7.9.2019 Minutes

Pollock Moore Academy

Board of Directors

Minutes


Meeting of the Board

Date: July 9, 2019

Location: Dallas & Gracey Law Group Conference Room, Thomson, GA

Members Invited: All founding board members plus board consultants and contractors. Invited guests are: Breanna Durham with the McDuffie Progress, Tabias Grissom with Stand Up Speak Out, Dave Weimar with ValuTeacher, Patricia Hambsch (special purpose) and Becky Weimar (special purpose). Members of the public may attend if space is available.


Members Present: Nancy Blount, D’Lee Pollock, Wayne Williford, Cheryl Gracey, Dr. Chantell Scott, Cortney Elam, Deshala Murray (by phone), and Crystal Strickland (by phone), Joanne Patton


Members Absent: David Moore, Grace Smith, Kenny Asterita, Dr. Quynh Spicer


No. of Guests Present: 3 (Dave Weimar, Becky Weimar, Patricia Hambsch)


Notes

  1. Call to Order (Facilitated by the co-founders unless otherwise noted.)
    1. Mission: Our school’s mission is to educate and learn with engagement, innovation, and passion. (Board reads together)
    2. Pledge to the Flag of the United States (Mrs. Pollock)
    3. Prayer (Mrs. Pollock)
    4. Introductions (Mrs. Pollock)
    5. Words of Inspiration (Mrs. Weimar)

Mrs. Weimar shared from Jeffrey O’Leary’s The Centurion Principles: Battlefield Lessons for Frontline Leaders

    1. Establishing a Quorum (7 of 11)

*There will be no open floor for members of the public until we have adopted our school policies.

  1. Adoption of Public Agenda and Old Business
    1. Adopt Public Agenda
      1. Motion to Adopt Public Agenda and table Partnership Agreement with Stand Up Speak Out: Nancy Blount
      2. Second: Wayne Williford
      3. Yeas: 7, Nays: 0
    2. Discuss Minutes from 6.11.2019.
      1. Motion to Adopt: Nancy Blount
      2. Second: Dr. Chantell Scott
      3. Yeas: 7, Nays: 0
    3. Dave Weimar, ValuTeacher to Present

ValuTeacher provides services for 403b retirement and supplement retirement income. They would provide a free workshop on retirement for staff. We would need 5 staff members to participate.

    1. Becky Weimar, Veteran Teacher to Present
    2. Discuss and approve Mrs. Becky Weimar volunteering for PMA, beginning immediately on Hispanic Children Outreach and Translating Services for the website and PMA paper marketing.
      1. Motion to Approve: Wayne Williford
      2. Second: Dr. Chantell Scott
      3. Yeas: 7, Nays: 0
    3. School Visit Team Present on 4C Academy and Statesboro Steam Academy

Joanne Patton and D’Lee Pollock presented highlights of both school visits. Both schools have offered mentorship relationships with PMA. Statesboro Steam Academy has also invited the Board of Directors to visit during the school year when students are present.

