OHVA Board of Trustees Meeting October 21, 2014

Transcription

1 OHVA Board of Trustees Meeting October 21, President Matt Norton called the meeting to order at 2:04 PM 2. Roll Call/Guests: Board Members Present Absent Time of Arrival After Call to Order 1 Kelly Arndt Board Treasurer 2 Stacia DeRaedt Member 3 Tim Dirrim 4 David Kalman Board Secretary 2:07 PM 5 Ron Simon Member 6 Stephen Vasquez Member 2:10 PM 7 Matt Norton President 8 Sarah Zimmerman Member 9 OCCS Ex-Officio Representative Elisabeth Webb Also in attendance were: Senior Head of School Dr. Kristin Stewart; Operations Manager Dan Zawisza; HR Generalist Jaimie Thor; K12 Chief Academic Officer Margaret Jorgensen; K12 Regional VP Jennifer Sims; School Finance Manager Jill Zdunczyk; Legal Counsel Renisa Dorner; and Members of K12 Administrative Team, who were introduced by Dr. Stewart. 3. Public Participation on Agenda Items: None. (Mr. Kalman arrived.) 4. Public Participation on Non-Agenda Items: None. 5. Minutes of the Annual Meeting of August 20, 2014, were approved as written following a motion by Ms. DeRaedt; seconded by Mr. Davenport and affirmed by all members. 6. Operations a. New Board Member Review Motion l: Resolution regarding new Board Member BE IT RESOLVED THAT the Board of Trustees of OHVA hereby elects Jake Moeller to serve as a Board Member on the Ohio Virtual Academy Board of Trustees for a three-year term effective immediately, as recommended by the OHVA HR Committee. Mr. Norton introduced Jake Moeller to the Board. Mr. Norton indicated Mr. Moeller completed the Board selection process culminating with a final interview with the HR Committee. Mr. Davenport confirmed the HR Committee interviewed Mr. Moeller and recommended his election to the Board. Moved: Norton Seconded: Simon Vote: Davenport Y N Page 1 of 9

2 b. Governance Committee Report Mr. Kalman indicated the Governance Committee has not met since early August, but will be meeting in November and should have a report at the next Board meeting. (Mr. Vasquez arrived.) c. Academic Committee Report Mr. Simon reported the Academic Committee met on October 7. During their committee meeting, they engaged in a discussion concerning the challenges related to the PARCC (Partnership for Assessment of Readiness for College and Careers) Test with the increased rigor. The school administration is working on strategies so students can be successful with this new test. d. Head of School Academic Report Head of School Dr. Kris Stewart provided the Board with a six-page academic update setting forth the academic goals. Current enrollment is 12,053 and the special education population is approximately 13%. In addition, Dr. Stewart provided a 35-slide PowerPoint presentation concerning OHVA s State Report Card for the school year. Dr. Stewart explained OHVA submitted an appeal to ODE and expects to be notified no later than November 14 concerning its appeal. One of the issues is 184 students who were moved from 9th grade to 10th grade in January 2014, but they were not prepared for the OGT test but had to take it because they were deemed sophomores at the time of the test. If the appeal is accepted, OHVA should see improvement in its ratings for the OGT test as well as add another indicator at the high school level. Dr. Stewart explained that while OHVA is last with respect to value-added, there were 59 schools that showed less student growth than OHVA. The value-added score is a three-year average of data and concerns how much a student has grown in a year on average. Annual measurable objectives were next discussed. This measurement takes into account any students who took their GED instead of finishing school, dropped out or could not be located in another Ohio school. There is an issue with other schools changing a student s SSID number in the system thereby preventing the tracking of the student when they leave OHVA to see if they have gone to another public school. Mobility rate is currently at 39%, which plays a huge factor with respect to the annual measurable objectives. Mr. Kalman asked what analysis has been done to determine what drives retention of students in OHVA. Dr. Stewart responded more effort is being made up front to let students and their parents know and understand how the school operates, so they can make an informed decision. Mr. Norton asked what additional efforts are being pursued by K12 in reducing the mobility rate. Ms. Sims responded there was a strong start campaign and increased awareness during the enrollment process, building the culture of the school, and increasing face-to-face contact with students by teachers. Ms. Jorgensen indicated more data is being collected so as to allow a tracking of what creates a successful retention model. Discussion was then held regarding the new testing required by Ohio. Beginning in February, PARCC testing will be instituted as well as end of year exams. Mr. Simon asked if there were additional resources available for students to study for these new tests. Third through eighth graders were continuing with Study Island as well as USA Testprep where sample tests are available to Page 2 of 9

