Roll Call: 

Board Members:

Adrienne Mason: Board Chairperson

Ach' (Sheila) Davis: Board Secretary

Tyrone Foster - Board Member 

Nikki Chen - Board Member

Rhianna Johnson - Board Member

Lisa White - Board Member

Ashley Duncan - Board Member

Student Representative:

Samantha Sanchez

Crystal Rauda

School Officials:

Steven Carney: Executive Director & School Leader - RSV

Angie Lundgren: Director of Operations Fellow - RSV

Adrienne Lee-Kernell - RSV Assistant School Leader

Guests:
Katie Silberstien - JGP

Recommendation: The board approves the minutes of the May 27, 2025 regular board meeting.

Recommendation: The board approves the minutes of the June 12, 2025 special board meeting.

BOARD SECRETARY TO READ PRIOR TO ALL PUBLIC COMMENT:

Our Public Comment period is for members of the public to address the board. Each member of the public may sign up to comment at the meeting and will be allotted three - five minutes. The board will listen, but may not directly respond to any comments. Please do not use specific student, teacher or administrator names in your comments as our meetings are open to the public and public record, and we must adhere to FERPA - Family Educational Rights and Privacy Act. As such, if your comment is about a private matter, please contact the board via email, or speak to the board chair privately.

The "Reports, Requests, and Comments by Board Members" section of the board agenda is a platform for members to share updates, solicit requests, or make comments on relevant topics.

(Subject to objections by the board members, the following items will be passed by a single motion to approve all listed actions and resolutions. There will be no discussion on these items unless requested by the board. If discussion is requested, the items will be moved from the Consent agenda and considered separately after the motion has been made and passed to approve the remaining items.)

Purpose:
To formally approve audited financial disbursements and payroll for May 2025, as required by RCW 42.24.080 and RCW 42.24.090, ensuring legal compliance, transparency, and accountability.

Recommended Action:
Approve the following financial transactions, confirming they have been audited and certified by the Auditing Officer and made available for Board review.

Board Certification Statement:
Payments have been audited and certified by the Auditing Officer as required by RCW 42.24.080, and those expense reimbursement claims certified as required by RCW 42.24.090. These payments have been recorded on a listing which has been made available to the Board.

As of June 24, 2025, the Board approves the following totals:

Payroll Direct Deposit: $55,312.63

Accounts Payable (EFT – Public Checking): $96,610.70

Accounts Payable (EFT – Private Savings): $0.00

Non-Accounts-Payable Cash Disbursements (Public Checking): $279.82

Non-Accounts-Payable Cash Disbursements (Private Savings): $0.00

Total Disbursements Approved: $152,203.15

Rationale:
This approval ensures Rooted School Vancouver maintains compliance with Washington State Law, Charter School requirements, and Open Public Meeting standards for the certification of public expenditures.

Board Motion:
It is recommended that the Board approve the audited financial disbursements and payroll for May 2025 as presented, including payroll direct deposit payments totaling $55,312.63, accounts payable electronic disbursements totaling $96,610.70, and non-accounts-payable cash disbursements totaling $279.82, in compliance with RCW 42.24.080 and RCW 42.24.090.

Purpose:

To review Rooted School Vancouver’s current financial status, examine key financial metrics for May 2025, and assess implications for operational and strategic planning.

Financial Highlights:

Assets and Liabilities:

Total Assets: $2,446,524.90 (a decrease from April)

Cash Balances: $735,769.74 (decline from previous month, reflects timing of reimbursements and grants)

Accounts Receivable: $57,124.06

Total Liabilities: $1,112,102.67

Long-Term Liabilities: Consistent with prior month

Revenue:

Total Revenue Received (YTD): $1,582,687 (62.8% of annual budget)

State and Federal Revenue: Continues to reflect impact from enrollment shortfall

Private Donations: Remains well below goal; $10,655 received YTD vs. $56,960 budgeted

Expenditures:

Total Expenditures (FASB basis): $1,396,186 (57.3% of annual budget)

