Academy of Collaborative Education
Minutes
Facility/Development Committee Meeting
Date and Time
Thursday September 11, 2025 at 3:30 PM
Pursuant to Louisiana Open Meetings Law - La. R.S. 42:19, notice is hereby given to the members of the Board of Directors of Academy of Collaborative Education and to the general public that the Board will hold a regular, special, or re-scheduled meeting, open to the public as specified below. To ensure compliance with the Open Meeting Law, recipients of this message should not forward it to other Board members, and Board members should not reply to this message.
Committee Members Present
Allison Dickens, Amy Marcus (remote), Davy Mize, Joellen Freeman, Karen Roberson, Richard Cannon (remote)
Committee Members Absent
None
I. Opening Items
A.
Record Attendance
B.
Call the Meeting to Order
C.
Approve Minutes
II. Facility/Development
A.
Grace Lease Agreement
B.
Time frame on the move
Proposed time frame to move, once approved, is mid November to Thanksgiving break. It will take 3 weeks to order equipment with an additional 2 weeks to get equipment installed. Joellen proposed the use of 2 Men and a Truck moving company to complete the move in process. Davy suggested he would also call in some of the dads of ACE to help with the move.
C.
HVAC on Main Campus & Plumbing
The committee discussed the need for an overhaul in the ductwork for the HVAC system. The maintenance costs will not be covered by CSP funds and would require fundraising to allocate the funds for the repairs. Quotes will be taken from HVAC service providers which would include Byrnes Mechanical and Albrittons. Classrooms mentioned as having problems with air conditioning are the second kindergarten class and the 2nd EAP class.
ACE is working with the staff to refrain from flushing non-flushable items. There was discussion of contacting Kelly Plumbing about routine maintenance that can be performed in-house on monthly basis.
D.
Hanging Communication Board in the gym
Communication Boards were hung in the gym by Chris McClinton. There are more communication boards in the works to be placed around the school.
E.
Attic Stairs
The condition of the attic stairs were discussed. Both, the stairs in classroom 11 and the staff lounge located on the kinder hall, were deemed to be in unsafe condition and would require replacing. Davy proposed repairing the stairs on a weekend or over fall break.
III. Other Business
A.
Progress towards Smart Goals
The committee agreed that they are on target for Smart Goals.
B.
Facilities Maintenance
The committee discussed the need to follow up on TBA warranty work with Traxler. This would include dampers and non-functioning light sensors. Joellen stated she would email Rich regarding these items.
C.
Meeting Changes
The committee discussed changing the meeting to every other month once ACE has been moved and settled in the new location as this move will be in effect for three years.
IV. Closing Items
A.
Adjourn Meeting
DON (Decisions, Owners, Next Steps)
Next steps
- Davy to contact a professional to get quotes for overhauling the ductwork in the building.
- Davy to call Kelly plumbing to ask for recommendations on monthly maintenance products for the plumbing system.
- Davy to schedule the repair/installation of attic access stairs during the fall break .
- Davy to email Rich to follow up on the TBA warranty work with Traxler regarding the roof, damper, and non-functioning sensors.
Joellen spoke with Father Don and is awaiting the final revisions. The tentative signing dates for the lease are between October 15 and November 1. A special session for governance and finance committees may be held to discuss the lease if the lease is presented on 09/12/25, to be approved and presented to the board at the next scheduled board meeting on 09/17/25.