Jan 14th, 2013

Board of Trustees Work Session Minutes

Monday, October 15, 2012

Janie Howard Wilson Elementary

3:30 PM

Those Present:  Co-Chair Keith Wadsworth, Dr. Terry Fasel, Betty Wojcik, Cheryl Garnett, Kristine Shollenberger, Pat Cain, Danny Gill

Staff Present:  Superintendent Jesse Jackson , Brian Fisher, Kenneth Henson, Chris Reams, Gail Quam, Debbie Hunt, Barbara Jones, Jennifer Barrow, Julio Acevedo, Angela Heyward, Steven Whitaker, April Barnhardt, Marie Cherrington-Gray

Others Present:  Robin Gibson,Cassie Jacoby,Phil Attinger

I.          CALL TO ORDER                                                          Jesse Jackson, Superintendent

Superintendent Jackson called the October 15, 2012 LWCS Board of Trustees Work Session meeting to order at 3:47 PM.

1. II.                FINANCIAL REPORT                                                                      Brian Fisher, CFO
   1. A.                Monthly Financials
   2. B.                 Personnel Changes
   3. C.                Audit Finding 2012
   4. D.                Procedure change in response to Audit Findings for Free/Reduced Meal Applications. 

CFO Fisher advised the balance sheet cash has increased +$388,000 – ending September 30^th – the lion share coming from the General Fund.  Accounts receivable is +$105,000 – compared to August – much from the NSLP.  Account payable increased +$283,000. October – United Health Care Insurance invoice is the driver of the increase over last month.

Transportation – Hillcrest transportation revenue is running ahead due to the PCSB paying based on last year’s FTE numbers and not updated FTE numbers.  Brian contacted the payment office to adjust it downward.  Gifted donations running behind – once we complete the gift agreement with the schools we will receive the first installment from the donor.  Pre K running behind due to the month of August being a short month for client activity and a full month of expenditures – August was a bridge month.  Transportation – not enough data to prepare a chargeback to the schools for 1Q transportation until we finish with the transportation survey, likely in December 2012.  Elevated Purchase Service expenditures under admin site are the result of the new network – there will be a certain amount reimbursed on the revenue side from E-rate.  Supplies/Materials – some school expenditures are running in advance of their budget for the first three months of the year.  Bok Academy – Floating Classroom project is causing the capital outlay expenditures to run in advance of the budget – this project is reimbursable from the Foundation.  FTE side – +100 students ending September 30^th – good news.  FEFP ended last Friday – we will have these numbers soon.

Trustee Fasel:  Enrollment for Hillcrest transportation is more than what was expected.  What is the cap for Hillcrest?  Interim Principal Barrow – 751 – maximum capacity.  Superintendent Jackson: Eligibility is based on the two mile rule.  We have a lot of courtesy riders.  This could be a liability if we are not careful.

Subsidiary Schedule:  Principal Quam – VPK in January – we are addressing the numbers now.  The Foundation has a few expenses.  Superintendent Jackson: Individual school numbers are different.  Finance is based on the school’s FTE number.  The school must make adjustments to programming, personnel, staff etc.  Adjustments have to be made if not we are operating in a negative budget.  Polk Avenue had to make decisions and adjust their budget.  Principal Quam:  CFO Fisher and I worked on this.  Trustee Wojcik:  Is there a reason why this is down?  Principal Quam:  We have a very mobile population.  Superintendent Jackson:  Lot of families with high issues.

CFO Fisher:  ROTC Program – reimbursements are running behind from PCSB and by year end we will receive the dollars.  Homeless Program Title 1 Part C – we are three months ahead of schedule this year in all aspects of the federal programs.  Food Service net change – still a positive balance.  Commodities are above where we were last year.

Co-Chair Wadsworth:  Good work Principal Henson!  Principal Henson:  This was done by all Administration – teamwork!  We are really happy.  Superintendent Jackson:  Students are happy, they are eating the food!

CFO Fisher:  Personnel changes:  Will be voted on at our Board Meeting later today.

Medical Rebate:  209 eligible employees – average refund is $24.85, with a high of $77.36.  Checks were cut for employees with a $5 refund or more.  This also included former employees that were due a refund.  Audit Review:  Reconciliations are up to date through August 30^th.  We have contacted local colleges in an effort to possibly recruit a business student to assist us in the Finance area.  We are going to be doing quarterly internal audits to address the food service finding outlined in the audit.  Debt:  We are still going through the formal process with the Bank of the Ozarks.  Superintendent Jackson:  When we receive the letter, will it include those items or any additional items.  CFO Fisher:  These are non-monetary items – our payments are up to date.  Trustee Fasel:  Does Principal Henson oversee all of these applications.  CFO Fisher:  There is a designee at each school.  Trustee Fasel:  Who ensures the rules are being followed?  Principal Henson:  I am in charge of checking behind the schools, usually a random sample.

