September 2013 Board of Trustees Work Session Minutes

Nov 1st, 2013

Board of Trustees Work Session Minutes

Monday, September 16, 2013

Dale R. Fair Babson Park Elementary (Media Center)

3:30 PM – Agenda


Trustees Present: Chair Keith Wadsworth, Terry Fasel, Cassandra Denmark, Jimmy Nelson, Betty Wojcik, Cindy Landen

Staff Present:  Superintendent Jesse Jackson, Richard Columbo, Paula Alford, Marie Cherrington-Gray, Elizabeth Tyler, Kenneth Henson, Barbara Jones, Anuj Saran, Damien Moses, Jennifer Barrow, Gail Quam, Frances McMichael, Denise Moss

Others Present: Brenda Brader, Nancy DiSalvo


I.          CALL TO ORDER                                                          Jesse Jackson, Superintendent

The meeting was called to order at 3:45pm.


  1. II.                FINANCIAL REPORT                                         Richard Columbo, Staff Accountant
    1. A.                Audit Presentation:  2012-2013         BKHM, P.A.                                 Nancy DiSalvo 

Our Staff Accountant Richard Columbo introduced our Auditor Nancy DiSalvo.  Audits  completed the end of June for all six schools.  We are required to provide the Board general information on BKHM responsibilities.  This is included in the packet you received.  The engagement letter was received March 2013.  We have a new acting policy on the format of the financial statements.  Compensated absences reviewed.  No sensitive disclosures this year.  The management representation letter was discussed – this is open and honest from the information you provided us.  There was a repeat deficiency from last year Fixed Asset reconciliations where there are some discrepancies in the detail records.  Trustee Fasel:  What’s your guidelines for regular reconciliations?  Ms. DiSalvo:  Monthly

Staff Acct. Columbo:  We are going back to old files and matching things up – it’s the older years where the problem is.  Current years are fine.  Reconciliations of Fixed Assets are done on an annual basis.

Ms. DiSalvo:  You have received the consolidated statements for all six schools.  Total assets is $12.7M.  Total liabilities $8.1M.  Fund balance – non spendable for pre-paid expenses (ex. food service).  Charter requires a minimum of 3%.  Your system has a minimum 15% overall.  Bok did not meet the 5% minimum.  Trustee Fasel:  Your interpretation of 3%?  Ms. DiSalvo: The Charter Laws still has to be met for all schools. You are pretty healthy in fund balance -  large cash your balance sheet.  In the long term work on reducing debt and bringing Bok Academy up.  Trustee Nelson:  Do you audit  other Charter Schools?  Ms. DiSalvo:  It’s hard to compare you because you are the only Charter System in the state of FL.  I however did do some research on similar Districts – reviewed the report with us.  Principal Henson:  During our renewal process our fund balance was under 12%.  Superintendent Jackson:  We decided to not make ourselves vulnerable a few years ago to budget cuts.  We pursued a greater than 3% mentality.

Ms. Di Salvo:  In our Federal Program Audit for Food Service – no findings this year.  Charter Compliance for Federal Programs – nothing to report.

Trustee Wojcik:  Food service not charging?  Principal Henson:  Fl is participating in a pilot program for free breakfast and lunch in all four of our Elementary Schools.  Trustee Nelson:  What is the basis for this program?  Principal Henson:  This is a Federal program for all Districts with 50% or more free/reduced lunch.  Superintendent Jackson:  Given the student population that we serve this works.  As a Charter we got a private contractor SLA for our food service and it works.  Chair Wadsworth:  Do we no longer do applications for food service.  Not for the Elementary schools.  Trustee Wojcik:  What happens with meals when they go to Bok?  Principal Henson:  The parents have to complete an application to qualify for free/reduced meals to receive it at that time.  If not, they will have to pay.  Trustee Fasel:  Teacher continues to do active research which has shown a strong correlation between student achievement and their daily meals or lack thereof.  Superintendent Jackson:  Children not eating at home have been a big issue.  We continue to work with parents and students regarding eating healthy meals.  Principal Henson:  Pre-K meals – we are currently working with the state on receiving a sponsorship.                                                         

  1. B.                 Monthly Financials

Capital Outlay received $45,000 the end of last week.  Local revenues tend to lag.  Internal revenue goes through the schools.  New Fund Balance will show when the financial statements have been completed for next month.  Trustee Fasel:  We have three schools a little low with their enrollment numbers.  Staff Acct. Columbo:  Movement going on at Babson Park, Janie Howard & Bok.  We received B Street funding last week.  Transportation:  Allocation not transferred yet – very little revenue so far.  Summer Food Service:  For the first seven days in August Babson Park & Polk Avenue generated revenue.  The shortfall for the month was $27.00.  Regular Food Service:  We show ten days of operation.  The budget is set early.  Budgeted breakfast reimbursement adds to our bottom line.  A la carte has been very strong.  Federal Programs:  We will get reimbursed after September as they grow.

  1. C.                Personnel Changes

Please review and advise any changes/corrections.  This will be presented for your approval in the Board Meeting.


RFP:  Last Wednesday the RFP for Bok loan was sent out.  They have a thirty day window.  We had a few questions from the banks.


*** In the essence of time and out of respect for the award recipients we will move the below items to the Board Meeting:  Attorney’s Report; New Evaluation; Principals’ Updates; Other Business.


  1. III.             ATTORNEY’S REPORT                                            Robin Gibson, General Counsel
    1. A.    Litigation Update
    2. B.     Updated Bylaws

Presented for review and approval at the September 16, 2013 Board of Trustees Meeting.


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

Presented for review and approval at the September 16, 2013 Board of Trustees Meeting.




  1. B.     NEW EVALUATION SYSTEM                         Daniele Shick, Asst. Principal

Presented for review and approval at the September 16, 2013 Board of Trustees Meeting.  This will be presented at the Board Meeting.     



This will be presented at the Board Meeting.


The October Board of Trustees Work Session and Board Meeting will be October 21, 2013 at Janie Howard Wilson Elementary.  The Work Session will begin at 3:30 PM and the Board Meeting will begin at 5:00 PM.




  1. VI.             ADJOURN

Meeting adjourned at 4:55pm.

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