1 Minutes WINDSOR CHARTER ACADEMY EXECUTIVE BOARD MEETING REGULAR SESSION Weld County School District RE Academy Court, Windsor, Colorado Thursday, January 22, :30 P.M VISION STATEMENT: Where students are educated, empowered, and equipped to reach their highest potential. MISSION STATEMENT: Windsor Charter Academy provides a challenging academic program based on the Core Knowledge curriculum that promotes academic excellence, character development, and enthusiasm for lifelong learning. The mission of the school is to develop in each child the love of learning, the ability to engage in critical thinking, and to demonstrate mastery of the academic building blocks necessary for a successful future. The WCA Board would like to welcome all Members and Staff in attendance. Discussions are limited to the board members unless otherwise requested. Your input is appreciated during Citizen and Staff Communications. Please fill out an information card prior to the start of the meeting. 1.0 Opening Called to order at 6:30 p.m. 1.1 Roll Call Present: Kim Seyboldt, Wayne Plechaty, Laura Wining, Carolyn Mader, Spencer Thomas, Becky Teeples, Jeremy Schriner, Susan Ackerman, Irene Nissen Absent: John Feyen, Heather Kenney 1.2 Pledge of Allegiance 1.3 Mission Statement 1.4 Adoption of Agenda Motion to approve agenda by Spencer, 2nd by Laura; motion carries 1.5 Approval of the Minutes: Jan 7, 2015 Motion to approve minutes by Spencer, 2nd by Laura; motion carries 2.0 Citizen and Staff Communications (6:35 7:00) No staff or citizens in attendance. 3.0 Committee Reports (7:00 7:25) 3.1 Accountability: Seyboldt Did not meet this month due to sending out parent survey and waiting on results. 3.2 PR & Marketing: Mader PR Committee Minutes January 8, 2015 Members Present: Lorena Beloin, Leanne Scholand, Rebecca Teeples, Carolyn Mader, and Sara Sanders
2 Billboard We tossed around ideas for what imagery to use for the billboard as well as what wording. We settled on one of two billboards either on I 25 or on US 34. Carolyn will talk to Lamar Advertising about the amount of traffic on each as well as price. We need to pinpoint this by 1/26. Chamber Lunch WCA is hosting a luncheon for Chamber members at the school on Thursday, January 22 at noon. Lorena let us know that Pelican Joes will provide 12 pizzas for the lunch at no charge! Carolyn will work on getting the drinks water, soda, etc. Becky will ensure that the video is running in the library. She will make sure to mention the 2/17 Why Charter Q&A Panel at the luncheon as well as the upcoming Gala. Q&A Panel Becky let us know we will have a Q&A Panel discussion where parents and residents will be invited to hear from noted speakers. We will need to get the word out. Details on what we can do TBD at the next PR Meeting. Becky will also be on a radio show (1310 AM) promoting WCA with Amy Oliver. We need to talk about this at the next PR Meeting to make sure Becky has enough talking points. Water Valley Life Ad We will promote the gala in the next ad. Carolyn will talk to Emily to nail down the date. Windsor Charter Academy Style Guide Sara is continuing the work on the style guide. We will reveal more as time goes on. 3.3 Technology: Feyen Attendees: Irene Nissen, Chris Hein, Angie Shaler, Robyn Koperski, John Feyen, Mark Kerwood, Justin Compton Introductions New Members/Guests: None Teacher Input Testing concerns Shaler Takes 30 minutes to get logged in Current connection comcast is 100mb, 150mb max; under contract through 2016 Looking at fiber for secondary building Possibly stagger "start times"; get core replicated working and on separate switch; look at proxy settings to pass certain sites; request lists of problem websites Saving Data
3 Okay to save to core, should use Google Drive etc Guidelines for teachers on where to save, backup, PD Building Status Update 2nd Chromebook set installed and working Cart came severely damaged, so replacement is on the way ipads 16 ipads are on order from Read grant Before school program so they will be available for teacher during the day Will deploy mobile device management from server next weekend then possible deployment the following week Upcoming Projects Volunteer Day Saturday, January 24th Changing out classroom PCs Irene will send reminder for teachers to submit what they need if they already have not Mac mini mounts in upstairs lab Boot and nuke old hard drives STEM Day Might be postponed to create a better quality event Later spring or summer event Provide input to Jeremy Old Business Headphones Desire to have something in place for this year yet 2.99 foam headphones and ziplock bags for each student 3rd 5th (180 students)= $ core headphones / This option comes with bags: (2.49) onal_stereo_headphones P1172C65.aspx?UserID= & SessionID=v8pH2LnlhHTUNs8XRIEG Newsletter info: Due to state regulations for student testing, students will be required to have a standard set of school supplied headphones by: (date). The school has over the ear headphones for sale for $3. Money can be turned into classroom teacher. Purchased headphones will be used for testing and classroom use for the remainder of the year. Linux Laptops Has been decided to just allow them to die. Simple fixes can be request, but broken will be removed from use