1. III.             ATTORNEY’S REPORT                                            Robin Gibson, General Counsel
   1. A.    Litigation Update

General Counsel Gibson received a call from the State Attorney’s Office – Ed Bolin attended one of our meeting – lodged a Sunshine Law complaint:  1. Our notice of our meeting advised we start our Work Session at 3:30pm and our Board Meeting at 5:00pm or after the Work Session has ended.  He attended one of our meeting and it was over shortly after 5:00pm.  2. He sat in the 3^rd row and could not hear what was going on.  The State Attorney advised this was not a violation of the Sunshine law.  General Counsel Gibson wrote a letter to Superintendent Jackson and sent a copy to the State Attorney’s Office and also Ed Bolin in ref to these concerns.  We also addressed if we still want to have the meeting at all the schools or at one location to ensure we also have a sound system throughout the meeting.

We have two issues with the District that we have had no success: 1.  IB International Baccalaureate Program at the High School – All IB Programs should have access to the

student information in the Polk County System.  Students have received letters from the other IB Programs and not Lake Wales (received letters from Bartow & Haines City).  LWHS asked for access to these records – they advised us we were unable to receive this because we were a Charter School.  We pay and administrative fee for access to the student information system in the District the Charter School is located.  2.  Athletic Eligibility – All schools in the County are assigned attendance zones.  The athlete has to live in the attendance zone that he/she plays for that High School.  When LWHS became a Charter School – serves its original attendance zone – we are a conversion Charter School.  After we serve everyone in our attendance zone we then serve those outside of our zone.  Collegiate High School – students attend their last two years to earn college credits.  Few are athletes and there are no athletic programs at the Collegiate High, the students play for their High School.  This is called the Tim Tebow rule – he was home schooled.  Kids at the Collegiate High are being assigned to play for Bartow High School.  These students do not want to play for Bartow they want to play for Lake Wales because they are from Lake Wales and they don’t really know anyone in Bartow.  We had a tennis player last year – 2/3 of the year went by and then they finally approved it.  Now we have a cross country runner and a swimmer that’s not being allowed the opportunity to play sports for Lake Wales.  The Polk Charter School Association – we are supposed to receive funds and be funded like everyone else.  Robin will talk with the Tampa Attorney to avoid litigation.  We need to educate our students instead of litigate.

1. IV.             SUPERINTENDENT’S  REPORT                                            Jesse Jackson, Superintendent

1. A.    MINUTES:  September 17, 2012 BOARD OF TRUSTEES WORK SESSION AND MEETING MINUTES

Presented for review and approval at the October 15, 2012 Board of Trustees Meeting.

1. B.       PRINCIPALS’ UPDATES

Bok Academy – Assistant Principal Debbie Hunt

STEM Week – October 23 – 25 – invite VIP’S.  Floating classroom is set to arrive Friday, October 36^th.  We had six students in the chess tournament.

Polk Avenue – Principal Gail Quam

Workday at Polk Avenue is Saturday with the students and their families.    Reading Night with Dr. Culyer. Football team and the cheerleaders are getting ready for the Turkey Tournament in November. ESOL Tutoring is coming soon.  Good Shepherd and Wayside church is working with Polk Avenue with their backpack program.  Chess Club should start within the week.  Election Day at school is also coming up.

Hillcrest Elementary – Interim Principal Jennifer Barrow

Applause goes to the leadership team who has been working really hard on the 15 year Charter Renewal.  It has really paid off working as a team – the last document was received recently.  The deadline has been extended to November 19^th – we will hand deliver all 15 copies soon.  Thanks to Bok Academy for sharing the copy of their renewal.  State Reporting begins in November.  Good News Club is ready to go – students has to get approval from their parents.  This is a faith based club through the Presbyterian and 1^st Baptist.  Our 1^st Annual Turkey Football Jamboree is November 13^th at Legion Field.  We have a great chess team – Mr. Fowler is leading the team.  Etiquette Training is in full swing – Mr. Jackson stopped by to see the students.  Outdoor Opening is November 2^nd.  Spelling Program – Gail and Donna involved also; Appears to be a shift in grades this year – not A’s but B’s.

Superintendent Jackson:  The Charter Renewal is a 73 page per document and each school has 15 documents.  The District should do this electronically and not continue to waste paper.  They normally just review one section – why use so much paper for one section.  Trustee Fasel – appears to be the culture of this office.  Interim Principal Barrow – would like to thank Brian and Rich for assisting on this project.  Trustees Wojcik and Fasel mention the Turkey Art Project at our local Winn Dixie store.

