Hope Academy

Aug
24

Board Meeting

Hope Academy - 3919 Madison Avenue, Suite 100, Indianapolis, Indiana 46227

Thursday, August 24 2023

7:30am - 9:00am EDT

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Agenda

  1. Open Items
    7:30 am EDT
    1. Call the meeting to order
      Janine Shopp profile image
    2. Record Attendance and Guests
  2. Public Comment
    Janine Shopp profile image
    1. Open Comment Period
  3. Action Items for Vote
    Janine Shopp profile image
  4. Finance
    7:30 am
    1. Finance Committee Report
      Jennifer McVey profile image
      7:30 am
      1. By June 30, 2024 the board will approve a balanced and fiscally sound budget that aligns with the school program needs for SY 24-25. "
    2. Goals Update
      Jennifer McVey profile image
      7:40 am
      1. 23-24 Goal Tracker
        5 mins
        7:40 am
    3. Collaborations/Concerns
      Jennifer McVey profile image
  5. Academic and Recovery Excellence
    7:45 am
    1. Academic and Recovery Committee Goal: Achieve at least 60% retention rate of eligible students by June 2024. "
    2. School Report
      5 mins
      Deborah Leser profile image
      7:45 am
      1. Enrollment/Enroll Indy Update
      2. Professional Development
      3. Formative Assessments
      4. Cross Curricular Activities
      5. Graduation
    3. Data/Goals Update
      10 mins
      Deborah Leser profile image
      7:50 am
      1. Academic Dashboard
      2. School Data Dashboard
      3. 23-24 Goal Tracker
    4. Collaboration/Concern
  6. Marketing Committee
    Angie Tomlin profile image
    8:00 am
    1. Marketing Committee Goal: To achieve enrollment targets of 38 students in October of 2023 and 41 students in February of 2024.
    2. Marketing Committee Report
      Linda Gagyi profile image
      8:00 am
      1. Marketing/PR Update
        15 mins
        8:00 am
      2. Community Outreach Update
    3. Goals Update
      Angie Tomlin profile image
      1. 23-24 Goal Tracker
    4. Collaborations/Concerns
      Angie Tomlin profile image
  7. Executive Director Report
    1. Strategic Plan Update
    2. Senior Updates
    3. Staffing Update
    4. Facilities Update
    5. Partnership Updates
  8. Development Committee
    Colleen Kenney profile image
    8:15 am
    1. Development Committee Goal: Hope Academy will raise $710,000 in FY '23-'24.
    2. Development Committee Update
      15 mins
      Jon Shapiro profile image
      8:15 am
      1. Hope Fest
      2. Direct Mail Update
    3. Goals Update
      5 mins
      Colleen Kenney profile image
      8:30 am
    4. Collaborations/Concerns
  9. Governance Committee
    10 mins
    Amy Levander profile image
    8:35 am
    1. Governance Committee Goal: Provide oversight, input, support, and direction to the strategic plan for sustainabilty for the next phase of Hope Academy's growth.
    2. Legislative Update
      Amy Levander profile image
    3. Goals Update
      Amy Levander profile image
      1. 23-24 Goal Tracker
      2. Board Goal Tracker for 22 23
    4. Collaboration/Concern
      Amy Levander profile image

Minutes Tab

Hope Academy
org logo

Board Meeting

Thu Aug 24, 2023 11:30 AM - 1:00 PM UTC

Open Items

Call the meeting to order

Janine Shopp called the meeting to order at 7:32am.

Record Attendance and Guests

Attendance


Members

Present: Marissa Manlove, Colleen Kenney, Janine Shopp, Marlon Llewellyn, Angie Tomlin, Jennifer McVey, Darren Craig

Remote: Amy Levander, Leah Mannweiler, Janice Gabe

Absent: Phyllis Land Usher, Victoria Wilburn, Eric Afuseh

Guests

Present: Emma Kersey

Notes: Emma Kersey Guest

Approve the Minutes

The minutes incorrectly showed Brian Anderson and Jane Panyard Present in Attendance. They are not members of the board. Victoria Wilburn should be listed as Present. In the future, staff members present should be listed in attendance in a separate space than the Board. Eric Afuseh should also be listed in the first two votes as yes, as he was present and voted in favor of approving the minutes for the May 2023 Special Board Meeting and the April 2023 Board Meeting. 

