Presenter: Wendy Grimes

Completed

• Fire safety cabinets installed; handicapped parking repainted; handicap ramp installed.
• SCSC Health & Safety site visit completed; all minor infractions corrected.
• Bathroom work, ceiling tiles, spot painting, pipe coverings, and window repairs completed during fall break.
• Pest control, playground repairs, and stove outlet installation completed.
• Emergency Operations Manual submitted to GIMA, Bibb County EMS, and Behavioral Health Management.

In Progress

• Backflow system assessment pending quote from Allison Watson; can be deferred to next year.
• Fire suppression system installation, storage pod reorganization, and ongoing floor maintenance underway.
• Basketball court: 6–7 bids received; committee to be formed with Mr. Williams to select a vendor within the ~$40,000 budget.

Challenges

• Technology recycling solution needed; board approval required before equipment can be transferred to recycling companies.
• Building age continues to generate plumbing and electrical maintenance needs; long-term capital plan needed.

Action: Grimes to follow up on backflow quote; convene bid committee with Williams for basketball court.

Action: Grimes / Freeman / Samuels to bring technology recycling plan for board approval.

Presenter: Sonja Riley

Four separations since the last meeting: 7th-grade math/social studies teacher, two part-time custodians, and the Dean of MTSS & Data Strategy. Status of open positions:

• Dean of MTSS & Data Strategy: Filled via internal promotion (Ms. Chaser, formerly EIP teacher).
• Part-time custodians (2): Offers extended.
• SPED teacher: Offer extended to a TAP-certified candidate.
• SPED paraprofessional: Candidate identified; Ms. Riley to move forward pending finance approval.
• 7th-grade math teacher: Interview scheduled for Friday.

SPED Staffing – Urgent

6–8 nonverbal students are currently in general education classrooms without adequate support. Estimated cost: ~$67,000 total for the paraprofessional role; ~$52,000 starting for the SPED teacher. Compliance obligation noted — accommodations must be met regardless of budget. Cost analysis to go to Finance Committee Thursday for board approval Tuesday.

Action: Williams / Samuels to present SPED cost analysis at Finance Committee (Thu Oct 24); board vote Oct 28.

Action: Riley to contact paraprofessional candidate Oct 22 to move forward.

Other Updates

• 2027 benefits open enrollment underway; Ms. Riley available daily to assist staff.
• 100% of employees hold clearance certificates; certification renewal tracking underway for 2027 expirations.
• Georgia Professional Standards Commission meeting scheduled for Oct 22 to review certification updates.

Presenter: Diane Freeman

• ConApp: Budgets submitted by Oct 1 deadline. State returned correction requests; will be addressed after FTE work is complete.
• Completion reports: Preschool and Title IV done. Title I, Title II, and IDEA in progress. IDEA: ~$6,019 owed by the state; draw request to be submitted with completion report.
• FTE / CPI / Student Class: Errors reduced from ~300 to ~38. Remaining errors are due to state coding changes this year requiring manual corrections in Infinite Campus and the state portal. Deadline: October 27 at 11:59 PM. Mr. Williams to sign off by end of business that day.
• Infinite Campus renewal: $12,492 (reduced from $14,000); PO submitted, awaiting Finance Committee approval.
• Access control: Unauthorized edits in Infinite Campus during reporting windows are generating additional errors. Recommendation to restrict access to attendance-only for most users during reporting periods.

Action: Freeman to clear all FTE errors; Williams to sign off by Oct 27 EOB.

Action: Finance Committee to approve Infinite Campus renewal ($12,492) Thu Oct 24.

Action: Administration to restrict Infinite Campus to attendance-only during reporting windows.

A. SCSC Monitoring

Presenter: Barry Williams

All monitoring submitted on time. One corrective action plan (CAP) required: a board member's conflict-of-interest form was submitted late. The portal was reopened; form has been resubmitted. CAP being written by Williams and Brinson; due before Friday Oct 24. The school received a commendation at yesterday's site visit for no data findings from last year.

