of the Board of Directors of Pinecrest Academy of Northern ...
62
NOTICE OF PUBLIC MEETING of the Board of Directors of Pinecrest Academy of Northern Nevada Notice is hereby given that the Board of Directors of Pinecrest Academy of Northern Nevada, a public charter school, will conduct a board meeting on April 9, 2020 beginning at 4:45 p.m. Join Zoom Meeting https://zoom.us/j/203911115 Meeting ID: 203 911 115 or via audio: +1 301 715 8592 US or +1 253 215 8782 US. Attached hereto is an agenda of all items scheduled to be considered. Please Note: The Board of Directors of Pinecrest Academy of Northern Nevada may 1) take agenda items out of order; 2) combine two or more items for consideration; or 3) remove an item from the agenda or delay discussion related to an item at any time. Reasonable efforts will be made to assist and accommodate physically handicapped persons desiring to attend or participate at the meeting. Any persons requiring assistance may call Jaime Edrosa at (775) 846-5313 at least two business days in advance so that arrangements may be made. If you would like copies of the meeting agenda, support materials, or minutes, please email [email protected], or visit the school’s website at https://www.pinecrestnnv.org/. For copies of meeting audio, please email [email protected]. Public comment may be limited to three minutes per person at the discretion of the Chairperson. 1
Transcript of of the Board of Directors of Pinecrest Academy of Northern ...
NOTICE OF PUBLIC MEETING of the
Board of Directors of Pinecrest Academy of Northern Nevada
Notice is hereby given that the Board of Directors of Pinecrest Academy of Northern Nevada, a public charter school, will conduct a board meeting on April 9, 2020 beginning at 4:45 p.m. Join Zoom Meeting https://zoom.us/j/203911115 Meeting ID: 203 911 115 or via audio: +1 301 715 8592 US or +1 253 215 8782 US.
Attached hereto is an agenda of all items scheduled to be considered.
Please Note: The Board of Directors of Pinecrest Academy of Northern Nevada may 1) take agenda items out of order; 2) combine two or more items for consideration; or 3) remove an item from the agenda or delay discussion related to an item at any time.
Reasonable efforts will be made to assist and accommodate physically handicapped persons desiring to attend or participate at the meeting. Any persons requiring assistance may call Jaime Edrosa at (775) 846-5313 at least two business days in advance so that arrangements may be made.
If you would like copies of the meeting agenda, support materials, or minutes, please email [email protected], or visit the school’s website at https://www.pinecrestnnv.org/. For copies of meeting audio, please email [email protected].
Public comment may be limited to three minutes per person at the discretion of the Chairperson.
1
AGENDA April 9, 2020 Meeting of the Board of Directors
of Pinecrest Academy of Northern Nevada (Action may be taken on those items denoted “For Possible Action”)
1. Call to order and roll call (For Possible Action)
2. Public Comment and Discussion (No action may be taken on a matter raised underthis item of the agenda until the matter itself has been specifically included on anagenda as an item upon which action will be taken.)
3. Consent Agenda (All items listed under the Consent Agenda are considered routine and willbe enacted by one motion. There will be no separate discussion of these items unless a BoardMember or member of the public so requests, in which case the item(s) will be removed from theconsent agenda and considered along with the regular order of business.)
a. Review and Possible Action to Approve the Minutes from the March 12, 2020Board Meeting
b. Review and Possible Action to Approve the 2020/2021 Board MeetingSchedule
c. Review and Approval of the Pinecrest Academy of Northern Nevada ELPolicy/Plans
4. Update on School Initiatives by Principal Jami Curtis (For Discussion)
5. Discussion and Possible Action to Approve the Pinecrest Academy of NorthernNevada Financial Policies and Procedures Manual (For Possible Action)
6. Discussion and Possible Action to Approve the Initial Budget for the 2020/2021School Year (For Possible Action)
7. Discussion and Possible Action to Approve the Furniture, Fixtures, andEquipment Lease for the 2020/2021 School Year (For Possible Action)
8. Update on Marketing Plan and Enrollment (For Discussion)
9. Update on the Charter Conditions (For Discussion)
10. Facilities Update (For Discussion)
11. Academica Announcements and Notifications (For Discussion)2
12. Member Comment (For Discussion)
13. Public Comments and Discussion (No action may be taken on a matter raisedunder this item of the agenda until the matter itself has been specifically includedon an agenda as an item upon which action will be taken.)
