Minutes for the Joint Board of Jefferson Academy

Minutes for the Joint Board of Jefferson Academy, A Colorado Nonprofit Corporation March 20, 2017 6:00 p.m. Elementary Library

I. Preliminary A., B., C., D., E,. F. Mr. Linton called the meeting to order at 6:01 p.m. The guests were welcomed. The following Board members were present: Ms. Berg, Mr. Grell, Mr. Houck, Ms. LaBerge, Ms. Smith and Mr. Linton. Mr. Humphreys had an excused absence. The following ex-officio Board members were present: Ms. Grantham and Mr. Nolan. Ms. Smith led the guests and the Board of Directors in saying the Pledge of Allegiance. Mr. Linton presented the agenda. Ms. Berg requested that the following items be removed from the Consent Agenda: PTO, Student Government, Elementary School Safety Advisory Committee, Secondary School Safety Advisory Committee, Board President’s Report and Secondary Principal’s Report (listed twice). Ms. Berg requested that Facilities in the General Agenda be moved to item B1. Ms. Smith requested that in Second Reading, Policy 16 and Policy 7.10 be tabled. Ms. Berg requested that in Executive Session Personnel Issues C.R.S. 24-6-402(4)(f) be removed. Mr. Grell moved that the Board approve the agenda as amended. Ms. Smith seconded the motion. The motion passed unanimously.

During Public Comment: Pat Wall acknowledged the efforts of the Board members. Mr. Wall encouraged the Board to purchase the available land next to the Secondary campus to develop a track for the track team.

Diana Lewis spoke of the need for an auditorium. Ms. Lewis added a proper track would alleviate injuries.

Lori Spitz stated her concern about the funds being spent to replace the elementary field.

Chuck James pointed out the cash-on-hand that the school possesses and suggested that some of the funds be used to build a track and auditorium. Mr. James also offered his assistance in providing borrowing options to fund additional facilities.

Clint Bott suggested that the master plan is maintained and kept on hand to be given to future Boards. Mr. Bott stated that he supports the arts and sports programs. Mr. Bott acknowledged Christine LaBerge for all her time and effort on the Elementary field.

Eric Thimsen expressed his concern regarding miscommunication when new Board members are seated. Mr. Thimsen mentioned the need for additional facilities at the Secondary.

Mr. Wilson stated that schools are in competition for students and that families may be looking at many features in schools when choosing the educational route for their child.

1 Clarrisa Thayer introduced herself as a student at Hope Academy. Ms. Thayer expressed her appreciation for the program and how it has helped her achieve academic success. Mark Sharpley stated that many years ago there were limited options with charter schools. Mr. Sharpley pointed out that families today have multiple choices in schools and that JA needs to be competitive.

II. General Agenda A. Informative 1. Faculty Members(s) Welcome and Conversation Tyler Bevington introduced himself as a Secondary Spanish teacher and is the coach for the climbing team. Mr. Bevington shared that he has 50 participants and this is the only climbing team in Jeffco.

Erica Davis introduced herself as a third grade teacher and this is her first year at JA. Ms. Davis explained the kinesthetic changes she has implemented in her classroom and hopes to share this with other classrooms.

III. Consent Agenda Ms. LaBerge moved that the Board approve the Consent Agenda as previously amended. Mr. Houck seconded the motion.

IV. General Agenda B. Strategic 1. Facilities a. Update on Facilities Master Plan Ms. LaBerge stated that she has worked with the administrators and facility managers in preparing the masterplan draft. Ms. LaBerge explained the proposed format and how this will be utilized by the Facility Committee with continued input from the administration, facility managers and staff. Ms. Grantham suggested that there also be a repair/replacement schedule.

b. Discussion of Facilities at Secondary Ms. Grantham provided a presentation about the secondary campus, sharing future growth and needs. Ms. Grantham distributed a document titled “Our Promise to the Graduates of Jefferson Academy” and pointed out the goal of having students take pride in their school.

Ms. Berg moved that the Board take a five minute break at 7:50 p.m. Ms. Smith seconded the motion. The motion passed unanimously.

2. Financial a. Homeschool Program Review Ms. Grantham stated that overall she has a good working relationship with their personnel, and that both programs are operating well. The Board reviewed the fiscal information provided. Discussion ensued regarding the lack of enrollment at Hope. Mr. Grell stated that the Finance

2 Committee recommended discontinuing Hope Academy’s program. Mr. Grell moved that the Board not renew the Hope program for the 2017-2018 school year. Ms. Berg seconded the motion. Mr. Houck and Mr. Linton opposed. The motion passed with a 4 to 2 vote.

Mr. Grell moved that the Board renew Summit Academy’s program for the 2017-2018 school year. Ms. Smith seconded the motion. The motion passed unanimously.

b. K-12 budgets/Financial Statements Mr. Grell noted that there were no concerns. Discussion ensued about Mr. James’ statement in Public Comment and concerns over spending funds due to uncertainties at the federal and state level, as well as possible changes with the new Jeffco Board. Also, additional needs to be completed at both campuses.

c. 2017-2018 Budget Mr. Grell presented the elementary budget and it was reviewed. Mr. Grell moved that the Board approve the 2017-2018 elementary budget as presented. Ms. Smith seconded the motion. The motion passed unanimously. Mr. Grell reviewed the secondary budget. Discussion ensued about Summit renegotiating their contribution going forward. Mr. Grell moved that the Board approve the 2017-2018 secondary budget as presented. Mr. Linton seconded the motion. The motion passed unanimously.

d. District Contract Addendum Mr. Grell moved that the Board approve the District Contract Addendum for the 2017-2018 school year for the elementary and secondary. Mr. Linton seconded the motion. The motion passed unanimously.

