NOTICE OF PUBLIC MEETING of the Board of Directors of Kamalani Academy Notice is hereby given that the Board of Directors of Kamalani Academy, a public charter school, will conduct its public meeting on February 22, 2018, beginning at 6:00 p.m. at 1403 California Ave, Wahiawa, HI 96786. The public is invited to attend. Attached hereto is an agenda of all items scheduled to be considered. Unless otherwise stated, the Board Chairperson may 1) take agenda items out of order; 2) combine two or more items for consideration; or 3) remove an item from the agenda or delay discussion related to an item. Reasonable efforts will be made to assist and accommodate physically handicapped persons desiring to attend or participate at the meeting. Any persons requiring assistance is asked to contact Stacy Takekawa at (808) 203-2992 ([email protected]) at least two days prior to the meeting so that arrangements may be conveniently made. Public comment may be limited to three minutes per person at the discretion of the Chairperson. 1 AGENDA February 22, 2018 Meeting of the Board of Directors of Kamalani Academy (Action may be taken on those items denoted “For Possible Action”) 1. Call to Order and Roll Call. (For Possible Action.) 2. Public Comment and Discussion. (No action may be taken on a matter raised under this item of the agenda until the matter itself has been specifically included on an agenda as an item upon which action will be taken.) 3. Review and Approval of the Minutes of the January 25, 2018 Board Meeting. (For Possible Action) 4. Mahalo and Aloha to Board Member Mike Turman (For Discussion) 5. Nomination and Election of Board Treasurer (For Possible Action) 6. Pre-K Director’s Report (For Discussion) 7. Principal Report (For Discussion) 8. Review and Approval of Fencing Contractor (For Possible Action) 9. Discussion and Possible Action Regarding the Continuation of the Pre-K Program (For Possible Action) 10. Review and Approval of Kamalani Academy’s 2018/2019 School Calendar (For Possible Action) 11. Financial Update and Treasurer Report (For Discussion) 12. Management Report (For Discussion) 13. Foundation Board Update (For Discussion) 14. Ryan Reeves’ Principal Summit Presentation (For Discussion) 15. Discussion and Possible Action on Interim Guidance for Interactions between the Governing Board and the School (For Possible Action) 2 16. Review of DOE Emergency Procedure Guide, Emergency Plan Template, and Shelter-in- Place Guidance for Ballistic Missile Threats (For Discussion) 17. Discussion and Status Update Regarding Strategic Planning (For Discussion) 18. Discussion Regarding Interim Guidelines for the Use of Kamalani Social Media (For Possible Action) 19. Report on New T-Shirt Vendor (For Discussion) 20. Report by the Academic Committee (For Discussion) 21. Report on NHEP Grant and Curriculum Planning (For Discussion) 22. Public Comments and Discussion. (Action may not be taken on any matter brought up under public comment until scheduled on an agenda for possible action at a later meeting.) (For Discussion.) 23. Adjournment (For Possible Action) This notice and agenda has been posted on or before the sixth day before the meeting at the following locations: (1) Kamalani Academy Website. (2) Kamalani Academy – 1403 California Avenue, Wahiawa, HI 96786 3 KAMALANI ACADEMY Supporting Document Meeting Date: February 22, 2018 Agenda Item: 3 – Approval of Minutes of the January 25, 2108 Board Meeting Number of Enclosures: 1 SUBJECT: Approval of Minutes X Action Appointments Approval Consent Agenda Information Public Hearing Regular Adoption Presenter (s): Board Recommendation: Proposed wording for motion/action: Move to approve the minutes of the January 25, 2108 Board meeting. Fiscal Impact: N/A Estimated Length of time for consideration (in minutes): 2-3 minutes Background: A Board meeting was held on January 25, 2018. As such, the minutes will need to be approved. Submitted By: Staff 4 MINUTES of the meeting of the BOARD OF DIRECTORS of KAMALANI ACADEMY January 25, 2018 The Board of Directors of Kamalani Academy held a public meeting on January 25, 2018, at 6:00 p.m. at 1403 California Ave., Wahiawa, HI 89786. 1. Call to Order and Roll Call. Board Chair Ku’uipo Laumatia called the meeting to order at 6:09 p.m. with a quorum present. In attendance were Board members Ku’uipo Laumatia, Tuisamau Alailima, Steve Davidson, and Daphne Gasilos (via telephone). Member Kalani Fronda, VerlieAnn Malina-Wright, and Mike Turman were not present. Also present was the Community Ohana Liaison Anelalani Livingston-Sturge, Joanne Reid from Queen’s Health Systems, and Principal Jeff Vilardi (via telephone); as well as Academica representative Stacy Takekawa and Carlos Segrera (via telephone). 2. Public Comment and Discussion Anelalani Livingston-Sturge addressed the Board and reviewed her background; adding that she was the new Community Ohana Liaison for Kamalani. 