14. Adjournment
This notice and agenda has been posted on or before 9 a.m. on the third working day before the meeting at the following locations:
(1) Reno City Hall: 1 East 1st Street, Reno, Nevada.(2) Raley’s: 1075 N. Hills Blvd, Reno, Nevada.(3) Boys and Girls Club of Truckee Meadows: 2680 E. 9th St, Reno, NV 89512(4) pinecrestnnv.org(5) Notice.nv.gov
3
PINECREST ACADEMY OF NORTHERN NEVADA
Supporting Document
Meeting Date: March 9, 2020 Agenda Item: 3 – Consent Agenda Number of Enclosures:
SUBJECT: Consent Agenda Action Appointments Approval
X Consent Agenda Information Public Hearing Regular Adoption
Presenter (s): Board Recommendation:
Proposed wording for motion/action:
Move to approve items 3a-3c on the consent agenda.
Fiscal Impact: N/A
Estimated Length of time for consideration (in minutes): 2-3 Minutes Background: Support materials and/or background have been provided to the Board. All items on the consent agenda that are for action can be approved in one motion; however, individual items may be taken off the consent agenda if the Board deems that discussion is necessary. Submitted By: Staff
4
PINECREST ACADEMY OF NORTHERN NEVADA
Supporting Document
Meeting Date: April 9, 2020 Agenda Item: 3a – Approval of Minutes from the March 12, 2020 Board Meeting Number of Enclosures: 1
SUBJECT: Minutes Approval Action Appointments Approval
X Consent Agenda Information Public Hearing Regular Adoption
Presenter (s): Board Recommendation:
Proposed wording for motion/action:
Fiscal Impact: N/A
Estimated Length of time for consideration (in minutes): 0 Minutes Background: A board meeting was held on March 12, 2020. As such, the minutes will need to be approved for this meeting. Submitted By: Staff
5
MINUTES of the meeting of the
BOARD OF DIRECTORS of PINECREST ACADEMY OF NORTHERN NEVADA March 12, 2020
The Board of Directors of Pinecrest Academy of Northern Nevada held a public meeting
on March 12, 2020 at 4:40 p.m. at 2680 E 9th St, Reno, NV 89512 1. Call to Order and Roll Call
Board Chair Jake Wiskerchen called the meeting to order at 4:46 p.m. with a quorum present. In attendance were Board members Megan Salcido (phone), Angela Orr, Craig Seiden (phone), Steve Albrecht (phone), Frank Perez, Mike Wurm, and Jake Wiskerchen (left at 5:36 p.m.)
Principal Jami Curtis (phone) and Vice Principal Kasey Smith were present at the meeting, as well as Academica representatives Amanda Safford, Colin Bringhurst, Jaime Edrosa and Kendra Thornton (phone). Also present was Kurt Thigpen of Ace Studios.
2. Public Comment and Discussion
There was no public comment.
3. Consent Agenda
a. Review and Possible Action to Approve the Minutes from the February 10, 2020 Board Meeting
b. Review and Possible Action to Approve the 2020/2021 School Calendar
c. Review and Approval of the Pinecrest Academy of Northern Nevada EL Policy/Plans
Member Orr moved to approve consent agenda items 3a and 3b. Member Perez seconded the motion, and the Board voted unanimously to approve.
Member Orr moved for a flexible agenda. Member Perez seconded the motion, and the Board voted unanimously to approve.
5. Discussion and Possible Approval of Pinecrest Academy of Northern Nevada’s Participation in the National School Lunch Program (NSLP) and Appointment of the Campus Principal as the Designated Official
6
Ms. Amanda Safford addressed the Board introduced Kendra Thornton, Federal Programs Coordinator at Academica to address this item. Ms. Thornton addressed the board and stated that Board approval was needed to participate in the National School Lunch Program (NSLP). She explained that there were rules and regulations from the Nevada Department of Agriculture’s Small Schools Manual, which was contained in the support materials, that the school would have to adhere to, beginning with signing the permanent agreement. The Board would also need to select and complete the designated official form, which would be provided as part of the application process. Principal Jami Curtis should be selected as the designated official. Ms. Safford reminded the Board members that participation in the program was a condition under the charter approval.
Member Orr stated that it was great that PANN was participating in the National School Lunch Program (NSLP) in its first year because it really showed their dedication to the community. The Board agreed that it was a great program and that Principal Curtis was fully capable of making the program successful. Ms. Thornton stated that she would help Principal Curtis with the process.