Personnel Costs: On track

Facilities and Operations: Still trending under budget

Contingency Fund: Fully expended earlier in the fiscal year

Cash Flow and Stability:

Days Cash on Hand: 97 days (above the 60-day target but lower than April’s 104 days)

Enrollment Impact:

May Enrollment: 52 students (Budgeted: 70)

Continued effect on state funding; recruitment efforts and community outreach remain top priorities

Key Discussion Points:

Review of long-term sustainability plans in light of declining assets and cash reserves

Discussion of additional cost control measures and alternative funding sources

Update on progress with fundraising campaigns and major donor engagement

Consideration of adjustments to FY25–26 budget based on latest projections

Purpose:
To present and review the proposed budget for the 2025–2026 school year, including projected revenues, expenditures, and key assumptions. This review supports fiscal transparency, planning, and alignment with Rooted School Vancouver’s mission, enrollment goals, and strategic priorities.

Objectives:

Preview revenue estimates based on updated enrollment projections and funding formulas

Review staffing allocations, program funding, and operational expenditures

Discuss financial risks and contingency planning

Ensure board understanding prior to final budget adoption in June

Key Discussion Points:

Adjustments made in response to FY24–25 revenue shortfalls and enrollment trends

Planned investments in instructional quality, student support, and facilities

Fund development assumptions and anticipated grant income

Required Board timeline for review and adoption

Presenter: Steven Carney & Katie Silberstein
Estimated Time: 30 minutes
Board Action: Discussion Only (No Action Required at This Meeting)

Purpose:
To update the Board on Rooted School Vancouver’s fundraising progress in partnership with Pacific Northwest Fundraising (PNWF) and to provide training on the upcoming Give More 24 campaign. This session ensures all board members are prepared to support outreach, donor engagement, and peer-to-peer fundraising strategies.

Objectives:

Share results and insights from PNWF's ongoing development work

Present Give More 24 campaign strategy, timeline, and fundraising goals

Train board members on tools, messaging, and individual roles for campaign success

Key Discussion & Training Topics:

Review of fundraising progress YTD and PNWF strategic priorities

Overview of campaign goals, social media strategy, and board-led outreach

Demonstration of donation platforms and tracking tools

Board participation expectations and fundraising best practices

The "Reports to the Board" section provides straightforward updates from key areas within Rooted School Vancouver. The board will receive regular reports from (reports this month will be verbal reports):

• Operations: Overviews of the daily operations, infrastructure, and any logistical matters.
• Executive Director: Comprehensive updates on school-wide initiatives, policies, and overall performance.

Purpose:
To confirm upcoming meeting dates and participation for each standing committee of the Rooted School Vancouver Board. This ensures timely oversight, planning, and progress tracking across governance, finance, enrollment, facilities, and workforce initiatives.

Objectives:

Review standard meeting cadence and expectations for each board committee

Confirm board member assignments and availability

Align committee work with upcoming board agenda timelines and strategic priorities

Discussion Points:

Determine recurring meeting days and times (e.g., monthly, bi-monthly)

Identify any scheduling conflicts or adjustments needed

Review current committee chairs and member composition

Ensure minutes are submitted in advance of each board meeting for inclusion in board packets

Committees:

Governance Committee / Growth Committee

Education / Academic Excellence Committee

Purpose:
To inform the Board of staff transitions for the upcoming school year and discuss retention strategies in light of key departures. This conversation will guide leadership in maintaining team stability and planning for effective recruitment.

Discussion Points:

Announcement that Dylan Rossi and Jamie Henneman will not be returning for the 2025–2026 school year

Acknowledgment of their contributions and transition plans

Update on recruitment efforts to fill these vacancies

Review of overall staff retention trends and any underlying challenges

Strategic planning around staff satisfaction, support, and leadership pipeline

Objectives:

Ensure transparent communication about staffing changes

Align recruitment efforts with student and program needs for next year

Discuss how Rooted School Vancouver can strengthen staff retention through improved culture, compensation, and career development

Purpose:
To present draft policy updates and new policy proposals for Board review and discussion. These policies address key areas including online learning, student offense and threat notification, graduation requirements, digital citizenship, and responsible use of artificial intelligence. This session is for first reading only; no formal action will be taken at this time.

