Dr. Smith reports on the transition of services.  The hope is to be able to have a clear picture of what our choices will be and to be able to sign contracts by the end of the year in regards to the building maintenance, custodial, groundskeeping and child nutrition. We did open the bids and are interviewing the three finalists in the RFP process. We had the first interview today and the other two will take place Thursday this week.  I thought we would have all of this done for April but we should have a final decision for the May board meeting.  I am very hopeful that the CNP application with RFP will be submitted this week.  If approved, it would give us the ability to approve a contract with the vendor by June. All of this is slow work. I have been examining the building maintenance log.  Each work order we had for the last three years that included HVAC foundation, plumbing, anything structural is being calculated and subtracted out of the list leaving us a clearer idea what would be our responsibility in the future. I found the grand total average of those three years would give us approximately $52,000.00 of annual maintenance fees that we could estimate.  We are currently paying $15,000.00 a year as a required maintenance fee that we will no longer be responsible for next year.  Based on the three RFP bids, I am estimating an increase in custodial fees of $10,000 over this year and I am expecting a 20% increase over what we are paying for supplies. Groundskeeping will likely be a $10,000.00 increase and without child nutrition, I’m estimating around $60,000.00 increase in all of these services. That is where we are now with the limited information that we have been given. At the beginning of the year TPS added $.05 per sq ft. per month and that amount increase the rent by $53,000.00 that we are paying this year for rent, meaning that those two numbers aren’t too far apart from each other. This Thursday round two of the meeting with the TPS leadership team will happen to discuss the transitions. With your permission, I’d like to respectfully request that they reconsider returning to the previous year's sq ft rate of $.15 per sq ft rather than the current $.20. The challenge is ongoing to get the information while trying to build budgets for next year. 

Dr. Hahn gives an account of the incident that you were emailed about. There was an emergency security situation that was vague but troubling. A former student received an anonymous call on Saturday afternoon stating the student should not attend school. The former student’s mother then reached out to me and I contacted Dr. Liesa.  We both thought that it warranted getting in touch with the authorities to see what they thought. The police were not able to trace the call. They did not see it as creditable, but thought that it merited extra security on our part. We had an event that night, a school dance with security we arranged to have prior to the anonymous call.  The school dance went off without a hitch and about 100 students attended. Our attendance was a little low on Monday, but we still had a good school day.  We enacted a soft lockdown yesterday where we had a member of the admin stationed at each entrance. Throughout the day we conducted inside meals and did not have anyone outside. The Tulsa Police Department was on site at both pick-up and drop-off lines outside, but periodically circled around campus on the exterior building throughout that day as well.  Today there was a rotating circulation of administrators at the entrances. All entrances have cameras at them and someone watched the cameras throughout the day. 

We are in the third trimester and currently doing WIDA testing with state testing to follow. Classroom observation and coaching are still taking place. We are working to improve literacy by partnering with the Teaching and Learning Incitative, an agency for reading literacy that launches next year.  Staffing conversations for next year about curriculum and the budget are happening as well with hopes to have a clear picture of where we will be for next year. We do have a couple of teachers that will be moving on at the end of the year. I hope to have more information for the April board meeting.  We are excited about the summer symposium program this year partnering with the 918 Fund and will meet with them this Thursday. Also, Ethan Hawke is in town shooting a TV show next Tuesday.  They will have a school scene where they film the front of the building. They will contribute $2,500 to TSAS. 

No faculty council report.

Attached is the January financial report and some of this is a continuation of that meeting as well. Dr. Smith directs attention to page one of the financial packet under the building fund column where the balance is $786,58. Noting there is an increase of 170,000 which is the first installment of the building fund.  At the end of the year we will see another 110,000 that will come in.  We determined that the budget we had been working on was missing our stipends and the adjunct teacher salaries so the budget was off because it was not included.  That number was added to the budget in January so this is the most accurate budget to date. On Page 2, we have finally received some federal funds for Title I, II and IV. We have received all funding for Titles II and IV, but please make note that for Title I, we have only received $18,000.00 of the budgeted  $128,000.00 and we hope to receive the remaining this spring.  Our budget is still projecting a negative balance of $197,000, but we are on track to address this shortfall with new strategies. I think we can celebrate that our net asset is higher than it was last year, so I think we are trending in the right direction. 

Mr. Shane Murphy presents the audit, highlighting there were no significant deficiencies. He explains that there was one finding on the last page of the audit.  He states there is not a clear audit trail from collections that are made to the corresponding bank deposit. The activity fund custodian is properly receiving and depositing money submitted by the sponsors, however, there are sponsors who are not properly using district provided receipt books. We just recommend that all activity fund sponsors receive a pre numbered receipt book with one copy of the receipt to be issued to every purchaser, one copy will remain in the receipt book and to turn in the last copy to the activity fund custodian with the deposit funds. Mr. Murphy said he appreciated the staff for having everything ready for them when they came and how she was able to answer any questions they had. Dr. Mortimer thanked him for their work through the years with the TSAS audit process. The audit acknowledgement was signed by the board members, presenting auditor, notarized by Ashanti Dumas and approved by all present board members.