Member Orr moved to approve the participation in the National School Lunch Program and to designate Principal Jami Curtis as the NSLP designated official, Member Salcido seconded the motion, and the Board voted unanimously to approve.
4. Update on School Initiatives by Principal Jami Curtis
Principal Jami Curtis addressed the Board and updated them on her continuous marketingefforts, which included passing out flyers in various locations, as well as talking to and making connections with prospective families in the community. She mentioned that there were additional events in the coming weeks that would be used, not only to build rapport with families, but also for staff to get a sense of connection with the families and the school. She also noted that she had done a couple of video segments on YouTube to answer frequently asked questions about the school, and she hoped to upload more videos to show families what the school had to offer. Ms. Safford stated that she would send a list of those events to the Board members and encouraged their participation when possible.
Principal Curtis stated that they were finalizing details regarding transportation. She stated that the Boys and Girls Club would be providing before and after school care. Principal Curtis also noted that she had hired some faculty and staff, and that she was in the midst of hiring more personnel. She stated that she received many applications prior to posting any positions. She was thrilled that there were already many interested individuals.
Principal Curtis introduced Assistant Principal Kasey Smith to the Board, stating that he would make a great addition to the school. Mr. Smith addressed the Board by way of introduction and described his experience within the school district.
Member Perez asked Principal Curtis what efforts she was making to ensure her faculty and staff were bilingual, due to many prospective parents not speaking English. Principal Curtis stated that her goal was to have one bilingual teacher in each grade level, as well as front desk personnel who were able to speak and write in Spanish in order to translate documents and assist parents.
7
Member Seiden asked if there was an estimate of how many free and reduced lunch students were enrolled. Ms. Safford stated that they did not have the confirmed numbers; however, they would have a better idea once documentation from the families was submitted.
6. Discussion and Possible Action to Approve a Weighted Lottery Policy
Ms. Safford reminded the Board that instituting a weighted lottery policy was one of thecharter conditions, and was created in collaboration with the SPCSA. She explained that a lottery would only take place if they had more students enrolled than available seats in any a specific grade level.
Member Salcido indicated a typo in the document where the word “Pinecrest” should replace “Doral.”
Member Albrecht moved to approve the Weighted Lottery Policy as presented, with the noted correction. Member Wurm seconded the motion, and the Board voted unanimously to approve.
7. Discussion and Possible Action to Approve the Initial Budget for the 2020/2021School Year
This item was tabled until next meeting.
8. Discussion and Possible Action to Approve Maximum Enrollment Numbers for the2020/2021 School Year
Ms. Safford stated that there would be new classes added for the 2020/20201 school year totaling 688 students K-7. This would include four classes of each K-3rd; three classes of 4th – 5th; and two classes of 6th – 7th. Ms. Safford noted that the Board would need to approve these maximum grade-level numbers before open enrollment closed. Discussion ensued regarding flexibility with the numbers if there were not enough enrolled students in a specific grade level, with an overflowing of enrollment in another grade level. Ms. Safford relayed the number of students enrolled to date in each grade level: Kindergarten = 96/100 enrolled; 1st = 82/100; 2nd = 70/104; 3rd = 74/100; 4th = 71/78; 5th = 55/78; 6th = 47/62; and 7th = 44/62. Mr. Bringhurst stated that there would be some flexibility in adjusting the numbers to each grade level.
Member Seiden moved to approve the maximum grade level enrollment numbers as stated: 100 in kindergarten; 100 in 1st; 104 in 2nd; 104 in 3rd; 78 in 4th; 78 in 5th; 62 in 6th; and 62 in 7th for the 2020/2021 School Year. Member Salcido seconded the motion, and the Board voted unanimously to approve.
8
9. Presentation by Marketing Company Ace Studios (Discussion)
Mr. Kurt Thigpen addressed the Board and presented his company’s digital marketingand community efforts for Pinecrest Academy. He explained that they had worked with key stakeholders to figure out who might qualify for free and reduced lunch. Efforts with staff were made to create a community list of grocery stores, apartments, and casinos that could be used to target the free and reduced lunch community members. They would continue to work on future event planning and additional efforts to establish contacts. Digital advertising efforts had begun in February and would continue through open enrollment. The digital efforts included Spanish-speaking ads and targeted low-income families.
Discussion ensued regarding Mr. Thigpen’s continued efforts, including staying in constant contact with Principal Curtis and Academica with updates. Member Orr asked about the possibility of the coronavirus affecting upcoming events. Mr. Thigpen stated that cancellation of live events was a possibility; but that Facebook Live would be a perfect alternative, if less than ideal. Principal Curtis asked in regards to marketing videos, to which Mr. Thigpen stated that they could use her videos to make ads.
