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MINUTES OF THE MEETING OF THE BOARD OF DIRECTORS
A regular meeting of the Explore Knowledge Academy Charter School Board of Trustees was held on Thursday, November 19th, 2009 at 4801 S. Sandhill Rd., Las Vegas, NV 89121.
A.CALL TO ORDER AND FLAG SALUTE: President Ben Childs calls the meeting to order at 4:09 p.m. Mr. Childs then leads the pledge of allegiance and 45 seconds of silence.
B. ORGANIZATION ISSUES
1. Roll Call and adoption of agenda: a quorum was established with the following board members present: Shari DeBartolo, Terri Keener, Ron Pipkins, and Ben Childs. Connie Ewing arrives at 4:34 p.m. Debbie Jackson arrives at 4:41 p.m. Cindy DellaValle arrives at 4:51 p.m.
Terri Keener makes a motion to adopt the agenda. Ron Pipkins seconds the motion. Ben Childs
removes part K, Closed Session, from the agenda as it had been resolved previously. Mr. Childs calls for a vote. The vote is unanimous. The motion passes.
2. Approval of minutes from October 28, 2009 board meeting: Donnie Houston confirmed that the agenda was posted at all three campuses, the website, and the library by 9 a.m. on Friday the 13th. Shari DeBartolo moves to accept the minutes as written. Terri Keener seconds the motion. Ben Childs calls for a vote. The vote is unanimous. The motion passes.
3. Reports and presentations
1. Administration: Donnie Houston clarifies his duties as Executive Director as primarily being an instructional leader and working with compliance issues, unless the board desires otherwise. Mr. Houston asks for direction on locating a new location/building for the school and updates the board on the status and obstacles of the move. Mr. Houston discusses sub-leasing current leases and renegotiating current leases as ideas. Mr. Houston states the need for a clear plan for making a move, including lease vs. purchase, geographic location, and the benefits of title-one eligibility. Mr. Houston states the school is title-one school and requires cooperation. Mr. Houston explains the need to provide documentation on compliance issues. Mr. Houston recommends moving away from the CCSD salary schedule. The benefits of doing so are being able to give contracts on time and allowing for performance pay. Mr. Houston appeals to the PTSA to involve the secondary campus in their activities, as well as informing Mr. Houston of PTSA activities.
2. Financial: Susan Stewart explains the balance sheet and profit/loss for the first quarter of the school year.
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3. Students: Jessica, a secondary student, announces they made $406 from the recent
Halloween dance. Jessica explains that they will be taking a portion of that money for a fun day which will take place at the end of spirit week which is from the 15th to the 18th. Jessica
announces College Week will take place Thursday and Friday after Thanksgiving. Jessica also announces plans for a Mr. EKA pageant.
4. Advisors: Leanne Hall announces that Community Lane will be holding a winter performance on December 11th at 12:30 p.m. at the church. Allyson Smith announces that Sandhill will be holding a similar program on the December 18th for the 3rd and 4th grades classes.
5. PTSA: An unannounced PTSA representative announces approval for $350 in books for the school, paying part of the DA program, paying for the donation to the church for facilities use, announces an ornament making activity at the Community Lane campus, paying for the Peter Small performance at the church, providing T-shirts for Lego League, and a raffle during skate night at the Crystal Palace.
6. Community Council: Clark Price describes two productive meetings and a feeling of moving in the right direction. Clark Price explains there is a document created by Nate Bolton describing the scope and structure of Community Council that is currently being created by Community Council.
7. Discussion/approval of coaching stipends: Mr. Houston expresses concerns that Mr. Keyer, Mrs. Keyer, and Mr. Takemoto have about receiving stipends for coaching extracurricular activities. Mr. Houston explains that the stipend they were approved for was about $1100 per sport and that approval from the board would be required. Mr. Houston expresses his support of extracurricular activities and providing stipends for coaching. Ms. Ewing states that the board did approve stipends last year for coaching. Ms. Stewart explains that the stipends are not in the budget and need board approval. Ms. Collier explains that there are two stipends for track and two stipends for golf. Mr. Childs clarifies that the request is for $1100 per coach per sport.