3 practice. Ms. Zimmerman expressed concern about the breadth of the sample tests provided by these resources. Mr. Bob Matthews responded there were 20 questions on the online version. However, the Ohio Department of Education has established PARCC-like assessments which are 6-7 questions and PARCC has a mock testing site. Dr. Stewart explained the focus of the administrative team is to prepare students for the change in how the tests will look and how students will need to respond to this new testing model. 7. Ulti Pro Discussion Motion II: Resolution regarding the Ulti Pro Program BE IT RESOLVED THAT the Board of Trustees of OHVA consents to the use of the Ulti Pro Program by K12 Virtual Schools LLC for managing employee benefits, assisting the human resources function and administering the school payroll as recommended by the Head of School. The Board instructs that further discussion and decision will need to be made as to whether any part of the cost of the Ulti Pro Program is to be paid by OHVA. The Board of Trustees of OHVA hereby authorizes the Board President and OHVA legal counsel to engage in discussions with K12 Virtual Schools LLC to resolve this issue. Ms. Thor explained she sent out a request for quotes concerning a new HRIS system to include payroll. Ms. Thor received three different quotes and determined the quote offered by Ulti Pro was the most advantageous for the school. Ms. Thor indicated it would decrease payroll costs by $60,000 to OHVA. Ms. Dorner explained the contract between OHVA and K12 requires K12 to administer the school payroll so OHVA should not be paying any part of the payroll cost. Mr. Vasquez commented if the Board should not pay for payroll then the school should not be paying any part of the Ulti Pro System. Ms. Thor indicated K12 s legal is not in agreement that OHVA should not pay any part of the Ulti Pro. Ms. Dorner explained the resolution authorizes the Board President and OHVA legal counsel to engage in discussions with K12 in determining if OHVA will pay any portion of the Ulti Pro Program, but also allowing K12 to move forward with obtaining the program. Moved: Vasquez Seconded: Zimmerman Vote: Davenport Y N Page 3 of 9

4 8. Personnel / Staff Development a. HR Committee Report Mr. Vasquez explained the minutes of the HR Committee meeting were provided to the Board members as part of the Board package. b. Employee Resignations Motion lll: Resolution regarding employee resignations BE IT RESOLVED THAT the Board of Trustees of OHVA hereby rejects the resignations of the following individuals (who have abandoned their positions based upon the date of resignation set forth below) as recommended by the Head of School and the HR Committee. STAFF MEMBER TITLE RESIGNATION DATE Bossick-Skillen, Lauren Teacher Ulry, Eileen Teacher Mr. Vasquez reported two teachers resigned to accept positions with other school. The contract signed by these teachers indicates resignation to accept another position during the school year is not likely to be approved. The Board has consistently found such reason is not a basis upon which to grant a resignation. The HR Committee recommends the Board reject these resignations and deem these teachers as having abandoned their positions. Moved: Simon Seconded: Vasquez Vote: Davenport Y N Motion IV: Resolution regarding employee resignations BE IT RESOLVED THAT the Board of Trustees of OHVA hereby accepts the resignations of the following individuals as recommended by the Head of School and the HR Committee, but such approval is based upon the unique circumstances presented by Ms. Wymer and Mr. Boley. STAFF MEMBER TITLE RESIGNATION DATE Wymer, Mindy Intervention Specialist Boley, Travis Teacher Mr. Vasquez stated these two teachers had unique circumstances warranting approval of their resignations. The Board has previously agreed to accept resignations for unique Page 4 of 9

