PPHS Board of Directors Meeting

Jun

PPHS Board of Directors Meeting

PPHS Englewood - 1st floor conference room

https://meet.google.com/kzm-mkcb-jwo?authuser=0

Wednesday, June 8 2022

4:00pm - 5:30pm EDT

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Opening Items

4:00 pm EDT
1. Call to Order
2. Record Attendance and Guests
3. Approval of Minutes
  
  M.Weber will request a motion to approve the May 11, 2022 Board Meeting Minutes
Showcase
1. Leadership Development Academy
  
  K.Warren will recognize the PPHS staff participants who successfully completed PPHS's first Leadership Development Academy. K.Warren will request the Board pass a resolution to formally recognize each staff participant who successfully completed the Leadership Development Academy.
Finance
1. Final Audit Report
  
  Jennifer McVey with Greenwalt CPAs will review the firm's financial audit findings.
2. Approve Board Financials and APVR
  
  S.Johnson will present the Board financials and APVR for April. The Board is required to approve both by recorded vote.
3. Approve Opening Savings Account
  
  S.Bess & S.Johnson will briefly discuss PPHS's need to open a savings account and will request the Board approve opening a savings account. This item required Board approval by recorded vote.
4. Approve SY 2022-2023 Budget
  
  S.Bess & S.Johnon will review the final budget for the 2022-2023 school year and answer questions. The Board is required to approve the budget by recorded vote.
Governance
1. Renewal of Board Terms
  
  M.Weber and G.Bertoline's terms are set to expire on 6/30/2022. Both are seeking to renew their terms. This item requires Board approval by recorded vote.
2. Strategic Planning
  
  K.Reier will share a proposed success framework and example Key Performance Indicators and request feedback.
3. Approve Updated PPHS ESSER III Plan
  
  K.Reier will review the updated PPHS ESSER III Plan Summary that outlines a return to in-person instruction. This item requires Board approval by recorded vote as a requirement of ESSER III funding.
4. Theory of Change Convening
  
  S.Bess will provide a brief update regarding his participation in a national convening of national education and thought leaders.
Academic Excellence
1. Projected Graduation Rate
  
  K.Primrose and S.Ward will discuss PPHS's projected 2022 graduation rate and graduate outcomes.
Operations
1. Enrollment Update
  
  S.Ward will review enrollment numbers for the 2022-2023 school year.
2. HR Update
  
  K.Warren will provide a brief HR update.
3. Approval of Furniture Purchase
  
  S.Ward will briefly explain furniture purchases for South Bend and North that require Board approval by recorded vote.
Closing Items
1. PPHS Graduation
  
  The PPHS Graduation Ceremony is on Friday, June 10, 2022 at 2:00 PM with a post-graduation ceremony with Purdue to follow.
2. Next Meeting Date
  
  The next PPHS Board of Directors meeting is scheduled for September 14, 2022 at 4:00 PM.

PPHS Board of Directors Meeting Minutes

June 8, 2022

Opening Items

Call to Order

M.Weber called the meeting to order at 4:03PM

Record Attendance and Guests

Directors Present:

M.Weber, K.Kobe, D. Cook, M.Quintana (virtual), T.Reives, J.Smith

Directors Absent: R.Wynkoop, G.Bertoline, G.Pillow

Staff Present: S.Johnson, S.Ward. K.Primrose, K.Reier, L.Beatty, J.Pactor, J.Zobrosky

Guests Present:

Jennifer McVey, Greenwalt (virtual), Tina Seymour, Drew Goodin, Scott Batic, Dionne Leard, Nolan Duffy, Sophia Longest, Gregg Nowling

Approval of Minutes

M.Weber will request a motion to approve the May 11, 2022 Board Meeting Minutes

J.Smith made a motion to approve the May 11, 2022 Board Meeting Minutes. T.Reives seconded the motion.

DECISION: The Board voted unanimously to approve the motion.

Roll Call:

M.Quintana Aye

M.Weber Aye

K.Kobe Aye

J.Smith Aye

T.Reives Aye

G.Pillow Absent

G.Bertoline Absent

D.Cook Aye

R.Wynkoop Absent

Showcase

Leadership Development Academy

K.Warren will recognize the PPHS staff participants who successfully completed PPHS's first Leadership Development Academy. K.Warren will request the Board pass a resolution to formally recognize each staff participant who successfully completed the Leadership Development Academy.

