BOARD OF DIRECTORS REGULAR MEETING Merit School of Music 38 S. Peoria, Chicago, IL 60607

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1 BOARD OF DIRECTORS REGULAR MEETING Merit School of Music 38 S. Peoria, Chicago, IL Elluminate Link: Conference Line: , passcode then # Call to Order: WEDNESDAY, OCTOBER 22, 2014 MINUTES OPEN SESSION 6:30 P.M. Time: 6:25 pm ROLL CALL SABRINA BOYLE - BOARD SECRETARY ABSENT/PRESENT Board Members: Michael Lucci - President Present Sabrina Boyle Secretary/Treasurer Present La Shone Kelly Vice President Present Austin Berg Present Joshua Dwyer Present Present Rene Nash Absent Staff: Amy Biasbas Present Head of School Farland Jenkins Board Administrator Present Introduce Guests: Sarah Berger, K12, David Qu, Board member candidate, Allen Wall, Board Attorney, Jim Quaid, ORBA accounting firm (telephone) 1. Public Comments on Agenda Items Move Board member candidate closed session to the beginning of the agenda. 2. Accept Agenda Sabrina Boyle Accept the agenda per the discussion. Voice Vote - Unanimous Aye, Motion Carries. : None.

2 3. FY 2014 Auditors Report Draft, Due to CPS 11/3/14 The draft audit report was presented by Jim Quaid of the accounting firm ORBA. Mr. Quaid of the audit firm ORBA presented the draft Audited financial statements for FY ORBA would like the signed draft returned to them by Wednesday, October 29 th. The biggest delay of the audit concerned a special education receivable from CPS for about $100,000. During the course of the audit, management was asked about the amount that the school expected to receive. There was a follow-up with the school and CPS that determined to write off about $60,000 of the receivable. The final adjustment was added to the financial statements. That is why the draft reports were sent out so late. The audit opinion will be a clean unmodified opinion. Net assets were increased by $78,000. The increase in net assets was primarily driven by a K12 settlement. This was another item that from management s perspective there was question as to how the $78 thousand should be reported and whether the $78 thousand should be included in the increase in net assets. The auditors feel that it should be included based on the settlement agreement that K12 is making a one-time settlement contribution of other income to the school and should be reflected in the school s financial results for the year. It is not a donor restricted contribution and is unrestricted. In the past, K12 has taken a deduction in the management fee to allow the school to have a breakeven. This year it is the $150 plus the $78 thousand. There were conflicting questions from management as to whether the $78 thousand should be included in the net increase. The auditors feel that it should be included. The Board will take formal action by Wednesday. These are unrestricted funds that the Board can designate. As of June 30, 2014, the Board had not designated net assets but that is something the Board could do going forward. Per capita revenue increased because of the increase in the number of students. Special Education revenue increased primarily as a result of additional special education teachers that were hired to help with increased special education population served by the school. Contributed goods and services decreased. Of the total expenses of $6.6 million, program services expenses were 87% of total expenses which is very good. Charity groups have a standard of 65%. On the statement of functional expenses, salaries increased as a result of hiring three new teachers. Employee benefit expense increased as a result of retiree benefit contributions increasing. Management fees paid to K12 increased by $267 thousand. Technology fees paid to K12 also increased by $79 thousand.

3 The K12 credit for the year was $155 thousand. In the prior year it was $254 thousand. There is $628 thousand that is accrued and payable to K12 as of yearend. A significant portion of the school s liabilities is due to K12 at year end. Retirement fund contributions in the prior year were made by CPS on at 10.6% behalf of the school. This was recorded as an in-kind revenue and expense with a net effect of $0. CPS changed the policy in FY 14 and began withholding the employer portion of pension. There was also a decrease in special education services due to decrease in therapist allocations. As of June 30, 2014 the school had a cash balance in excess of FDIC limits. The school may want to evaluate using a cedar s (sp.) program. The bank could diversify cash holdings in different CD s at different banks. CPS sent notification on October 14 th to all charter schools that in addition to the 10.6%, CPS also made a payment to the Teachers Pension fund towards the unfunded pension liability and that the schools may want to consider recording an additional in-kind entry of about $1 thousand per student. The accounting firm responded indicating that many of the audit reports have been completed and they have no plans to implement this for FY 14. CPS could potentially withhold that amount per capita in future years. Deficiencies in internal control were found during the audit including numerous audit adjustments to write down receivables. It is recommended that management review all accounts throughout the year. Receivables should be monitored and assessed monthly to assure that the receivables are collectable at year end. Another internal control deficiency was related to improper remittance of employee deferral of retirement plan contributions. There were occasions noted when the remittances were not made on a timely basis. ORBA would like the ok to finalize the report by next Wednesday, October 29 th. The Finance Manager and Board Administrator will need to sign off on the management representation letter. This gives the auditors the ok to finalize the statements. The Board will have a special call meeting next week to approve the report. The Board will hold a special call meeting on Tuesday, October 28 th at 6:00 P.M. to address the audit report and other items. 4. Head of School and Academic Report The school has now achieved medical compliance as of Monday, October 20th. On the due date of October 15 th the school was approximately 88% compliant. CPS requires that schools are at least 90% compliant. Enrollment o The school was at maximum enrollment as of the 20 th day