5 situations as presented by these two teachers. Mr. Vasquez indicated the HR committee was recommending approval of these resignations. Moved: Davenport Seconded: Vasquez Vote: Davenport Y N c. Staffing Dr. Stewart expressed concerns that the decreased enrollment has caused OHVA to be overstaffed by 28 individuals. Rather than terminate 28 individuals, Dr. Stewart indicated she has the ability to reassign 25 staff members to provide instructional support through the Title I program. Dr. Stewart confirmed she has discussed this use of the Title I funds in this manner with ODE and ODE has approved. Ms. Dorner commented the critical issue with using these funds is that they have to be used to supplement the education being provided and not supplant. Dr. Stewart explained these 25 individuals will not use the K12 curriculum to provide instructional support but can help students who are struggling in the K12 curriculum. Dr. Stewart expects 1,000 students will benefit from the use of these 25 staff members under this program. Ms. Zimmerman asked if these 25 individuals could also help students to prepare for the PARCC test. Dr. Stewart indicated these individual can certainly help with developing skills needed to successfully take the PARCC test. Mr. Norton asked how students are identified as needing these services provided by these 25 staff members. Dr. Stewart responded students who are academically struggling are identified by teachers and then approved by the principal to participate in the program. Mr. Norton commented this movement of 25 staff members to positions to provide instructional support not only benefits the school and the children but also allows OHVA to retain valued teachers. Ms. Stewart indicated she will likely need to reduce the workforce by three individuals and will evaluate what is the best decision for the school and speak with legal counsel accordingly. Ms. Dorner indicated the Board did not need to approve the reassignment as Dr. Stewart has the power to reassign. With respect to terminations, Dr. Stewart also has the power to make such determination and then an OHVA employee has the right to appeal to the Board. d. Evaluation Policy Motion V: Resolution regarding the Teacher Evaluation Policy BE IT RESOLVED THAT the Board of Trustees of OHVA hereby approves the Teacher Evaluation Policy (a copy attached hereto) as recommended by the Head of School. Dr. Stewart explained the teacher evaluation system, referred to as OTES, has been utilized by OHVA for the past two years. ODE is requiring a written policy concerning the evaluation system to be approved by the Board. Ms. Dorner explained she has reviewed and revised the evaluation policy consistent with the law and the manner in which Ohio Virtual Academy is proceeding with its evaluation of teachers. Essentially, the evaluation of Page 5 of 9

6 teachers will consist of 42.5% formative, 42.5% student growth and 15% self-evaluation. Ms. Dorner commented the law requires the evaluation system to be determined following consultation with the teachers. Dr. Stewart as the Head of School has the responsibility to consult with the teachers pursuant to the policy. 9. Compliance Moved: Zimmerman Seconded: DeRaedt Vote: Davenport Y N a. OCCS Monthly Report Elisabeth Webb provided and explained OCCS annual progress report document outlining the components of the local report card for OHVA. She also provided a document entitled Charter Contract Educational Plan Performance Framework Amendment Policy concerning the need to amend attachments 4 and 5 to the charter contract, including a possible template. Mr. Simon commented he disagreed with the format being used by OCCS concerning this new progress report and wondered if the format could be changed before it is deemed final. Ms. Webb agreed to express this concern to Lenny Schafer, Executive Director of OCCS. With respect to the issue concerning amending the performance standards, Mr. Norton asked the Academic Committee to review this issue at its next meeting in January. Mr. Simon agreed the Academic Committee will consider the performance standards and the template at its next meeting. Ms. Zimmerman asked OCCS is involved in advocacy on behalf of e-schools like OHVA. Ms. Webb indicated OCCS sits at the table discussing issues that are of great importance to all charter schools and especially those of online schools. Ms. Webb invited all Board members to the training hosted by OCCS on October 29. Mr. Norton asked what training the Board members are required to obtain. Ms. Dorner responded the contract between OCCS and the OHVA Board only requires new Board members to undergo training approved by OCCS. Ms. Webb remarked the administrative team was very helpful in resolving the complaints received over the last few weeks. Ms. Webb also provided the Board members with a 3-page Board brief and the monthly report for September b. Review and Approve Annual Report Motion VI: Regarding Annual Report BE IT RESOLVED THAT the Board of Trustees of OHVA hereby approves the Annual Report (a copy attached hereto) as recommended by the Head of School. Dr. Stewart provided copies of the 18-page Annual Report. This report is required by law to be made available to all parents as well as submitted to OCCS and ODE. Page 6 of 9

7 Moved: Vasquez Seconded: Zimmerman Vote: Davenport Y N c. PE Grades 10. Finance Motion VII: Resolution regarding the PE Grades Amendment BE IT RESOLVED THAT the Board of Trustees of OHVA hereby approves, effective with the second semester of the school year, Physical Education classes shall no longer be offered as Pass/Fail classes as recommended by the Head of School. Dr. Stewart explained students taking physical education on a Pass/Fail basis have had difficulty, after withdrawing from OHVA, getting other schools to accept the Pass/Fail credit. Dr. Stewart indicated it was time to utilize a letter grade system for physical education. Principal Kyle Wilkinson commented on the extra work needed to add to the K12 curriculum by the PE teachers making the class more rigorous. Mr. Norton asked if having a letter grade for PE will now affect the student s GPA. Dr. Stewart confirmed a letter grade will affect a student s GPA. Moved: Kalman Seconded: DeRaedt Vote: Davenport Y N a. Bank Reconciliation Motion VIII: Resolution regarding filing of the Bank Reconciliations BE IT RESOLVED THAT the Board of Trustees of OHVA hereby approves the filing of the bank reconciliations for the months of July 2014 and August 2014 as presented by the School Treasurer and reviewed by the Audit and Financial Oversight Committee. Mr. Norton confirmed with Ms. Arndt that she had an opportunity to review the bank reconciliations provided to her by OHVA Finance Director Jill Zdunczyk. Moved: DeRaedt Seconded: Simon Vote: Davenport Y N Page 7 of 9