Angela Tomlin moved to approve the minutes for the April 2023 board meeting with the above corrections. Colleen Kenney seconded. The motion passed.

Voting


Member Votes Yes (9)

Amy Levander, Leah Mannweiler, Marissa Manlove, Janice Gabe, Colleen Kenney, Janine Shopp, Angie Tomlin, Jennifer McVey, Darren Craig

Public Comment

Open Comment Period

No comments. 

Action Items for Vote

Approval of Committee Chairs

Jennifer McVey as the Finance Committee Chair
Angela Tomlin as the Marketing Committee Chair
Colleen Kenney as the Development Committee Chair
Amy Levander as the Governance Committee Chair
Louisa LaGratto as the Academic and Recovery Committee Chair

Amy Levander moved to approve the above Committee Chairs. Jennifer McVey seconded. The motion passed. 

Voting


Member Votes Yes (9)

Amy Levander, Leah Mannweiler, Marissa Manlove, Janice Gabe, Colleen Kenney, Janine Shopp, Angie Tomlin, Jennifer McVey, Darren Craig

Committee Charters

The Committee Charters were attached in Boardable for board members to review, and copies provided in the Board Packet at the meeting. A recommendation was made to correct the font to be uniform throughout the Governance Committee Charter. No other changes were made.

Angela Tomlin moved to approve the Committee Charters. Colleen Kenney seconded. The motion passed. 

Voting


Member Votes Yes (9)

Amy Levander, Leah Mannweiler, Marissa Manlove, Janice Gabe, Colleen Kenney, Janine Shopp, Angie Tomlin, Jennifer McVey, Darren Craig

Employee Handbook

The Employee Handbook was attached in Boardable for board members to review, and a copy provided in the Board Packet at the meeting. 


Colleen Kenney moved to approve the Employee Handbook. Angela Tomlin seconded. The motion passed.

Voting


Member Votes Yes (10)

Amy Levander, Leah Mannweiler, Marissa Manlove, Janice Gabe, Colleen Kenney, Janine Shopp, Marlon Llewellyn, Angie Tomlin, Jennifer McVey, Darren Craig

23-24 Committee Goals

The Committee Goals were all attached in Boardable for board members to review, and copies provided in the Board Packet at the meeting. The Committee Goals mostly stayed the same, but a few changes were made to better align with the Strategic Plan. A member from each committee gave a brief explanation of their Goals:

The Academic Committee goals stayed the same except retention rate changed from 65 percent to 75 percent of eligible students. 

Development Committe raised total contributions goal to $710,000 and increased the retention rate by 4%. They did not make any changes to the direct mail campaigns. There are now five tactics instead of three: a tactic was added around tours to focus on potential donors, returning donors and elected officials and a tactic around renewing grants and a larger focus on seeking multiyear funding opportunities.

The Finance Committee added a goal in regard to tactic six which is to provide a business plan or input to all strategic initiatives as needed. 

The Governance goal this year overall is to provide oversight, input, support and direction regarding the strategic plan and ongoing sustainability. Review top line goals, engage the board and committees in support of fundraising efforts, as defined by development, and make strategic connections with individuals and community members. 

Marketing tactics are focused on billboards, advertising, earned media, as well as connecting with known prospects to provide information and resources via tours, presentations and communications. The third strategy is to connect with, retain and cultivate referral sources.

Marissa Manlove moved to approve the Committee Goals. Leah Mannweller seconded. The motion passed.

