Tapestry Public Charter School Board Meeting … meeting minutes 6_17_16.pdfTapestry Public Charter School Board Meeting Minutes, 6/17/16, 7:00 pm ... • Create onboarding manual

Tapestry Public Charter School Board Meeting Minutes, 6/17/16, 7:00 pm

3130 Raymond Dr, Atlanta, 30340 Board Attendees: Liz, Amy, Simon, Tricia, Karen, John, Devon, Tonna, Greta, Ann, Fred, Tom, Scott Other Attendees: Candice

1. Call to Order and Welcome (Tonna) Tonna called the meeting to order at 7:04 pm.

2. Approve minutes from 5/16/16 Business Meeting and Executive Session* Devon made a motion to approve the minutes, Suzanne seconded with the edit that the governor’s new funding proposal has not yet been approved (in the Finance section); all approved. Devon made a motion to approve the executive session minutes, Greta seconded, all approved.

3. Public Comment

4. Strategic Plan – VOTE (Greta, Candice)* Greta reported that she incorporated feedback and edits to the strategic plan. Greta made a motion to approve the strategic plan, Devon seconded, all approved.

5. Standing Committee Reports A. Development Committee (Suzanne, Candice)* Suzanne reported that we have submitted a number of grants this year. She will also be getting parents involved as volunteers and donors next year. Suzanne mentioned that we were approved for a site visit from the Grants to Green program from the Community Foundation.

Written report:

May Development Report

A. Candice submitted a number of grant application for capital and operating needs: • Grants to Green (Capital Needs Assessment) • Vasser Woolley Foundation (Capital) • Holly Lane Foundation (Program) • Keller Williams Charity Event Application (Program or Capital)

B. Based on recent connections with key potential funders, we have scheduled a couple of site visits for the fall: Holly Lane Foundation (site visit in consideration of $25,000 grant) and Claire Abreu (Abreu Charitable Trust).

C. Candice is finalizing the 2016-2017 Development Plan and Calendar of Activities, and will share with the board at a future board meeting.

Fundraising Report 7/1/2015 to Present (as of 5/16/2016)

Fundraising Goal (unrestricted, raised) $100,000

Revenue Sources Restricted Unrestricted Total

Foundation Grants*

Raised $979,155 $40,000 $1,019,155

Received $935,710.50 $40,000 $975,710.50

Pledged $43,444.50 - $43,444.50

Corporate Donations

Raised - $5,695.15 $5,695.15

Received - $3,195.15 $3,195.15

Pledged - $2,500 $2,500

Individual Donors

Raised - $29,906.76 $29,906.76

Received - $26,612.62 $26,612.62

Pledged - $3,244.14 $3,244.14

Special Events

Raised - $13,238.62 $13,238.62

Received - $13,238.62 $13,238.62

Pledged - - -

Total Raised (Less expenses) - $8,650.69 $8,650.69

Total Raised (Received + Pledged) $979,155 $88,840.53 $1,067,995.53

Total Received $898,210.50 $81,846.39 $1,018,756.89

% Towards Goal 89%

B. Governance (Greta)

1) Annual disclosure of conflicts of interest and certifications for training and code of ethics* Greta asked board members to fill this out and Amy collected them during the meeting.

2) Governance Committee Annual Report*

Written report:

Tapestry Board of Directors

Governance Committee Annual Report 2016

Accomplishments from 2015-2016 • Strengthened governance structures, including new and revised policies • Bolstered ethics compliance: established policies for conflicts of interest, financial protections, and

ethics • Made major revisions to bylaws that allow for better succession planning and continuity • New procedures for board succession and executive committee selections helped build more effective

governance structures • Met or exceeded requirements related to board training • Developed draft strategic plan that will serve as a foundation document for Tapestry’s future

development and growth • Created better delineation of Board responsibilities focused on governance role and Principal and staff

responsibilities focused on operational role

Objectives for next year • Recruit new board members to replace outgoing members • Create onboarding manual for new Board members • Continue to develop policies to meet the governance and operational needs of the school • Continue to transition operational responsibilities to Principal and other school staff

Challenges and considerations • There is a need to ensure that staff and student policies are effectively communicated to staff and

parents and that they have access to relevant policies

3) Election of new members/re-appointment of returning members (slate attached)*

Devon, Amy, Simon and John are proposed to return for two years; Greta for one year. Suzanne made a motion to approve the proposed slate, Tonna seconded; all approved except members on the slate who abstained.

