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Bay View Academy Board of Directors Special Meeting Announcement & Agenda WHEN: July 20th, 2015, 6:00 P.M.-9:00 P.M. WHERE: 3B, Bay View Academy, 222 Casa Verde Way, Monterey Go to Meeting: https://global.gotomeeting.com/join/927746325 or call +1 (646) 749-3122 (Please note this not a toll free call) Meeting Password: BVA board Meeting Meeting ID: 927-746-325

Submitted by Brian Greenshields on July 17, 2015 Mission: The mission of BVA is to provide rich and interactive learning opportunities that extend beyond the state standards, spark imaginations and produce creative, independent thinkers. Student-centered, interdisciplinary thematic units are developed by teachers, creating partnerships with local educational, cultural, and scientific research organizations to enhance learning of languages, history, the arts, and sciences. Innovative and talented teachers engage students in learning while preparing them to become creative and compassionate members of our community. Vision: We see a future in which Bay View Academy is a treasured focal point of our neighborhood and community. Children learn to be inquisitive, independent and responsible. Teachers receive the support they need for educating and nurturing the whole child to their full potential. Strong parent and community partnerships enrich the learning experience and instill a sense of civic pride and awareness. Collaboration flourishes, creating a virtuous cycle that strengthens communities and prepares children to tackle challenges and opportunities in the 21st century.

Consent Agenda. These are routine items to be approved by the Board of Directors. A Director or member of the public may request that a consent item be moved to the regular agenda. 1. Agenda for July 20th Board Meeting 2. Meeting Minutes July 2

Comments and Questions from the Community

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Reports 1. Administrator

3. Treasurer

2. CVO

4. Committees

5. Board Member Reports

Discussion and Action Items 1. Discuss/Vote on establishment of Governance Committee and proposed responsibilities. 2. Discuss/Vote on after-school care for BVA Staff children on minimum days. 3. Discuss/Vote on temporary BVA Financial Policy for 2015/2016 school-year to include new Principal authorities and bank signatories.

Closed Session 1. Hiring (Principal contract) 2. Hiring (Induction Program Advisor) Adjournment Bay View Academy 831.717.4630 www.bayview-academy.org 222 Casa Verde Way, Monterey, CA 93940

 

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WHEN:  July  2,  2015   WHERE:  Bayview  Academy   Board  members  in  attendance:  Sheri  Shaw,  William  Arocha,  Darwin  Strickland,   Marilyn  McMasters,  Brian  Greenshields,  Tone  Larsen       Meeting  starts  at  6:00pm  followed  by  the  pledge  of  allegiance.       Marilyn  makes  motion  to  accept  the  consent  agenda  as  amended,  delaying  the   CVO  budget  until  next  meeting.  Sheri  seconds.       Voted  Yes:  Sheri  Shaw,  William  Arocha,  Darwin  Strickland,  Marilyn   McMasters,  Brian  Greenshields,  Tone  Larsen     Voted  No:    None     Abstained:  None     Motion  passes     Reports:     Principal  Report  (Brian)   -­‐ Karina  and  Alicia  is  doing  some  very  important  work  and  pushing  the  school   in  the  right  direction.    Hiring  is  on  great  track.  Kudos  to  Doolittle  &  Barger.       Facilities  (Brian)   -­‐ Plan  A  –  laid  out  and  divvied  up  all  space  is  utilized  effectively.  Relies  on  2   portables.   -­‐ One  portable  from  MPUSD  (brand  new)  promised  to  be  delivered  before   school  opens.     -­‐ BVA  is  looking  at  getting  our  own  portable.  MPUSD  will  cover  up  to  $10,000   for  that.  It  is  DSA  approved.     o We  have  received  quotes   o Working  on  contract.  Approximately  $15,000  –  of  which  MPUSD  has   promised  to  cover  $10,000.   o MPUSD  checked  connections.  Looks  good.     -­‐ Drop-­‐off,  pick-­‐up  logistics  are  still  being  worked  up.  Note  to  parents  not  to   use  private  driveways  to  turn  around.     -­‐ Plan  B  is  ready  should  portables  not  arrive  in  time.       On  July  15th.  BVA  will  go  in  front  of  county  to  make  argument  for  Mid-­‐day   Wednesday.  Will  not  be  approved  until  August  5th.    A  draft  schedule  has  been  sent  to   parents.       Budget  and  LCAP  were  submitted  to  MCOE  on  time.       Coordinators/Committees  Report  (Alicia  Doolittle  &  Karina  Barger)    