4 count. o The longer the length of time that students stay enrolled in the school the better they perform. o It is important to evaluate retention rates. o There is always a large number of withdrawals in September because of the movement of enrollment is high due to other choices and options. Staffing: o Special Education Teacher (High School)- Backfilled. No lack of position coverage occurred. o Spanish/ EL (High School)- IST Teachers have been transitioned to cover all Spanish courses and will cover them until onsite teacher is hired. Insperity is sending candidates and school is conducting interviews. We are working on getting a basketball team. IST Teachers will be used to cover the instruction virtually until a full-time teacher is hired. Creative School Certification & Funds: o Awarded $750 for completing the Creative Schools Certification. o CVCS submitted Ingenuity Grant as part of CPS Creative School Certification. CVCS could receive up to $10,000. o CVCS submitted Ingenuity Grant as part of CPS Creative School Certification. CVCS could receive up to $10,000. o HS Academic Advisor has partnered up with Goodman Theater and is working on creating a theater course we would like to offer our CVCS students. o HS Academic Advisor has partnered up with Goodman Theater and is working on creating a theater course we would like to offer our CVCS students. o As a charter school leader, Head of School has the ability to create new classes and designate them as credit bearing. No further approval is needed- Renewal Process Manager, Office of New Schools K12 Operations Executive Report: o Strong start metrics measure the on-boarding process o Special Education audit. o Funding reports. Health insurance carriers are being explored. K12 materials Is there a more cost effective way that would still provide needed materials for students? E-Rate Federally funded reimbursement that schools can apply for reduced rates on internet service provision.

5 The next Academic Committee meeting on November 10 th should have data available to determine progress towards academic goals. October is bully free month. 5. Board Finance Committee Report La Shone Kelly Funds used to pay for K12 administrative training beginning the fiscal July 1, 2013 through the fiscal ending June 30, 2014 and fiscal year beginning July 1, 2014 through fiscal year ending June 30, 2014 be refunded back to Title II funds. No Vote Motion withdrawn. Sabrina Boyle Accept the CPS Compliance Calendar items minus the FY 14 Final ETL report. Voice Vote - Unanimous Aye, Motion Carries. La Shone Kelly Accept the Consent Agenda items. Sabrina Boyle Roll Call Vote - La Shone Kelly; Aye, ; Aye, Sabrina Boyle; Aye, Austin Berg; Aye, Joshua Dwyer; Aye, Unanimous Aye, Motion Carries. Items: The Finance Committee reviewed the following items: FY2015 September, 2014 Financial Reports Chicago Teachers Pension Fund Update o Retro payments are being updated. Sales Tax Exemption Certification We now have sales tax exempt status. The auditors are determining whether prior year taxes are owed on previous purchases of educational materials from K12. Materials Price Cost Analysis is still in progress. The Board would like a list of items on the price list that are not used by CVCS. CPS Compliance Calendar Items o FY 15 Emergency Management Plan, Due 10/1/14 - Complete