Slate:

Candidates for Board membership (Annual Meeting June 2016) The Governance Committee would like to recommend the following candidates for Board membership for the terms specified. Candidate Status Term Amy Windom Hilton Returning Board member 2016-2018 Devon Christopher Returning Board member 2016-2018 John Graham Returning Board member 2016-2018 Simon Huebner Returning Board member 2016-2018 Greta Massetti Returning Board member 2016-2017

4) ADA Policy - revision*

Devon made a motion to approve, Greta seconded, all approved. 5) Leave abuse policy – new*

Devon mentioned that Robin has developed a process for tracking leave next year. Devon made a motion to approve; Greta seconded, all approved.

6) Executive committee elections: July Board meeting This will be voted on during the July board meeting.

C. Academic Excellence Committee (Ann) Devon asked if the committee was reviewing proposed schedules with Barbara. Ann said that there was and that Barbara uses the committee in a consultative role re. scheduling. Devon mentioned that she made a master list of deadlines for tracking through next year. Written report:

Tapestry Board of DirectorsAcademic Excellence Committee Annual Report 2016

Accomplishments from 2015-2016

• The Committee worked closely with Principal Barbara Boone to assist her in accomplishing all the following:

• Designed high school curriculum, including selection of AP course (beginning with World History), career pathways, and foreign language (Spanish).

• Scheduling of all core and elective courses. • Received training on CCRPI. • Worked to identify appropriate instruments for high school as universal screener and progress

monitoring. • Worked to identify what personnel are needed to provide administrative support. • Worked to identify teaching positions needed. • Identified areas of academic need and resulting teaching positions. • Ensured identification of highly qualified teacher status for the school. • Conducted a foreign language preference survey. • Worked on differentiating types of reading and academic problems students may exhibit, with an

emphasis on students with low comprehension, and begin to determine what approaches are most helpful for each group of learners.

• Examined results of a sample of 6th graders’ informal reading assessments to better understand the types of difficulties we deal with.

• Designed solutions for credit recovery. • Worked toward defining and explicitly describing our co-teaching model. • Consulted on professional development opportunities. • Familiarized ourselves with Emily Rubin’s program so as to understand the social communication rubric

and the role of the coaches. • Began to address the complex area of accommodations and modifications, and identifying students’

needs in relation to these.

Objectives for next year • Continue curriculum development for grades 10, 11 and 12. • Introduce MAPP and learn to make use of universal screening and formative assessment for

instructional decisions. • Assess our degree of success with credit recovery. • Continue work on understanding the types of difficulties students may have with the curriculum, and the

accommodations and modifications that need to be put into place. • Continue work on understanding the various contributions to the aforementioned difficulties, such as

difficulty with decoding and/or comprehension, and cognitive challenges. • Continue to develop Emily Rubin’s program within the school.

• Integration of Assistant Principal and Guidance Counselor into the planning and implementation of all school endeavors.

Challenges and considerations • Develop ways to improve and ensure retention of our neurotypical students • We have an extremely wide range of students and a necessarily limited range of courses. • Our % of students with IEPs varies from year to year and grade to grade, but exceeds 50% in many

cases.

D. Partnerships and Outreach Committee (Tonna)*

Karen summarized recent dynamics with the Mercer partnership. Fred summarized some interest that the Marcus Autism Center has in supporting and partnering with Tapestry. Board members expressed support for exploring this partnership more. Tonna suggested that Karen might chair a new ad hoc committee to review research proposals for Tapestry. Karen agreed. Barbara would participate, along with Tonna and Greta, and Ann will consider it. Devon made a motion to approve this new ad hoc committee, Ann seconded, all approved.

