Jordan Pina, Chief of Staff, shared that the Staff Handbook is relatively structurally unchanged from School Year 2019-20. It has been edited to reflect changes related the ratified Collective Bargaining Agreement with Unit A union staff, COVID-19 related personnel policies, and compliance with updated Title IX procedures.

Laura Edouard, Principal of City on a Hill Charter Public School, gave an overview of the Student and Family Handbook, detailing it as a guide to life at City on a Hill that includes a mission and vision, code of conduct, and policies for City on a Hill students and families. The only new policy that has been added for School Year 2020-21 is the state of Massachusetts mandate for students to receive the flu shot.  

The handbook also introduces a new positive/negative referral system a in lieu of the former merit/demerit system used in previous school years, which is being implemented by CoaH's new Director of Climate and Culture, Martin Quirk, and the Deans of Citizenship

The Board discussed the potential impact on CoaH's school culture related to changes in the handbook, staff training around implementation of new culture policies, and CoaH's continued effort to reduce suspension rates among our students. 

Kevin Taylor, Chief Executive Officer, shared that changes to City on a Hill's fiscal policy and procedures reflect the consolidation into one school site. Taylor also shared that shared that he, Sonya Pratt, Chief of School, and Andres Soto, Treasurer, are now designated to sign checks for the organization. 

Taylor concluded the update by sharing that CoaH has plans to implement an online bill software. An in-depth discussion will occur in the October 2020 Finance Committee Meeting.

Jessica Yang and Edelyn Contreras briefly shared their background and their interest in becoming City on a Hill Board of Trustee members for City on a Hill. 

Eduoard shared an update on virtual learning and the first weeks of school at City on a Hill, noting technology troubleshooting with students and parents has been a challenge. She also shared that her and Pratt have spent time observing teachers as they are instructing online and working with Information Technology at the school to set up a IT help line for students to call in for technology support.

Taylor shared that from an enrollment perspective, CoaH is on track and has very strong student enrollment across all grade levels, allowing the School Year 2020-21 budget to be on track as well. Taylor also highlighted there is currently a waitlist for 10th graders, which City on a Hill has not experienced for several years, and the next lottery will occur on Tuesday, September 29.

Eduoard shared context around new and returning teachers, and highlighted that there are several new staff members. City on a Hill Leadership Team is leveraging the expertise of veteran teachers to train new staff members. 

Next, Taylor reminded the Board that while CoaH had come to a Collective Bargaining Agreement with Unit A of the City on a Hill Union, negotiations with Unit B are continuing, as well as processes for discussing how virtual learning will continue as City on a Hill reacts to epidemiological data and guidances from the Department of Elementary and Secondary Education. Taylor shared that the way the Leadership Team is approaching Professional Development is with a new perspective and sense of adaptability.  The team continues to look for ways to make instruction in the virtual world more rigorous. 

Taylor share that there are minimal updates from when the Board approved the budget at the May 2020 Board Meeting, but that enrollment is currently stronger than budgeted, though some variation in student count is expected as Boston Public School reopens and students settle into their schools. Taylor noted that as tuition is the largest driver of our budget, the high student count currently should prepare the school for an adequate budget moving forward in the school year. 

Taylor also shared that City on a Hill is receiving monies from the CARES Act passed by Congress, in the form of two grants that are allowing us to make updates to the building's personal protective equipment for the purpose of COVID-19 safety. 

The Board discussed the status of the Dudley Square lease. Taylor reminded the Board that last school year, the Board voted to consolidate the Circuit Street and Dudley Square charters into one, with the goal of educating all students at the Circuit Street campus in school year 2020-21 and beyond. This plan was approved by DESE in February 2020. To accomplish this, CoaH attempted to find a sublessor for the Dudley Street campus to fulfil the three years remaining on the lease, but due to the pandemic, we were unsuccessful in doing so. Instead, CoaH was able to negotiate a termination agreement with the landlord that allows us to pay the termination fee over a two year period. This incredibly positive step places CoaH in a much stronger position with our primary lender, Boston Private. 

The Board discussed proactive measures that Taylor and the management team are already taking to prepare for any budget shortfalls in the future.

The discussion concluded by Taylor sharing that this year's audit is already underway. When it is complete, auditors will join the October 2020 Board Meeting and answer in-depth financial questions. 

Melissa Lemire, Clerk, shared that this year's Committee structure will be more thoughtfully planned, and reiterated expectations around meeting attendance, quorum, and the process for requesting a meeting be rescheduled within the bounds of Open Meeting Law (OML). Lemire reminded the Board of the ongoing effort to recruit additional Board members, the upcoming Board Chair and Vice Chair searches, and asked the Board to think.

Lemire shared the descriptions of these positions can be found in Board on Track, and that the Governance Committee with be contacting Board members individually to gauge interest in filling these two roles. 

Committees were then asked to review the proposed Board and Committee Calendar and confirm their availability or request updates for all meetings in school year 2020-21.

Pina shared the draft Governance Action Plan, which addresses Condition #6 in City on a Hill's probation, requiring engagement in proper governance training, including obligations related to Open Meeting Law, as well as a written plan for adequate governance. 

Pina shared the document includes ongoing actions that the Board began following the renewal decision, such as engaging a consultant to provide training about proper governance roles and responsibilities at the annual Board Retreat, as well as future items such as performing a Board skills assessment and a Board Chair search.

Taylor shared the purpose of the CoaH Effect, a snapshot of school data that can be read like a dashboard. It is created to allow for understanding of key measures at the school and steps the organization is taking to move forward towards school year goals.

Taylor walked through COAH Effect dashboard and provided explanation of the progress towards each goal, including additional context for goals that do not have data available at the beginning of the school year, such as college acceptances, and spring student and staff climate survey data.

Due to timing, this section was not discussed beyond the information re-shared during the Committee Structure and Schedule Update.