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  -­‐

Expect  to  have  all  positions  filled  tonight   o We  will  not  make  announcement  until  all  contracts  are  signed.     o Expect  to  send  out  announcement/status  in  about  one  week   -­‐  Practical  issues  being  resolved.  Who  signs  what?   -­‐  Working  on  schedule  &  instructional  minutes  and  planning  time.  (Classroom   teacher  will  hand  out  class/individual  schedules  to  parents/students.  )   -­‐ Working  on  supply  lists     Community  comment:  requests  community/parental  input  on  enrichment  and   schedule.     Community  question:  are  we  over  budget  on  facilities.  Brian:  yes,  we  are  a  little  over   budget.         Discussion/Action  Item   1. MOU  for  facilities   a. Committee  reviewed  original  offer  letter  (Hayes)  and  lawyers   comments  and  compared  to  MOU  in  question   b. We  turned  down  prop  39,  the  district  will  still  live  up  to  education   code  requirements.     c. MOU  has  same  verbiage  and  price  as  original  offer   d. PK  will  give  us  $10k,  does  not  need  board  approval   e. MOU  is  with  lawyer,  not  yet  heard  back.       Sheri  Shaw  makes  the  motion  to  approve  the  facilities  use  agreement  with   MPUSD  for  the  year  that  we  are  here.  William  Arocha  seconds     Darwin:    Can  we  lock  MPUSD  in  to  a  certain  date?  Brian:  Very  difficult.  They  will  do   their  best  to  get  it  here  as  soon  as  possible,  but  no  guarantees.       Brian  Greenshields  will  sign  the  agreement     Voted  Yes:  all   Voted  No:  none   Abstained:  none     Motion  Passes       2. Discuss  proposal  for  creating  a  Management  Committee     Brian  talked  about  the  goal  to  create  a  professional  and  efficient  organization.    Some   committees  perform  well,  some  do  not.  What  is  process  for  tying  together?   Committee  would  look  at  everything  bird’s  eye  view  and  make  recommendation  to   board  for  best  structure/process  for  tying  committees  into  budget  etc.        

 

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William  likes  the  idea,  not  comfortable  with  the  language  –  proposes  an  ad  hoc   governance/organization  committee.    William  would  be  delighted  to  work  on.     -­‐ Professionalize  the  board,  advice  on  committees  we  should  have   -­‐ Made  of  school  leadership,  some  board  members,  some  community   members.     -­‐ Will  bring  back  for  a  vote  next  meeting     Closed  session  starts  at  6:51pm     Report  from  closed  session     Sheri  Shaw  makes  a  motion  to  offer  four  teaching  positions  to  candidates  as   recommended  by  hiring  committee.  Seconded  by  William  Arocha.     Voted  Yes:  Sheri  Shaw,  William  Arocha,  Darwin  Strickland,  Marilyn   McMasters,  Brian  Greenshields,  Tone  Larsen     No:  None     Abstained:  None     Motion  Passes       Sheri  Shaw  makes  a  motion  to  offer  principal  position  to  candidate  as   recommended  by  hiring  work  group.  Seconded  by  William  Arocha     Voted  Yes:  Sheri  Shaw,  William  Arocha,  Darwin  Strickland,  Marilyn   McMasters,  Brian  Greenshields,  Tone  Larsen     No:  None     Abstained:  None     Motion  Passes       Closed  session  ended  at    7:41pm     Next  meeting  July  21st.       Meeting  adjourned  at  7:44pm  

 

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Date:       July  13,  2015     To:       Brian  Greenshields,  Chairman,  BVA  Board  of  Directors     From:       William  Arrocha,  Director,  BVA  Board  of  Directors     Subject:     Proposal  for  Governance  Committee     _________________________________________________________________________________________________     SUMMARY     BVA  has  had  many  successes  since  it  opened  its  doors  in  2011.  Like  all  charter   schools,  it  requires  a  constant  overview  of  its  governing  structures  and  policies  to   ensure  they  enhance  the  school’s  core  principles  of  community,  innovation,  and   passion  for  learning  as  well  as  its  mission.       One  of  the  key  characteristics  of  charter  schools  that  make  them  attractive  to   communities  looking  for  an  education  for  their  children  that  extend  beyond  state   standards  is  the  flexibility  and  innovation  in  the  curriculum  design  as  well  as  their   governance  structure.  With  this  in  mind,  it  is  fundamental  to  form  a  board   committee  that  can  assess  the  strengths  and  weaknesses  of  the  present  governance   structures  and  propose  to  the  Board  potential  amendments  to  existing  structures   and/or  the  creation  of  new  structures.     The  main  functions  of  the  proposed  Governance  Committee,  in  coordination  with   the  Principal,  will  be  the  following:     • To  assess  existing  governing  structures  to  ensure  that  reflect  and  operate  on   the  school’s  core  principles  and  mission     • To  propose  potential  new  governing  structures  that  ensure  the  flexibility  and   innovation  of  the  curriculum  design  for  all  BVA  programs     • To  review,  present  and  future  practices  and  policies     • To  ensure  that  the  entire  school  works  together  and  that  the  board  carries   out  its  policy  and  oversight  duties,  while  school  managers  implement  it.     • To  review  practices  and  standards  for  all  committees    (e.g.,  hold  open   meetings,  with  agendas  and  promptly  posted  minutes)     The  following  are  the  individuals  proposed  to  launch  the  Governance  Committee:     William  Arrocha  and  Tone  Larsen    (Directors)  