Written report: Partnerships and Outreach Committee (Tonna reporting)

With Emily Rubin, students from the Paideia School visited Tapestry at the end of May. They came as part of

a course Emily and Ami Klin are teaching on autism and the social brain to Paideia high school students. The

visit was wonderful, and the schools will be looking at ways to partner so that students can learn from each

other.

Ami Klin also reached out to Tonna about the Educational Science Research Core that he hopes to launch this

summer, something first discussed when he visited Tapestry earlier this year. His idea is to involve Emily,

Tapestry, the Marcus Foundation, and several other people and assets. Fred will share more about the

philosophy and general ideas behind this effort. Related, we also discussed during the Partnerships

brainstorming at our board training the need for an Education Science Committee at Tapestry. This could

include Karen, Tonna, and Barbara from the Partnerships Committee and Greta and Ann if they are willing.

The committee would look at new research proposals that come to the school and make recommendations to

the board regarding them.

Tapestry Board of Directors

Partnerships and Outreach Committee Annual Report 2016

Accomplishments from 2015-2016 1. Strengthened existing partnerships:

• The Alliance Theatre • Marcus Autism Center/Emily Rubin/Ami Klin • Mercer University • Georgia State University

• Carol Taylor (Occupational Therapy) • Razorfish (Digital Marketing) • Kennesaw State University • Representative Scott Holcomb

2. Engaged new partners: • High Museum of Art • Georgia Tech University • Shephard Center • MARTA Mobility • Representative Pat Gardner

3. Held Outreach Events: • Partners Appreciation Luncheon • Community Outreach Event

4. Initial work on Tapestry Internship Program

Objectives for next year • Cultivate mutually beneficial community partnerships to support Tapestry’s mission • Identify needs in order to secure new partners who will supplement expertise of board and staff • Further develop student internship program • Hold community outreach events throughout the year • Develop a system for evaluating the impact of partnerships

Challenges and considerations • How to reanimate partnerships that have stagnated

E. Finance Committee (Tom)* Tom explained that we are still awaiting funding levels for next year from Dekalb. He is working on a five year budget that will be presented in the July meeting. 1) Paras

Dekalb suggested paying Tapestry for the paras next year vs having them be Dekalb employees. The funding will need to be worked out. They would become Tapestry employees for next year assuming this goes through. It is at Dekalb’s option.

F. Facilities Committee (Devon)* Devon got a quote for raising the wall to the ceiling in the quiet room to reduce noise and will pursue that. We will also replace exit lighting. Devon made a motion to approve the proposed after school policy, Suzanne approved, all approved. The committee would like permission to explore the possibility of selling the playground equipment. Suzanne made a motion to approve that, Amy seconded, all approved. Written report:

FACILITIES FOR BOARD MEETING 6/17/16 The facilities committee met 6/14/16. In attendance were Amy Windom, Scott Logan, Tricia Manning and Devon Christopher

Construction Update: All asbestos abatement has been completed. Final air quality testing should be completed by Friday. Testing in the 8/9 hall has been completed. Window replacement is on schedule and the framing of the new classrooms has begun. Change orders/additional cost to date:

1) Mastic was discovered in the principal’s office when the carpet was removed. Additional cost of abatement and carpet removal $970.00

2) Additional work was required to frame the windows properly. The contractor will absorb some of the cost but anticipates up to 4060 in reserves depending on the condition of the remaining building.