4 Donate computers to CCC or another charter school? New Business Elementary Building Replacement of Classroom PCs 10 windows 7 machines remain Case by case as things die Plan is to replace classroom PCs with Chromebooks Introduction of idevices Need cases for protection $2000 remains from fundraiser Looking to see if Otterbox or other will donate Remaining fundraiser money will go toward Chromebooks for classroom PC replacement New Business Secondary Building One to One environment? Curriculum resources? Teaching platform? Irene will out notes from Apple event Summer staff boot camp event Technology a part of back to schools night orientation Laptop devices for new school BYOD option alternative funding Technology fee for students to support building technology needs Showcase from Samsung week of Feb. 23rd Server / Virtual Lab Looking at virtualized lab where you can select PC, Mac, Linux Security Cameras John F will look at floor plan to advise location, connect us with resource who can help determine what equipment Next meeting Wednesday, February 11th 5:30 PM 3.4 Education: Wining Attendees: Wining, Schriner, Koesel, Knutson, Eskew, Zito, Koperski, Crompton, Davies, James, Frazee, Holt, Easton Update of Expansion Schriner Staff and Committee provided feedback on draft of Course Description Handbook Schriner and Teeples will review feedback and update draft Staff and Committee began review of math textbooks 3.5 PTC Officer Meeting: Kenney Jan 20, 2015 Attendees: Roberta Eckdahl, Orheta Rice, Jenny Whittington, Heather Kenney
5 Family Bingo Night February 20, 2015, 6PM at WCA Will need clarification on PTC purpose and goals from Board and Administration with addition of Fundraising coordinators, as PTC s primary function has been fundraising, in addition to parent teacher and community involvement and engagement PTC Officers would like to continue with volunteer coordination and events to involve and engage parents, teachers and the community. Suggestions to improve communication and parent involvement More information of past and upcoming Board/Administrative/Operational decisions in Newsletters Transparency and communication with hiring practices and new positions Co Sponsor coffee with the board, host guest speakers to educate and inform parents on various topics impacting our charter school and charter schools PTC Officer Election in May More information to follow 3.6 Finance: Plechaty Thursday, January 15, 2015 at 6:30 p.m. Members Present: Susan Ackerman, Wayne Plechaty, and Kellie Janke Members Absent: Dean Moyer, Becky Teeples, Anna Knudson, Irene Nissen, and Tim Effinger FINANCIAL REPORT: Fundraising monies raised were not being reported correctly according to 501c3 rules. All fundraising cash should be reported in the general fund; therefore, previous fundraising money has been reclassified to the general fund by the Finance Director. Fundraising revenue has been revised; $280,000 has been pledged and $40,000 has been realized. Finance Director defines "pledged" as monies that have been committed by companies or individuals, but have not been received. Once Fundraising Coordinator has been hired, an additional $300,000 fundraising monies are anticipated to be raised, less the coordinator's 20% commission. An additional $250,000 was budgeted for Technology due to "low volt" wiring being required for the new high school building. According to the Finance Director, this was an unexpected expense which will require additional fundraising monies to pay. Wayne suggested that WCA administration ask Roche Construction to see if they would be willing to share the cost since the building is owned by their company. If Roche paid for the materials, WCA could possibly pay for the labor involved. The buildup of the reserve balance will be less than anticipated due to
