Ivy Hill Prep Charter School
Minutes
Board of Trustees Meeting - Ivy Hill Prep
Date and Time
Monday July 27, 2020 at 6:30 PM
Location
Pursuant to Governor Cuomo’s Executive Order 202.1 issued, on March 12, 2020, suspending the
in-person public participation provisions of the Open Meetings Law, IVY HILL PREP's Board Meeting will be held electronically via https://zoom.us/j/9699543901, until further notice. Members of the public may listen to or view the board meeting by also connecting to the zoom link at https://zoom.us/j/9699543901. A recording of the meeting will be transcribed and posted on Ivy Hill Prep's website at: https://www.ivyhillprep.org/home
in-person public participation provisions of the Open Meetings Law, IVY HILL PREP's Board Meeting will be held electronically via https://zoom.us/j/9699543901, until further notice. Members of the public may listen to or view the board meeting by also connecting to the zoom link at https://zoom.us/j/9699543901. A recording of the meeting will be transcribed and posted on Ivy Hill Prep's website at: https://www.ivyhillprep.org/home
TRUSTEES SHOULD ENSURE VIDEO CAPACITY IS ENABLED FOR MEETING/VOTING PURPOSES
IVY HILL PREP - BOARD OF TRUSTEES
Directors Present
A. Jimenez-Schulman (remote), A. Laniyan (remote), D. Lewis, J. Small (remote), M. Kane (remote), M. Michael (remote), N. Williams (remote), T. James (remote)
Directors Absent
None
Guests Present
A. Johnson (remote), A. Leon-Soon (remote), B. Parker (remote), Diana Williams, K. Wedderburn-Henderson (remote)
I. Opening Items
A.
Call the Meeting to Order
M. Michael called a meeting of the board of directors of Ivy Hill Prep Charter School to order on Monday Jul 27, 2020 at 6:38 PM.
B.
Record Attendance and Guests
C.
Approve June 2020 Board Meeting Minutes
M. Michael made a motion to approve the minutes from Board of Trustees Meeting - Ivy Hill Prep on 06-22-20.
J. Small seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| N. Williams |
Aye
|
| T. James |
Aye
|
| M. Kane |
Aye
|
| J. Small |
Aye
|
| M. Michael |
Aye
|
| A. Laniyan |
Aye
|
| D. Lewis |
Absent
|
| A. Jimenez-Schulman |
Aye
|
D.
Approve June Special Meeting Minutes
M. Michael made a motion to approve the minutes from Special Meeting on 06-29-20.
J. Small seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| A. Jimenez-Schulman |
Aye
|
| N. Williams |
Aye
|
| J. Small |
Aye
|
| A. Laniyan |
Aye
|
| D. Lewis |
Absent
|
| M. Michael |
Aye
|
| T. James |
Aye
|
| M. Kane |
Aye
|
E.
Vote to Approve Agenda
M. Michael made a motion to Approve the agenda.
A. Jimenez-Schulman seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| A. Laniyan |
Aye
|
| M. Michael |
Aye
|
| T. James |
Aye
|
| A. Jimenez-Schulman |
Aye
|
| J. Small |
Aye
|
| M. Kane |
Aye
|
| N. Williams |
Aye
|
| D. Lewis |
Absent
|
II. Governance
A.
Annual Meeting - Vote on Trustee Officers for Fiscal Year 20-21
Board member nominated Marsha Micheal to continue to be the Board Chair.