Voting


Member Votes Yes (10)

Amy Levander, Leah Mannweiler, Marissa Manlove, Janice Gabe, Colleen Kenney, Janine Shopp, Marlon Llewellyn, Angie Tomlin, Jennifer McVey, Darren Craig

IDOL Assurances

Rachelle Gardner asked that board members to sign the Indiana Open Door Law Board Assurance Form, which was on boardable for them to review. 

Incident Communication

Rachelle asked that board members review and sign the OEI Incident Communication Policy. 

Conflict of Interest

Rachelle asked that board members sign and complete, if applicable, the Report of Director with Respect to Disclosure of Transactions/Conflicts of Interest. 

Finance

Finance Committee Report

By June 30, 2024 the board will approve a balanced and fiscally sound budget that aligns with the school program needs for SY 24-25. "

June Financials

Brian Anderson highlighted a few items on the Budget vs Actual Summary as of June 30, 2023. We ended the year with $1.865 million in revenue with a budget of $1.913 million. On the expense side we were over budget by roughly $95,000, which is mostly due to transportation costs. The Ending Cash Balance was $234,000, which is less than we budgeted, but higher than where we started at the beginning of the year at roughly $150,000.

Approve Transaction List

The Transaction List was attached in Boardable for board members to review, and a copy provided in the Board Packet at the meeting. 


Leah Mannweller moved to approve the Transaction List. Colleen Kenney seconded. The motion passed.

Voting


Member Votes Yes (10)

Amy Levander, Leah Mannweiler, Marissa Manlove, Janice Gabe, Colleen Kenney, Janine Shopp, Marlon Llewellyn, Angie Tomlin, Jennifer McVey, Darren Craig

Academic and Recovery Excellence

Academic and Recovery Committee Goal: Achieve ast least 60% retention rate of eligible students by June 2024. "

School Report

Enrollment/Enroll Indy Update

Deb Leser stated that the current enrollment is thirty-four with two new students starting today and two new students starting Monday. We have not received any students from Enroll Indy. 

Professional Development

Deb thanked the Board for allowing the staff to do Professional Development every week. They have taken a different approach this year to raise awareness about Data. One PLC session a month is being spent looking a school data (for example: next week's PLC is focused on Student Data, tracking discipline and attendance aggregated by gender, race, etc.). They're also working on utilizing technology in the classrooms.

Formative Assessments

NWEA is happening this week, which is done twice a year - at the beginning of the year and the end of the year. 

Cross Curricular Activities

No update. 

Graduation

There are currently eleven Seniors with nine on track to graduate. Deb has been working with Gina Woodward with DMHA to possibly set up a local pathway in which students can obtain a certificate in peer coaching. We are also working with WorkOne Indy. 

Collaboration/Concern

Rachelle reminded the board that we are in the process of our OEI 4-year review. We will be setting up board interviews with our evaluator the week of October 13th. 

Marketing Committee

Marketing Committee Goal: To achieve enrollment targets of 38 students in October of 2023 and 41 students in February of 2024.

Marketing Committee Report

Marketing/PR Update

Rachelle shared our new billboard designs with the board, which contain a more bold statement. Both billboards have the same message, just different stock images. 

Community Outreach Update

Linda Gagyi showed where we are tracking with area schools, showing that we have a very strong relationship with Carmel, Westfield and Avon and are continuing to grow our already close relationship with Shortridge.

Goals Update

23-24 Goal Tracker

We have been tracking our referral sources, schools and treatment providers referring the most students. We have also been tracking our inquiries, which have been resulting in an enrollment conversion of 50 percent. 

We are working on bringing more referral sources into the building to tour the school. We have a few events coming up, including hosting 20 graduate students from IUPUI to hold a class at Hope. Linda has also been working with the Marion County Juvenile Probation Office and will be hosting a Lunch and Learn at Hope in the next few weeks. 

Collaborations/Concerns

Executive Director Report

Strategic Plan Update

Rachelle highlighted the board on the status of the development of the middle school early intervention program. We received the Mental Health of America grant for $282,000 (1 year with 2-year renewal). In the grant we have a consultant to create and implement the program, with peer coaches going into the schools. Rachelle is going to talk to Beech Grove today to ask if they would be one of the pilot schools. 

