Excelsior Village Academies
Minutes
Excelsior Village Academies October Board Meeting
Date and Time
Wednesday October 18, 2023 at 8:00 PM
Location
The Excelsior Village Academies' Board of Directors will meet virtually. Please see meeting details below to join.
Join Zoom Meeting
https://us02web.zoom.us/j/8754612347?pwd=UXN0amZyMmE3YlVNamhHK3JWVGJKUT09
Meeting ID: 875 461 2347
Passcode: EVA24
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Directors Present
A. Holmes (remote), K. Rutherford (remote), N. Brinson (remote), R. Hutchins (remote), W. Smith (remote)
Directors Absent
D. Paige, I. Nelson-Graham, K. Lee
Guests Present
M. Flowers (remote)
I. Opening Items
A.
Call the Meeting to Order
B.
Record Attendance
C.
Approve Minutes
II. Board Updates
A.
Board Member Search: Attorney
B.
Facilities Update
-Looking at a new facility with a building on it
-church building on 36 acres
-potentially a space for 3 years
- The previous land option was 14 acres - many red flags when it came to environmental issues
-December deadline for SCSC
C.
Board Terms of Service Update
-Afi Holmes and Dr. Myela Paige have renewed their board membership
-Kristal Rutherford new board member
-Fredrick Guyton - Ending board service
III. Pre-Opening Checklist Review
A.
SCSC Pre-Opening Checklist Update
-Reviewed Pre-opening checklist
-Items coded in yellow are in progress
-Many of the items will be finalized this evening
-Nov 3rd deliverables are priority right now
-Everyone has access to the checklist
IV. Governance
A.
Approve Student and Family Handbook Policy
Will both parents and students sign?
| Roll Call | |
|---|---|
| W. Smith |
Aye
|
| D. Paige |
Absent
|
| N. Brinson |
Aye
|
| K. Lee |
Absent
|
| K. Rutherford |
Aye
|
| R. Hutchins |
Aye
|
| I. Nelson-Graham |
Absent
|
| A. Holmes |
Aye
|
B.
Approve Health Handbook Policy
| Roll Call | |
|---|---|
| I. Nelson-Graham |
Absent
|
| A. Holmes |
Aye
|
| D. Paige |
Absent
|
| N. Brinson |
Aye
|
| R. Hutchins |
Aye
|
| W. Smith |
Aye
|
| K. Lee |
Absent
|
| K. Rutherford |
Aye
|
C.
Approve Governing Board Bylaws
-Where in the document does it share about the required board dues? Lives in the commitment doc and is present in bylaws as well
| Roll Call | |
|---|---|
| K. Lee |
Absent
|
| I. Nelson-Graham |
Absent
|
| N. Brinson |
Aye
|
| R. Hutchins |
Aye
|
| W. Smith |
Aye
|
| D. Paige |
Absent
|
| A. Holmes |
Aye
|
| K. Rutherford |
Aye
|
D.
Approve School Year 2024-2025 Calendar
Q: How aligned is this calendar to Henry County A: It mirrors it.
| Roll Call | |
|---|---|
| W. Smith |
Aye
|
| I. Nelson-Graham |
Absent
|
| R. Hutchins |
Aye
|
| K. Lee |
Absent
|
| N. Brinson |
Aye
|
| A. Holmes |
Aye
|
| D. Paige |
Absent
|
| K. Rutherford |
Aye
|
E.
Approve Enrollment Policies
| Roll Call | |
|---|---|
| D. Paige |
Absent
|
| K. Lee |
Absent
|
| I. Nelson-Graham |
Absent
|
| K. Rutherford |
Aye
|
| A. Holmes |
Aye
|
| N. Brinson |
Aye
|
| W. Smith |
Aye
|
| R. Hutchins |
Aye
|
F.
Approve Pre-Enrollment Application
| Roll Call | |
|---|---|
| A. Holmes |
Aye
|
| K. Lee |
Absent
|
| N. Brinson |
Aye
|
| D. Paige |
Absent
|
| I. Nelson-Graham |
Absent
|
| R. Hutchins |
Aye
|
| K. Rutherford |
Aye
|
| W. Smith |
Aye
|
G.
