SPECIAL MEETING EDUCATION ACHIEVEMENT AUTHORITY X BOARD OF DIRECTORS X EXECUTIVE COMMITTEE

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1 SPECIAL MEETING EDUCATION ACHIEVEMENT AUTHORITY X BOARD OF DIRECTORS X EXECUTIVE COMMITTEE Date: June 25, 2013 Time: 3:00 PM Location: Wayne County Community College District (WCCCD) Detroit Campus, Conference Room West Fort Street Detroit, Michigan I. Call To Order MINUTES The meeting was called to order by Chairperson Goss at 3:00 PM. Chairperson Goss reminded the Board and the public that this was a Joint Regular Board of Directors/Executive Committee Meeting. She also stated that the Executive Committee Meeting would be a closed session meeting. I. Roll Call Chairperson Goss asked Tyrone Winfrey to call the roll of the Board of Directors. Carol Goss, Chairperson Present Absent Roy Roberts, Director Present Absent Dr. Jann Joseph, Director Present Absent Michael Morris, Director Present Absent Mark Murray, Director Present Absent William Pickard*, Director Present Absent Shirley Stancato, Director Present Absent A quorum of the EAA Board of Directors was determined. *Member Pickard was present via conference call. Chairperson Goss asked Tyrone Winfrey to call the roll of the Executive Committee Members. Executive Committee Attendance: Carol Goss, Chairperson Present Absent Michael Morris, Director Present Absent Mark Murray, Director Present Absent William Pickard*, Director Present Absent Roy Roberts, Director Present Absent A quorum of the EAA Executive Committee was determined. *Member Pickard was present via conference call. II. Approval of Agenda Chairperson Goss asked whether there were any suggested changes to the joint meeting agenda. Chairperson Goss then asked for a motion to approve the agenda. Support: Member Morris 1

2 III. Closed Executive Session - 3:06 PM At this time, Chairperson Goss asked that the Executive Committee Members relocate to a closed meeting session to discuss personnel issues. She also asked Members of the Executive Committee who were listening via conference call to call back due to a room change. Chairperson Goss asked for a motion to recess at this time and reconvene immediately following the Executive Committee s closed session. The Board of Directors Meeting convened at 3:55 PM Chairperson Goss asked Tyrone Winfrey to call the roll of the Board of Directors. Carol Goss, Chairperson Present Absent Roy Roberts, Director Present Absent Dr. Jann Joseph, Director Present Absent Michael Morris, Director Present Absent Mark Murray, Director Present Absent William Pickard*, Director Present Absent Shirley Stancato, Director Present Absent A quorum of the EAA Board of Directors was determined. *Member Pickard was present via conference call. Chairperson Goss asked Tyrone Winfrey to call the roll of the Executive Committee Members. Executive Committee Attendance: Carol Goss, Chairperson Present Absent Michael Morris, Director Present Absent Mark Murray, Director Present Absent William Pickard*, Director Present Absent Roy Roberts, Director Present Absent A quorum of the EAA Executive Committee was determined. *Member Pickard was present via conference call. IV. Chancellor Updates Chairperson Goss asked Chancellor Covington to present his overview of the Chancellor Updates. She also announced to the Board Members and the public that all Board Materials discussed were also located on the EAA s Website. Chancellor Covington acknowledged three students who received scholarships from Futures Education. He also introduced Kevin Magin, Director or Futures Education, for an overview of the following students who received them. They are as follows: Christopher Ricks Central High School, Lacretia Mance Pershing High School and Jamil Hamilton Southeastern High School. Mr. Magin was able to reach Christopher Ricks in time for this meeting as the other students were currently away at school. Christopher will soon be heading to Michigan State University majoring in Biology and Physical Therapy. So far, he has received over $45,000 in scholarships. Chancellor Covington thanked Mr. Magin for a fine job and congratulated each student on their future endeavors. Member Roberts wished Christopher good luck as well. Chancellor Covington gave an update on EAA High School Graduations. He was also very appreciative of the media coverage received. The media coverage consisted of reviewed student comments and shared stories. 2