Included in the Mengal Health of America grant is the funding for an in-house therapeutic program. We are still deciding what this program will look like. While we still work closely with Aspie, we have a need for stronger substance abuse and mental health counseling at Hope. 
We have upgraded our communication with parents by sending a bi-weekly e-newsletter or video to the parents to talk about what's happening at Hope. We have also implemented a text program that send relays updates and reminders to parents, which has helped with parent engagement. Joseph has begun the recovery support group for parents/guardians and is being helped by Janice Gabe with creating the curriculum. Registration Night was a successful evening, with a large turnout. In the STARR program we have worked hard to define the expectations with parents, students and staff.

Senior Updates

Our Seniors are very involved this school year. They have a goal to help underclassmen be calm and respectful, to graduate and have a future. The values they are trying to bring to the school is staying on task, be appropriate and honest with others, and have strong Capstone projects. Each senior has taken on a small group of their own underclassmen that they are going to support. 

Staffing Update

We are fully staffed but are looking to hire another Peer Recovery Coach. Rachelle is hoping to introduce the teachers to the board members at the next board meeting. 

Facilities Update

We have installed all new carpet, lighting, lockers and student seating. A fence is being installed around the GPS Patio. We are in the process of installing new locks. 

UIndy Update

Lunch is still being provided by UIndy. 

Aspire Update

We continue to work closely with Aspire, with 3-4 currently seeing them. 

SYF Update

We are waiting to hear about our $5,000 grant from SYF. Deb will be attending their annual conference in Orlando, FL this November. 

IPS Update

No update. 

MOU

We are looking into possibly creating an MOU with area school districts. Rachelle has met with the Superintendent of Beech Grove, who is willing to entertain a conversation on the idea. This also could create a pathway with the school districts, then later be used as a marketing/outreach piece. 

Development Committee

Development Committee Goal: Hope Academy will raise $710,000 in FY '23-'24.

Development Committee Update

Grants and Giving Update

Jon Shapiro reported that we are doing really well on grants as we've received the Mental Health of America and DMHA grants. Grants in progress include grants from the Indiana Department of Health, Pacers Foundation, and opioid settlement funds from the Marion County Coroner. It's only August and we're 60 percent to goal, which is allowing us to begin having the conversations around Hope's 20th anniversary. We are going to create a small task force to figure out the direction of that event. 

Direct Mail Update

Invitations have gone out to State Senators and State Representatives who sit on either the Education Committees & Ways and Means Appropriations Committees for their chamber. Invitations to Senators and Representatives for our current students' districts will go out next. 

Rise and Shine

Rise and Shine is Thursday, November 2nd. An ask has been made to the Governor to be the Keynote Speaker. As of yesterday, we have $40,000 in sponsorship commitments. Airport Authority is a new sponsor and One America has upped from the Gold Level to Platinum Level. Raised $72k last year, goal of $85 last year. 

Governance Committee

Governance Committee Goal: Provide oversight, input, support, and direction to the strategic plan for sustainabilty for the next phase of Hope Academy's growth.

Legislative Update

No update. 

Goals Update

No Update. 

Collaboration/Concern

The committee went over the Summary Report of the Board Assessment at the last committee meeting and will continue to discuss how to best encourage a higher participation rate among board members. 

The meeting was adjourned at 9:03am.

Attendance

Members

Name Attendance

Eric Afuseh

Brian Anderson

Brian Anderson

Brian Anderson

Kristen Bolden

Darren Craig

Janice Gabe

Linda Gagyi

Colleen Kenney

Phyllis Land Usher

Deborah Leser

Amy Levander

Marlon Llewellyn

Marissa Manlove

Leah Mannweiler

Jennifer McVey

Jon Shapiro

Janine Shopp

Angie Tomlin

Guest Members

Name Attendance

Rachelle

Emma Kersey

Jane Panyard

Victoria Wilburn

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