    1. Discussed Dress Code. Mrs. Pollock explained the results of the parent-student survey data for each general policy, and then the Board discussed each idea. The anonymous parent-student survey was conducted through Google Forms by surveying the parents and students who have submitted interest forms to the school. The Board Chair Dr. Chantell Scott helped Mrs. Pollock and Mr. Moore create the survey questions and options. Members of the public who were present were also asked to comment from a parent perspective or teacher perspective.
      1. Expensive Uniform: PMA would sell or specify vendors to sell PMA clothing in the forms of pants, skirts, shorts, t-shirts, collared-shirts, dresses, etc. Student could wear any of the PMA clothes to school. Estimated cost: $250-300 per student. Survey Data showed 0% of potential parents and students desire this option.
      2. Cheaper Uniform: PMA would specify a uniform policy like "Students must wear school-colored collared-shirts and khakis" or some version of that type of policy. Estimated cost per student: $150-$200. Survey Data showed 19% of potential parents and students desire this option.
      3. Strict Business Casual Dress: PMA would set a strict business casual dress code similar to what is listed on the website, but there would be no t-shirts or jeans allowed. Some Fridays would be a jeans and house shirt day for everyone. Survey Data showed 0% of potential parents and students desire this option.
      4. Relaxed Business Casual Dress: PMA would set a business casual dress code similar to what is listed on our website. Students would be expected to dress in business casual clothing every day. Boys could wear garments like dress jeans and any patterned collared-shirts. Girls good wear garments like a dress with leggings or dress jeans and a blouse. No t-shirts are allowed except for PMA t-shirts. Fridays would be a jeans and house shirt day for everyone. Survey Data showed 44% of potential parents and students desire this option.
      5. Casual Dress: PMA would set policies similar to traditional public schools that allow students to wear jeans and t-shirts or casual clothing. School policies would dictate some aspects of what clothing can be worn and how. Survey Data showed 38% of potential parents and students desire this option.
      6. The Board immediately ruled out the policy proposals with no parent-student support. The Board then decided that the Relaxed Business Casual Dress Code best supported the school model and survey data. The Board voted to adopt the general policy, ask for the school leaders to create specific rules or codes that follow the general policy, and then approve the specified policy at a later date. The public would have access to the general policy immediately.
      7. Motion to Adopt the Relaxed Business Casual Dress Code: Wayne Williford
      8. Second: Cheryl Gracey
      9. Yeas: 7, Nays: 0
    2. Discussed Cell Phone Rule. Mrs. Pollock explained the results of the parent-student survey data for each general policy, and then the Board discussed each idea. The anonymous parent-student survey was conducted through Google Forms by surveying the parents and students who have submitted interest forms to the school. The Board Chair Dr. Chantell Scott helped Mrs. Pollock and Mr. Moore create the survey questions and options. Members of the public who were present were also asked to comment from a parent perspective or teacher perspective.
      1. PMA would have parent permission to confiscate cell phones from every student during the instructional day. Students would turn their phones in at the beginning of the day to a vault/secure area. Students would receive their phones back when they check out or for a true emergency. Survey Data showed 0% of potential parents and students desire this option.
      2. Teachers would collect phones each period as needed. PMA would have the students place cell phones in a visible organizer in the classroom for each class period. Survey Data showed 31.3% of potential parents and students desire this option. We would have to add more safeguards to make sure the school is not liable for the phones.
      3. Students would keep cell phones on their person, but would only be allowed to use them at teacher discretion. If phones are seen during impermissible times, then phones are confiscated and sent to the office. Survey Data showed 68.8% of potential parents and students desire this option. The Board discussed the need to add stricter language and policy on students who break the rules, including confiscation and student removal. The Board also discussed the need for a separate cell phone policy for staff.
      4. Motion to Adopt “Students would keep cell phones on their person, but would only be allowed to use them at teacher discretion” with additional rules and discipline to be added in the specific policy: Nancy Blount
      5. Second: Wayne Williford
      6. Yeas: 7, Nays: 0
    3. Discuss year-round versus traditional calendar. Mrs. Pollock explained the results of the parent-student survey data for each general policy, and then the Board discussed each idea. The anonymous parent-student survey was conducted through Google Forms by surveying the parents and students who have submitted interest forms to the school. The Board Chair Dr. Chantell Scott helped Mrs. Pollock and Mr. Moore create the survey questions and options. Members of the public who were present were also asked to comment from a parent perspective or teacher perspective.
      1. Traditional two semester year: Starts the first week in August and ends in May with a long summer off. PMA's version of the traditional calendar option is available on the website. Survey Data showed 56.3% of potential parents and students desire this option.