A. Jimenez-Schulman made a motion to Nominate Marsha Micheal for Board Chair.
J. Small seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| T. James |
Aye
|
| N. Williams |
Aye
|
| D. Lewis |
Aye
|
| A. Laniyan |
Aye
|
| A. Jimenez-Schulman |
Aye
|
| J. Small |
Aye
|
| M. Kane |
Aye
|
M. Michael made a motion to Nominate Adam Jeminez- Schulman as Vice Chair.
T. James seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| T. James |
Aye
|
| N. Williams |
Aye
|
| M. Kane |
Aye
|
| J. Small |
Aye
|
| M. Michael |
Aye
|
| A. Laniyan |
Aye
|
| D. Lewis |
Aye
|
M. Michael made a motion to Extend Nataki's term.
J. Small seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| J. Small |
Aye
|
| A. Jimenez-Schulman |
Aye
|
| M. Kane |
Aye
|
| T. James |
Aye
|
| N. Williams |
Abstain
|
| M. Michael |
Aye
|
| D. Lewis |
Aye
|
| A. Laniyan |
Aye
|
J. Small made a motion to Nataki Williams as Treasurer.
M. Michael seconded the motion.
Discussion was held in support of Nataki remaining as treasurer. Question was posed to the board as to whether a less conservative financial view was needed and board agreed Nataki's perspective was in line with the board view. Discussion of board goal of cash on hand was also held. HOS indicated she reached out to David Frank who made certain representations about number of days of cash on hand for a first year school. HOS indicated she would share email correspondence with board chair and treasurer.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| M. Michael |
Aye
|
| M. Kane |
Aye
|
| T. James |
Aye
|
| D. Lewis |
Absent
|
| J. Small |
Aye
|
| A. Laniyan |
Aye
|
| A. Jimenez-Schulman |
Aye
|
M. Michael made a motion to Adopt Committee Assignments.
A. Jimenez-Schulman seconded the motion.
Discussion was held as to adding Tanisha James to HOS support and evaluation committee.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| A. Laniyan |
Aye
|
| M. Michael |
Aye
|
| T. James |
Aye
|
| A. Jimenez-Schulman |
Aye
|
| D. Lewis |
Absent
|
| J. Small |
Aye
|
| N. Williams |
Aye
|
| M. Kane |
Aye
|
B.
Annual Meeting - Vote on Committee Members
M. Michael made a motion to Maimouna Kane as Secretary.
A. Jimenez-Schulman seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| N. Williams |
Aye
|
| A. Laniyan |
Aye
|
| D. Lewis |
Absent
|
| M. Michael |
Aye
|
| T. James |
Aye
|
| A. Jimenez-Schulman |
Aye
|
| J. Small |
Aye
|
M. Michael made a motion to Adopt Standing meeting and committee dates.
A. Jimenez-Schulman seconded the motion.
Discussion was held about making changes to the start time of committee meetings to the early morning hours but discussion on change tabled to see if committee members could meet in the morning.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| M. Michael |
Aye
|
| N. Williams |
Aye
|
| T. James |
Aye
|
| J. Small |
Aye
|
| A. Laniyan |
Aye
|
| A. Jimenez-Schulman |
Aye
|
| M. Kane |
Aye
|
M. Michael made a motion to Have August Board Meeting on the last Monday of the month, August 31, 2020.
A. Jimenez-Schulman seconded the motion.
The board VOTED to approve the motion.
C.
Annual Meeting - Board Strategic Planning
Discussion held that committees will develop its goals at the next committee meeting.
D.
Annual Report
M. Michael made a motion to Approve annual report.
A. Jimenez-Schulman seconded the motion.
Discussion held regarding giving board more time to review Annual Report before voting on it. HOS sent over the final version of the report the same day of the board meeting leaving members only a few hours to review it.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| M. Michael |
Aye
|
| N. Williams |
Aye
|
| A. Laniyan |
Aye
|
| T. James |
Aye
|
| D. Lewis |
Absent
|
| J. Small |
Aye
|
| M. Kane |
Aye
|
| A. Jimenez-Schulman |
Aye
|
III. Finance Committee
A.
Review Current Financial Dashboard
Discussion was held on differed rent credit. Treasurer explained why differed rent was included in our statements and the benefit to reflecting it down the line. Discussion was held on free and reduced lunch.
B.
Vote to Approve Surplus Recommendation
A. Laniyan made a motion to Approve the Surplus Transfer to Savings account.
M. Michael seconded the motion.
Discussion held on approving to transfer surplus to savings account while keeping 20K in a line item for Contingency Covid -19 funds.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| A. Laniyan |
Aye
|
| M. Michael |
Aye
|
| A. Jimenez-Schulman |
Aye
|
| T. James |
Aye
|
| N. Williams |
Aye
|
| M. Kane |
Aye
|
| D. Lewis |
Absent
|
| J. Small |
Aye
|
C.