Janie Howard Wilson Elementary – Principal Barbara Jones

The Charter Renewal process has had team days and they meet at the High Scholl to work on this project; Asst. Principal Hunt:  Thanks to Donna and her staff for their assistance and allowing them the opportunity to use the High School for the meeting;  It has been a team effort – thanks to Steven and the entire staff.  Thanks to Brian also for his assistance.  Each renewal has a business plan – there is a 15 year projected budget – hats off to Brian.  JHW has partnered with High Point Church – we are very thankful for their support of the JHW Backpack Program.  Pastor Hilligoss is very supportive.  Exploration Station – October 25^th – Great job Mr. Whitaker!  STREAM – Green Team, Art, Dance, Technology, Journalism, Etiquette, Chess & Football – We are excited!  Teachers are leading the way on the chess club.  Parent assisting is a dance instructor and also owns a dance school.  Superintendent Jackson:  What time are the programs?  Principal Jones advised they programs are after school and they end at 4:30pm.

Lake Wales High School – Assistant Principal Chris Reams

FCAT make up is here – the High School has 268 students for Math and Reading.  Wednesday – Test 405 PSAT – AP Courses & National Merit Scholarship.  Homecoming was great, we had no discipline issues.  We have stepped into renewal and SACS accreditation process – the entire staff is pretty busy.

Babson Park Elementary – Principal Kenneth Henson

Pro-Kids tomorrow – character building.  Thursday is parent day for the 3^rd graders.  Picnic Lunch is Friday with the students.  Saturday is the Fall Carnival.

1. C.     CAPITAL CAMPAIGN                                Robin Gibson, Foundation Chair
   1. 1.      100% Campaign
   2. 2.      Lake Wales Charter Schools Expo

Every High School student has an IPAD 2 – this comes from the Foundation – our community.  We will be doing the 100% Campaign – we want the folks within the system to show they are committed with the 100% campaign.

The EXPO is our big coming out party – we report to our community – everyone in our system is behind what we are doing.  The flyer and the pledge form with a payday candy bar has been delivered to all employees.  Folks who are already on payroll deduction – this counts towards the 100% Campaign also.  EXPO – Folks admire what we do.  LWHS and our other schools – this is our opportunity to show the community what has taken place since the last EXPO.

1. D.    NEXT MEETING DATES

The November Board Work Session and Board Meeting will be November 12, 2012 at Polk Avenue Elementary.  The Work Session will begin at 3:30 PM and the Board Meeting will begin at 5:00 PM or immediately following the Work Session.

1. V.                OTHER BUSINESS FOR THE GOOD OF THE CAUSE

Teacher Pay was brought up by Trustee Kristine Shollenberger

I have received emails and had questions from others in reference to an increase in the teacher pay.

CFO Fisher:  We have lost $6-$7 FTE funding per student.  Last year we had an employee premium Holiday.  This year there was no premium holiday and the cost of our health insurance did not increase for employees.  This year we are in a favorable position in our increased enrollment.

Superintendent Jackson:  We cannot compare ourselves to the County.  Our insurance packet is much better.  We must look at the full package.  I strongly believe we somehow have to provide something for our teachers.  We must come up with a way to fund this.

Trustee Wojcik:  We remain competitive but the last few years the County had issues and we have not had any of these issues.  We can possibly take a look at their plan and come back with a recommendation to do something if the dollars are there.

Superintendent Jackson:  We have had facility issues and we continue to pay for these issues.  Ex: Bok Academy has had AC, roof leak, etc.  We cannot go into the tax payers dollars to pay for this.  This comes out of our FTE dollars.  With all that said we have to make some type of commitment to our staff.

Trustee Betty Wojcik:  I agree, we are all committed to our staff.

Trustee Pat Cain:  They are most important and we have to take care of our staff.  CFO Fisher please scrub the budget and see what we can do.  Comparisons will be made whether we like it or not, so we should try to do our best.

CFO Fisher:  We have 100+ new students – we need to be able to keep them for the Fall and the Winter – these are key elements.  We can possibly get some dollars if we are recognized as a High Performing School System.  We have submitted that paperwork to FDOE and now we are waiting to hear back from them.  It will be around $80,000.

CFO Fisher:  We had a Premium Holiday last year – $300,000.

Foundation Chair Gibson:  Our finance is open – complete disclosure.  Central Staff is as lean as it is to get more money in the classrooms.  The District has a union and we have never had this.  Leadership and teachers convey how hard it is communication is important.  We are all pulling together for the same thing.

CFO Fisher:  We have done bonuses, 1% base etc.  in the past.

Superintendent Jackson:  Would like to extend an invite to Trustee Shollenberger for the Finance Committee meeting in November.

Trustee Fasel:  Would like to have a report at our next meeting.

Superintendent Jackson:  We need to have a framework at our next meeting for teachers and staff.

Superintendent Jackson:  Principal Selection Committee documents have been sent.  Trustee Fasel:  Are parents a part of the process?  Superintendent Jackson:  A parent is also on the committee.  Superintendent Jackson advised we will go through the handouts he provided at our Board Meeting.

1. VI.             ADJOURN  Meeting adjourned at 5:33 pm

Respectfully Submitted:

Marie Cherrington-Gray, Corporate Secretary

Board Approved:    November 12, 2012