QUARTERLY MEETING OF THE CHARTER HOLDER BOARD OF DIRECTORS RICHARD MILBURN ACADEMY/TEXAS, INC. Austin, Texas The meeting of the Charter Holder Board of Directors of the above captioned corporations was held for RMA-Killeen at the State Director s Office, 814 San Jacinto, Suite 307, Austin, Texas 78701, posted in an open location at each school location, Superintendent s Office and the meeting location, and posted on the Richard Milburn Academy web site fixing such time and place, and prefixed to the minutes of this meeting. Charter Holder Board Members Present: Dr. Francis White, President Mr. Ernest Chambers, Vice President Dr. Houston Conley, Secretary Mr. Armard Anderson, Treasurer Others in attendance included: Dr. Norman Hall, Superintendent Christopher Skipper, RMA Texas State Director Carl Tanton, Instructional Technology & Grants Director Mark Hemphill, Curriculum & Instructions Director Jim Pollok, Special Projects Director Monette Gregory, Special Programs Director Sharon Cummings, Quality Assurance Coordinator Rebecca Polanco, Executive Administrative Secretary Melissa Hartman, Administrative Secretary Robert Clemons, President with JR3 Education Associates, L.P. Fran Thompson, Finance Director with JR3 Education Associates, L.P. I. Meeting Called to Order A. Welcome The meeting was called to order by President, Dr. Francis White, at 9:30 AM, CST. B. Opening Remarks Dr. Hall welcomed all meeting attendees. C. Roll Call of Board Members All Board Members were present. D. Declare a Quorum Present Dr. Francis White declared a quorum present at the meeting. E. Superintendent of the Corporation to Preside Dr. Norman Hall, Superintendent of RMA/TX, Inc. presided over the meeting.
Page 2 II. III. Review and Approval of Minutes A. Review and Approval of Minutes for the Called Board Meeting of November 24, 2014 The minutes for the Called Charter Holder Board Meeting held on November 24, 2014 were reviewed. Armard Anderson moved that the minutes be accepted as written. Ernest Chambers seconded the motion and was unanimously Reports to the Board A. Superintendent s Report Dr. Norman Hall Dr. Hall advised the board of the definite and positive steps in which the RMA central office staff is making toward the overall improvement of Richard Milburn Academy activities. B. State Director s Report Status of RMA District Chris Skipper RMA Texas Inc. has undergone several changes over the past six months. The state director presented information on these changes and where the district is headed next in terms of instruction, finances and other operational areas. Also mentioned was that RMA is the first charter school in the state of Texas to be approved for Career & Technology Education Virtual High School courses. C. Financial Update and Forecast Chris Skipper / Sharon Cummings / Bob Clemmons In the past RMA had fourteen bank accounts which have been consolidated to three. These consist of a General Operating Account, Savings Account and a Corpus Christi Expansion Account. A chart was presented to the board consisting of State funding which contains Expenses vs. Revenues. On a positive note, Mr. Clemons shared that RMA is currently doing very well in the financial aspect of the corporation. He added to the fact that RMA will be receiving good scores for the revised FIRST system for next school year; in fact, would even do well according to the old rating system which is by far more stringent.
