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Ivy Hill Prep Charter School

Minutes

Board of Trustees Meeting - Ivy Hill Prep

Date and Time

Monday June 28, 2021 at 6:30 PM

Location

Ivy Hill Prep Charter School, 475 E 57th Street, Brooklyn, NY 11203
Members of the public may also listen to or view the board meeting by also connecting to the zoom link at https://zoom.us/j/9699543901. 
TRUSTEES PARTICIPATING VIA VIDEOCONFERENCE SHOULD ENSURE VIDEO CAPACITY IS ENABLED FOR MEETING/VOTING PURPOSES

 

IVY HILL PREP - BOARD OF TRUSTEES 
 

Directors Present

A. Jimenez-Schulman (remote), J. Small, M. Michael (remote), N. Williams (remote), T. James (remote)

Directors Absent

A. Laniyan, D. Lewis, M. Kane

Guests Present

A. Johnson (remote), D. Williams (remote), M. Butcher (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 Jun 28, 2021 at 6:40 PM.

B.

Record Attendance and Guests

C.

Approve May 2021 Board Meeting Minutes

M. Michael made a motion to approve the minutes from Board of Trustees Meeting - Ivy Hill Prep on 05-24-21.
T. James seconded the motion.
The board VOTED unanimously to approve the motion.
Roll Call
D. Lewis
Absent
J. Small
Aye
M. Kane
Absent
A. Jimenez-Schulman
Aye
M. Michael
Aye
A. Laniyan
Absent
T. James
Aye
N. Williams
Aye

D.

Vote to Approve Agenda

  • HOS questions clarifying the resolutions on the table
M. Michael made a motion to Approve minutes.
T. James seconded the motion.
The board VOTED unanimously to approve the motion.
Roll Call
N. Williams
Aye
M. Michael
Aye
M. Kane
Absent
D. Lewis
Absent
J. Small
Aye
A. Laniyan
Absent
T. James
Aye
A. Jimenez-Schulman
Aye

II. Governance

A.

Committee Update

  • Reminder about retreat on 7/24 and plug to complete Board assessment
  • Plan to have the annual meeting to elect Board officers at the retreat
  • Annual report upcoming
    • Board members need to submit financial disclosure forms by EOW (7/2)
M. Michael made a motion to Have annual meeting to elect Board officers at the retreat.
A. Jimenez-Schulman seconded the motion.
The board VOTED unanimously to approve the motion.
Roll Call
D. Lewis
Absent
T. James
Aye
M. Kane
Absent
J. Small
Aye
A. Jimenez-Schulman
Aye
N. Williams
Aye
M. Michael
Aye
A. Laniyan
Absent

B.

Committee Recommendation on Resolutions

M. Michael made a motion to Have Malika Butcher move forward with submitting application to become a Board member to NYSED.
A. Jimenez-Schulman seconded the motion.
The board VOTED unanimously to approve the motion.
Roll Call
T. James
Aye
A. Jimenez-Schulman
Aye
N. Williams
Aye
M. Kane
Absent
D. Lewis
Absent
A. Laniyan
Absent
J. Small
Aye
M. Michael
Aye
M. Michael made a motion to Approve resolution to update school's org chart.
N. Williams seconded the motion.
  • Level of literacy/ math instruction promised in charter - level is decreased based on schedule changes, connected to shortened day and 1 teacher in each classroom
  • HOS spoke with authorizer about the change; still in compliance with ed law; no required change to charter, partially in consideration of COVID-related schedule changes
The board VOTED unanimously to approve the motion.
Roll Call
T. James
Aye
M. Kane
Absent
J. Small
Aye
A. Jimenez-Schulman
Aye
D. Lewis
Absent
N. Williams
Aye
A. Laniyan
Absent
M. Michael
Aye

III. Finance Committee

A.

Review Financial Dashboard

B.

21-22 Budget Review

N. Williams made a motion to Approve Y3 budget.
J. Small seconded the motion.
  • Increased funding related to one-off grants connected to response to the pandemic
  • Discussion around the sustainability of the budget year over year, outside the one-off increases in funds
  • Revisiting push for 5-year budget plan; connection to DoF
  • Lack of wiggle room in upcoming budget calls for even more diligence around adherence to fiscal policies and procedures, and using the recurring committee meetings to proactively surface any trends
The board VOTED unanimously to approve the motion.
Roll Call
M. Michael
Aye
J. Small
Aye
M. Kane
Absent
A. Laniyan
Absent
A. Jimenez-Schulman
Aye
D. Lewis
Absent
T. James
Aye
N. Williams
Aye

C.

Approve Stipend Policy

D.

Miscellaneous Financial Issues

  • Audit review timetable - setting schedule for Finance committee to meet with auditors
  • HOS to double-check term of school insurance policy

IV. Director of Finance Hiring Taskforce

A.

Taskforce Update

  • Working with consultant to fill role
  • 32 applicants thus far 

B.

Director of Finance

M. Michael made a motion to Approve resolution for DoF addition.
T. James seconded the motion.
  • Clarifications around the reporting structure for DoF
The board VOTED unanimously to approve the motion.
Roll Call
A. Jimenez-Schulman
Aye
D. Lewis
Absent
A. Laniyan
Absent
J. Small
Aye
M. Kane
Absent
N. Williams
Aye
M. Michael
Aye
T. James
Aye

V. Academic Achievement

A.

Review Academic Program - Academic Dashboard

B.

Review Teaching and Learning

M. Michael made a motion to Approve summer school program.
J. Small seconded the motion.
The board VOTED unanimously to approve the motion.
Roll Call
M. Kane
Absent
N. Williams
Aye
A. Laniyan
Absent
M. Michael
Aye
J. Small
Aye
A. Jimenez-Schulman
Aye
D. Lewis
Absent
T. James
Aye

C.

Discuss Culture and Climate

D.

Committee Report/Governance Issues

VI. Development

A.

Update on Development

  • Committee discussing annual event

VII. Head of School Evaluation & Support Committee

A.

Discuss Committee Next Steps

  • HOS EOY Eval is progressing well
  • Working on scope of work for continuing coaching

VIII. Executive Session

A.

Vote for Executive Session (If Needed)

M. Michael made a motion to Move to Executive Session.
A. Jimenez-Schulman seconded the motion.
The board VOTED unanimously to approve the motion.
Roll Call
D. Lewis
Absent
N. Williams
Aye
M. Kane
Absent
A. Jimenez-Schulman
Aye
A. Laniyan
Absent
T. James
Aye
M. Michael
Aye
J. Small
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 9:00 PM.

Respectfully Submitted,
A. Jimenez-Schulman
There being no further business to be transacted, and upon motion duly made, seconded and approved, the meeting was adjourned at 9:00 PM.

Respectfully Submitted,
A. Jimenez-Schulman
Documents used during the meeting
  • FinancialDisclosure2020.docx
  • New Format on Resolution Adding Board Member - MB.docx
  • Resolution Approving Amendment to Organizational Chart.docx
  • Finance -Ops Structure & Salary IHP Y3.xlsx
  • Ivy Hill Monthly Financials - May 2021.xlsx
  • Ivy Hill FY 2021-22 Budget Worksheet - FINAL DRAFT 6.9.21.xlsx
  • 2nd Resolution Adding Director of FInance.docx
  • Academic Dashboard for June Meeting 20-21.xlsx
  • Head of School Report_June 2021.pdf
  • Resolution Approving Virtual Summer School Program.docx
  • HOS Proposal on Salary Increase.pdf