Multicultural Academy Board of Directors Regular Meeting Minutes APPROVED Date June 24, 2015 6:00pm I. Meeting Called to Order The meeting was called to order at 6:00 p. m. at 5550 Platt Road, Ann Arbor. H. Roll Call Present: Dr. Khalil Samaha-President Shafik Khalil-Vice President Jeff Jones-Treasurer Ammar Hamamy-Director Absent Excused: Richard DeBacker-Secretary Also Present: Patricia Eggleston-Principal LaTasha Mitchell-Board Recorder Terry Farha-UMC Angie Luck-UMC Yaser Farha-Public Steve Scheel-Croskey Lanni Pat Vector-BMCC Robert McTyre-Public Ms. McTyre-Public Scott VanderWerp-Doughrty & Company, LLC Yasser Farha II-Public
Jeffery E. Ammons-Dickinson Wright, PLLC III. Approval of Agenda Shafik Khalil made a motion to approve the agenda, Ammar Hamamy second it. The motion passed unanimously. -Approval of Minutes Shafik Khalil made a motion to approve the May 21, 2015 meeting minutes, Ammar Hamamy second it. The motion passed unanimously. IV. Correspondence None. V. Reporting A. Principals Report End of the School Year at MA: The 2014/2015 school year ended on Friday, June 12th Classes will resume for students and staff on Tuesday, September 8th. Professional development for Instructional staff begins Monday, August 24th Events during the Final Weeks of 2014/2015: School-wide Spelling Bee, Monday, June 8th Words used from the National Spelling Word List Donuts with Dad Thursday, June Ilth Approximately 47 fathers, father figures and role models attended Both Donuts with Dad and Muffins with Mom were a huge success Kindergarten, 5th and 8th Grade Graduation Ceremony, Friday, June 12th Grade level receptions were held in classrooms following the ceremony Pictures of the event are available on our new website and on Facebook
M STEP Assessment: M STEP Assessments ended on Friday, June 5th Results will be available sometime in August NWEA Assessment: The NWEA Spring Assessment window ended on Thursday, June 4th Students in grades K I assessed during last week of school NWEA results demonstrate that 54 students were proficient in Reading, and 45 students were proficient in Math in grades 2-8 Huge gains across multiple grade levels Approximately 50% of our students made grade level targets in Reading Over 52% made their targets in Math Some grades showed 70% gains in Math and or Reading School Improvement Team: Completing the Single Building Improvement Plan and Program Evaluation Tool Both documents will be ready for submission into Advanced on Friday, June 26th The deadline for submission is June 30th School Infrastructure Database or SID: Being completed through the CEPI (Center for Educational Performance and Information System Reports data related to crime, safety, dual enrollment and technology Summer School 2015: Summer school is focus on bridging the achievement gap for our In math, reading/grammar/writing and technology Provided pre and post tested Science project weekly. 4 week program that began June 22nd and will continue through July 16th Monday through Thursday from 9:00 am 12:30 pm 70 students were invited Approximately 40 students are enrolled in our program Field trip to the Hands on Museum of Ann Arbor on July 6th Recruitment: Second recruitment meeting on Friday at UMC The committee is comprised of multiple stakeholders Petty Cash Reconciliation: Documentation available upon request
B. UMC Report Epicenter All documents have been submitted as required. Compliance Calendar June 2015 Board Agenda June ( 5 Business Days Before Meeting) 6/11 6/9 Board Posting - June 6/1 5/28 Budget-Proposed 2015-2016 6/1 5/28 Board Meeting-Budget Hearing Agenda 6/11 5/29 Board Meeting-Budget Hearing Posting 6/11 5/18 E360 Assessment File Upload-Certification of Completion 6/18 6/16 Budget Amendments 2014-2015 6/30 6/25 Accountability Scorecard Analysis 6/1 5/20 Budget Approved 2015-2016 6/30 6/25 Certificate of Insurance 6/30 6/30 Emergency Drill Logs 6/30 6/10 Health Department or Food Service Permit 6/30 5/8 MEIS/MSDS (SRSD) FTE DS4061: End of Year 6/30 6/30 Playground Inspection Log 6/30 6/23 Registry of Educational Personnel (REP) Confirmation 6/30 6/12 Satisfaction Survey Results 6/30 6/25 School Improvement Plan/Goals Management Summary 6/30 6/24 School Infrastructure Database (SID) 6/30 6/30 Proposed Board Minutes & Attachments-May (8 Business Days After 5/30 5/29 Approved) Approved Board Minutes & Attachments-April (5 Business Days After Approved) 7/1 Purchase Orders Meetings took place with Crosky & Lanni to review all purchase orders and payroll along with updates for GSRP reporting. HR/MA Personnel Changes One-on-one meetings took place with staff including administration for end of year review. Grants Expenditure Grant Name Expenditures Revenue Current/Pending GSRP $11,687.05/8,561.82 $20,250.87 Pending MA Lunch $676.06 $310.18 Deposited MDE Lunch $10,622.14/$4,281.34 $10,622.14/$4281.34 Deposited Title IA $4951.48/$5488.00 $4951.48/$5488.00 Deposited Title HA $150.00 $150.00 Deposited CAFCP $694.79 $694.79 Pending IDEA NA NA NA ACT 18 NA NA NA Aftercare Program