C. PUBLIC COMMENTS ON AGENDA ITEMS: Mr. Childs asks Mr. Price about contact with an Ed Visions liaison. Ms. Collier explains that she spoke with the liaison from Ed Visions, Mary Menne, who said that as mature as EKA is, by now Community Councils are normally dissipated and only function during strategic planning renewal time, and that the rationale behind Community Council is that a school in its infancy needs the committee to organize the mission of the school. Ms. Collier explained that the quote from the liaison to visit for professional development was high, but that there may be options to reduce the price.
Claire Raymond comments on using the building next to the Sandhill campus for Junior High grades. Ms. Raymond explains that she will not send her student to the Whitney Mesa campus because of the exposure to high school aged children, reports of bullying, reports of possible gangs, and because of things the younger children hear from the older children. Ms. DeBartolo states that she would like to
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conduct a survey of parents willing to stay or go because of going to Whitney Mesa. Ms. Raymond further exclaims that her children will not go to a title one school.
Amy Deatric, who has a 7th grader, explains that she agrees with Ms. Raymond. Ms. Deatric comments that she believes the grades need to be separated.
Gena Sucavatch comments that she has a 3rd and 6th grader at the Sandhill campus and she will have to look for other options if her child will have to go to the Whitney Mesa campus next year. Ms. Sucavatch volunteers to help Ms. Debartolo with surveys.
Abbe Mattson describes the positive situation that having 7th and 8th grade students with the high school students was when she was employed at EKA. Ms. Mattson explains that 7-12 classes is the Ed Visions model. Ms. Mattson explains the benefits the EKA secondary program has to offer to her own daughter. Ms. Mattson expresses how frustrating it is to hear parents say they are going to pull their students because of Whitney Mesa when they don’t know how wonderful the program is at Whitney Mesa. D. RESPONSE TO PUBLIC COMMENTS: Mr. Houston responds that he is open to fundraising if the board directs him to do so.
Ms. Collier expresses her feelings regarding the poor reputation she feels the secondary program receives.
Jean Fetty comments on her observations on the differences between individual students and the programs that work for them. Ms. Fetty makes a comment on the need to completely restructure EKA for it to become a title one school. Ms. Fetty expresses her opinion that the duties of the executive director is fundraising and grant writing and bringing money into the school to insure the quality education of the students.
Jessica comments on the value of 7th and 8th grade students in her class and of the perspective they bring.
Mr. Houston comments that students are often at the building until 6:30 p.m. waiting for rides home.
Ms. Collier explains the scheduling of the after school clubs.
Susan Stewart makes a comment that she believes the building next door is not up to code and getting the building to code would involve high costs.
Ms Ewing clarifies her belief that the school administration should create a policy for students being left too long after school.
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Ms. Jackson states that she works at a title one school and that she takes offense to the comments made about title one schools. She explains that title one schools are not a bad thing and offer education to everyone.
Ms. Keener offers comment on the process of surveying parents.
Mr. Childs expresses his admiration for the energy and care involved with the school and displayed at the board meeting.
OLD BUSINESS
E. Budget approval for 2009/2010: Susan Stewart explains the budget submitted for approval was approved by the finance committee. Ms. Stewart points out the bottom line on the budget shows a negative $50,759.09, which is not good, not something she approves of, and something she was outvoted on by the finance committee. Ms. Stewart explains that there were options presented at the finance committee meeting but that there was no desire to follow any of the options and so it was decided to ask the board to take the deficit from the reserves.
Ms. Ewing asks about the lack of funds in the budget for a media specialist and the need for such funds for continued accreditation. Ms. Ewing also asks about the extended day program in the budget. Ms. Stewart explains how extended day program is financed.
Discussion is held on the definition of the licensed media specialist position.
Ms. Stewart explains that the main cause of the budget deficit is lower enrollment than expected.
Ms. DellaValle states that one problem is that there was an extra teacher hired. Ms. DellaValle states that the finance committee voted not to remove the extra teacher and asks how the extra teacher happened. Ms. Collier explains that the number of teachers employed this year was left the same as last year.