8 b. Review and Approve Fiscal Year Final Budget Motion IX: Resolution regarding Fiscal Year Budget BE IT RESOLVED THAT the Board of Trustees of OHVA hereby approves the Fiscal Year budget (copy attached hereto) as presented by the School Treasurer and reviewed by the Audit and Financial Oversight Committee. Ms. Zdunczyk explained many of the numbers have changed based on the 14% decrease in enrollment as well as moving the 25 staff members to their new roles as instructional support. Also, there was an increase of 5.8% in teacher expenses due to a change in the reimbursable expense policy allowing teachers to have their own hotel room and not having to share a room when attending school events. Ms. DeRaedt did not recall any change in a policy about teachers not having to room together. Ms. Zdunczyk explained the revision to the policy occurred in the employee handbook. Ms. Thor commented she thought it was one of the bullet items reviewed with the Board when the employee handbook was revised. Mr. Kalman, who travels a great deal for work, commented forcing co-workers to share rooms is a very uncomfortable situation and probably not appropriate. Ms. DeRaedt commented she didn t feel it was an issue; only that she couldn t recall it being called out as being a budgetary item when the employee handbook was being revised. The current budget shows a $1.2 million deficit. Mr. Simon asked if there are any additional grants that can be requested. Dr. Stewart indicated OHVA will be applying again for a Race to the Top grant as well as for the State Improvement Grant funds. Ms. Dorner asked why there was no indication of Race to the Top funds in the budget if there was a carryover from last year. Ms. Zdunczyk replied the Race to the Top funds were revenue received last year, but being spent this year. Moved: Moeller Seconded: Norton Vote: Davenport Y N c. Review / Approve Five Year Forecast Motion X: Resolution regarding Five Year Forecast BE IT RESOLVED THAT the Board of Trustees of OHVA hereby approves the Five Year Forecast (copy attached hereto) as presented by the School Treasurer and reviewed by the Audit and Financial Oversight Committee. Page 8 of 9

9 Ms. Zdunczyk explained the five year forecast which is required to be approved by the Board in June and October each year. The assumptions used in the forecast included a decrease in enrollment of approximately 13.7% during this school year but that the enrollment would remain consistent for the following four school years with no expected growth. All assumptions were based upon current enrollment with no growth. Moved: Vasquez Seconded: Simon Vote: Davenport Y N 11. Technology Update Mr. Norton explained K12 reviewed confidential information with the Audit and Financial Oversight Committee concerning how long OHVA is paying for computers and how much. Mr. Moeller indicated he reviewed the information provided showing for each computer provided to a student OHVA pays $75 upfront and then $35 per month for ten months of the school year and then an additional $125 when the computer is returned. Therefore, if a student remains enrolled from kindergarten through 12th grade (13 years), OHVA would pay approximately $4,700 for that student to have a computer for the 13 years. K12 indicates that it replaces 8% of the computers each year. The cost charged by K12 for the computer covers all support and all shipping costs. If OHVA begins to use laptops, then OHVA would be charged an additional $10 per month. Due to an issue regarding computers not returned by OHVA students who withdraw, K12 was charging OHVA a flat fee when it should have only been charging fair market value. K12 issued OHVA a credit in the amount of approximately $70,000 to OHVA last school year. K12 did provide the committee with information regarding competitive pricing. K12 is also considering going to a cloud-based curriculum over the next five years. Ms. Zdunczyk indicated the monthly fee of $35 is immediately stopped upon a withdrawal of a student. The Governance Committee will review the use of laptops at its meeting in November and will present its recommendation at the next Board meeting. 12. Other Updates a. Board Training Mr. Norton reminded all Board members of the training offered by OCCS on October 29. b. Upcoming Event Dates and Communications Mr. Norton reminded all Board members the next Board meeting is December 9, 2014 which is typically followed by a dinner. Mr. Norton remarked he was attending a symposium in Palm Springs in November and would report back at the next Board meeting. Mr. Norton also indicated that there was discussion underway about holding a Board retreat in January. Upon no further business, Mr. Norton adjourned the meeting at 5:17 p.m. Page 9 of 9