BOARD OF DIRECTORS REGULAR MEETING Merit School of Music 38 S. Peoria, Chicago, IL 60607 Conference Line: 888-824-5783, passcode 47 254 033 then press then # Call to Order: WEDNESDAY, AUGUST 26, 2015 MINUTES OPEN SESSION 6:43 P.M. Time: 6:43 P.M. ROLL CALL LASHONDA MILTON - BOARD SECRETARY ABSENT/PRESENT Board Members: Michael Lucci - President Present La Shone Kelly Vice President Present LaShonda Milton Secretary/Treasurer Present Austin Berg Present Seth Harkins Present (telephone) Renee Nash Present David Qu Present Staff: Elizabeth Roth Present Interim Head of School Farland Jenkins Board Administrator Present Introduce Guests: Sarah Berger, K12, Edward DePersis, K12 Finance, David Jenkins, K12, Woodger Faugas, Jeanne Statts, TM Consulting. 1. Public Comments on Agenda Items There are a lot of items on this agenda and members are asked to not digress from the topics. 2. Accept Agenda LaShonda Milton Accept the agenda. David Qu : None.
3. Approval of Meeting Minutes La Shone Kelly Approve the minutes from the Finance Committee 7/22/15 and Regular Board Meeting 7/22/15. Renee Nash 4. TM Consulting Group HR Presentation The Board requested that an HR consulting firm be retained to research the Board relationship with Board employees and the management company at the last meeting. There may be some issues with turnover and communication that the consulting group can address. The consultants will provide an analysis and recommendations project. A sample proposal and statement of work was presented. If the Board approves the project, the consultant would gather specific information to prepare a proposal which would include the cost. The approach would be very practical. Once the parties are identified, one on one confidential interviews would be set up with staff. Recommendations would be made based on analyses of the interviews. Interviews may be done within a one week timeframe. A report can be prepared within two weeks of the final interview. The consulting group can be available to assist with the implementation of the recommendations. A proposal will be presented if the Board wishes to move forward. The Board Administrator will follow up with the next steps. 5. Head of School Executive Report Enrollment for the 2015-2016 school year: o Approved students 678 K-8 471 HS 180 o Orientation scheduled for 8/26, 8/27, 8/31 29 o Seats Accepted 8 o New seat offers pending response 24 o Seats are over offered in anticipation of withdrawals Staffing update: o Recently filled positions: 5 th Grade teacher HS English formerly academic support teacher HS Science o Open position:
HS Spanish teacher Special Education update All Means All Pilot Program: o The pilot program proposed that the school receives a lump sum payment based on enrollment. o Current allocations are based on students IEP needs. o Advantages: A lump sum payment would be easier to project the entire school year. Funds can be spent upon the leaderships discretion based on school and student needs School site training to support IEP scheduling o Challenges: Not eligible for higher $ rate based on the identified Pre-K and EL students PD provided is only offered to Principals and not heavily geared towards instruction and student achievement Based on identified SPED students throughout the year, CVCS would not be able PARF for additional support Total dollar amount is $195 thousand less than the projected reimbursement o Individual schools were selected to participate in the program. o Future planning may need to include anticipating Sylvan Tutoring Program: o Began in March 2015 and ended on June 30, 2015 o Math was chosen to be supported o 60 students and their parents signed contracts to be a part of the Sylvan tutoring program o 57 of the 60 students actively participated in the pre-test o 53 of the 57 students participated in the tutoring sessions o 38 of those students participated in at least 31 tutoring sessions and up to 51+ o 36 students participated in the post-test o There were no students that completed the tutoring o 32% of the 36 students demonstrated 2 grade levels of improvement within 15 weeks. Those students were 2 grade levels behind before they started the program. o 9% improved between 1 and 2 grade levels. o 18% were from 1 month to a full year gain. o 60% of the participants showed growth in the post test. o Management will review the definition of what an increase in grade levels in math is. o The growth is based on a diagnostic assessment that Sylvan uses. o The use of the term grade levels may be misleading. o The Sylvan benchmark is the mastery 1 skill for every 2 completed sessions. o The Board would like to see the 32% students that demonstrated 2 year growth levels and compare the prior year test scores with the current year scores. o If there was a 2 year growth over last year the students