3 Chancellor Covington commended the principals, teachers and additional staff for a job well done with the graduates this year. The First Annual Teachers Award Ceremony is coming up. This event will be held on Thursday, July 18, 2013 from 6:00 PM to 8:00 PM at The Henry Ford. Formal invitations will be sent to the Board from Chancellor Covington. Chairperson Goss thanked Chancellor Covington for the updates. V. Old Business Chairperson Goss asked for a motion to approve the minutes from the May 9, 2013 Meeting. VI. New Business a) Executive Committee Discussion and Action Items i. HUMAN RESOURCES PERSONNEL REPORT Proposed Approval of Human Resources Personnel Report Chancellor s Evaluation a) ACTION ITEMS: : Approval of the Human Resources Personnel Report Chairperson Goss asked Chancellor Covington to give an overview of : Approval of the Human Resources Personnel Report. Chancellor Covington and Dr. Prince gave an overview this action item. Chairperson Goss asked if there were any questions. There were none. Chairperson Goss asked Chancellor Covington to give an overview of : Proposed Approval of Human Resources Personnel Report as well as Chancellor Covington s Evaluation. Chancellor Covington and Dr. Prince gave an overview of this action item. Chancellor Covington discussed the Proposed Approval of Human Resources Personnel Report which includes New Hires, Promotions, Resignations and Terminations. Chancellor Covington introduced Dr. Prince for an overview of the Chancellor s Evaluation. Dr. Prince discussed the evaluation process and stated that several different standards would be shown in this evaluation. Chancellor Covington would be evaluated by each Board Member and the results will be reviewed at the next regularly schedule on August 9 th. Chairperson Goss asked if there were any questions. There were none. Chairperson Goss asked for a motion to approve the Human Resources Personnel Report. Chancellor Covington and Dr. Esselman proceeded to discuss the following: 3

4 ii. CURRICULUMS, PROGRAMS AND ASSESSMENTS Proposed Approval of Agreement with Pearson PowerSchool for Student Information System Proposed Approval of Agreement with Tyler Pulse Student Information System b) ACTION ITEMS: : Approval of the Agreement with Pearson PowerSchool for Student Information System : Approval of Agreement with Tyler Pulse for Student Information System Chancellor Covington introduced Dr. Esselman for an overview of Action Item : Approval of the Agreement with Pearson PowerSchool for Student Information System and Action Item : Approval of Agreement with Tyler Pulse for Student Information System. Chancellor Covington also added a discussion about mastery and Carnegie units. Chancellor Covington also asked for clarity of the SASS & ENOSS programs. Dr. Esselman discussed. Chairperson Goss asked if there were any questions. iii. INFORMATION TECHNOLOGY Proposed Approval of Agreements with Maximus K-12 Education, Inc. for Software Maintenance, Hosting, Licensing and Implementation. c) ACTION ITEMS: : Approval of Agreements with Maximum K-12 Education, Inc. for Software Maintenance, Hosting, Licensing and Implementation Dr. Esselman continued into an overview of Action Item : Approval of Agreements with Maximum K-12 Education, Inc. for Software Maintenance, Hosting, Licensing and Implementation. Chairperson Goss asked if there were any questions. She also asked about a more thorough overview of the 3 systems. Member Murray asked for a more thorough overview of the 3 systems working together. Dr. Esselman reviewed. Member Murray asked for clarification of what was presented as well as Pearson concerns. Dr. Esselman discussed a printing concern with the presentation and stated that an update would be provided to the Board. Chairperson Goss asked for a motion to approve the following action items: : Approval of Human Resources Personnel Report and The Chancellor s Evaluation : Approval of Agreement with Pearson PowerSchool for Student Information System : Approval of Agreement with Tyler Pulse for Student Information System : Approval of Agreements with Maximum K-12 Education, Inc. for Software Maintenance, Hosting, Licensing and Implementation Ayes: 4 Nays: 0 Abstention: 1 Chancellor Covington introduced Harry Pianko for an overview of Finances and Operations. iv. FINANCE Proposed Amendment to FY2013 General Fund and Capital Projects Fund Budgets 4