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Camilo  Wilson  (Community  member)   Clyde  Roberson  (Community  member)   Karina  Barge  (Academic  Coordinator)   Cathy  Gomez  (Staff)     The  committee  will  announce  its  meetings,  agendas,  and  minutes  publically.   A  motion  is  proposed  to  accept  this  proposal  and  form  the  committee  immediately.  

 

2  

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After School Care For Staff Children For Wednesday Minimum Day I would like to propose we cover the cost of the staff that will be staying at school on Wednesday for staff development and or work. 11 children = $550.00 If enough families sign up this will actually cost us less than the $550.00, it could possibly cost us nothing. We should know by August 10th after the mandatory parent meeting exactly how many children we have signed up for Wednesday after school care. We could discuss various options with a final decision to made when we see what our numbers look like.

 

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BVA Financial Policy

Financial Services, including budget development are contract services with Administration Resources, Inc. (ARI). Purchases- Purchase Orders are initiated with Office Manager, Principal approves them, then the Board reviews and approves the purchase orders at Board meetings. Purchase Order Approval: < $1,000 Approved by Principal Budgeted expenditures Approved by Principal >= $ 1,000 and not budgeted Approved by Board Open Purchase Orders for Teachers- Teachers (classroom, enrichment and specialists) will each have an open purchase order for discretionary spending in an amount equal to the budget set for that classroom for the year. We will examine the need for additional open POs in January. Teachers will submit receipts on a regular basis to the Office Manager. Accounting Assistant will maintain purchase tracking spreadsheets to monitor teacher discretionary spending.

Jayme Fields 7/17/2015 3:35 PM Deleted: 2013-14 School Year

Jayme Fields 7/17/2015 3:27 PM Formatted: Indent: First line: 0.5" Jayme Fields 7/17/2015 3:28 PM Deleted:

Jayme Fields 7/17/2015 3:19 PM Deleted: of $300 per teacher

Purchase Order Tracking- Office Manager and Accounting Assistant will check the general ledger on an ongoing basis and share the document with the Principal, the Board Treasurer and the Board. Purchase Orders are required for all expenditures. Emergency POs- High need, time-sensitive items in excess of $1,000 that were not budgeted may be approved by the Principal in conjunction with the Board Chair or the Treasurer. The Principal will present the PO to Board at next Board meeting for ratification. Bill Approval and Payment Process- Accounting Assistant checks the bills and the Principal reviews and approves them. The Accounting Assistant sends bills to (ARI) for processing. Recurring Bills- The Office Manager and Accounting Assistant will check each bill and compare it to the budget to make sure there are no errors (ie insurance, MPUSD rent, Comcast, vendors). Purchase orders will be used for all bills for accounting purposes. Cash receipts are issued for all monies received. Cash is stored in a secure, locked location prior to deposit. Deposits are made in a timely manner by the Accounting Assistant. Cash is counted by the Accounting Assistant and the Office Manager and documentation is signed. Wire Transfers- Wire transfer form and spreadsheet used, Flow from (ARI) to Office Manager, Principal and Board Treasurer (for signatures) to (MCOE) to the BVA bank account. Transfers from LOC to Bank Account- The Principal and Board Treasurer will sign checks for transfer of funds from Rabobank LOC to Santa Barbara Bank Account or the Rabobank Account.

Jayme Fields 7/17/2015 3:32 PM Deleted: Any Jayme Fields 7/17/2015 3:33 PM Deleted: will have a Jayme Fields 7/17/2015 3:33 PM Deleted: limit Jayme Fields 7/17/2015 3:34 PM Deleted: approve and

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Reports- At Board meetings, reports will be presented for Cash Flow, Profit/Loss, Budget to Actual (ARI) and POs by the Board Treasurer. The office staff (Principal, Office Manager and Accounting Assistant) and the Board Treasurer will review the reports prior to the Board meeting.