Approve Grievance and Whistleblower Policy
| Roll Call | |
|---|---|
| N. Brinson |
Aye
|
| A. Holmes |
Aye
|
| R. Hutchins |
Aye
|
| D. Paige |
Absent
|
| I. Nelson-Graham |
Absent
|
| K. Rutherford |
Aye
|
| K. Lee |
Absent
|
| W. Smith |
Aye
|
H.
Approve Special Education Handbook Policy
| Roll Call | |
|---|---|
| R. Hutchins |
Aye
|
| N. Brinson |
Aye
|
| K. Rutherford |
Aye
|
| I. Nelson-Graham |
Absent
|
| A. Holmes |
Aye
|
| D. Paige |
Absent
|
| K. Lee |
Absent
|
| W. Smith |
Aye
|
I.
Approve Founding Board of Directors Job Description
| Roll Call | |
|---|---|
| D. Paige |
Absent
|
| K. Rutherford |
Aye
|
| K. Lee |
Absent
|
| W. Smith |
Aye
|
| N. Brinson |
Aye
|
| R. Hutchins |
Aye
|
| A. Holmes |
Aye
|
| I. Nelson-Graham |
Absent
|
V. Other Business
A.
Student Enrollment Tracker
-We have to meet a 65% applied benchmark by March 2024
-85% enrolled by April or May 2024
-Enrollment tracker used for each board meeting
-Phone banking is important in helping with enrollment
-We have monthly goals for applications
-All hands on deck is extremely important for enrollment
-January 11th- applications close and lottery occurs on January 15th
-Application ensures applicants meet the birth year criteria
B.
EVA 360 Digital Marketing Campaign
-Digital marketing reviewed by board member Afi Holmes
-We have lots of ground to cover to get our name out there
-Digital marketing supporting with our enrollment targets
-In future Michelle will be partnering with DOO for digital marketing
C.
Hiring Founding Director of Operations
-Using Workable as hiring platform
-Michelle will be going through candidate and user experience
-Launch DOO by end of October
-Interviews start Mid November
D.
Board Financial Contributions
-Foundation for donor management
-Board required to contribute financially each year
-Looking at Bloomerang - Cloud Based
-Bloomerang is a fraction of the cost with bigger names
-As we grow we will be able to add additional features
-Quoting us at $1800 for the year for Bloomerang
E.
Phone Banking Board Support Update
-Board has received email from Georgia Can
-Board committed to 1 hour doing phone banking
-Michelle meets with Pilleo every Thursday to see dashboard of calls
-The more board members we have making calls, the more families we will reach
VI. Flowers' Work Corner
A.
Information Sessions
-Every Monday information sessions held
-Needs to be promoted to prospective families
-Pre-enrollment app - Important to make that distinction
-44 families in attendance
-Trunk or Treats happening on Saturday
-Board Member Rutherford has jumped right into community engagement
B.
Networking/Community Engagement Events
-2024 Atlanta Charter School Expo - Jan 20th
-Need two board members to attend the expo
-Michelle Flowers Paneled on School 101 - great exposure
C.
Facilities
-Michelle working on facilities grant
-FRC meets every Monday
-We were ahead at first but slightly behind now
-Working on the best deal
-Diligent in trying to find the right deal
-Looking for a space to grow into
VII. Dates to add to Calendar
A.
Board Governance Training
-November 8th - 9am-4pm - In person - Required as a board to have 12 training hours
-Michelle Flowers checking to see if there are any virtual options
-Reginald Hutchins and Kristal Rutherford possibly available
B.
GCSA Finance Training
-November 27th and 29th - William and Michelle attending
-3 sessions over course of 2 days
-Not required for anyone else
C.
NSVF Training in Nashville
Board member Afi Holmes and Chairwoman Nisah Brinson attending
D.
Upcoming Community Events
- 2 Trunk of Treats - 10/21
-Henry's Night Out - 10/27 - 9:30pm
-Jewels Benefit Gala - 12/2 -7pm
-Board members encouraged to attend an event
-McDonough parade coming up
-Still searching for attorney for board
-Board members should continue to reach out to networks to fill this spot
-Templates available for support with board member search