6 additional costs for a warming station for the kitchen, 2 modular buildings over 2 years, and other technology costs for the new building being budgeted. WCA is considering a new software system called Specialized Data Systems (SDS) which is used by many other charter schools in the area. The system will be used for human resources, payroll, and accounting and costs $10,000 for the software and training. WCA will no longer be using RE 4 for support services. Visit schooloffice.com to read about the software. Administration would like more direction from the Finance Committee on the order of priority for spending the $550,000 appropriation along with other fundraising monies. Should administration be spending money on technology first, then offices, fixtures, and media center or is there a different priority level they should be following? Wayne suggested that administration use a "tiered" approach for their decision making. He recommended admin. identifying the school's "must haves," for each of the categories; these would be considered tier 1. Then identify Tier 2 essentials, etc. The budget now includes the addition of a Facilities Manager who will be hired to oversee the maintenance of the buildings. Originally, the duties of this position were to be performed by the Technology Supervisor; however, there are too many building maintenance issues for one person to handle. SALARY SCHEDULES: Administration has developed salary schedules for all positions which now include a range of pay; this will give administration the ability to offer a higher wage if the person possesses greater skills than the level offered. The "ending figure" on the salary schedule is considered mid range pay for the RE 4 district. The "lowest figure" is where we are now. 3.7 Building Operations: Feyen & Kenney Air Conditioning Units RFQ for air conditioning units is prepared and will be sent to three sub contractors: Air Systems Engineering, Lakeside Mechanical and Shaw Mechanical. It includes the replacement of units 6, 7, 14, and 16; while units 8, 9, 10, 11, and 13 will be combed. Athletic Field Drainage the downspout closest to the double doors where the students enter and exit for recess freezes in cold weather. Part of the problem is it receives the least amount of sunlight. The other contributing factor is the drainage goes under the concrete slab, but it is not deep enough to prevent freezing. This combination causes water to freeze in the field and subsequently in the downspout. Potential fixes: industrial heat tape in the water flow pathway, a curtain drain from the field to the ditch along Garden Drive, and rerouting the downspouts to the NW corner of the gym and then building a swale to the ditch along Garden Drive.
7 Exterior Door Replacement the double doors on the west side of the front of the school and the double doors on the east side of the front of the school haven t closed appropriately since the tornado. Replacement doors have been ordered. 3.8 Questions and updates on committee reports 4.0 Principals Report (7:25 7:40) 4.1 Principal Report New Building Updates Met with Windsor Town Board on Wednesday, January 21st to discuss color and look of the building. Roche Constructors met to discuss these topics in greater depth with the town s Building Committee on Thursday, January 22nd. The town wants the new building to have two colors and meets the aesthetic expectations. Board gave input for the parpet on the new building should be tan. Met with three furniture companies to discuss needs of each room in the building and create a plan. Companies have put in bids. Once the Board approves a bid, final negotiations on prices and layouts will occur in the next two weeks. Four companies are creating a bid for the warming kitchen for the school. The price range for the kitchen will be between $75,000 $85,000. These bids will be coming in over the next few weeks. Ground preparation will begin in February. Building will begin beginning of March. Enrollment for Total Students: 781 students (Increase of 60 students from December 2014) Elementary: 515 students Kindergarten: 107 (100 Cap) First Grade: 105 (104 Cap) Second Grade: 71 Third Grade: 95 Fourth Grade: 85 (78 Cap) Fifth Grade: 66 Middle & High School: 267 students Sixth Grade: 87 Seventh Grade: 60 Eighth Grade: 57 Ninth Grade: 51 Tenth Grade: 12 Why Charter? Making the Choice in Colorado Met with Independence Institute s leaders of the Education Policy Center Agreed to speak on February 17th at Windsor Charter Academy