General Fund Purchase Order Expenditures General Fund Purchases $117,344.70 Dated Bank Statements on Cash Flow / Payroll Escrow Cash Flow Payroll Escrow $11,600.00 + $91,600.00 SF = $103,200.00 $4,500.00 Payable / Receivable Accounts Pending Amounts Account Payable Pending Amounts Account Receivable $117,344.70 $123,448.00 Insurance Name Date Paid Health Insurance 6/12/2015 Life Insurance 6/15/2015 General Liability / Bus Insurance 6/25/2015 Workman's Compensation 6/15/2015 Financial Audits Name of Audit Date Occurring Pupil Audit June 11, 2015 C. Financial Report: The June 2015 financial report was led in review by Steve Scheel of Croskey Lanni. The Board accepted the financial report as is. D. Student Affairs Report Positive Behavior Intervention and Support Plans are underway for PBIS for the 2015-2016 school year A PBIS calendar is being developed that will detail all PBIS events A monthly calendar will be distributed to teachers on the first school day of each month that will provide PBIS celebration and assembly dates as well as the character trait for the month and the class responsible for presenting the trait to the student body A suggested lesson plan pertaining to the character trait will also be given to the teachers in addition to the calendar as a resource Discipline and Behavior Expectations
Developed a behavior contract for the summer program which outlines behavior expectations for students participating in the summer program. Contracts were sent home with students and are being signed and returned Working with the academy leader to develop a disciplinary procedure which will be effective Fall 2015 Transportation Met with the transportation supervisor to develop hubs for the summer school program Events Led the graduation committee in planning the 2015 graduation ceremony for the Kdg. 5 th, and 8th grades. It was well attended and successful event Emergency Drills The emergency drill schedule was completed for the 2014-2015 school year Recruitment Contacted members of the M.A. community to serve on a recruitment committee: A meeting is scheduled for Friday, June 26 at 11:00am M.A. will potentially have a booth at the Ann Arbor Art fair as well as the Ypsilanti Heritage Festival this year Board Minutes On Website The Board minutes and agendas are currently up to date on the school website E. ERS and IT Report Technology: All teachers' laptops have been turned in Summer school teachers will turn in their laptops at the end of their program All 'Pads, Kindles and Nooks have been turned in and documented Several laptops are in need of parts. The Technology budget will determine a time frame for parts being ordered I would like to propose that two cameras be placed in the hallways at the Academy. One being in the main area and the other in the M.S. Pupil Accounting: Our Spring Audit was completed by Bill Anderson There were three items of discussion, which did not result in FTE loss. I will be at the Academy during the summer to make ease the transfer of files for 2015 school year I will work with Academy leadership to implement a policy for centralized enrollment
VI. CAO Report The CAO informed the board that an IT person will work three days per week during the 2015-2016 school year to provide staff and administration with technical support. The CAO informed the board that a meeting with ESP will take place in July 2015 for the purpose of staff and administration reorganization and compensation reviews. VII. Public Comments None. VIII. Board Comments None. The regular board meeting was suspended at 7:05pm for a budget hearing concerning the 2015-2016 proposed budget. The board was led in review of the proposed budget by Steve Scheel. The budget was presented to the public for participation. Jeff Jones made a motion to adjourn the public hearing Ammar Hamamy second it. The motion passed unanimously. The public hearing was adjourned. The regular board meeting resumed at 7:23pm. Ammar Hamamy made a motion to add items 11. and 12. to the June 24, 2015 board agenda, Jeff Jones second it. Item 11. Approval of the amended 2014-2015 budget and item 12. Approval of the proposed 2015-2016 budget were added to the regular board meeting agenda. Jeff Jones made a motion to approve the 2014-2015 amended budget, second by Ammar Hamamy. The motion passed unanimously. Shafik Khalil made a motion to approve and forward the proposed budget to BMCC for non-disapproval, second by Jeff Jones. The motion passed unanimously.