3. Review and Approval of the Minutes of the December 6, 2017, Board Meeting. Member Davidson moved to approve the December 6, 2017, Board Meeting. Member Alailima seconded the motion, and the Board voted unanimously to approve. 4. Strategic Planning Meeting Debrief Member Davidson stated that on January 17, 2017, a strategic planning meeting had been held and all stakeholder groups were invited to participate. Member Davidson stated that there was a significant turnout and Joanne Reid facilitated the meeting. Ms. Joanne Reid addressed the Board and reviewed the Stakeholder Input Matrix as presented in the support materials. Ms. Reid then reviewed a PowerPoint presentation that further discussed ways to implement outputs from the strategic matrix. Member Davidson asked why some bullets were in different areas, to which Ms. Reid replied that they were in different places because some of the items were identified during the workshop. Member Laumatia stated that each stakeholder signed up to support the achievement of specific objectives. Discussion ensued in regards to the way items could be organized, developed and implemented. Member Davidson asked what the next steps were, to which Ms. Reid replied that another meeting would be held with those who volunteered; adding that the Board should thoroughly review the matrix and decide which of the items that were suggested by the stakeholders would be implemented. Member Davidson stated that the next meeting would be held on February 8, 2017; adding that an invitation would be sent out on January 26th. 1 5 5. Pre-K Director’s Report Member Laumatia reviewed the Pre-K Directors report as presented in the support materials. Member Davidson asked for an update on the Pre-K location. Principal Jeff Vilardi addressed the Board and stated that there were no leads for another location at this time; adding that if a permanent location was not obtained by June 1, 2018, the Pre-K would have to close. Discussion ensued regarding the future of the Pre-K program. 6. Principal Report Principal Vilardi reviewed the school happenings as presented in the support materials. Member Davidson asked when Academica would create a budget for the next school year. Mr. Carlos Segrera addressed the Board and replied that that Mr. Goodsell would meet with Principal Vilardi within the next month to create a preliminary budget by mid-April and a secondary budget would then be completed by the start of the new school year. Member Laumatia asked for an update on the Board Committees, to which member Davidson replied that the strategic planning process would be the best way to address the assembling of the committees. Discussion ensued in regards to informing stakeholders of meeting dates and the creation of the committees. 7. Financial Update and Treasurer Report Mr. Segrera reviewed the financial update as presented in the support materials; taking note of page 27, which described the budget. Member Davidson asked why the lease was budgeted for 11 months and not 12, to which Mr. Segrera replied that he would get clarification on whether or not it was an error; adding that, if it were an error, he would make the necessary adjustments. 8. Management Report Ms. Stacy Takekawa addressed the Board and reviewed the management report as presented in the support materials. Member Alailima stated that he would check into his resources to help take care of the driveway issue at the church. Member Alailima asked if the church would be satisfied with the driveway being gravel, to which Ms. Takekawa answered in the affirmative. Member Davidson asked if other pest control treatments had been scheduled, to which Ms. Takekawa replied in the affirmative; adding that there was now a month to month contract with a 30-day cancellation clause. Member Davidson asked if the contract needed to go through the procurement process, to which Ms. Takekawa replied that, because the cost was very minimal, she did not believe it would be necessary to go through the procurement process. Member Davidson asked if the railings were under warranty, to which Ms. Takekawa replied that she would look into it. Ms. Takekawa stated that the teachers were concerned about the paint and doors in the building; adding that the contractor stated that he would come out to inspect some of the issues of concern and make the necessary repairs. Ms. Takekawa stated that there was an E- rate application due in February to apply for additional gigabits for the school and to receive reimbursement for internet cost. 2 6 9. Foundation Board Update Member Alailima stated that Donna Rankin was added to the Foundation Board; adding that Member Fronda would contact an additional individual that had expressed interest in joining the Board. Member Alailima stated that he was able to update the bank access; adding that Wendee Hildebrand had been removed and Stacy Takekawa and Carlos Segrera were added to the account.