Metrolina Regional Scholars Academy
Minutes
Monthly Board Meeting
Date and Time
Monday November 26, 2018 at 6:30 PM
Location
Scholars Academy
Directors Present
A. Gozycki, J. Wagler, M. Dixon, M. Mittal, M. Ramasamy, M. Scruggs, R. Watson, S. Korrapati, S. Liner, S. Scott
Directors Absent
None
Directors who arrived after the meeting opened
S. Scott
Ex Officio Members Present
A. Pieper
Non Voting Members Present
A. Pieper
Guests Present
A. Farooqi, T. Hemming
I. Opening Items
A.
Record Attendance and Guests
B.
Call the Meeting to Order
R. Watson called a meeting of the board of directors of Metrolina Regional Scholars Academy to order on Monday Nov 26, 2018 at 6:30 PM.
R. Watson announced that the meeting will be audio recorded.
C.
Read Mission Statement
S. Liner read the mission statement.
D.
Approval of Prior Minutes
M. Dixon made a motion to approve minutes from the Monthly Board Meeting on 10-22-18 Monthly Board Meeting on 10-22-18.
S. Liner seconded the motion.
The board VOTED unanimously to approve the motion.
E.
Adoption of the Agenda
M. Scruggs made a motion to approve the agenda.
A. Gozycki seconded the motion.
The board VOTED unanimously to approve the motion.
II. Community Comments (First Opportunity) - subject to guidelines
A.
Community Comments - guidelines
First round of comments: None in the room or on the call.
Second round:
T. Hemming reminded group that Giving Tuesday is tomorrow.
No comments on the line.
Second round:
T. Hemming reminded group that Giving Tuesday is tomorrow.
No comments on the line.
III. Director's Report
A.
General Items
A. Pieper presented the Director's Report:
Student Performance
Governance & Financial
Student Performance
- Open House in November had lighter attendance than the first, approximately 150 people vs. 200 in the first one.
- There are waiting lists for all Tuesday Tours, people might be choosing that instead.
- Applications are coming in, admissions rolling.
- First round of teacher observation complete.
- The Beginning Teacher Support Plan is up for audit this year and requires board approval this evening so that it can be passed along to the state. Board has reviewed the plan and has no further questions.
M. Dixon seconded the motion.
The board VOTED unanimously to approve the motion.Governance & Financial
- Title II funding approved by NCDPI, funds will be used for teacher certification.
- New Copier contract discussion (will occur in Closed Session.)
- Discussion over next steps with the old bus, which can be sold for about $1500 or repurposed for another use on school grounds. Options include:
- Use for storage of stage for the musical
- Could create a garden within the bus
- Removing some seats would allow to use as a truck to haul equipment for events like NOTA
- Issue with keeping bus on the property but not in use would mean it would have to be hauled away eventually. Keeping bus operational as an additional vehicle may not be cost effective.
- J. Wagler to look into costs for storage units of various sizes, which could potentially be paid for with the sale of the bus. Board to revisit in January.
- Epicenter training: A. Pieper and M. Dawkins are attending a training this Thursday on a new state reporting system. System may include a number of board reports. They will provide an update after the meeting.
S. Scott arrived.
IV. Finance Committee
A.
Audit Results
M. Mittal presented audit results:
- Audit report was filed last month, it was a clean audit.
- The school's Debt Service Coverage Ratio and Tangible Net Worth both look very good, this has been a pattern over the past few years.
V. Policy Committee
A.
Privacy Policy
M. Dixon presented the first read of privacy policy for volunteer database:
M. Dixon suggests more discussion take place in next Policy meeting. After discussion of timing for beta test and roll out, J. Wagler suggested we vote on this policy, which can be amended later with any changes or additions.
- Creation of this policy syncs up with the collection of data within the volunteer database, which Amazon Web Services will be hosting. Site is linked to from Educational Network (our website host).
- Discussion around policy coverage - M. Scruggs explained that this was drafted to cover off on electronic and non-electronic privacy needs for any personal data.
- S. Scott explained that the database is not yet to beta testing point, this will happen soon. Database will have an opt-out and feature a way to deactivate a profile, which is currently best practice. Deletion of data would be done through an email to the given email address.
- Landing page "Get Involved" - links to database, idea is to eventually also link to background checks. Down the road this may be used as a catch all for all information.
- M. Dixon mentioned that there is a public statue the covers how long the school would need to hold onto certain records for students/families/donors. As far the as policy, we can reference the public statute for records, and also ensure that administration is complying by the statute.