3) Some of the brick needs to be repointed and brick stabilized--cost is unknown at this time 4) Upon removal of the built-in bookcases in the counselor’s office it was discovered that the wall was not

completed. Additional cost to properly finish the wall $550.00 5) The bookcases in the former 6/7 classroom were thought to be built on the raw floor. We discovered

that they were put in after carpet was installed on top of the mastic. Additional cost of bookcase removal/replacement $429.00

6) The IT room needed a barrier between the window and the insulation. Plywood was installed and painted. $270.00

7) The fire alarm conduit runs through a window into the Gym. We need to have that moved by the fire alarm company. ---cost un-known

8) Replace all exit lights with LED-- 9) Replace/repair any emergency lights that aren’t functional-

The HVAC work is completed with the exception of some programming that needs to be finished and some training on operating the system. We’ve essentially shut it off for the summer except in the offices in order to avoid circulating dust through the building. The lighting work is essentially complete with the exception of some exterior lighting and the replacement of the Exit signs. The installation of the cable and phone/intercom system is to begin next week and should be completed relatively quickly. Each teacher will have their own phone and there will be an effective method of communication throughout the building. In addition, the facilities committee approved the building up of the wall between the quiet room and the classroom. This was identified as a priority by Barbara. This will help as a sound barrier. The cost is $1756.00 Amy has been investigating applying for a reimbursement grant from Georgia Power. In all likelihood we are eligible for some reimbursement. If we do receive this we will have additional Woodruff funds available. Tenants Dolce--So far they have not paid rent for May or June. We have a deposit of 1 and ½ months rent so it will turn out to be a wash for the most part. They are to vacate the space on June 30th. Discovering Purpose church vacated on May 31st. Tai-Chi will terminate August 17th. Further rentals: Amy is going to call Kosher Caterers to see if anyone is interested in renting the space. Tricia is going to reach out to her contacts in real estate to determine the best way to market the space. Any rental

will have to be contingent upon obtaining a conditional use permit from the city. Based upon informal conversations this should not be an issue but may take a little time. Additional work unrelated to the Grants The Gym floor will be screened and repaired in July. This cost will be shared with AJA. We will need to plan on doing it one more time during the year (probably over Thanksgiving) as the finish did not wear well. Afterschool Policy: A policy related to afterschool programing is attached. The policy is intended to encourage vendors to provide services while protecting the school and assuring collection of proceeds promised. The facilities committee will coordinate with the PTO and the Principal to ensure consistent practice.---VOTE Playground Equipment: There is some playground equipment on our field that is for much smaller kids. The facilities committee would like to sell this equipment or perhaps work out a trade for a long term parking agreement with one of the neighboring churches.--VOTE GETTING READY FOR AUGUST-- I will do my best to move things into place as the rooms are finished and either Stanley or I finish the floors in each room. We will still need some work days at the end of the summer.(Last two weekends in July). Specifically we will need to get furniture from Suzanne’s storage garage, get it to the school and assemble it for the start of school. Please plan on helping the last two weekends in July if you are able.

Facilities Committee Annual Report 2016

Accomplishments from 2015-2016 • ThebuildingpurchasewasfinalizedJune30th;thefacilitywaspreparedforschooltobegininAugust.• Theroofwasreplaced.• Custombuildoutcompleted.• LEDlightswereinstalledtoreplacefluorescentlightsthroughoutthebuilding.• HVACwascentralized.• Electricalwasupgraded.• Constructionhasbeguntoperformwindowreplacementandasbestosabatementaswellasminorconstruction

forthe2016/2017schoolyear.• Buildingwasbroughtintocompliancewithhealth,safetyandfirecodes.• AHERAinspectionwascompleted,abatementandmanagementplanwasdevelopedandstaffweretrainedon

compliance.

Challenges • The building had fallen into disrepair and non-compliance in several areas due to deferred maintenance

and failure to adhere with inspection guidelines and other code requirements by prior owner. Economic challenges will continue to pose an obstacle to enhancements to the space but should be sufficient to ensure maintenance and needed repairs.

Goals for 2016-2017 • Increase revenue through rental income opportunities. Continue to capitalize on grants and available

resources to improve the efficiency and aesthetics of the building and surrounding property.

