Board Meeting - August 25, 2022

Aug

Board Meeting - August 25, 2022

3919 Madison Avenue, Suite 100, Indianapolis, Indiana 46227

Thursday, August 25 2022

7:30am - 9:00am EDT

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Open Items

7:30 am EDT
1. Call the meeting to order
2. Record Attendance and Guests
3. Approve the Minutes
Public Comment
1. Open Comment Period
Action Items

20 mins

7:30 am
1. Introduction of New Board Member
2. New Board Member
3. IDOL Assurances
4. Incident Command Assurances
5. 2022-2023 SY Board Goals
6. Approval of Committee Charters
Finance

7:50 am
1. Finance Committee Report
  
  20 mins
  
  7:50 am
  1. Finance Committee Goal: By June 30, 2023 the board will approve a balanced and fiscally sound budget that aligns with the school program needs for SY 22-23."
  2. Monthly Financials
2. Goal Progress
  1. 2022-2023 Goal Tracker
3. Collaborations/Concerns
Academic and Recovery Excellence

25 mins

8:10 am
1. Academic Committee Goal: Achieve ast least 60% retention rate of eligible students by June 2023.
2. School Report
  1. Enrollment/Enroll Indy Update
  2. Staffing
  3. Update on School Activities
  4. Professional Development
  5. Formative Assessments
  6. Cross Curricular Activities
3. Goal Progress
  1. Academic Dashboard
  2. School Data Dashboard
  3. Goal Tracker
4. Collaboration/Concern
Development Committee

10 mins

8:35 am
1. Development Committee Goal: Hope Academy will raise $660,000 by 2023.
2. Development Committee Update
  1. Grants and Giving Update
  2. Rise and Shine Breakfast
3. Goal Progress
  1. Goal Tracker
4. Collaborations/Concerns
Marketing Committee

10 mins

8:45 am
1. Marketing Committee Goal: To achieve enrollment targets of 45 students in September of 2022 and 45 students in February of 2023.
2. Marketing Committee Report
  1. Outreach Activities
  2. Media and Website
3. Goal Progress
  1. Goal Tracker
4. Collaborations/Concerns
Governance Committee

10 mins

8:55 am
1. Governance Committee Goal: Ratify a strategic plan by March of 2023 that results in a pathway to financial sustainability by 2025 and an aligned direction to inform the next phase of Hope Academy's evolution.
2. Governance Committee Report
  1. Legislative Update
  2. Strategic Planning Process
3. Goal Progress
  1. Goal Tracker
4. Collaboration/Concern
Executive Director Report

10 mins

9:05 am
1. Facilities Update
2. Partnership Update
3. Transportation Update

Open Items

Call the meeting to order

The meeting was called to order by Colleen Kenney at 7:30 a.m.

Record Attendance and Guests

Staff: Deborah Leser - Present; Kristen Bolden- Present; Jane Panyard- Present: Linda Gagyi- Present (Remote); Jon Shapiro-Present; Rachelle Gardner - Present (Remote)

Attendance

Members

Present: Darren Craig, Colleen Kenney, Amy Levander, Marissa Manlove, Angie Tomlin

Remote: Eric Afuseh

Absent: Phyllis Land Usher, Marlon Llewellyn, Leah Mannweiler, Janine Shopp

Guests

Approve the Minutes

When taking attendance, Board Members, Hope Academy staff, and Guests, need to be noted separately. There was a discussion regarding recording votes individually during the board meeting. Darren Craig is going to look into the statue. In future meetings there will not be a roll call, but each member vote will be recorded.

Voting

Member Votes Yes (9)

Eric Afuseh, Darren Craig, Colleen Kenney, Amy Levander, Marissa Manlove, Leah Mannweiler, Janine Shopp, Angie Tomlin, Victoria Wilburn

Notes: Kristen Bolden Staff, Linda Gagyi Staff, Deborah Leser Staff, Jane Panyard Staff (duplicate), Jane Panyard Staff (duplicate), Jon Shapiro Staff

Notes: Rachelle Staff - Remote, Brian Anderson Guest - Remote

When taking attendance, Board Members, Hope Academy staff, and Guests, need to be noted separately. There was a discussion regarding recording votes individually during the board meeting. Darren Craig is going to look into the statue. Going forward there will not be a roll call, but each member vote will be recorded.

Public Comment

Open Comment Period

There were no public comments.