Tina Seymour, Executive Director of Strategic Learning Solutions briefly introduced herself and shared the work of the PPHS Leadership Development Academy this past school year. Earlier in the day, Leadership Development Academy participants celebrated successfully completing the Leadership Development Academy.

Leadership Development Academy participants briefly introduced themselves:

Sophia Longest, Social Studies Coach, Englewood; Nolan Duffy, Lead Coach, North; Scott Batic, Data Analytics Manager, Network; Dionne Leard, Dean of Culture, North; Drew Goodin, Lead Coach, North; Gregg Nowling, Design and Engineering Coach, Englewood; Lacey Beatty, Principal-in-Residence, Network; J.Zobrosky, Principal, South Bend; J.Pactor, Principal, Englewood.

M.Weber thanked all Leadership Development Academy participants and congratulated them for the contributions they have and will make.

M.Weber suggested the Board formally adopt a resolution to recognize the participants and give them a document of recognition from the Board. K.Kobe made a motion to adopt a resolution to recognize the participants and give them a document of recognition from the Board. J.Smith seconded the motion.

DECISION: The Board voted unanimously to approve the motion.

Roll Call:

M.Quintana Aye

M.Weber Aye

K.Kobe Aye

J.Smith Aye

T.Reives Aye

G.Pillow Absent

G.Bertoline Absent

D.Cook Aye

R.Wynkoop Absent

G.Bertoline joined the meeting (virtual) at 4:13 PM.

Finance

Final Audit Report

Jennifer McVey with Greenwalt CPAs will review the firm's financial audit findings.

Jennifer McVey from Greenwalt CPSs presented the final audit report. J.McVey shared that the audit was challenging due to personnel turnover and not having the ability to train people, and the result was a lack of timeliness in reporting. McVey noted a couple of corrected statements and adjustments to amounts that need to be claimed.

K.Kobe inquired whether PPHS lost Title I money. J.McVey explained that the complete portion of funds was not lost. Funds did not get recorded by the end of the calendar year and did not get recorded as a reimbursement.

G. Pillow arrived 4:21 PM.

J.McVey reported that two ticket sales items from sporting events were tested and not deposited the next day, which resulted in funding. Another finding was found due to the inconsistency in the mileage reimbursement rate that was used for travel. M.Quintana asked whether PPHS has a travel policy. J.McVey responded that PPHS does have a travel policy, but didn't use the correct IRS rate for a couple of travel reimbursements.

J.McVey reported that Greenwalt's opinion is that financials are presented fairly with general accounting principles. J.McVey reported that PPHS had an increase in net assets when looking at the statements of activities year over year.

J.McVey reported that PPHS had a new component to the audit this year because it expended more than $750K of federal funds. The new component has more requirements, including reporting according to government auditing standards. PPHS was non-compliant due to a few findings related to Title I and CSP. J.McVey explained that non-compliance is not uncommon due to the fact that PPHS has never had an audit like this before. J.McVey reported deficiency as it relates to Title I and material weakness related to procurement. PPHS was not able to provide support for 4 expenditures totaling $472K and the requirement is to have a corrective action plan that goes along with the financial statement.

M.Quintana asked whether PPHS has the resources needed to follow up on the corrective action plan. S.Bess explained that PPHS for the Schweitzer fund, PPHS completed reimbursements the wrong way and will do it the correct way in the future and further explained that corrective action related to the procurement process is a matter of PPHS maintaining the paperwork associated with the process.

D.Cook asked to clarify the process PPHS needs to go through locally regarding procurement. J.McVey responded that there needs to be written documentation to ensure the process is followed. Anything less than $10K does not have to follow a procurement policy.

M.Weber asked whether we have already replicated any mistakes in 2022. S.Bess that student free and reduced lunch paperwork has been updated and S.Johnson has had budgeting, finance, and procurement training. PPHS is working to sure up its management manual.

K. Kobe inquired about the timing of our Form 990s. S.Johnson responded that they have been completed and submitted.

M.Weber requested a motion to vote to acknowledge receipt of the audit report.

K.Kobe made a motion to acknowledge receipt of the audit report. G.Pillow seconded the motion

DECISION: The Board voted unanimously to approve the motion.

Rolle Call:

M.Quintana Aye

M.Weber Aye

K.Kobe Aye

J.Smith Aye

T.Reives Aye

G.Pillow Aye

G. Bertoline Aye

D. Cook Aye

R. Wynkoop Absent

Approve Board Financials and APVR

S.Johnson will present the Board financials and APVR for April. The Board is required to approve both by recorded vote.