8 Pam Begnino author of Road to Innovation: Charter Schools 20 Years Later and Director of Education Policy Center Ben DeGrow senior analyst for Education Policy Center Bob Schaffer, former senator and chairman of Colorado Board of Education, accepted an invitation from Independence Institute and Windsor Charter Academy to speak at the forum at WCA Radio talk host Amy Oliver agreed to do some public service announcements for WCA Was invited to talk on the radio on February 11th on radio station KFKA 1310 AM at 10 a.m. for 30 minutes. 5.0 Business Report (7:19 8:14) 5.1 December Financials Approval Motion to approve financials by Spencer, 2nd by Carolyn; motion carries 5.2 Approval and Signing Annual 990 Form Motion to approve annual 990 form by Spencer, 2nd by Kim; motion carries Laura abstained from vote because she was not part of work session discussion. 5.3 Approve & Sign Fund Balance Budget Resolution Motion to approve fund balance budget resolution by Laura, 2nd by Spencer; motion carries 5.4 Review of Forecast Budget 5.5 First Read on Salary and Stipend Schedule Motion to approve first read on Salary and stipend schedule by Spencer, 2nd by Kim; motion carries 5.6 Software bid, recommend SDS Financial/HR Software Bids 1. Specialized Data Systems (SDS) a. Schooloffice.com b. Web based, specializing in charter school accounting c. HR tracking, payroll, financial transactions d. Required uploads to PERA and CDE using State Chart of Accounts e. Data conversion from ivisions f. Software License Fee one time cost (includes 1 year hosting, maintenance, and training) = $8,500 g. Ongoing costs (hosting & maintenance) = $4,300 annually 2. QuickBooks Enterprise & QuickBase HR a. Intuit.com
9 b. Web based, small business accounting c. HR separate software to track employees d. Manual uploads and payroll requires manual changes due to not being able to handle PERA requirements e. Manual data conversion f. Software subscription =$4,140, HR = $480, Payroll = $2,712 g. Total first year cost = $7,332 h. Total second year cost = $10, Sage 50 & Staff Files a. Sage.com b. Local hosting, small business accounting c. HR separate software to track employees d. Manual uploads and payroll requires manual changes due to not being able to handle PERA requirements e. Manual data conversion f. Software fee = $1,092, HR = $232, Payroll = $1,245 g. Total cost = $2,569 Motion to accept and pursue the recommendation of specialized data systems as presented by Carolyn, 2nd by Laura; motion carries 6.0 Old Business (8:15 8:17) 6.1 A Year at a Glance Month District Board Meeting Representative Completed Board Modules Action Items January Seyboldt Module 6 Review strategic goals & UIP goals Send out parent/ teacher surveys Annual board assessment Approve calendar and submit calendar to district 1st read on salary and stipend schedule February Feyen Module 7 8 Review strategic goals & UIP goals 2nd read on salary and stipend schedule Set date and plan for Parent Membership Meeting in April Appoint election committee Plan to share responsibilities Determine appropriate modules Set date for election, public speaking opportunities March Mader Module 9 11 Review strategic goals & UIP goals
10 Teacher contracts distributed the week of March 24th 1st read on parent and staff handbooks Finalize plan for Parent Membership Meeting in April April Wining Module Review strategic goals & UIP goals 1st read on annual budget 2nd read on parent and staff handbooks Signed teacher contracts are due the week of April 7th, 14 days after distribution Host Parent Membership Meeting May Thomas Module Review strategic goals & UIP goals Set a data plan for Induction for new board members Board elections June Plechaty Module Finalize plan Induction for new board members 2nd read on annual budget approve and send to the district July Feyen Module Review strategic goals & UIP goals Review and revise crisis plan Complete Induction for new board members August Mader Module Review strategic goals & UIP goals Administrator evaluation plan Designate board meeting posting location September Wining Module Review strategic goals & UIP goals Set date and plan for November s Parent Membership Meeting October Feyen Module 30 Review strategic goals & UIP goals Finalize plan for Parent Membership Meeting November Kenney Module 1 3 Review strategic goals & UIP goals Review of completed financial audit Parent Membership Meeting 1st read school calendar December Plechaty Module 4 5 Review strategic goals & UIP goals 2nd read school calendar