6 o Immunization & Health Exam Data, Due 10/15/14 Letter to Families Compliance met o State of Illinois Annual Charter School Report, Due 9/30/14 Completed. o FY15 September ETL Report, Due 10/15/14, Submitted 10/13 /14 o FY 14 Final ETL Report, Due 9/15/14, Submitted on 9/14/14. : Consent Agenda o Board Administrator Expenses, October, $ o Credit Card - $6, o Legal Fees - $1, O K12 Invoices, September, $750,737 Title II funds were spent to cover K12 Administrative staff. Under Title II guidelines the funds should not be used for that purpose. In the last meeting it was stated that none of the Title II funds be used to pay for K12 administrative training. There is a question as to how far back the reports need to be resubmitted. Board action was taken previously on this matter. Contact with CPS may raise flags of out of compliance and may trigger an audit. Board counsel suggests seeking information from CPS in a manner that doesn t amount to an admission of noncompliance. Table the discussion for the special call meeting. Management will investigate for any suspensions on the Annual Charter School report and discuss it at the next Board meeting. 6. Strategic Plan Draft La Shone Kelly Submit to the Board the number of students in grades K 2 who were in the initial part of the language program. Voice Vote Unanimous Aye, Motion Carries. : The foreign language initiative for this year was started and is doing well. The Head of School will provide the number of students who are participating. A revised plan will be submitted at the next Board meeting and will include strategic action plan initiatives. 7. Approval of Minutes Sabrina Boyle Approve the minutes from the Finance Committee 9/22/14, Annual Board Meeting 9/22/14, Regular Board Meeting 9/22/14. Joshua Dwyer

7 Voice Vote - Unanimous Aye, Motion Carries. : None. 8. Special Education Teachers Handbook La Shone Kelly Accept the Special Education Teachers Draft Handbook. Voice Vote - Unanimous Aye, Motion Carries : The document is fully in compliance with ADA. Emphasis should be placed on informed consent during the IEP process. Transition plans are critical. Special Education is an area that may be most exposed to litigation. The Board attorney has reviewed the document. 9. Annual Report Draft Joshua Dwyer Add Illinois State Board of Education Student academic growth metrics from the state report card to the report. Sabrina Boyle Voice Vote - Unanimous Aye, Motion Carries : The draft from the previous school year was reviewed and suggestions for this year s report are welcomed. Student academic growth metrics from the state report card should be added. 10. Annual Conflict of Interest Disclosure Board members completed the forms. Board members should be aware of the articles of incorporation. State law codes pertaining to public officials. The Charter School Act clarifies laws that must be followed. Board powers can only be exercised at a lawful meeting which requires a quorum. It is important for Board members to understand conflict of interest laws. o The corrupt practices act. Board members are public officials. o As an elected or appointed official on the Board of CVCS, members can not have any interest in any contracts that come before the Board that the member would have to vote on. o A Board member cannot have an interest in any agreement or services.

8 o If an officer has a conflict with a contract coming before the Board, then to avoid the conflict and stay on the right side of the corrupt practices act they must see if the contract can be removed from the agenda before a vote is taken. If that is not possible, the member must resign. o The school code conflict of interest statute is broader. o There could be a common law conflict for a Board member seeking employment at the organization. o Board members are subject to the official misconduct statute. o It is a fiduciary duty to attend Board meetings. o 11. Meet in Closed Session for the Purpose of Selection of person(s) to fill a Board position - 5 ILCS 120/2(C) (3) - Meet in Closed Session for the Purpose of Selection of person(s) to fill a Board position - 5 ILCS 120/2(C) (3). Joshua Dwyer Voice Vote - La Shone Kelly; Aye, ; Aye, Austin Berg; Aye, Joshua Dwyer; Aye, Unanimous Aye, Motion Carries. Aye, Motion Carries 12. Board Member Appointments La Shone Kelly Resume Open Session. Voice Vote - La Shone Kelly; Aye, ; Aye, Austin Berg; Aye, Joshua Dwyer; Aye, Unanimous Aye, Motion Carries. Aye, Motion Carries Joshua Dwyer Nominate David Qu to Board Membership.. La Shone Kelly Voice Vote - La Shone Kelly; Aye, ; Aye, Austin Berg; Aye, Joshua Dwyer; Aye, Unanimous Aye, Motion Carries. Aye, Motion Carries 13. Public Comments There has been incredible turnaround in the last two months in terms of putting on solid Board members. The Board President has demonstrated a tremendous growth in leading the Board. Action: 14. Adjournment La Shone Kelly - Adjourn.

9 .. : Voice Vote- La Shone Kelly; Aye, ; Aye, Austin Berg; Aye, Joshua Dwyer; Aye, Unanimous Aye, Motion Carries. Aye, Motion Carries. None. Time 8:33P.M. Respectfully Submitted: These minutes have been posted on Chicago Virtual Charter School's Web Page - htto://www.k12.com/cvcs.

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