Discussion is held between board members and administration on moving teachers from Whitney Mesa to Sandhill. Ms. Collier explains that Whitney Mesa needs a dual certified teacher at Whitney Mesa and that teacher cannot be removed without being replaced.
Ms. DellaValle questions whether money could be save on the payroll services. Ms. DellaValle suggests that ADP be explored as an alternative payroll service that may save money. Ms. DellaValle asks about saving money on the CCSD DSL connection. Discussion is held that the DSL connection is not negotiable because CCSD requires it. Ms. DellaValle asks about saving money on the cleaning contract.
Mr. Houston explains that the reason the cleaning service was changed was because the last company was too expensive. Mr. Houston assures that efforts have been made to ensure quality and that it is not
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likely to find a cleaning company for less than the $2500 per month currently paid. Ms. Stewart states that the previous company was $4500 per month plus janitorial supplies and that the current service is a significant saving.
Ms. DellaValle concludes that there is significant savings available in the current budget and that the best direction is saving money as much as possible.
Mr. Price, when asked, explains that the new Community Lane receptionist costs less than the former receptionist, that she is paid $12 per hour, works fewer hours, and does not receive benefits.
Mr. Childs points out that two teachers have recently left and asks if the new teachers can be hired at lower salaries as negotiated by Mr. Houston. Ms. Collier explains that it depends on their years of experience and education. Ms. Jackson explains that the CCSD guidelines are used but don’t have to be followed exactly. Mr. Houston states that Clark County only gives 5 years and EKA was giving the full number of years. Discussion is held on the merits of following a pay scale versus negotiating teachers’ salaries. Mr. Houston states that it has been a standard practice to follow CCSD salary schedule and that he believes the school should have a cap because all school districts do it.
Mr. Price compares a janitor that is paid $2000 less that no longer vacuums the floor to a teacher paid less and suggests that is not a road that should be followed.
Ms. Ewing expresses her opinion that for licensed positions, the CCSD pay scale should not be deviated from unless it is done unilaterally and uniformly to all licensed positions. Ms. Ewing explains that when she was hired, she was given 8 years of the 40 years experience she had.
Abbe Mattson asks if a long term substitute is a viable option. Ms. Ewing explains that long term subs are not viable because the executive director then has to explain why the school is employing the long term sub.
Mr. Price suggests that budget problems can also be solved by growing the incoming money.
Ms. Collier explains a fundraiser involving collecting children/baby/maternity items and getting 80% back from the proceeds when those items are sold.
Ms. Hall asks if the budget can be approved with outstanding unsigned contracts. Mr. Childs responds that the budget can be approved.
Ms. Stewart makes the comment that some income is not included in the budget such as E-rate funds and interest on the reserves, but there are also budget expenses not included including coach stipends, advertising, and professional development.
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Mr. Price asks if the budget proposed for board approval is the same budget the finance committee approved. Ms. Stewart states that it is the same budget approved by the finance committee.
Gwenna Fierro states that at a previous board meeting, it was stated that Mr. McManus had an assistant. Ms. Fierro asks who that assistant was.
Mr. Houston responds that he believes and has stated that his background is academics and that his primary role is the instructional leader. Mr. Houston asks the board what they would like him to do.
Ms. Stewart points out that previous there was a funds development position and that when Mr. McManus was employed, he negotiated to include those duties with the Executive Director duties and have the salary included in his salary. Ms. Stewart suggests a funds development position needs to be hired for funds development.
Mr. Childs states that he believes Mr. Houston’s main job is compliance and administration. Ms. Ewing comments that she supports what Mr. Houston and Mr. Childs have said about the main function of the Executive Director, namely, education, compliance, and school leadership.
Ms. Ewing suggests that the foundation should be left to work with funds raisings. Mr. Houston explains that he has begun to invite people to join the foundation board and they will meet December 2nd.
Cindy DellaValle motions to adopt the budget as presented by Ms. Stewart. Connie Ewing seconds the motion.