11 6.2 Board Accountability for Professional Development through Training Module Blue: Represents completing the module the first time through the rotation up until November Green: Represents completing the module the second time through the rotation and/ or beginning the schedule starting on November Modules Heather Kenney John Feyen Kim Seyboldt Wayne Plechaty Laura Wining Carolyn Mader Spencer Thomas Becky Teeples Jeremy Shriner Susan Ackerman Irene Nissen 1: Self Assessment 2: Legal & Policy Issues 3: Board Member Contact 4: Structure & Responsibilities 5: Holding Productive Meetings 6: Promoting Vision & Mission 7: Strategic Planning 8. Special Education 9. Board Financial Oversight 10. Charter School Finance 11. Policy Development 12. Board Relationships 13. Pitfalls to Avoid 14. Charter School Waivers
12 15. Data Driven Decisions 16. Accountability & Assessment 17. Sunshine Law 18. Selecting, Reviewing, Assessing 19. Professional Development 20. Renewal & Accreditation 21. Grant Writing 22. Communication 23. Charter School Act 24. Effective Committees 25. Board Officer Responsibilities 26. Parental Involvement 27. Capital Improvement 28. Fund Development Resources 29. Needs Assessment 30. Additional Best Practices 7.0 New Business (8:17 9:25) 7.1 Consent Agenda Personnel : It is recommended that the following personnel actions be approved: No items to report
13 Positions Elementary Education Director Assistant Principal of Schools Facilities Manager Facilities Assistant Technology Manager Elementary Instructional Specialist Elementary Advanced Math Teacher 45% for 3rd, 4th & 5th grade advanced math students First Grade Teacher Two positions Third Grade Teacher Two positions Fourth Grade Teacher Fifth Grade Teacher Elementary Health Aide 50% Paraprofessional Positions Classroom Support Three positions at 100% for kindergarten rooms Three positions at 60% for student and lunchroom support High School Math Teacher 55% for 9th & 10th grade MS/HS Academic Advisor Athletic Director 50% MS/HS Receptionist Secondary Administrative Assistant MS/HS Health Aide 75% MS/HS Media Assistant 50% MS/HS Custodians Two positions at 100% Motion to approve consent agenda by Spencer, 2nd by Carolyn; motion carries 7.2 Furniture Contract with Schools Motion to approve bid by OfficeScapes as presented by Laura, 2nd by Carolyn; motion carries 7.3 Annual Board Self Evaluation Assessment Motion to adopt Self Evaluation Assessment as presented by Laura, 2nd by
14 Spencer; motion carries 7.4 Elementary Playground Recommendation from the board to develop a parent committee to pursue evaluation of playground needs, prioritize findings as funding becomes available and pursue grant opportunities for future funding possibilities. Request to keep the board apprised of findings and progress on a routine basis. 8.0 Policy Updates 8.1 Policy JICA first read Motion to amend Policy JICA on first read as presented by Spencer, 2nd by Laura; motion carries 9.0 Strategic Monitoring 9.1 Current Strategic Plan Monitoring 9.2 Upcoming Strategic Plan Monitoring 10.0 Executive Session (9:00 10:00) A Board of Education, upon the affirmative vote of a quorum present, may convene in executive session at a regular or special meeting. The Board is not allowed to adopt any proposed policy, resolution, regulation, or take any formal action at an executive session that is not open to the public. Prior to convening in executive session, the Board is required to refer to the specific citation to statute authorizing it to meet when it announces the session. The Board may hold an executive session to: Conduct discussions regarding the purchase, acquisition, lease, transfer or sale of property C.R.S (4)(a) Conduct conferences with the School s attorney for the purpose of receiving legal advice on a particular matter, C.R.S (4)(b) Discuss matters which are required to be kept confidential by federal or state law, rules or regulations. In such cases, the Board must announce the specific citation of the law, rule, or regulation which provides for confidentiality, C.R.S (4)(c) Discuss security arrangements or investigations, C.R.S (4)(d) Conduct discussions regarding the School s position, strategies, and bargaining instructions regarding collective bargaining negotiations, C.R.S (4)(e) Discuss personnel matters, subject to the limitations discussed below. If the employee who is the subject of the discussion desires the discussion occur in open meeting, the discussion must be held in open meeting, C.R.S (4)(f) To consider any documents which are protected from disclosure by the Colorado Open Records Act, C.R.S (4)(g) Discuss individual students where public disclosure would adversely affect the person or persons involved, C.R.S (4)(h)
15 11.0 Adjourn (9:08) Motion to adjourn by Spencer, 2nd by Laura; motion carries
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