• Single audit acceptance due through SCSC portal by November 3rd; audit firm (Martin Jenkins) to present at Oct 28 board meeting.
• Additional operational tasks (org charts, evaluation system documentation) due November 30th.

Action: Williams / Brinson to submit CAP by Fri Oct 24.

Action: Submit single audit acceptance to SCSC by Nov 3 following board approval Oct 28.

C. Bylaws Revisions

Presenter: Barry Williams

Current bylaws do not include provisions for virtual meetings and require at least one in-person budget hearing per year. Given the busy schedule through year-end, the committee agreed to track needed changes now and pursue a formal amendment in early 2027. Mr. Williams to contact the school attorney (Mr. Forksman) to confirm the revision and approval process.

Action: Williams to contact school attorney re: bylaws revision process; compile list of needed changes.

Additional Items Discussed

• Charter renewal application: Due January 5th; goal to submit by January 25th. Strategic plan to be presented at the next Operations and board meetings. Outside consultant Dr. Laird engaged to assist.
• Fundraiser: Moved to March 14th. Program details (speaker, format, silent auction) still being finalized. Community partners have indicated willingness to donate if a notable speaker and alcohol-free event are confirmed.
• E-Rate / cameras / computers: Wi-Fi consortium agreement (~$23,000) signed; E-Rate will reimburse. Camera replacement proceeding under E-Rate reimbursement. PO for staff computers submitted and with Nathan for processing — urgent, as some teachers currently lack device access.
• Audit: Martin Jenkins presenting at Oct 28 board meeting. Financial account coding reconciliation between QuickBooks and state codes continues; critical for clean drawdowns and audit results. Starting FY2027, the DOE will conduct a separate verification audit alongside the private auditor.

B. Grants Update

Presenter: Barry Williams

• $100,000 Charter School Success Grant: Board must formally accept at Oct 28 meeting. Budget to be approved separately after pre-budget meetings with SCSC. First drawdown expected December–January. Requires ongoing progress and attendance data reporting; funds available through end of FY2028.
• $59,000 Give Back Grant: No spending restrictions; financial plan to be created. Funds expected by end of October or November 15th.
• $10,000 grant: To be accepted alongside the $100K at the Oct 28 board meeting.
• Cognia visit / travel: Targeting February. Approximately 13 attendees (board, leadership, one teacher per level). Mr. Williams seeking group flight rates; booking ASAP. A portion of the Give Back grant may fund travel costs.

Action: Board to accept $100K and $10K grants at Oct 28 meeting.

Action: Williams to finalize Cognia travel plan and cost estimate; book flights ASAP.

Presenter: Barry Williams

Current bylaws do not include provisions for virtual meetings and require at least one in-person budget hearing per year. Given the busy schedule through year-end, the committee agreed to track needed changes now and pursue a formal amendment in early 2027. Mr. Williams to contact the school attorney (Mr. Forksman) to confirm the revision and approval process.

Action: Williams to contact school attorney re: bylaws revision process; compile list of needed changes.

Additional Items Discussed

• Charter renewal application: Due January 5th; goal to submit by January 25th. Strategic plan to be presented at the next Operations and board meetings. Outside consultant Dr. Laird engaged to assist.
• Fundraiser: Moved to March 14th. Program details (speaker, format, silent auction) still being finalized. Community partners have indicated willingness to donate if a notable speaker and alcohol-free event are confirmed.
• E-Rate / cameras / computers: Wi-Fi consortium agreement (~$23,000) signed; E-Rate will reimburse. Camera replacement proceeding under E-Rate reimbursement. PO for staff computers submitted and with Nathan for processing — urgent, as some teachers currently lack device access.
• Audit: Mauldin & Jenkins presenting at Oct 27 board meeting. Financial account coding reconciliation between QuickBooks and state codes continues; critical for clean drawdowns and audit results. Starting FY2027, the DOE will conduct a separate verification audit alongside the private auditor.