IX. Scheduled New Business 1. Building Purchase: Dr. Samaha and Jeff Jones, and the Academy Building Purchase Team informed the board that Dougherty & Company LLC was selected from the institutions interested in financing the purchase of the building. Scott VanderWerp, Company Vice President, led the board in review of the process of financing the purchase of the Academy building through Dougherty & Company LLC. It has been proposed that Dougherty & Company LLC will finance this project 100%. Three options were presented to the board as to the period of time desired to finance the loan for. The financial terms presented were for 20, 25, and 30 year options. After reviewing the scenarios Dr. Samaha recommended that the project be financed over a 30 year term. Mr. VanderWerp presented the board with intent resolutions as well as bond resolutions. And informed the board that the entire financing process will take approximately 60 to 75 days. Shafik Khalil made a motion to retain Dougherty and Company LLC as the underwriter for the loan of purchasing the building, second by Ammar Hamamy. The motion passed unanimously. Dr. Samaha approved and signed the letter of agreement. Shafik Khalil made a motion to adopt the official intent resolution, second by Ammar Hamamy. The motion passed unanimously. Dr. Samaha approved and signed the document. Ammar Hamamy made a motion to accept the bond resolution second by Jeff Jones. The motion passed unanimously. Every resolution is pending based on non-disapproval of BMCC and pending counsel opinion on them. A motion was made by Jeff Jones to retain Clark-Hill as bond counsel, second by Shafik, Khalil the motion passed unanimously. Dr. Samaha approved and signed the document. 2. Approval of The Board Meeting Calendar: Shafik Khalil made a motion to approve the 2015-2016 board calendar, second by Jeff Jones. The motion passed unanimously. 3. Parking Lot expansion: The Board of Directors and the Academy are awaiting approval of permits for phase two of the parking lot expansion project. Progress is moving as planned. 4. State Aid Note: Jeff Jones made a motion to approve the resolution for the 2015-2016 State- Aid Note, second by Ammar Hamamy. The motion passed unanimously. 5. 2015-2016 Reorganization: Report on this item will be tabled for the July 2015 Board Meeting.
6. Platt Rd. Markings: The CAO informed the board that there will be cross-walk placed in front of the Academy. Two public bus stops will also be added in front of the school on opposite sides of Platt rd. This is based on information from Pittsfield Road Commission. 7. Board Membership: Dr. Robert McTyre has been approved as a new board member on the Board of Directors for Multicultural Academy. He will take the oath of office at the July 2015 meeting. 8. Final Approval of the ESP Contract: Shafik Khalil made a motion to approve the final ESP contract, second by Ammar Hamamy. The motion passed unanimously. 9. Spring 2015 Board Policy Update: The CAO led the board in review of the Spring 2015 Operating Board Policy Updates. Jeff Jones made a motion to adopt the nine operating board policy updates, second by Ammar Hamamy. The motion passed unanimously. - Confirmation of Next Meeting July 23, 2015 1. Adjournment Ammar Hamamy made a motion to adjourn, Shafik Khalil second. The motion passed unanimously. Propo nutes res Ily submitted, Date: 3 -,(.5 ',I.', f, irectors at itsv:a(v INS-meeting. gpv4.1.- Board Sec - ary I