6. Other Reports

A. Principal’s Report* Written report: StaffingAs you know, we had many positions to fill. So far we have filled the following positions:

• Guidance Counselor – Hydi Klamin • Visual Arts Teacher – Sonja Fasin • Spanish Teacher – Brian Strickland • Grade 6 ELA/Social Studies – Paige McGaughey • Grade 7 ELA/Social Studies – Ashley Bernardo

We are working on the second interview for:

• Grade 6/7 Science • Computer Science

Sent a job offer for:

• Special Education Co-Teacher – Gayle White Still need to be hired:

• Special Education – High School Special Day Class • Assistant PE teacher • High School Science • School Counselor • Nurse

When I get back, I will work on getting the open positions filled. CCRPI We received our CCRPI report for 2015. I’ve attached the parent letter that we will be sending out in July. Gifted Program for Middle School One of my goals for this year is to support our high achieving students at the middle grades. This goal has two objectives. One is to create an actual “program” for gifted students. Our assistant principal, Matt Tyson, is researching programs this summer. When I return, we will work with staff to develop a gifted program that meets the needs of Tapestry students. The second objective is to have as many of our teachers as possible certified to work with gifted students. Two of the teachers we lost this year both had gifted endorsements. Our new 6th grade ELA/Social Studies teacher has a gifted endorsement. I intend to have teachers at both the middle and high school enroll in a gifted endorsement program in the fall. Parent Handbook, Staff Handbook, and Student Supports Handbook One of the frustrating aspects of this year for parents, staff, and students, was not having a document that outlines policies and procedures at Tapestry. Matt and I will create a series of handbooks to assist everyone in understanding how things work at Tapestry.

The parent handbook will contain information about our website, Infinite Campus, grading policies, attendance policies, and other vital information. It will be a document that parents can go to for help when they have a question about how we do things at Tapestry. The staff handbook will contain some of the information from the parent handbook, but will have additional information such as leave policy, staff attendance policy, and staff development procedures. Dekalb is revising it’s Student Code of Conduct. According to Dr. Green, the current handbook is too focused on punishment and not focused enough on restorative policies. Regardless, Tapestry will have it’s own Student Supports Handbook that will work in conjunction with the Code of Conduct. Our handbook will assist us in looking at behavior as means of communication, rather than an action that needs to be extinguished. We will go through PSAT Thanks to the work of our new guidance counselor, we have been approved by the College Board to administer the PSAT in the fall to our tenth graders. Lesley Tucker and Hydi are working this summer to provide accommodation information to the College Board.

B. Salary Sub-Committee (Liz)* Liz explained some initial thoughts of the sub-committee including creating a stepping stone leveling for 0-2 yr teachers. Amy expressed some concerns about lowering starting salary for 0-2 year teachers. This will be discussed more in the August meeting.

Written report:

TapestryPublicCharterSchoolTeacherSalarySubcommitteeMeeting

Monday,May23,20164:00PM–5:30PM

BoardMembersPresent:BarbaraBooneTomCarneyLizDavisMeetingNotes:OnMonday,May23,theTeacherSalarySubcommitteemetforthefirsttimetodiscussteachersalariesatTapestryPublicCharterSchool.TheSubcommitteefeelsitmaybenecessarytorevisethePayTable,butagreesthatisalong-termgoal(1yearproject).Inthemeantime,theSubcommitteewouldliketosubmitthefollowingsuggestions/nextsteps,forBoardapproval:1.ReviseYears0-2ofthePayTable,tocreatedifferentpayratesforemployeeswith0,1,or2yearsofexperienceversusaflatfeeforemployeesthatfallwithinthatrange(0-2years).Teachersreceivea2.5%increaseallotheryears,outsideof0-2.Oursuggestionisto“backout”thePayTableasoutlinedbelow:startwith$38,000for2years’experience,andbackoutthesalaryby2.5%for1yearofexperience,followedby0yearsofexperience.