Action Items

Introduction of New Board Member

Colleen introduced Darren Craig, new board member. Darren attended Hope Graduation 2021/2022 and is acquainted with a former student. Darren is an Attorney for Frost, Brown and Todd. He will serve on the Finance Committee.

New Board Member

Colleen introduced Jennifer McVey. Janine brought her forth as a possible board member. Jennifer met with Rachelle and Colleen to discuss becoming a member of the board. Jennifer is very passionate and has a lot of experience with charter schools with school finance and accounting. She would be a good replacement for Janine as the Treasurer on the Finance Committee when her term expires.

All in favor of Jennifer McVey joining the board, Vote passed unanimously.

IODL Assurances

Incident Command Assurances

Rachelle explained document and asked board members to sign document.

2022-2023 SY Board Goals

Board Goals approved and passed unanimously, with the following corrections:

On the Marketing goal, the student count in February needs changed to 55. Under Finance, the correct year is 2023/2024. A date on the Development committee goal also to be corrected to June 2023.

Approval of Committee Charters

Amy moved to approve all committee charters, with the below corrections. Janine seconded. Passed unanimously.

All insurance related documents need approval by the Finance Committee.

The Governance Committee will coordinate and oversee the creation and measurements of board goals based on strategic planning.

Finance

Finance Committee Report

Finance Committee Goal: By June 30, 2023 the board will approve a balanced and fiscally sound budget that aligns with the school program needs for SY 22-23."

The budget for September 2022 was for 45 students. For the Count date on the September 16, 2022 it was 32. The budget for February count date is 50 and 55 for the ADA. As of June 30th, the revenues were almost right on budget in total for the year at 1.41%. The Total Expenditures finished almost on budget at -1.58%. Both Revenue and Expenditures were within 1.5% of budget.

The CSP (Charter School Program) Grant was extended until September of 2024. The extension will allow us to use the funds towards our transportation/bus needs.

Monthly Financials

Goal Progress

2022-2023 Goal Tracker

No update at this time.

Collaborations/Concerns

No definite budget information will be available until the September count date, which is in 3 weeks. The major financial concern is what impact that will have on the budget if we do not meet the ADA goal by the count date.

Academic and Recovery Excellence

Academic Committee Goal: Achieve ast least 60% retention rate of eligible students by June 2023.

The faculty has been back since early last week and morale seems high. The major barrier to success is transportation.

School Report

Enrollment/Enroll Indy Update

First Enroll Indy student starts today, August 25, 2022.

Staffing

All Staff positions are filled, except for the part-time Nurse's position. The position has been posted on Linked-IN, Facebook, and Indeed. Suggestions were given on other places to look, and Victoria is sending Deb and Rachelle the name of a possible candidate.

Update on School Activities

Outside school activities have slowed due to transportation issues. School activites expected to pick back up once the bus maintenance is complete.

Professional Development

The main focus of the professional development is the "Culture of Hope". PLC Training takes place every Friday after the students leave with early dismissal. It was discussed if the board/staff should participate in some PLC training in order to meet board goals for diversity training.

Formative Assessments

The ISTEP Plus assessment is no longer given to high school students. It has been replaced with the SAT as of the 2021-2022 school year. Currently students are taking the NWEA assessment. The ASVAB test is September 30th and PSAT testing will be done on October 12th.

Cross Curricular Activities

Due to the transportation issues, there has been a decline in cross-curricular activities.

Goal Progress

Academic Dashboard

End of year Academic Dashboard 21/22 June. We do not measure 1.2 due to our small size. We met the standard for the 1.3 at 86 percent. We exceeded standards on 1.7 for college and career preparation. 1.8 we are in good shape, except for our graduation rate is low. The anticipated graduation rate is 75 percent but will not be finalized until October.

OEI TRACKER - HS. MM Academic Dashboard : We had 100 percent of the students graduate. We also met the CCR with 100 percent of the students who graduated received that credit. OEI also tracks students in ninth grade however we did not have a freshman for the 160 days.

School Data Dashboard

The numbers were down in 2021 but keep rising. Our ADA in 2021 was 51. Gender is starting to level out and our diversity is improving. We are receiving more students from Marion County. Special Education is also on the rise and attendance has been stable. The credit completion was down last year, but still high. The Academic Committee is preparing more information to present to the board during Octobers meeting for this school year.

Goal Tracker

Hope is on track, but needs a new tactic to solve the transportation/bus issue by the end of the year.