S.Johnson reviewed April financials. She added that she is shoring up Title I and is confident that financials will be up-to-date in June. Some school-level staff members have shifted over to the Network to prepare for growth.

S.Johnson reported that fraudulent activity on our account occurred in April. One check was intercepted from the post office and that check was then counterfeited eleven times. That account has been closed and staff are working with the Postmaster General, Inspector General, and police. Chase Bank and the Inspector General have reported that this counterfeit situation is not unique. PPHS is working with authorities and is in the process of contacting all vendors and working with the state and federal government to ensure we reclaim any lost funds. This process is expected to take up to six months and recovering all funds should take around 90 days.

Gary left the meeting at 4:49 PM.

S.Johnson reported that PPHS is moving towards ACH so that we are not as dependent on checks. M.Quintana asked whether Chase offered positive pay. S.Johnson responded that positive pay was offered and that the problem is that we still have 200 outstanding checks.

K.Kobe made a motion to approve the April Board financials and APVR. D.Cook seconded the motion.

DECISION: The Board voted unanimously to approve the motion.

Roll Call:

M.Quintana Aye

M.Weber Aye

K.Kobe Aye

J.Smith Aye

T.Reives Absent

G. Pillow Aye

G. Bertoline Absent

D.Cook Aye

R.Wynkoop Absent

Approve Opening Savings Account

S.Bess & S.Johnson will briefly discuss PPHS's need to open a savings account and will request the Board approve opening a savings account. This item required Board approval by recorded vote.

S.Johnson reported that Chase recommended, in response to the situation regarding fraudulent activity, opening a savings account for all revenues to be deposited and monitoring and moving funds as needed into a checking account.

G.Pillow made a motion to open a savings account. J.Smith seconded the motion.

DECISION: The Board voted unanimously to approve the motion.

Roll Call:

M.Quintana Aye

M. Weber Aye

K.Kobe Aye

J.Smith Aye

T.Reives Aye

G.Pillow Aye

G.Bertoline Absent

D.Cook Aye

R.Wynkoop Absent

Approve SY 2022-2023 Budget

S.Bess & S.Johnon will review the final budget for the 2022-2023 school year and answer questions. The Board is required to approve the budget by recorded vote.

S.Johnson presented the 2022-2023 budget. The network fee is now set at 15% based on federal and state revenues. Revenues are based on the enrollment projection and per pupil projection but do not include referendum dollars for North and Englewood, so the number will go up. Major expenses include personnel and facilities costs. A comparison from last year's budget along with an increase/decrease indicator has been provided.

G.Bertoline rejoined the meeting (virtual) at 4:57 PM.

M.Weber said that an increase in Network staff is seen as getting us to where we want to be and asked whether any more increases are anticipated. S.Bess responded that no additional increases are anticipated. S.Bess added that philanthropic funds are not included in the budget, but we are talking to at least three philanthropic organizations that want to support our growth and anticipate receiving philanthropic funding.
K.Kobe shared concern regarding the presentation of network fees explaining that showing income under network and the expenses under professional services artificially inflates the income. K.Kobe suggested that we show negative revenue items for the schools so that it zeroes out on the revenue side for the school.
K.Kobe made a motion to approve the 2022-2023 budget with K.Kobe's suggestion. G.Pillow seconded the motion.

DECISION: The Board voted unanimously to approve the motion.

Roll Call:

M.Quintana Aye

M.Weber Aye

K.Kobe Aye

J.Smith Aye

T.Reives Aye

G. Pillow Aye

G.Bertoline Aye

D.Cook Aye

R.Wynkoop Absent

Governance

Renewal of Board Terms

M.Weber and G.Bertoline's terms are set to expire on 6/30/2022. Both are seeking to renew their terms. This item requires Board approval by recorded vote.

M.Weber shared that prior Board terms that were approved staggered when members would roll off the Board. G.Pillow is ready to roll off the Board and M.Weber shared that the Board is grateful for his service. M.Weber added that PPHS has been working with Purdue and it is her intention to serve the Board a while longer with the goal to move out of the Chair role and eventually off the Board. The goal is to maintain the continuity of the Board.

G.Pillow made a motion to extend G.Bertoline and M.Weber's terms. T.Reives seconded the motion.

DECISION: The Board voted unanimously to approve the motion,

Roll Call:

M.Quintana Aye

M.Weber Aye

K.Kobe Aye

J.Smith Aye

T.Reives Aye

G.Pillow Aye

G.Bertoline Aye

D.Cook Aye

R.Wynkoop Absent

G.Pillow shared that it has been his pleasure serving on the Board. G.Pillow thanked S.Bess for his leadership at the schools and M.Weber for being a great Board Chair.