shouldn t need Sylvan. o The marked improvement should be seen in classroom performance and on NWEA scores. o There should be a marked difference between the spring scores. o The 2 year growth should be reflected in test scores. o If management is able to utilize a system like Sylvan in the next year, the tracking of the growth could be done. o A data sheet should be developed to show the progress of the students. o There need to be a measurement outside of the information that Sylvan is providing. o We are almost forced into going back with Sylvan because there. o Learning coaches would like to see a reading and face to face component. o Management would like to add the additional components. o The support positions with 60% on-site will offer additional tutoring for the students. o There will be reimbursement for 9 special education teachers and 5 paraprofessionals. o There are currently 10 special education teachers. o Most CPS schools are not participating in the All Meets All pilot. o The professional development for scheduling would be advantageous. o The special education case manager will participate in a webinar. o This will be added to the September Academic Committee meeting. Board Finance Committee Report LaShonda Milton Accept the Board Finance Committee report. La Shone Kelly Items Discussed in Committee: FY2015 Audit Update FY 2016 Budget FY 2016 SGSA, Title I and Title II Program Design K12 Resolution of Cash Shortfalls at other K12 Schools
: CPS Compliance Calendar Items FY15 June, 2015 ETL Report Revised CPS FY 2015 4th Qtr. Statement of Activities and Financial Position CPS Budget Consent Agenda o Board Administrator Expenses, August, 2015 o Credit Card Fees o Legal Fees, o K12 Invoices o K12 Payment Request o Secretary of State Annual Not-for-Profit Report o Bank Account Resolution The Committee approved the compliance calendar items with the exception of the budget being revised. The K12 resolution was not discussed because it is later on the meeting agenda. K12 has funding shortfalls at many of their schools. K12 has two methods to remediate these situations: o Delay payment of K12 invoices. Interest is waived on the late payments. o K12 can offer cash advances to the school to pay non K12 expenses. The situation that CVCS is facing is not unlike other K12 schools. 6. Head of School Search and Selection Criteria The 1 st interviews have been made with one second interview. There will be an additional round of 1 st interviews. There are some external candidates that may interview in Herndon and some internal candidates who may not interview in Herndon. Once the candidates go to Virginia managements will present three candidates in the next two Board meetings. 7. Hiring Policy 2nd Reading La Shone Kelly Accept the 2nd reading of the Hiring Policy. Austin Berg : The policy incorporates the changes suggested by the Board Attorney.
2nd: 8. K12 Net Asset Agreement LaShonda Milton Consider having the K12 Net Asset discussion to the next Finance Committee meeting. La Shone Kelly There are 2 different interpretations of the net asset balance referenced in the K12 service agreement. The Board had an understanding that CVCS would never run a deficit for a single year. The other interpretation is that K12 would never allow the net asset balance to decrease below zero. Management has stated that they will not reduce net assets in the current fiscal year. The issue is whether or not to have the Board attorney draft language in the service agreement to clarify the language and propose it to K12. Management would have a profit incentive to reduce net assets to zero. The practice has been to not reduce net assets in any fiscal year. The issue is to have the service agreement language to reflect the practice. A decision can be made next month. 9. CPS Office of Innovation and Incubation Reorganization CPS has approved the 2016 budget. 10. Charter Renewal The last site visit for the current charter was in December, 2010. We have not yet been notified of the dates for the new charter renewal. The charter is renewed every 5 years. K12 has resources available to assist with the renewal. 2nd: 11. Independent Corporate Culture Audit LaShonda Milton Consider this agenda item at the next monthly. David Qu TM Consulting has made a presentation regarding the issues between Board employees, management and Insperity. Have Board member Harkins work with the consultant.
12. Lead Teachers Management is requesting Board approval for three staff members who have been identified as lead teachers. The Board will not require approval of the lead teachers as it is an administrative function. 13. Meet in Closed Session for the Purpose of Selection of person(s) to fill a Board position - 5 ILCS 120/2(C) (3) LaShonda Milton Meet in closed session. for the Purpose of Selection of person(s) to fill a Board position - 5 ILCS 120/2(C) (3) David Qu 2nd: 14. Action on Closed Session La Shone Kelly Offer a position on the Board to Woodger Faugas. LaShonda Milton Roll Call Vote - Austin Berg, Aye; LaShonda Milton, Aye; La Shone Kelly, Aye; Renee Nash, Aye; David Qu, Aye; Unanimous Aye, Motion Carries. : Mr. Faugas has an interesting background. He will need to understand that the Board operates at a policy level. Mr. Faugas will receive his full US citizenship on September 21 st and is currently a US/Illinois resident. Residency status will be verified with the Board attorney. 2nd: 15. Meet in Closed Session for the Purpose of appointment, employment, compensation, discipline, performance, or dismissal of employee(s) - 5 ILCS 120/2(C) (1) La Shone Kelly Meet in closed session. for the Purpose of appointment, employment, compensation, discipline, performance, or dismissal of employee(s) - 5 ILCS 120/2(C) (1) LaShonda Milton 16. Action on Closed Session None.
17. Public Comments 18. Adjournment La Shone Kelly - Adjourn. LaShonda Milton : Time None. 9:25P.M. Respectfully Submitted: ~L Board Secretary These minutes have been posted on Chicago Virtual Charter School's Web Page - http://www.kl2.com/cvcs.