Policies and Procedures for First Reading:

2024 / 2024P – Online Learning

3143 / 3143P – Notification and Dissemination of Information about Student Offenses and Notification of Threats of Violence or Harm

2410 / 2410P – High School Graduation Requirements

3535 / 3535P – Financial Aid Advising Day

2023 – Digital Citizenship and Media Literacy

2023F – Digital Citizenship, Media Literacy, Electronic Resources, and Internet Safety

2023F2 – Artificial Intelligence Classroom Protocol

2023F3 – Artificial Intelligence Student Code of Conduct

2023F4 – Artificial Intelligence Use Pledge

Rationale:
This review supports Rooted School Vancouver’s compliance with WSSDA guidance, RCW requirements, and evolving educational best practices. The policies also reflect the school’s commitment to equity, digital literacy, student safety, and innovation in learning environments.

Next Steps:
Board members are invited to review the attached draft documents and submit feedback prior to the second reading and potential adoption at the next regular board meeting.
 
2024/2024P Online Learning

3143/3143P Notification and Dissemination of Information about Student Offenses and Notification of Threats of Violence or Harm

2410/2410 P High School Graduation Requirements

3535 Financial Aid Advising Day

2023 Digital Citizenship and Media Literacy

2023F Digital Citizenship, Media Literacy, Electronic Resources, and Internet Safety

2023F2 Artificial Intelligence Classroom Protocol
2023F3 Artificial Intelligence Student Code of Conduct

2023F4 Artificial Intelligence Use Pledge
 
2024/2024P Online Learning

3143/3143P Notification and Dissemination of Information about Student Offenses and Notification of Threats of Violence or Harm

2410/2410 P High School Graduation Requirements

3535 Financial Aid Advising Day

2023 Digital Citizenship and Media Literacy

2023F Digital Citizenship, Media Literacy, Electronic Resources, and Internet Safety

2023F2 Artificial Intelligence Classroom Protocol
2023F3 Artificial Intelligence Student Code of Conduct

2023F4 Artificial Intelligence Use Pledge
 

Approval of RSV Board Compliance Dashboard for 2024-2025 May

 Background: The RSV Board Compliance Dashboard for 2024-2025 for May, as required by the Washington State Charter Commission, provides a comprehensive overview of various performance and compliance indicators. This includes academic measures, financial management, governance, and organizational obligations. The dashboard aligns with the requirements of the Revised Code of Washington (RCW), particularly concerning charter school operations and accountability.

Proposed Action: The School Board is requested to approve the RSV Board Compliance Dashboard for 2024-2025 April. This approval will ensure continued adherence to state regulations and support effective monitoring of the school's performance and compliance with the Charter School Act as outlined in the RCW.

The Board will convene into Executive Session pursuant to RCW 42.30.110 to discuss matters exempt from public disclosure. The purpose of this session is to address issues that require confidentiality as permitted by law. These matters may include, but are not limited to, discussions about the performance of a public employee, legal counsel on potential litigation, or consideration of the acquisition or sale of real estate. The Executive Session is expected to last approximately 60 min, and no final actions will be taken during the session. The Board will reconvene into the public session at the conclusion of the Executive Session.

Purpose:
To evaluate complaints or charges brought against a public employee, in accordance with RCW 42.30.110(1)(f). The employee has been notified and provided the opportunity to request that the matter be addressed in a public session. The Board will deliberate in Executive Session as permitted by law.

Estimated Duration: 30 minutes
Facilitator: Adrienne Mason

Note: No final action will be taken during the Executive Session. The Board will reconvene into public session upon its conclusion.

Board Retreat: June 20-21, 2025

Next Board Meeting: July? Early August?

 

Motion: The motion was made to adjourn the meeting.

The meeting was adjourned at X:XX PM PST