dyer. All in favor. Motion Carried. 9.3 - Motion by Sarah Watts to recess to recess to Executive Session, in accordance with A.R.S. 38-431.03(A)(4) for discussion or consultation with its attorney(s) regarding the Governing Board s position regarding a classified employee contract that is subject to negotiations, in pending or contemplated litigation or in settlement discussions conducted in order to avoid litigation. Second by Mike Dyer. All in favor. Motion carried. 10. Reconvene Regular Board Meeting at 12:03 a.m. Action Items 10.1 Motion by Mike Dyer to approve 80% of performance pay for the Executive Director. Second by Sarah Watts. All in favor. Motion Carried. 10.2 Motion by Mike Dyer to approve 100% of performance pay for the Director of Curriculum. Second by Stephanie Clergé. All in favor. Motion Carried. 10.3 Motion by Mike Dyer to approve 100% of performance pay for the Dobson Academy Principal. Second by Sarah Watts. All in favor. Motion Carried. 10.4 Motion by Mike Dyer to approve 85% of performance pay for the Hearn Academy Principal. Second by Sarah Watts. All in favor. Motion Carried.
Page 5 of 5 10.5 Motion by Mike Dyer to approve 80% of performance pay for the Val Vista Academy Principal. Second by Sarah Watts. All in favor. Motion Carried. 10.6 Motion by Mike Dyer to approve 2014-2015 employment assignment for the Dobson Academy Principal. Second by Diane Fernichio. All in favor. Motion Carried. 10.7 Motion by Mike Dyer to approve 2014-2015 employment assignment for the Hearn Academy Principal. Second by Sarah Watts. All in favor. Motion Carried. 10.8 Motion by Mike Dyer to approve 2014-2015 employment assignment for the Val Vista Academy Principal. Second by Stephanie Clergé. All in favor. Motion Carried. 10.9 Motion by Mike Dyer to approve 2014-2015 employment assignment for the Executive Director. Second by Stephanie Clergé. All in favor. Motion Carried. 10.10 Motion by Mike Dyer to repost and rehire the position for the 2014-2015 school year for the Director of Finance. Second by Stephanie Clergé. All in favor. Motion Carried. 10.11 Motion by Mike Dyer to repost and rehire the position for the 2014-2015 school year for the Human Resources and Communication Manager. Second by Sarah Watts. All in favor. Motion Carried. Bob Rossi asked the Board if the bonuses will be embedded in the 2014-2015 agreements. The Board stated they could not vote on that due to it not being part of the agenda. Bob Rossi would like the Board to look at the salary structure for principals and consider right-sizing based on experience and number of students. Diane Fernichio defined bonuses as earned, not guaranteed. Michael Larrabee commented that Dr. Rossi is referring to base pay and may want to consider bringing back a proposal for this item. Bob Rossi would like to embed bonuses into the 2014-2015 contracts. The Board consensus was to address this as a future agenda item. 11. Future Agenda Items The Board identified the following June Board Meeting agenda items: Principal Salary Structure and Embedding Bonuses for 2014-2015 Operational Calendar Items Update on Central Office Job Postings 12. Adjournment Motion to adjourn meeting at 12:23 a.m. by Stephanie Clergé, Second by Mike Dyer. All in favor. Motion carried. The next regular meeting is scheduled for Monday, June 9, 2014 at 6:00 p.m. at Hearn Academy. Approved by Ball Charter Schools Governing Board Board Secretary Date