Hillsboro Charter Academy Board of Directors Thursday November 16th, 2017 7:30 PM Old Stone School 1.

Call to order – Attendance and establishment of a quorum at 7:32pm Board Members

Attendance

Minutes

Rebecca Baldwin FullerPresident Ben LenhartVice President Marie Doe – Treasurer Yvonne Balfour – Secretary Nicki Bazaco Amy Marasco Newton late Nicole Rude Gwen Wilf Roger Vance

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2. Call for public comment

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a. Megan – wanted to thank the board for their participation in Exhibition of Learning. Also a semi finalist for a 15k grant. b. Julie Gurnee (2nd grade) – Inquiring about busing to/from Leesburg. Loudoun County School Pool is an online carpool service that may be beneficial for arranging carpool. Van pool from central location that would be funded by parents. Mark will refer her to other parents from eastern Loudoun. Approval of Minutes from 10/19/17. Ben moved minutes be approved, Nicki seconded. President’s Report – R Fuller a. Planning for the annual meeting – officers and board vacancies. Discussion of who was staying and interested in open officer positions. Board members interested in taking an officer role is asked write up their interest in the role. Ben will review parent majority membership as we transition. Principal’s Report – M. Wertheimer (see attached) New Business a. Board member election and selection – was discussed under President’s report b. Charter Committee Meetings and cancellation – Rebecca to discuss at next charter committee meeting to establish a process to cancel meetings. Nov meeting set for week after Thanksgiving. c. Discussion of food service expenses – Reviewed current year budget and actuals as well as prior year actuals for HCA food service. It is a balance between breaking even and providing nutritious and fresh lunches for the kids. Will look into getting Sam’s and Costco membership to purchase food and volunteers to pick up food. Will move forward with mgmt. committee’s approved changes (see attached). Old Business a. Donor plaque dedication scheduling – will be scheduled the week of school choice week (Jan 22-27, 2018), settled on Tues, Jan 25 2:00 – 2:45.

b. Proposed Lottery & Waitlist Policy change – action item – Tabled for next board meeting 8. Committee Reports: a. Finance Committee – M. Doe • Audit is complete and response was submitted this week. Many of the proposed changes have already been put in place. Establish a process for check signing. Finance committee to establish expense and disbursement processing and present to BOD at Dec meeting. Treasurer to present financial packet every month. b. Marketing and Outreach Committee – R. Vance. Two excellent articles on HCA about Nat Gen visit and Exhibition of Learning. c. Fundraising Committee – G. Wilf. Plan a HCA faculty and BOD meeting to discuss our roles as fundraising as part of our educational mission. Look at having a fundraising theme for each year. Need to send out a year-end giving letter. Find a way to recognize grant donors. 9. Executive Session – Personnel. Gwen moved that the BOD enter Executive Session to discuss personnel matters, Nicki seconded. 10. Adjourn – 9:56 PM BOD principal report, 12/14/17 1) Enrollment numbers a. 2017-2018 i. K = 24 (4 on waitlist, one set of twins at 2,3) ii. 1 = 20 iii. 2 = 24 (5 on waitlist, added one) iv. 3 = 20 (one more joining 11/27/17) v. 4 = 23 vi. 5 = 20 vii. Total = 131 b. 2018-2019 i. K = 3 ii. 1 = 4 potential rollovers iii. 2 = 0 iv. 3 = 5 potential rollovers v. 4 = 1 vi. 5 = 1 2) Classroom updates/announcements a. Santa’s visit b. OSS holiday celebration c. 12 hours of Code d. Growth mindset story i. PE: Students did not grumble that no team all made it across Ms. Van Benten’s “ocean,” but rather they analyzed what went right and what they learned from their mistakes. All they needed was assurance they could try again 3) Facilities a. Lunch program

b. ongoing maintenance issues with roof (replacement scheduled 2019), HVAC, generator c. our LCPS services from July 1-Sept 30 cost $6,989.53 (see spreadsheet) i. I did not include kitchen costs in lunch analysis, as keeping a commercial kitchen is part of our agreement with the OSS ii. I will ask for charge for fire extinguisher to be billed to the paving company subcontractor iii. I will ask for the moving charge for gifts to other LCPS school of music equipment to be billed to receiving school iv. I will ask to discontinue the Turf Maintenance Fertilizer/Weed Control v. I will ask to halve the number of garbage pickups when school is not in session d. All agree no termite mitigation required e. Smoke detector system and 2nd means of egress needed for music room 4) Budget a. Result of buyback change request i. Fire extinguisher and music instrument delivery removed ii. Turf maintenance discontinued iii. Garbage to remain the same iv. Pursuing reimbursement for sub costs related to coverage of teachers when attending IEP meetings 5) Personnel announcements a. We plan to put a clause in future contracts to limit unquestioned usage of accumulated PTO to no more than the annual allotment amount. After that, use of PTO accumulated over the years requires supervisor approval. i. Example: “14 days Paid Time Off: leave will accrue year to year with a 60-day limit. Employee is not compensated for unused leave at termination of employment. PTO – the use of accrued leave beyond an annual allotment requires supervisor approval.” 6) Updates from the Management Committee a. New Communications Chair, Corinna Sloup, Kindergarten parent b. Voted in Scrip as official, actively promoted fundraiser Lunch Program Proposal Getting into the Black Mark Wertheimer, 11/14/17 1. We will initiate some reductions to the lunch program starting Monday, December 4. a. 5 hours for Tauvas in the kitchen, none for Christina b. Every day of the week would have the same, single menu items. We will notify

parents as to the revised menu. c. Less-expensive (lower labor & food)/higher demand meals will be on the menu

along with low-labor specialty items 2. We will deduct 20% of the daily cost from the total cost for the day to account for

Free/Reduced lunch usage 3. Food costs will be reduced by a third (33%) a. Less than $100/day, $500/week b. All food will be purchased considering cost savings c. Volunteers will perform purchasing/delivery services

4. We will revisit this early February and make changes accordingly

Hillsboro Charter Academy Board of Directors ...

e. Smoke detector system and 2nd means of egress needed for music room. 4) Budget a. Result of buyback change request i. Fire extinguisher and music instrument delivery removed ii. Turf maintenance discontinued iii. Garbage to remain the same iv. Pursuing reimbursement for sub costs related to coverage of teachers ...

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