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Governing Board Minutes 5-12-14

Tybee Island Maritime Academy

Founding/Governing Board

Meeting

May 12, 2014

Board members present: Pat, Kenna, Tammy, Carolyn, Kay, Perb, Christen, Brenda        

Welcome-Carolyn

Minutes—Brenda

  • Kay asked that the minutes be changed: incorrectly said March instead of February in relation to expenses. Brenda made the change. Christen made a motion to accept revised minutes. Tammy seconded. All in favor.

Treasurer’s Report-Kay

The Bank Accounts have been reconciled for April 2014.   The reconciled bank balances are Savannah Bank $5,877.22 and BB&T $ 64,656.35 for a total of $70,533.57 for the month ending April 30, 2014.

Other assets include $32,479.98. None of the assets purchased with the federal grant monies are included in this amount.

April 2014

Income:

$ 41,082.50 4th qtr payment from Savannah Chatham BOE

$ 50.00 from the Direct Donation letter

$ 133.65 Music Fundraiser

$ 100.00 Spelling Bee

-$ 148.80 Spelling Bee Awards Fund Raiser Expense

Expenses:  

$ 30.00 Annual Registration

$ 2,010.48 Textbooks – Sets of Teacher Authored Books

$ 50.00 Classroom Supplies

-$ 254.00 Field Trip

$ 4,000.00 Rent

$ 2,990.00 Custodial Services

$ 133.24 Custodial Supplies

$ 2,228.53 Utilities and Phone

$ 690.46 Copier rental ( 2 mos)

$ 2,624.95 Software for inventory

$ 9.08 Postage

Christen made a motion to approve Treasurer’s report. Carolyn seconded. All in favor.

Old Business

  • Enrollment-Waitlist and openings

Waitlists are growing: (5) on kindergarten list; (7) on 1st grade list; (5) on 2nd grade list; (3) on 5th grade list and there are (8) 4th grade openings and (3) 3rd grade openings.

  • Committees (Dates of meetings, goals, etc.)

Safety-Tammy

  • No safety issues from staff @ present.
  • Working to implement a safety patrol next year.

Assessment—Christen

  • 78 parents replied to survey of 22 questions. On a scale of 1 to 5, our average rating was 4.42. The lowest scores related to satisfaction with school lunch quality (3.55), ability to attend events offered to parents, satisfaction with transportation services (3.96), and school communication (3,99). Highest scores related to child feeling safe at TIMA (4.74), leadership of principal, accessibility of staff, and willingness to recommend TIMA to a friend (4.87).
  • There is a teacher survey drafted which should be out within the next week or two.

Building (Engineering and Mobile Units)-Perb

  • Our selected vendor is Mobile Modular (MM). They provide blue prints, set up the foundation to hurricane standards/Risk Zone II. Working to reduce costs/roll some of the start-up costs into lease payments rather than up-front payments and fees. July 3 is goal to have everything up and running. EMC engineers need two weeks; MM is aware of our time frame. We need a general contractor to supervise electrician, plumber, etc. Tom Beytaugh of First City Enterprises will help out, too. Vendor agreement should be signed in the next few days. Project timeline is 5-6 weeks.

Finance-Kay

  • CREW has two checks in their in-box ($50 from the city of Tybee, a refund of reservation for event in park that was cancelled and $361 from Box Tops).
  • Inventory software will help teachers take inventory before the end of the school year.
  • All federal grant expenditures have been reconciled; the last expense was just posted.
  • We need volunteers to help barcode chairs and other items…once this task is completed, future inventories will be much easier.
  • Continuing to work with the phone company for the sales tax credit due to us. Working on next fiscal year budget.
  • We ordered new furniture and computers.
  • Goal is to meet with at least three CPAs within the next 30 days to vet them for conducting audit.
  • We need to add 5 Guys Burger nights to next year’s calendar.
  • Regarding the Publix account, they write checks once a year, at the end of the school year.

Communication-Alaina

  • There are 185 email addresses on our list at present.
  • Reviewing different platforms (MailChimp, Constant Contact, etc.)

Meeting with SCCPSS concerning grants, finances and purchase orders. All furniture must be delivered by June 20.

          New Business

  • Governing board applicants and election—Quite a few people applied for the board. We will have an open house/teacher meet and greet/and board elections the week school starts on Tuesday, August 5. Slate will be compiled and emailed but parents must be present at the meeting in order to vote. We have 2 slots available for parents and 1 at-large slot. We would really like to get a lawyer on the board.
  • PTVA (The TIMA CREW) update—Brenda: student activities are needed to draw people in for CREW meetings. CREW has planned all meetings and fundraisers for next year and submitted to Pat for his approval. Tammy suggested that there be a teacher representative on CREW board. Direct donation thank you items have been ordered and should be distributed before the last day of school.
  • Mobile Classrooms and preparation-Perb (see above notes)
  • Survey –Christen (see above notes)
  • New law concerning guns: HB60 was discussed. The board decided to wait and see what position GA Charter School Association and SCCPSS take, but to be sure we have a policy in place before school starts. Kay made a motion to table the discussion until July meeting. Alaina seconded. All in favor.
  • Accreditation: GA Accreditation Commission—we have to be accredited. We have 7 of the 11 requirements needed in order to be accredited (for example, we do not have a media center; there is no requirement for a nurse in order to be accredited).
  • Thanks to Carolyn for helping in Terry’s absence.
  • We had 100% participation for the CRTC, possibly one re-test for 3rd grade reading.
  • At the school board candidate debate, we were praised by Jolene Byrne.
  • Congratulations to Ms. Lee and Ms. Rimes for a great performance and art show, which raised $400.
  • An anonymous donor gave TIMA car magnets which we can sell for $5 each.
  • Progress reporting tools/specific learning objectives (SLOs): 150 students were tested, all but 16 improved. Of those 16, 6 or 7 didn’t improve because their scores were so high to begin with.
  • Professional development: 6+1 writing traits during post-planning (2 days, May 29 and 30).
  • Whole study faculty groups will start in the fall. Carolyn is factoring that in for next year.
  • State of the school address will be combined with August CREW meeting.

Pat’s report:

Tammy provided an update on 5/22 maritime day. Jerry Hogan will cover lines and knots; nautical flags will be studied and kids will make their own. This will be more maritime-focused than the beach day from beginning of the school year, although they will spend some time on the beach, have a sand castle-building contest. CREW will sell leftover cokes and chips from spelling bee for 50 cents each and donate popsicles for everyone.

Brenda moved that we adjourn regular meeting and move to Executive Session. Carolyn seconded. All in favor.

Executive Session

  • Personnel
    • State of the School Address—will be at the beginning of school and then again May, 2015?
    • Tour of Homes –June 7, 2014
    • Orientations

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