Board of Trustees Meeting - Ivy Hill Prep Minutes

January 25, 2021, 6:30-8:30 PM

Minutes Approved

Ivy Hill Prep Charter School

Minutes

Board of Trustees Meeting - Ivy Hill Prep

Date and Time

Monday January 25, 2021 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

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 (remote), J. Small, M. Michael (remote), N. Williams (remote), T. James (remote)

Directors Absent

M. Kane

Directors who arrived after the meeting opened

A. Laniyan, J. Small

Guests Present

A. Johnson (remote), A. Leon-Soon (remote), B. Parker (remote), D. Williams, E. Rivera (remote), P. Carras (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 Jan 25, 2021 at 6:30 PM.

B. Record Attendance and Guests

C. A quorum of the board was deemed present.

D. Approve November 2020 Board Meeting Minutes

M. Michael made a motion to Approve the minutes from Board of Trustees Meeting - Ivy Hill Prep on 11-30-20.

The board VOTED to approve the motion.

Roll Call
A. Jimenez-Schulman	Aye
J. Small	Absent
N. Williams	Aye
T. James	Aye
M. Kane	Absent
M. Michael	Aye
A. Laniyan	Absent
D. Lewis	Aye

E. Vote to Approve Agenda

M. Michael made a motion to Approve Meeting Agenda.

D. Lewis seconded the motion.

The board VOTED to approve the motion.

Roll Call
T. James	Aye
M. Kane	Absent
M. Michael	Aye
A. Jimenez-Schulman	Aye
A. Laniyan	Absent
J. Small	Absent
D. Lewis	Aye
N. Williams	Aye

II. Governance

A. Discuss Governance Strategic Governance Issues

Discussion held on strategic plan by using benchmarks for renewal.
Plan is to use document at the annual meeting to do a deep dive and thereafter develop goals for the next year.

B. Committee Recommendation on Exit Interview Process

M. Michael made a motion to Approve IHP Exit Interview Process and Policy.

T. James seconded the motion.

Process streanlined to be more comprehensive.

The board VOTED to approve the motion.

Roll Call
M. Michael	Aye
A. Jimenez-Schulman	Aye
D. Lewis	Aye
T. James	Aye
M. Kane	Absent
N. Williams	Aye
J. Small	Absent
A. Laniyan	Absent

C. Committee Process

Discussion on committee process
Committee chairs to submit committee report within 3 days of the committee meeting.

III. Finance Committee

A. Review Financial Dashboard

B. Vote to Approve 990 Form

J. Small arrived at 6:50 PM.

N. Williams made a motion to Approve 990 Submission.

T. James seconded the motion.

Back Office Provider went over filing
Auditors also reviewed 990 financials.

The board VOTED to approve the motion.

Roll Call
J. Small	Aye
T. James	Aye
A. Jimenez-Schulman	Aye
M. Michael	Aye
N. Williams	Aye
D. Lewis	Aye
A. Laniyan	Absent
M. Kane	Absent

C. Budget Process

There are some working versions of the budget
Committee holding off on presenting budget to see what will happen with the NY State budget, namely the issue around planned pre-pupil funding.
Committee to review budget around March/April.

IV. Director of Finance Hiring Taskforce

A. Taskforce Update

Committee reposted the position and looking to fill position as soon as possible.
Committee continuing to work on filling position.
Concern raised about whether to bring in new person at the end of the budget process but committee not concerned about this given that the person will start at the beginning of the audit process.

B. Director of Finance in Organizational Chart

Discussion tabled to look into previous vote on this issue.

V. Academic Achievement

A. Review Academic Program - Academic Dashboard

Enrollment discussion
Daily attendance at 82%
Recruitment and enrollement going well in terms of applications.
Virtual Open Houses being conducted.
STEP Assessment concluded in January.
No MATH Assessment to be used and school will move to quiz version to formally collect math data.

B. Review Teaching and Learning

Hiring report

Teacher resigned. (HOS to close the loop on the exit interview of this resigning staff member)
Special Education teacher started in January
We are 2 teachers short of the planned teacher roster.
Teacher demo day to occur this Friday.

C. Discuss Culture and Climate

Discussion Culture Events
Yoga kickoff as wellness iniative.
Black History curriculum kicked off on January 15th.
Asychronous science lessons also kicked off.

D. Discuss Updated Re-Opening Plan

Re-opening pushed back and further discussion is to be held before March 15, 2021. Constituents to receive notification on March 1, 2021.

E. Committee Report

No further report from the committee.

A. Laniyan arrived at 7:00 PM.

VI. Development

A. Update on Development

Giving Tuesday results were over $7K - Thank you notes were sent out.
Maintain contact with network by doing a newsletter. (Timeframe 1 per quarter)
Note-a-thon still waiting to see what comes of that opportunity and board encouraged to continue reaching out to the contacts.
Also re-working development initiatives for this year.
Screening idea presented by Trustee Jen Small. (Charity through Keeks)
Board also encouraged to continue fulfilling its obligation toward being a giving board.

VII. Head of School Evaluation & Support Committee

A. Discuss Committee Next Steps

Discussion held on aligning on a coaching entity.

B. Vote on Leadership Coaching Contract

Vote tabled.

VIII. Executive Session

A. Vote for Executive Session

M. Michael made a motion to Discuss staff concern and warning letter.

J. Small seconded the motion.

The board VOTED to approve the motion.

Roll Call
J. Small	Aye
A. Jimenez-Schulman	Aye
D. Lewis	Aye
M. Kane	Absent
A. Laniyan	Aye
M. Michael	Aye
N. Williams	Aye
T. James	Aye

IX. Closing Items

A. Adjourn Meeting

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. Michael