Mr. Pipkins asks Ms. Stewart if the board can adopt the agenda with a deficit. Ms. Stewarts answers that it can be adopted with the understanding that the deficit will be taken from the reserves, if necessary.
Ben Childs calls for a vote. The vote is unanimous. The motion passes.
F. Update on employee contracts and job descriptions ( Standing item): No updates
G. Update on vendor contracts ( Standing item): Ms. DellaValle comments on the air conditioning maintenance bids noting that two were for one year, one was for six months. Ms. DellaValle asks for clarification on a $2500 budget item for a space planner. Ms. Stewart points out that it was in last year’s budget.
H. Facilities update ( Standing item): Mr. Houston explains that he has several pieces of real estate that need the boards attention that he will be sending to the board members for review.
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Mr. Childs asks about fundraising for a new building. Mr. Childs states that Mr. McManus claimed to be able to raise six million dollars toward building a new building. Ms. Stewart explains that that was according to last year’s financials and this year’s budget is not as healthy as last years.
Mr. Houston updates the board that the YMCA partnership is no longer an option.
Ms. DellaValle explains that she put EKA on a CCSD list to be informed when CCSD sells land.
Mr. Price makes the comment that it may be advantageous to meet as a strategic committee to help plan for future facilities.
I. Calendar review ( Standing Item): Upcoming dates include: no school the next week, board meeting December 19th, Ms. Hall’s class is singing the 17th, next round of secondary high school proficiency and CRT testing is February 10th, February 23rd – 26th, make-up tests March 2nd and March 8th – 12th, picture retakes at Sandhill November 20th, presentation at the church December 11th, graduation will be held on
June 4th at the church, Spring Carnival on April 30th in the church parking lot.
Mr. Childs asks for reimbursement for a $250 registration and $160 airfare for his visit to the National Association of School Boards (NASB) the next day. Mr. Childs further asks for the school to pay for membership fees if the school joins the NASB. Ms. DeBartolo makes a motion that Mr. Childs be reimbursed. Mr. Pipkins seconds. Mr. Childs calls for discussion. Mr. Pipkins suggests that any board member travel involving education on doing their jobs as board members should be reimbursed. Ms. Ewing suggests that the board follow the same policy and procedures the staff uses for reimbursement. Ms. Stewart makes the comment that in the future these types of expenditures need to be planned for in the budget. Ms. Ewing asks Ms. Stewart to provide the documentation needed for the
reimbursement process. Mr. Childs calls for a vote on the motion. The vote is unanimous. The motion to reimburse Mr. Childs passes.
NEW BUSINESS
J. Credit card policy: Ms. Stewart explains that the bank with which the credit card accounts are at requires a board approved credit card policy. Ms. Stewart explains that the policy states that the board approves the Executive Director to have a credit card as well as any personnel the Executive Director designates. Ms. Stewart explains the dollar amount in the policy totals $21,000. Ms. Stewart is asked to shop around for a better credit card account with better features. Ms. Stewart explains that previously the Executive Director, Director of Operations, and the Director of Finance held credit Cards. Ms. Stewart explains that currently they want to allow the Executive Director and Director of Finance to hold credit cards with limits of $10,000 each and for small credit cards with limits of $500 to be given to the Elementary and Secondary directors. Ms. Stewart explains that the credit cards are in the name of the school. Ms. Stewart explains that the limit per purchase on the credit cards is the same as other purchases and that the auditors look at credit card purchases carefully.
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Debbie Jackson makes a motion to adopt the credit card policy with a limitation that no credit cards will have a limit higher than $10,000 per card. Ron Pipkins seconds the motion. Ben Childs calls for
discussion. Ben Childs calls for a vote. The vote is aye’s from all board members except Cindy DellaValle. The motion passes.
L. ADJOURNMENT: Ms. Ewing moves to adjourn the meeting. Ms. Jackson seconds the motion. Mr. Childs calls for a vote. The vote is unanimous. The motion passes. Mr. Childs adjourns the meeting at 7:16 p.m.