      2. Modified year-round calendar: Students would start back in mid-July, receive more breaks throughout the year, and would get out for summer break at the same time in May. This would be similar to Statesboro Steam Academy’s calendar. Survey Data showed 18.8% of potential parents and students desire this option.
      3. Year-round calendar: Students receive two to three weeks off after each quarter. Summer break would only be four to five weeks long, but there would be a lot of multi-week breaks all throughout the year. This would be similar to Taliaferro or McCormick, SC’s calendars for next year. Survey Data showed 25.0% of potential parents and students desire this option.
      4. The Board discussed the desire to be year-round eventually in order to allow for more instructional breaks and a shorter summer break for less instructional loss. We also discussed that being year-round to begin with may not be best for the public who may depend on their high school aged children to care for younger siblings. The public may not be ready for a year-round calendar based on the survey data, so we should have a modified calendar at first and then transition slowly over time to year-round. The Board also discussed the school leaders creating a new school calendar based on the approved policy.
      5. Motion to Adopt a Modified Year-round Calendar with the intention to move to move to a year-round calendar once we offer the lower grades: Wayne Williford
      6. Second: Crystal Strickland
      7. Yeas: 7, Nays: 0
    4. Discussed school start and end times. Mrs. Pollock explained the results of the parent-student survey data for each general policy, and then the Board discussed each idea. The anonymous parent-student survey was conducted through Google Forms by surveying the parents and students who have submitted interest forms to the school. The Board Chair Dr. Chantell Scott helped Mrs. Pollock and Mr. Moore create the survey questions and options. Members of the public who were present were also asked to comment from a parent perspective or teacher perspective. The school leaders discussed that they felt like teachers and staff members wanted a later start time in order to help with childcare concerns and the desire to be treated like other professionals. After deliberating on the survey data, Crystal Strickland reminded the Board that it would be best for athletics if the instructional day was finished by 4:00 p.m. Several board members suggested that one of the middle options may be a good compromise between parents who preferred option i/ii versus option v.
      1. 7:45-3:30 Traditional. Survey Data showed 25.0% of potential parents and students desire this option.
      2. 8:00-3:45 Traditional. Survey Data showed 18.8% of potential parents and students desire this option.
      3. 8:15-4:00. Survey Data showed 12.5% of potential parents and students desire this option.
      4. 8:30-4:15. Survey Data showed <10.0% of potential parents and students desire this option.
      5. 8:45-4:30 Option currently proposed by PMA on the website. Survey Data showed 37.5% of potential parents and students desire this option.
      6. 9:00-4:45 Survey Data showed 0% of potential parents and students desire this option.
      7. Motion to Adopt the 8:15 to 4:00 instructional times / required school day: Crystal Strickland
      8. Second: Dr. Chantell Scott
  1. Move to Executive Session with Invited Members (Board Members, Founding Members, and Board Consultants only) for New Business
    1. Real Estate Discussion
    2. Discussed current timeline and updates.
    3. Interview team report.
    4. Discussed and interviewed Mrs. Patricia Hambsch as a future Board Member based on her application to the Board. Discussed the need for a Bylaw Amendments to provide for nominating new board members once the school leaders resign from the board.
    5. Tabled budget.
    6. Discussed fundraising. Dr. Spicer sent notes to provide updates on the first fundraiser.
    7. Mrs. Blount brought up the need to add a third checking account for nonprofit and fundraising money only. She explained the accounting principles behind it and how another charter school does something similar (LOA).
      1. Motion to Approve PMA adding a third account with Farmers State Bank: Cheryl Gracey
      2. Second: Dr. Chantell Scott
      3. Yeas: 7, Nays: 0
  2. Adjourn
    1. Propose New Business for August 13th meeting.
      1. Continue to approve policies and calendars.
      2. Work on real estate goals.
      3. Plan Live Auction BBQ Night for the fall (October?). This will be an adult-only event hosted by Sunset Auction.
      4. Discuss Charter Status.
    2. Discuss plan of action and adjourn.
      1. Scheduled Board Meetings: August 13, September 17, October 8
      2. Our First Fundraiser is Pack-the-House-Night at Highrail Restaurant: July 15 from 4:00 p.m. to 9:00 p.m. (Event Leader Dr. Spicer)
      3. Social for the Founding Board Members and Families: August 3 (Event Leader Ms. Gracey) Meet at Sole in downtown Augusta at 5:00. Ms. Gracey will provide updates via GroupMe.
      4. Silent Auction and BBQ Night at Sunset Auction House

Date October TBA; All Board Members and Supporters are asked to help us find items or packaged that can be auctioned. The auction will be live. There will be alcohol and a gun raffle, so IDs will be checked at the door. Sunset Auction will be hosting the event. Mr. Williford will be the auctioneer and at least one other Board Member will need to help set up a band, food, etc.

Event Leader to help Mr. Williford: Mrs. Blount and maybe Mrs. Smith if she is available

  1. Motion to Adjourn: Wayne Williford
  2. Second: Dr. Chantell Scott
  3. Yeas: 7, Nays: 0




Minutes Taken by Joanne Patton