Page 3 IV. Information Items A. Update on Acquisitions and Mergers Chris Skipper RMA Texas Inc. has been approached by several charter schools concerning possible merger or acquisition. Having vetted some of these and spoken with the Texas Education Agency, the administration has determined this is not the time to pursue and/or assume any role in these efforts. B. Update on Legal and Travel Costs Chris Skipper Legal costs stemming from consolidation and several litigation efforts were found necessary for the current school year. However, moving forward the district anticipates a sharp decline in legal expenses. Administration also made the board aware of issues affecting the budget relating to travel for the following reasons: several training components and frequent travel to district campuses to support directors and instructional staff in implementing the blended instructional framework, technology support and special education were deemed important and necessary. C. Distance Learning Component Mark Hemphill / Chris Skipper RMA Administration is designing a specialized unit of teachers to write and develop uniform curriculum for all campuses. It was recommended that board consider with the possibility to approve the employment of three core teachers and two instructional technology support staff to prepare for online instruction during the 2015-16 school year. D. Campus Summary and Blended Learning Updates - Mark Hemphill / Chris Skipper The board was asked to review material provided at the meeting which indicated the enrollment and the average daily attendance (ADA) was increasing. More monitoring is also taking place to ensure at-risk students are being coded correctly. A weekly metrics reporting system has been developed and is discussed weekly with each director regarding campus performance measures and needs. E. Instructional Technology Update Carl Tanton Recently, RMA/Texas, Inc. initiated the draw-down of funds through E-RATE. This money will be used to offset previous internet access purchases in support of instructional technology at the campuses.
Page 4 F. Miscellaneous Budget Issues Chris Skipper Security issues affect the Lubbock campus has been brought to the attention of RMA Administration at which it is recommended that a contracted security officer be hired to finish off the 2014-15 school year. The board was also made aware of dual credit courses offered to the Odessa campus which are also considered a high need. Lastly, regarding district wide utilities, administration had little work with in terms of forecasting costs associated with telephones, gas, electric, cable water and trash pick-up. These costs are factored into the budget amendment for consideration later in this meeting. V. Action Items A. District Expansion Update Chris Skipper / Carl Tanton The administration recommends the board approve an expansion request to the Texas Education Agency in the areas of greater Ft Worth, greater Houston and greater Midland. This request does not obligate the district, but preserves time for the administration to explore different possibilities regarding expansion. Houston Conley moved the board approve an expansion application for 2015-2016 be submitted to the Texas Education Agency for the areas of greater Houston, greater Fort Worth and greater Midland. Ernest Chambers seconded the motion and was unanimously B. Budget Amendment Chris Skipper / Bob Clemons Much of the budget forecast was based on incomplete and historical evidence, especially in the area of utility costs and travel. At the same time, in having approached the budget process with a very conservative eye, the administration has also welcomed revenues well in excess of what was forecasted. The administration recommends the board adopt the budget amendments as presented to the board. Ernest Chambers moved the board approve the budget amendments recommended by the administration. Houston Conley seconded the motion and was unanimously C. District Student Search Policy Chris Skipper The administration recently issued an operating directive giving campus administrators guidance in regards to when and how students may be searched by district personnel. The administration recommends the board codify in policy the administrative directive associated with this action item. Mr. Anderson and Dr. Conley made requested revisions be made to the policy. Houston Conley moved the board approve the new policy related to searches of students on RMA/Texas, Inc. with the changes as recommended by the board members. Armard Anderson seconded the motion and was unanimously
Page 5 D. New Campus Instructional Coordinator at RMA-Odessa, One Special Education Teacher at RMA-Killen and One at RMA-Lubbock and Stipends Chris Skipper / Sharon Cummings The Board previously approved position of assistant Director and Counselor for RMA Odessa. The former has never been filled and a current vacancy remains for the latter. RMA Administration has drafted a new job description for a Campus Instructional Coordinator. This position will be responsible for counseling and instructional duties, primarily related to training teachers in blended instructional strategies. Special Education positions and stipends will utilize new funding through IDEA-B. These positions support campuses with a high percentage of Special Education students. The administration recommends the board approve an expansion request to the