Ms. LaBerge requested that the Board amend the agenda to move item 5. Home School Programs and Participant Voting. Mr. Grell seconded the motion. The motion passed unanimously.

C. Task-Oriented 1. Home School Programs and Participating Voting Mr. Smith presented the conflict between the policy and bylaws. Ms. Smith pointed out that the policy needs to be in line with the bylaw or the members must vote to change the bylaw. It was determined that the policy be discussed at a special meeting. This item will also be on the April agenda.

Mr. Grell moved that the Board amend the agenda in Executive Session and add Legal Advice C.R.S. 24-6-402(4)(b). Ms. Smith seconded the motion. The motion passed unanimously.

Mr. Linton moved that the Board go into Executive Session at 9:31 p.m. for the purpose of Legal Advice C.R.S. 24-6-402(4)(b). Ms. Smith seconded the motion. The motion passed unanimously.

3 Mr. Linton moved that the Board exit Executive Session at 10:08 p.m. Mr. Grell seconded the motion. The motion passed unanimously.

The Board went back into General Session at 10:14 p.m.

B. Strategic 3. K-12 Community Building a. Ad hoc Committee for the Arts Ms. LaBerge distributed a handout for a proposal to establish an ad hoc Arts Committee. Ms. LaBerge reported that she has met with Ms. Berg, Ms. Grantham, Ms. Gardner, Ms. Grace and parents to gather an understanding on how to support the art’s culture. Ms. LaBerge moved that the Board approve an ad hoc Arts Committee that would be established through December 2018. Ms. Berg seconded the motion. The motion passed unanimously.

b. Feedback from Board Hosted Social Hour It was noted that this was successful and staff members mentioned that they would like to have this opportunity again. It was suggested that the Board have a social time with parents.

4. Highly Skilled & Motivated Staff a. Additional Support for Elementary Music Faculty Ms. LaBerge recused herself from the conversation and meeting due to a stated conflict of interest. Ms. LaBerge is a cofounder of Parlando Musical Arts and her husband is the executor director. Mr. Nolan referred to this item that is included in his Principal’s report explaining the need to hire an outside contractor for first grade to allow Ms. Gardner the necessary time to continue instruction for 4th, 5th and 6th grade band.

Mr. Linton moved that this item be changed to a discuss/vote. Ms. Berg seconded the motion. The motion passed unanimously. It was noted that Ms. LaBerge was not in the room and therefore abstained.

Ms. Berg moved that the Board give Mr. Nolan the authority to add additional support to the Elementary music program and approved that Mr. Nolan have the option of contacting Parlando Musical Arts. Mr. Linton seconded the motion. The motion passed unanimously. Ms. LaBerge remained out of the room and therefore abstained.

After this vote, Ms. LaBerge returned to the meeting.

5. Student Character & Academic Potential a. Defining Academic and Character Potential Mr. Nolan reviewed his academic achievement and character potential, pointing out the BrainWise program in the primary grades and monthly educational traits.

4 Ms. Grantham reviewed that she had broken this into academic and character. Ms. Grantham distributed a handout defining what grades mean.

C. Task-Oriented 2. Committees and Board Participation Ms. Smith distributed a handout with the roles and responsibilities and assignments. Board members were requested to send any revisions to Ms. Smith.

3. Elementary Field Rehab Contractor Proposals Ms. LaBerge reported that there were four site visits and one contractor declined to bid. Ms. LaBerge reviewed the bids. Ms. LaBerge recommended that the field be top-dressed as soon as the students are out for the summer, and that Clint Bott and Justin Watanabe will perform this job. Mr. Linton moved that the Board enter into a contract with Performance Construction not to exceed $120,000. Mr. Linton seconded the motion. The motion passed unanimously. It was noted that the neighbors would be contacted with the construction schedule and be made aware that the field may not be accessible for a period of time.

4. Recommendations for Process to Elect Officers Ms. Berg proposed to the Board that the Policy & Governance Committee look at this process. It was suggested that members who are interested in a specific position will announce their interest and qualifications.

5. Board Approval of Candidate Questions for Election Ms. Smith presented the candidate questions. Ms. Smith reported that their recorded responses would be three to four minutes, and also be available in written form. These were revised. Ms. Berg moved that the Board approve the Candidate Questions for Elections as amended. Mr. Linton seconded the motion. The motion passed unanimously.

6. Debriefing of Board Agenda and Action Items These items were reviewed and revised.

V. Miscellaneous Board Items A. Approval of Minutes 2/21/17 Mr. Linton presented the Minutes of 2/21/17. Revisions were made. Ms. Berg moved that the Board approve the Minutes of 2/21/17 as amended. Mr. Grell seconded the motion. The motion passed unanimously.

Ms. Berg moved that the Board go into Executive Session at 11:35 p.m. for the purpose of Personnel Issue C.R.S. 24-6-402(4)(f). Ms. Grantham was invited into the session. Mr. Linton seconded the motion. The motion passed unanimously.

VI. Executive Session

5 Ms. Grantham left Executive Session at 12:22 a.m. Ms. LaBerge moved that the Board exit Executive Session at 12:41 a.m. Mr. Linton seconded the motion. The motion passed unanimously.

VII. Adjournment Mr. Grell moved that the Board adjourn at 12:41 a.m. Ms. Berg seconded the motion. The motion passed unanimously

Respectfully submitted,

Shelly Cohen, Clerk Jefferson Academy Board of Directors