The Exploris School
Minutes
Annual Retreat
Date and Time
Tuesday February 27, 2018 at 4:00 PM
Location
Google Fiber Conference Room, West Jones Street
This is the Board's Annual "Retreat" Meeting where we look strategically at the upcoming 1-5 years.
Location: Google Fiber Conference Room, West Jones Street. Seating will be limited.
Location: Google Fiber Conference Room, West Jones Street. Seating will be limited.
Directors Present
C. Gray, C. Hutchens, C. Jones, J. Frawley, J. Gerdts, K. Byars-Nichols, K. Furr, K. Von Weihe, M. Mitchell-Neal, T. Miller
Directors Absent
B. Kingery
Directors who arrived after the meeting opened
M. Mitchell-Neal
Guests Present
A. Hennen, L. Perry-Lawless, Lisa Berwyn, Russ Partin
I. Opening Items
A.
Record Attendance and Guests
B.
Call the Meeting to Order
T. Miller called a meeting of the board of directors of The Exploris School to order on Tuesday Feb 27, 2018 at 4:07 PM.
C.
Approve Agenda
C. Gray made a motion to approve agenda.
K. Furr seconded the motion.
The board VOTED unanimously to approve the motion.
D.
Approve last meeting minutes
C. Gray made a motion to approve minutes from the Board Meeting on 01-23-18 Board Meeting on 01-23-18.
J. Frawley seconded the motion.
The board VOTED unanimously to approve the motion.
E.
Approve Special Meeting Minutes: November
J. Gerdts made a motion to approve minutes from the Special Meeting on 11-09-17 Special Meeting on 11-09-17.
K. Von Weihe seconded the motion.
The board VOTED unanimously to approve the motion.
II. Executive Director/School Business
A.
Personnel Action
T. Miller made a motion to approve three personnel expenses and contracts as proposed by ED.
K. Furr seconded the motion.
The board VOTED unanimously to approve the motion.
B.
Operations and Finance Update
C. Gray made a motion to approve proposed calendar (attached in packet).
K. Furr seconded the motion.
The board VOTED unanimously to approve the motion.
K. Byars-Nichols made a motion to approve new lottery policy language (clarifying deadlines and language around multiple births), with friendly amendment to add the term "long term" to suspension language.
J. Frawley seconded the motion.
The board VOTED unanimously to approve the motion.
M. Mitchell-Neal arrived.
C.
Emergency Procedures
Ellie updated the board on the new emergency procedures and drills that were tested and implemented this past week.
III. Board Discussion on Key Challenges
A.
Why are we here?
Lisa began by inviting each board member to describe their vision for Exploris in 10 years. She asked us to consider the vision for the school as if we were not (as parents and staff) personally/emotionally invested in it.
B.
Facility Update
Russ Partin updated the board on permitting process for the new building. He explained the reason for the delays in permitting and said that the proposed August 2019 move-in date is slipping. Board members asked Russ to express our need for concrete timeline ASAP.
C.
Fundraising and Development
Lisa invited Kim to update the board on the Development Committee's work so far. Kim stated that big donors asks had been in a holding pattern, waiting on a definite time line from the development group. Lisa suggested that (since the current chair of the development committee is not on the board) we recruited our next board member with that in mind: we need a dedicated board member to chair and lead the development committee moving forward. What do we need to put in place to make Exploris the school we want it to be?
Lisa helped us distinguish between our two fundraising agendas: 1) raising the money to move into the building and 2) funding "programs" offered by the Center for Innovation. We all agreed that we need to develop a clear vision and plan for the Center for Innovation in order to get corporate donors.
D.
Fiscal Vitality
Ellie reported immediate fiscal needs to the board: improved security and intercom system, locking doors to classrooms, funds to extend land lease.
E.
Board Health, Structure and Development
The board discussed that according to our skills survey we need board members who have expertise in finance and development. We discussed exhausting our own networks, talking to 8th grade parents, and other community partners.
Another board survey showed us that we have lots of room for growth in board composition and recruitment, board goals and development. We scored ourselves well in how the board is structured and how we hold meetings, as well as in academic oversight and finance.
F.
Student and Staff Diversity
Leah thankfully brought us back to our need for greater diversity in the school staff AND the board - we face similar challenges. We ask who we know and so the organization continues to "look" the same.
IV. Closing Items
A.
Commitments and Actions Recap
March: Approve Emergency Plan, update on requesting PTO funds to cover security upgrades
April: Review Leah's draft/notes on the Center for Innovation (planning, structure and needs)
April: Review Leah's draft/notes on the Center for Innovation (planning, structure and needs)
Ellie, Leah and Alissa reported that they felt like the Parent University went well.
B.
Adjourn Meeting
There being no further business to be transacted, and upon motion duly made, seconded and approved, the meeting was adjourned at 6:43 PM.
Respectfully Submitted,
K. Byars-Nichols