Texas Education Agency in the areas of greater Ft Worth, greater Houston and greater Midland. This request does not obligate the district, but preserves time for the administration to explore different possibilities regarding expansion. Mr. Anderson moved the board approve the additional staff and stipends for campus instructional coordinator at Odessa and Special Education Teachers at Killeen and Lubbock. Houston Conley seconded the motion and was unanimously E. State Testing Issues Jim Pollok / Carl Tanton As the state moves toward 100% online testing, large numbers of RMA students will test in the spring requiring additional computers be purchased for our two largest campuses, Corpus Christi and Odessa. Mr. Pollok informed the board that over 3,000 tests will take place spring of 2015. The administration made the board aware of the projected cost for this effort and requests the approval to purchase more technology equipment as deferred to in the budget amendment approved earlier in this meeting. Ernest Chambers moved the board approve the purchase of computers as recommended by the administration. Houston Conley seconded the motion and was unanimously F. Contracted Services for Facility Management Chris Skipper / Bob Clemons With the dissolution of the previous RMA Texas and RMA Inc. charter configuration and the dismissal of the prior management company an area of need has emerged related to strategic and day to day management of facilities across RMA Texas Inc. Contract administration, lease management, research/analysis, custodial and other services (i.e. custodial and maintenance service) are largely uncoordinated and costly to maintain. The administration seeks board authorization to negotiate an agreement with JR3 to provide these services for one year. Most pressing is an assessment of lease contracts, school locations and marketing. The RMA Texas Inc. administration recommends the board authorize the superintendent and state director negotiate an agreement for JR3 to provide facility management
Page 6 services at all schools. Ernest Chambers moved the board authorize the Superintendent and State Director to negotiate an agreement with JR3 to provide facility management services at all RMA schools. Houston Conley seconded the motion and was unanimously G. Central Office Expansion McQueeney Chris Skipper The expansion of centralized oversight has created a need for additional work space. Ideally, this space would be in the New Braunfels, Seguin or Eastern San Antonio area. Two approaches are under consideration leasing office space or purchasing a residential home capable of meeting the needs of the San Antonio/New Braunfels office staff. Purchasing real estate would entail a hard asset consistent with needed investment and auditing notes. The administration recommends the board authorize the search for additional office space consistent with current administrative needs. This may entail leasing additional space or purchasing a residential home. Armard Anderson moved the board authorize the search for additional office space consistent with current administrative needs which may entail leasing additional space or purchasing a residential home. Houston Conley seconded the motion and was unanimously H. RMA Texas Enrollment Lottery Chris Skipper With the consolidation of RMA Texas each campus will be required to conduct lotteries in the spring as a means for coordinating enrollment. Included with this action item is a recommended policy for the board s consideration. The administration recommends the board adopt the policy on enrollment lotteries. Armard Anderson moved the board authorize the adoption of the policy on enrollment lotteries. Ernest Chambers seconded the motion and was unanimously VI. PUBLIC HEARING Distribution of the Texas Academic Performance Reports (TAPR) The Texas Academic Performance Reports (TAPR), formerly known as the AEIS (Academic Excellence Indicator System) reports, pull together a wide range of information annually on the performance of students in each school and district in Texas. The reports also provide extensive information on staff, programs, and demographics for each school and district. As required by the Texas Education Agency, a hearing for public discussion of the annual report must be held within 90 calendar days from November 21, 2014 (the release date to superintendents on TEA Secure Environment System -TEASE). Parents and property owners must be notified of the hearing. State law stipulates that notification MUST include notice to a newspaper of general circulation in the district and notice to electronic media serving the district. The notice has been published with the Killeen Daily Herald and the Austin American Statesman. It can also be found on RMA s website at rmaschools.org. Dr. Hall asks the Board note the section of each cover page to the 2013-14 Texas Academic Performance Report entitled 2014 Accountability
Page 7 Rating indicating Met Alternative Standard for all eight campuses. Armard Anderson moved that the Board approve the Texas Academic Performance Reports for School Year 2013-2014 as presented. Houston Conley seconded the motion and was unanimously IX. Adjournment At 1:01 PM., CST, with no other business, Dr. Francis White requested that the meeting be adjourned. Dr. Francis White, Chairman Mr. Ernest Chambers, Vice President Dr. Houston Conley, Secretary Armard Anderson, Treasurer