The Museum School

Governing Board

Regular Meeting - Tuesday September 17th, 2019 @7:00 PM

Meeting Minutes

Attendance Summary

Name Status Arrival Time Departure Time
Clay Jones present chair On Time At Adjournment
Jesse Lincoln present vice-chair On Time At Adjournment
Andy Huff present member On Time At Adjournment
Leah Dobbs present member On Time At Adjournment
Katie Cota present Treasurer On Time At Adjournment
Katherine Kelbaugh not present member
Katherine Moore present secretary On Time At Adjournment
Alan Locke present member On Time At Adjournment
Andrea Jones present member On Time At Adjournment
Danielle Royden present member On Time At Adjournment
Ingrid Irby not present member
Kelly Swinks present member On Time At Adjournment
Frank Furman not present member
Tamara Richards present member 5 Minutes Late At Adjournment
Richard Piercy present member On Time At Adjournment
Janaun Ivy not present member
Christina Cassidy present member On Time At Adjournment
Mike Stewart not present ex-officio

Welcome and Call to Order

The Meeting will be called to order by the Chair.

Mission: The mission of The Museum School of Avondale Estates is to inspire students, teachers and the community to collaborate to develop strong critical thinking, interpersonal and academic skills in our students, which will prepare them for real-world success.


Core Values: Responsibility, Respect, Cooperation, Sustainability, Creativity, Kindness

Public Comment

Our Public Comment period is for members of the public to address the board. Each member of the public may sign up to comment at the meeting, and will be allotted three minutes. The board will listen, but may not directly respond to any comments. Please do not use specific student, teacher or administrator names in your comments as our meetings are open to the public and public record. As such, if your comment is about a private matter, please contact the board via email, or speak to the board chair privately.

Approval of Agenda

So that there is agreement between board members on the agenda, and the amount of time spent on the meeting, the board shall vote to approve an agenda for the meeting. To the best of its ability, it will follow that agenda, and allow for the chair to move the board through the agenda as specified.

Approve the agenda as submitted

By: Katie Cota Seconded by: Jesse Lincoln

There was no notable discussion on the motion.

Approve the previous meeting minutes

Motion to approve the minutes of the August 20, 2019 meeting.

By: Danielle Royden Seconded by: Katie Cota

There was no notable discussion on the motion.

Finance Committee Update

Report from Committee Chair and Board Treasurer, Katie Cota

Profit and Loss reviewed - a variance was noted which relates to a difference in QBE payments received; an amendment to the budget will be forthcoming to align the Board-approved budget to reflect the now-known QBE amount to be received. The QBE revenues to be received over the year are higher than the budget the Board previously approved. In a review of the detailed Profit and Loss spreadsheet, a few line items were discussed as being different than anticipated but it was noted that explanations had been provided for a few items and two others were being researched.

Balance Sheet reviewed - all construction payments related to the Media Center have been paid.

An audit will be forthcoming for the Board's review, targeted to be approved in the October Board meeting. A draft is expected in September. Completion and approval must happen before November so that it can be used in annually reporting.

Construction items related to the media center - the main construction costs and invoices have been paid; some lingering technology payments are being finalized. Any amount that might be left in this account would be returned to the operating account. The line of credit is not expected to be used and will expire in April 2020.

Development Committee Update

Update from Development Committee Chair, Leah Dobbs, and Foundation Representative

The team will be working on submitting some smaller grant requests with the potential to support teachers and athletics, among other needs.

October 3 is scheduled as a media center open house--large donors, foundations, school partners, Board of Directors have been invited

October 18 is scheduled as Grandparents Day which will run differently than previous years and will be focused more around an breakfast/early morning; goal is to close out the event around 10:00/10:30. Shuttle company is being sought to support moving guests given the limited parking.

Donations for auction items are needed for Auction Night.

Facilities Committee Update

Update from Facilities Chair, Alan Locke

Pricing is being sought for project funding through a non-competitive, reimbursement facilities grant ($40,000 available). Replacing windows in the cafetorium and LED lighting in two new classrooms are the two projects being priced.

Pricing is also being sought for the security grant, a non-competitive, reimbursement grant ($30,000 available). Projects being priced include build-out of the security video system initiated in past years and extending the alarm system into the media center.

Communications Committee Update

Report from Committee Chair, Andrea Jones

The viewbook is being designed by a former parent and current Advisory Council member that is a graphic designer. This designer established the original color scheme and style of TMS's signage. She may be asked to also support TMS by designing a school sign that could be affixed to the brick wall, a project that has been discussed over time but has not been urgent to address during the media center construction.

Diversity Committee Update

Report from Committee Chair, Andy Huff

No significant news to report as the committee did not meet in September.

Governance Committee Update

Update from Governance Committee Chair, Jesse Lincoln

The committee's recent meeting included Katherine Kelbaugh to discuss Board composition and membership need, particularly in light of our future charter renewal. It was discussed that the number of active board members may need to decrease in coming years as the school matures. Other charter schools have smaller boards.

Fall retreat date tentatively scheduled for November 17. The retreat agenda is likely to include mandatory training (target time is 6 hours), review the results of the replication survey and review of the Foundation's strategic plan.

Personnel Committee Update

Update from the Personnel Committee Chair, Kelly Swinks

Personnel Committee did not meet this month. Board discussed in August possible dissolution of this committee with the intent of keeping personnel discussions to the school's administrative leadership staff. Board would still be involved in the selection, hiring and review of the Executive Director. There could be a liaison role for a Board member, as delegated by the Chair, to be involved with administrative leadership as support for school personnel needs. A liaison could be designated at the same time annually as committee chairs (by July 1).

It was determined that the Governance Committee will review the bylaws to see if there is any need to adjust language pertinent to the Personnel Committee with the intent of voting to dissolve the committee at next month's Board meeting.

School Leader Report

President Mike Stewart submitted a report document, supported by audio recording. The Board reviewed the document while listening to the audio update from Principal Stewart.

Restorative practices training will be undertaken this year by a group of teachers who will then report to the larger staff after putting some of the principals into practice.

Review of MAP data for percentages, by grade level, of students achieving in the top 20% of the national norm as well as percentages, by grade level, in the bottom 20% of the national norm. This analysis helps Principal Stewart and school leadership identify trends, strengths, and instruction needs.

Executive Director's Report

Executive Director Katherine Kelbaugh submitted a written and audio report in advance which the Board reviewed and listened to. ED Kelbaugh reported on leadership actions; strategic vision actions; human resources actions; support and engagement with the Foundation Board in strategic planning; the potential for her to be more formally involved with the Foundation; submitting a proposal for presentation during the Georgia Charter School Association 2020 conference (required as the 2019 GCSA Charter School of the Year); and efforts on TMS diversity initiatives.

Board Chair Update

Remarks and project updates from Chair, Clay Jones

Reminder that half of Board service hours can be used as volunteer hours.

Expansion survey discussion; reminder to complete the survey if not already completed.

Requested that everyone alert Katherine Kelbaugh as to intentions to continue as a Board member.

The Meeting was Adjourned

The meeting adjourned at approximately 9:02 pm

Motion to adjourn

By: Jesse Lincoln Seconded by: Katie Cota

There was no notable discussion on the motion.