PayTableCurrentlyReads: WeSuggestItReads:YearsofExperience Bachelor’sand

CertificationYearsofExperience Bachelor’sand

Certification0,1,2 $38,000 0 $36,169

1 $37,0732 $38,000

*Note:allcolumnsofthePayTable(Bachelor’sPlusBonus,Master’sandCertification,Master’sPlusBonus,Specialist,Doctorate)wouldneedtobeupdatedaccordingly.2.Createprotocolaroundannualraisesand/orbonuses.Suggestedlanguage:AtthediscretionofthePrincipalandtheGoverningBoard,teachersmayreceiveanannualraiseorbonus.Araiseorbonusdoesnotimpactoralterateacher’spositiononthePayTable.Forexample,ateacherwith4yearsofexperienceandaBachelor’sPlusBonusearns$40,424.Ifthatteacherisgranteda2%bonus,he/shewouldearnanadditional2%($808.48)thatschoolyearonly.Thenextschoolyear,perthePayTable,he/shewouldearn$41,422(salaryforanemployeewith5yearsofexperienceandaBachelor’sPlusBonus).3.DevelopastaffhandbookoraddendumtoPayTablethatincludesstipendsfordutiesoutsideofteaching(e.g.AthleticDirector,MusicalDirector,Coach,etc.)SeeexampleExtracurricularActivitiesPaymenthere:http://www.montgomeryschoolsmd.org/uploadedFiles/departments/ersc/employees/pay/schedules/salary_schedule_current(2).pdf

C. Doraville Parking (Devon) Tonna, Candice and Devon met with the community about parking. The city will facilitate some additional parking out front.

D. Recruitment/Marketing (Tonna)* Written report: Recruitment and Marketing – Brief Annual Report Barbara, Suzanne, Candice, and Tonna met at the beginning of the AY to look at Tapestry’s ratio of students and to discuss ways in which to recruit a diverse mix of students. In order to gather information, Candice created an exit survey for families who leave the school. Even though we’ve only had a few families participate in the survey, but we have been able to gather some important information. (See responses below.) Working with the Marketing Committee, we have worked on marketing efforts via a bi-monthly newsletter (to donor list), email updates (to the general mailing list), Website updates, frequent Facebook updates, and occasional Instagram and Twitter posts. We have focused on highlighting students, teachers, staff, and programs/extracurricular offerings, such as the school’s sports, the Arts, technology, Robotics, the Reading Bowl, and Tapestry’s new CTAE pathways (Engineering Drafting & Design and Game Design). The Marketing Committee also helped create the Titans logo and mascot and updated the Floral circle logo branding assets and assisted Candice with the Annual Report. We plan to meet over the summer to 1) develop a strategy for generating conversations about inclusion with external audiences (through blogs, group boards, etc) so Tapestry has more of a voice in different arenas, and 2) begin the development of external marketing materials (i.e. brochure booklet) we can use for admissions, fundraising, and general information purposes.

E. Nutrition Report (John)*

RFP has been issued for next year. DOE requires that the board adopt a wellness policy to participate in the reimbursement program.

Written report: School Nutrition Report

• The Department of Education finally released the list of approved Food Service Management Company vendors on the last day of school, so we got a bit of a late start on getting out the RFP requests. The requests did go out to 12 vendors over Memorial Day weekend, and now I’m in the process of following up with a few of the ones that would appear to be realistic possibilities. We revised the timeline to require final RFPs to be submitted by the end of June.

• One of the items that we’re required by the Department of Education is to adopt a Wellness Policy

(basically, it will describe how we plan to provide healthy meals and physical activity). I’ve received a couple of model policies and am editing them down to what applies to us. Between now and next month’s meeting, I’ll send it to the Governance Committee for approval so we can adopt at next month’s meeting.

7. Next Meeting: Wednesday, 7/13/16 - 7:00 pm

8. Adjourn. Meeting adjourned at 9:04pm.