Collaboration/Concern

The transportation/bus issue is the biggest concern. Parent Choice is also an issue with retaining students.

Linda met with Jake, the supervisor for the Marion County Probation Department and they are still having ongoing conversations. Nothing is formalized, but the hope is that the probation office will start referring students to Hope. They would also like us to keep them updated on students we have involved with the probation department. Linda will continue to meet with the probation office quarterly.

Development Committee

The Back To School direct mail has been sent. Hope has received a large gift from Jim Irsay with the Colts. There has been a steady flow of individual gifts come in and Jon is actively engaging with more donors.

Development Committee Goal: Hope Academy will raise $660,000 by 2023.

Development Committee Update

Grants and Giving Update

Went over Grants and Giving documents. We are working with Hedges for grant writing and grant tracking.

We have applied for an IDOH - Indiana department of health grant

Marissa introduced 24 group, they will be presenting Hope with a check for $10,000 after the meeting

Rise and Shine Breakfast

Rise and Shine Breakfast is on November 2nd from 7:30-9am and will be honoring Dr. Virginia Caine. The keynote speaker is Vop Osili. Taylor Tannebaum was originally going to be the emcee, however due to a change in her employment, she is no longer available. Ty and Jon are looking for a replacement. The post card invitations are being sent tomorrow.

Goal Progress

The Back to School direct mail piece has been sent.

Looking for new corporate donor opportunities. Jon has met with OneAmerica and is also engaged with Anthem.

Janine Shopp's husband, Brent Shopp, is now on the Development committee.

Goal Tracker

Collaborations/Concerns

Jon requested that board members suggest possible sponsors. The Events Committee is being relaunched next week.

Marketing Committee

Marketing Committee Goal: To achieve enrollment targets of 45 students in September of 2022 and 45 students in February of 2023.

Marketing Committee Report

Outreach Activities

Linda has connected with Andrew Sanders, working with IUPUI for a viewing of a documentary. She has also met with Jodi Miller to facilitate a staff member and student participating in the Coloring of the Canal for Recovery Month.

Media and Website

Ty recently coordinated video footage and stills being taken in and around the school to create new reels on social media and the website.

Goal Progress

Goal Tracker

Linda recently sent a personalized letter via MailChimp, however the contact list was outdated. More direct mail contact is planned. There will also be more video and reels on social media. Linda has also met with Washington High school, who is referring more students. We are also scheduling times to meet with Tech High School, other IPS high schools, Hamilton county schools, and more Marion county township schools.

It was noted the treatment providers are the graph provided are getting smaller while the schools are getting larger. Most treatment centers don't offer adolescent residential programs. A question was raised on if Hope should be focusing on that area.

Rachelle and Linda meeting with the Whites.

Hendricks Behavioral just started an Adolescent program.

Collaborations/Concerns

Mobilize Recovery is coming to Indiana and will be making a stop at The Dove House. There is possible interest in a parent and student speaking at the event, which is September 26th, 2022.

Governance Committee

Governance Committee Goal: Ratify a strategic plan by March of 2023 that results in a pathway to financial sustainability by 2025 and an aligned direction to inform the next phase of Hope Academy's evolution.

Governance Committee Report

Legislative Update

No update to provide.

Strategic Planning Process

Going to engage in strategic planning. We will be doing board interviews and then schedule a half day retreat for the board in late February. Trying to maximize the efficiency of the board.

Goal Progress

Goal Tracker

Collaboration/Concern

The committee is working with a consultant, Erin Bledsoe for the strategic planning process.

Executive Director Report

Facilities Update

U of I has been working in the building to renovate the North side, causing a minor issue with the alarm that is being resolved. No other updates.

Partnership Update

Transportation Update

The Hope bus is still having mechanical issues. Rachelle has reached out to contacts with Perry township and is looking into temporary options, such as a 12 passenger van.

Members

Name	Attendance
Eric Afuseh
Kristen Bolden
Darren Craig
Janice Gabe
Linda Gagyi
Colleen Kenney
Phyllis Land Usher
Deborah Leser
Amy Levander
Marlon Llewellyn
Marissa Manlove
Leah Mannweiler
Jane Panyard
Jane Panyard
Jon Shapiro
Janine Shopp
Angie Tomlin
Victoria Wilburn

Guest Members

Name	Attendance
Rachelle
Brian Anderson

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