Approve 990 Tax Filing
M. Michael made a motion to Approve 990 Tax Filing.
T. James seconded the motion.
Discussion held about making sure board had sufficient time to review the filing prior to submission.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| M. Michael |
Aye
|
| M. Kane |
Aye
|
| T. James |
Aye
|
| N. Williams |
Aye
|
| J. Small |
Aye
|
| A. Jimenez-Schulman |
Aye
|
| A. Laniyan |
Aye
|
D.
Vote to Approve Finance Director Taskforce
Discussion held on the need for a Finance Taskforce. Board members volunteered to be on the taskforce.
J. Small made a motion to Creating Director of FInance Hiring Taskforce.
A. Laniyan seconded the motion.
Nataki Williams, Jennifer Small and Adam Jimenez-Schulman agreed to be members of the taskforce.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| A. Laniyan |
Aye
|
| D. Lewis |
Absent
|
| M. Kane |
Aye
|
| T. James |
Aye
|
| A. Jimenez-Schulman |
Aye
|
| M. Michael |
Aye
|
| J. Small |
Aye
|
| N. Williams |
Aye
|
IV. Academic Achievement
A.
Vote Approve Amended Student & Family Handbook - TABELED TO NEXT MEETING
B.
Vote to Approve Homeless Student and Transportation Policy - TABLED TO NEXT MEETING
C.
Academic Dashboard
Discussion held on student retention and adding data to the dashboard.
V. Head of School Update
A.
HOS Report
B.
Vote to Approve Re-Opening Plan
M. Michael made a motion to Approve Re-Opening Plan.
A. Jimenez-Schulman seconded the motion.
Discussion held on making changes to the reopening plan in eliminating the "floor" and keeping the "ceiling". Discussion held on age appropriate masks.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| M. Kane |
Aye
|
| J. Small |
Aye
|
| T. James |
Aye
|
| A. Jimenez-Schulman |
Aye
|
| N. Williams |
Aye
|
| M. Michael |
Aye
|
| A. Laniyan |
Aye
|
VI. Facilities Update
A.
Update on Renovation Process
Renovations are practically completed.
VII. Head of School Evaluation & Support Committee
A.
Discuss Committee Next Steps
Committee in the final stages of completing HOS contract and updating job description.
VIII. Development
A.
Update on Development
Committee to meet and decide on committee chair and report back on the goals created for the committee.
IX. Executive Session
A.
Vote for Executive Session
M. Michael made a motion to Go into executive session.
A. Jimenez-Schulman seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| D. Lewis |
Absent
|
| T. James |
Aye
|
| M. Michael |
Aye
|
| N. Williams |
Aye
|
| A. Laniyan |
Aye
|
| J. Small |
Aye
|
| M. Kane |
Aye
|
| A. Jimenez-Schulman |
Aye
|
M. Michael made a motion to Pay Diana Williams $4000.
T. James seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| J. Small |
Aye
|
| A. Laniyan |
Aye
|
| A. Jimenez-Schulman |
Aye
|
| D. Lewis |
Absent
|
| T. James |
Aye
|
| N. Williams |
Aye
|
| M. Michael |
Aye
|
| M. Kane |
Aye
|
M. Michael made a motion to approve a COLA increase for Head of School.
M. Kane seconded the motion.
The motion did not carry.
| Roll Call | |
|---|---|
| M. Kane |
No
|
| T. James |
No
|
| N. Williams |
No
|
| A. Laniyan |
No
|
| M. Michael |
No
|
| D. Lewis |
Absent
|
| J. Small |
No
|
| A. Jimenez-Schulman |
No
|
X. Closing Items
A.
Adjourn Meeting
M. Michael made a motion to To adjourn meeting.
T. James seconded the motion.
The board VOTED to approve the motion.
There being no further business to be transacted, and upon motion duly made, seconded and approved, the meeting was adjourned at 8:30 PM.
Respectfully Submitted,
M. Kane