- M. Scruggs explained that the privacy policy functions as a promise, and that it should fall on database functionality to delete data which people need removed.
- S. Scott verified that website will capture and maintain data from all beta testers, whereas in alpha testing the data was not saved.
M. Dixon suggests more discussion take place in next Policy meeting. After discussion of timing for beta test and roll out, J. Wagler suggested we vote on this policy, which can be amended later with any changes or additions.
M. Dixon made a motion to approve the privacy policy as submitted for usage with the volunteer engagement database.
J. Wagler seconded the motion.
The board VOTED unanimously to approve the motion.
M. Scruggs and S. Liner discussed the need to clarify the previous vote of approval, on the grounds that the full privacy policy is being approved, not limited to the volunteer database.
M. Scruggs made a motion to rescind the vote.
M. Scruggs made a motion to rescind the vote.
S. Scott seconded the motion.
The board VOTED unanimously to approve the motion.
M. Scruggs made a motion to approve the privacy policy as drafted.
S. Liner seconded the motion.
The board VOTED unanimously to approve the motion.
VI. Diversity Committee
A.
Discussion of Low SES Service Options
M. Scruggs discussed low-SES amendment to Admissions Policy with OCS.
- OCS tabled our admissions policy amendment and sent back questions, feedback received indicates that they would like these questions answered before policy approval.
- A. Pieper shared that there have been expressions of financial need within the current community.
- Board needs to further discuss approach to low SES at this point. Currently there is not a budget line item for low-SES support. If this existed, donations could be received and allocated directly to low-SES needs, and/or we can begin budgeting for this year to year. Restricted contributions can only go to line items in the budget.
- PTO is also brainstorming ideas to help support these needs.
- A. Pieper mentioned that there is no incentive to fill out the paperwork, numbers have been historically low - a handful each year. It's hard to look at traditional public schools to figure out how to offer aid, as reduced/free lunch is a federal program and these schools do not pay for buses - these are the big items for us to discuss.
- Board will continue discussion in Closed Session related to contract negotiations.
VII. Educational Excellence Committee
A.
Discussion of Elective Curriculum
A. Pieper discussed middle school elective presentation:
- One of the struggles in middle school is a lack of choice. Short of music and language, not many options. Developed some ideas based on last year's parent survey and within the concept of being a K-8 school.
- 5-8 Grade can choose two electives each year, taken twice a week (one fall, one spring)
- To allow for this, FL reduced from (4) to (3) days a week. Art and PE reduced by one class per week (switch off each semester between these classes)
- Program uses existing staff, 5th/6th and 7th/8th in electives together
- (4) elective options discussed - Theater Arts, Creative Writing/Journalism, Engineering and Computer Science
- These are based on community feedback and teacher strengths, community will have opportunity to weigh in after winter break.
- This would take affect next year, current students would be asked for their choices (6th prioritized over 5th, 8th over 7th)
- Asking for directional approval, final approval would be early 2019.
VIII. Closed Session (if necessary)
A.
Closed Session
M. Scruggs made a motion to convene in Closed Session pursuant to "Permitted Purposes" under N.C.G.S. §143-318.11: (e) To discuss contract negotiations.
J. Wagler seconded the motion.
The board VOTED unanimously to approve the motion.M. Scruggs made motion to move back into Open Session.
J. Wagler seconded the motion.
The board VOTED unanimously to approve the motion.
J. Wagler seconded the motion.
The board VOTED unanimously to approve the motion.
IX. Closing Items
A.
Vote on any items from Closed Sessions
M. Dixon made a motion to amend the admissions policy according to the edits discussed in closed session.
M. Scruggs seconded the motion.
The board VOTED unanimously to approve the motion.
J. Wagler made motion to approve that M Mittal and J Wagler have the authority up to $12k to negotiate the purchase of the capital equipment that was discussed in Closed Session.
R. Watson noted that this would be negotiations are on behalf of the administration.
M. Ramasamy seconded the motion.
The board VOTED unanimously to approve the motion.
R. Watson noted that this would be negotiations are on behalf of the administration.
M. Ramasamy seconded the motion.
The board VOTED unanimously to approve the motion.
B.
Adjourn Meeting
M. Scruggs made a motion to adjourn the meeting.
M. Mittal seconded the motion.
The board VOTED unanimously 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 9:00 PM.
Respectfully Submitted,
A. Gozycki