Strategic Planning

K.Reier will share a proposed success framework and example Key Performance Indicators and request feedback.

K.Reier presented the proposed success framework and example Key Performance Indicators. M.Quintana indicated that these are the questions and that they need to be measurable which will be a challenge, but this is a great start. T.Reives asked whether the frequency will be available. K.Reier responded affirmative.

Approve Updated PPHS ESSER III Plan

K.Reier will review the updated PPHS ESSER III Plan Summary that outlines a return to in-person instruction. This item requires Board approval by recorded vote as a requirement of ESSER III funding.

K.Reier summarized the ESSER III Plan Summary that outlines a return to in-person instruction and explained the need to have the Board approve the plan and that it be posted publicly on PPHS's website.

G.Pillow made a motion to approve the ESSER III Plan Summary. D.Cook seconded the motion.

DECISION: The Board voted unanimously to approve the motion.

Roll Call:

M.Quintana Aye

M.Weber Aye

K.Kobe Aye

J.Smith Aye

T.Reives Aye

G.Pillow Aye

G.Bertoline Aye

D.Cook Aye

R.Wynkoop Absent

Theory of Change Convening

S.Bess will provide a brief update regarding his participation in a national convening of national education and thought leaders.

S.Bess shared that he attended a convening in Bailey, Colorado with about 70 people who they spent a weekend talking about the future of education and discussing the questions "How does education help maintain our democracy?" Many people at the convening talked to S.Bess about PPHS and he reported it as a testament to the work happening at PPHS.

Academic Excellence

Projected Graduation Rate

K.Primrose and S.Ward will discuss PPHS's projected 2022 graduation rate and graduate outcomes.

K.Primrose presented PPHS's projected graduation rates. S.Ward added that there has been one additional grab (82) since the report was shared with the Board and that it has been a team effort to ensure PPHS has great and accurate data. Over 60% of graduates plan to attend a 2 or 4 year university and 100% of graduates met employability skills, meaning no students are graduating with a waiver.

K.Primrose discussed transitions on leveling up students who are not going to college.

T.Reives asked how these numbers compare to IPS. K.Primrose responded that it depends on how many students complete graduation requirements over the summer. G.Pillow said the results are outstanding.

Operations

Enrollment Update

S.Ward will review enrollment numbers for the 2022-2023 school year.

S.Ward reviewed projected enrollment numbers for next school year and reported that the numbers look good and stable.

HR Update

K.Warren will provide a brief HR update.

K.Ward reported that she is participating in interviews at all campuses.

Approval of Furniture Purchase

S.Ward will briefly explain furniture purchases for South Bend and North that require Board approval by recorded vote.

S.Ward presented a quote from Business Furniture for the purchase of school furniture and added that the furniture order needs to be placed soon in order to have furniture before school starts in August. J.Smith asked about how PPHS is vetting vendors and expressed that, whenever possible, we should exercise due diligence in getting multiple quotes with an emphasis on supporting minority-owned businesses.

J.Smith made a motion to approve the furniture purchase and that PPHS get additional quotes from other vendors. G.Pillow seconded the motion.

DECISION: The Board voted unanimously to approve the motion.

Roll Call:

M.Quintana Aye

M.Weber Aye

K.Kobe Aye

J.Smith Aye

T.Reives Aye

G.Pillow Aye

G.Bertoline Aye

D.Cook Aye

R.Wynkoop Absent

Closing Items

M.Weber adjourned the meeting at 5:58PM

PPHS Graduation

The PPHS Graduation Ceremony is on Friday, June 10, 2022 at 2:00 PM with a post-graduation ceremony with Purdue to follow.

Next Meeting Date

The next PPHS Board of Directors meeting is scheduled for September 14, 2022 at 4:00 PM.

Members

Name	Attendance
LaShaun Aldridge
Lacey Beatty
Gary Bertoline
Scott Bess
Dante Cook
Sharnell Johnson
Ken Kobe
Nancy Marchand-Martella
Ronni Moore
Jacob Pactor
George Pillow
Krista Primrose
Maria Quintana
Kim Reier
Thomas Reives
Jamal Smith
Eric Stewart
Shatoya Ward
Keeanna Warren
Maureen Weber
Rob Wynkoop
Justin Zobrosky

Guest Members

Name	Attendance
Jennifer McVey

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