5 Proposed Amendment to FY2014 General Fund Budget Proposed Approval of Lease with the Stroh Companies, Inc. for Office Space Proposed Master Services Agreement with Wayne RESA for SMART System Proposed Approval of Transfer to and Designation of Huntington Bank Proposed FY2012 Audit Report d) ACTION ITEMS: : Approval of Amendment to FY2013 General Fund and Capital Projects Fund Budgets : Approval of Amendment to FY2014 General Fund Budget : Approval of Lease with the Stroh Companies, Inc. for Office Space : Approval of Master Services Agreement with Wayne RESA for SMART System : Approval of Transfer to and Designation of Huntington Bank : Approval of FY2012 Audit Report Chairperson Goss announced the Executive Committee s Discussion and Action Items on Finance and asked for only the Executive Board approval at this time. However, she welcomed questions from all of the Board Members. Chairperson Goss asked Dr. Covington to give an overview of the following Action Items : Approval of Amendment to FY2013 General Fund and Capital Projects Fund Budgets : Approval of Amendment to FY2014 General Fund Budget : Approval of Lease with the Stroh Companies, Inc. for Office Space : Approval of Master Services Agreement with Wayne RESA for SMART System : Approval of Transfer to and Designation of Huntington Bank : Approval of FY2012 Audit Report Mr. Pianko discussed Finance and Operations in reference to the following areas: Amended FY2013 Budget o General Fund o Capital Projects Fund o Resolutions FY2014 Budget o General Fund o Resolution Amended FY2013 Budget Central Office Lease Finance and HR System Banking Relationship FY2012 Audit Chairperson Goss asked if there were any questions. Member Morris asked about air conditioning options being looked at with additional grant funds being available. Chancellor Covington discussed the air conditioning concern. He has asked Moses Wilson of Aramark to provide a Proposal in reference to this concern. Chancellor Covington asked about our current square footage fees in reference to our Central Office Lease. Mr. Pianko discussed. Member Morris commended Mr. Pianko on a job well done. 5

6 Chairperson Goss asked for a motion to approve the following Action Items : Approval of Amendment to FY2013 General Fund and Capital Projects Fund Budgets : Approval of Amendment to FY2014 General Fund Budget : Approval of Lease with the Stroh Companies, Inc. for Office Space Motion: Member Morris Mr. Pianko continued with his discussion on Finance and Operations. Chairperson Goss asked if there were questions. Mr. Pianko continued his Finance and Operations overview in reference to the EAA Audit and introduced Teresa Pollack, C.P.A. and Partner from Plante Moran. Ms. Pollack gave an overview of the 2013 Audit. However, a more thorough review for the 2013 Audit will be forthcoming with a broader outcome later this fall. Chairperson Goss asked if there were questions. Member Morris complemented Ms. Pollack on a thorough report. However he had concerns about the transfer of funds for and would like for this concern to be fixed. He suggested appropriate backup. He also suggested compliancy with reference to Double Booking. Member Morris asked for a more thorough report from Plante Moran regarding deficiencies for clarification. He also thanked Ms. Pollack for a very thorough review. However, he is very concerned about monies being spent. Chairperson Goss asked if there were any questions. There were none. Chairperson Goss asked for a motion to approve the following Action Items : Approval of Master Services Agreement with Wayne RESA for SMART System : Approval of Transfer to and Designation of Huntington Bank Motion: Member Morris Ayes: 4 Nays: 0 Abstained: 1 Chairperson Goss asked Member Morris to chair and Members Murray and Stancato to serve on the EAA Audit Committee. Chairperson Goss asked if there were any more questions. There were none. Chairperson Goss asked for a motion to approve the following Action Item : Approval of Master Services Agreement with Wayne RESA for SMART System Support: Member Morris 6

7 The motion was carried Chancellor Covington went back to the Chancellor s report and introduced new EAA Staff additions; Karen Donahue, Controller and Terry Abbott, Interim Public Relations Consultant. Chancellor Covington discussed his visit to Eastern Michigan University for the Memorandum of Understanding signing and was very excited to be working with Member Jann Joseph. He also stated that he was very happy about this partnership. Chairperson Goss asked if there were any questions. There were none. VII. Public Comment Chairperson Goss asked Tyrone Winfrey if there were any Public Comments at this time. Wayne Bernard Concerned about a DPS School closing. Chairperson Goss advised Mr. Bernard that this topic would need to be discussed at a DPS Meeting. Questions a 12 Million dollar Budget Concern Wanted to know if EAA schools will be reconstituted to involve the community Chairperson Goss thanked Mr. Bernard for his comments and asked for the next Public Comment. Mary Wood Discussed Website concerns with Audit information listed for review Stated that Audit Committee Meetings should be Open Public Meetings per month Discussed a Transparency Policy being on a Separate Website Chairperson Goss thanked Mary Wood for her comments. Chairperson Goss asked for a motion to adjourn the meeting. Motion: Member Murray Support: Member Morris The motion was carried Chairperson Goss adjourned the meeting at 4:52 p.m. Proposed minutes respectfully submitted, Secretary / Recording Secretary Date Approved by the Authority Board, Secretary / Recording Secretary Date 7

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