10. Discussion and Possible Approval of Marketing Plan
Ms. Safford stated that the attached marketing plan was a condition set under the charter.The plan had been sent to the SPCSA board and was approved the previous Friday. Principal Curtis added that those were specific minimum efforts, and noted that numerous dates had been added since the approval from the SPCSA. Ms. Safford noted that they were trying their best to represent the community in their enrollment numbers. The Board commended Principal Curtis and staff for all their efforts.
Member Orr moved to approve the marketing plan, member Wurm seconded the motion, and the Board voted unanimously to approve.
11. Discussion and Possible Action to Approve the Charter School Contract betweenState Public Charter School Authority and Pinecrest Academy of Northern Nevada
This item was tabled.
12. Update on the Charter Conditions
Ms. Safford updated the Board on the charter conditions which were already brieflydiscussed throughout the agenda, including participation in NSLP and the implementation of the weighted lottery. A budget was presented to the SPCSA at their last meeting, and they asked for additional details on the transportation plan and details regarding how many students would utilize the transportation service.
9
13. Academica Announcements and Notifications
Ms. Safford stated they were having weekly calls to discuss the construction of thebuilding, and at that point, it was on schedule.
Member Salcido noted that the next Board meeting was scheduled for Thursday, April 9th at 4:45pm.
Mr. Edrosa announced that an event was scheduled at the Sparks Marina; however, with everything occurring with COVID-19, he would have to see how it progressed. Additional marketing efforts were put in place through radio and television, and the team would be at St. Peters Church every Thursday for 10:00 a.m. until the enrollment lottery.
Ms. Safford introduced Lorena Godina as the new Board Support Manager in Northern Nevada.
14. Member Comment
There was no member comment
15. Public Comments and Discussion
There was no public comment.
16. Adjournment
Member Wurm moved to adjourn the meeting at 6:13 p.m. Member Perez secondedthe motion, and the Board voted unanimously to approve. Member Salcido adjourned the meeting.
Approved on:
_______________________________
Secretary of the Board of Directors
Pinecrest Academy of Northern Nevada
10
PINECREST ACADEMY OF NORTHERN NEVADA
Supporting Document
Meeting Date: April 9, 2020 Agenda Item: 3b– Discussion and Possible Approval of a Proposed Board Meeting Schedule Number of Enclosures: 1
SUBJECT: Proposed Board Meeting Schedule Action Appointments Approval X Consent Agenda Information Public Hearing Regular Adoption
Presenter (s): Consent Recommendation: Proposed wording for motion/action: Fiscal Impact: N/A Estimated Length of time for consideration (in minutes): 0 minutes Background: The Board Meeting Schedule for the 2020/2021 must be approved by the Board prior to submission to the State. The proposed dates remain on the 2nd Thursday of each month. The October meeting will be on the 3rd Thursday due to fall break. Submitted By: Staff
11
6630 Surrey Street Las Vegas, Nevada 89119
April 10, 2020 State Public Charter School Authority 1749 North Stewart Street, Suite 40 Carson City, Nevada 89706
Re: Mater Academy of Northern Nevada Board Meeting Schedule
To Whom it May Concern,
Please allow this to serve as Pinecrest Academy of Northern Nevada's tentative schedule of board meetings for the 2020/2021 school year.
PINECREST ACADEMY OF NORTHERN NEVADA 2020/2021 BOARD MEETING SCHEDULE
July 9, 2020
August 13, 2020
September 10, 2020
October 15, 2020
November 12, 2020
December 10, 2020
January 14, 2021
February 11, 2021
March 11, 2021
April 8, 2021
May 13, 2021
June 10, 2021
If you have any further questions, please do not hesitate to contact me at (702) 431-6260. Sincerely, Jaime Edrosa Managing the Operations of Mater Academy of Northern Nevada Academica Nevada
12
PINECREST ACADEMY
OF NORTHERN NEVADA
Supporting Document
Meeting Date: April 9, 2019 Agenda Item: 3c – Review and Approval of the Pinecrest Academy of Northern Nevada EL Policy/Plans Number of Enclosures: 1
SUBJECT: EL Policy Approval Action Appointments Approval X Consent Agenda Information Public Hearing Regular Adoption
Presenter (s): Consent Recommendation: Proposed wording for motion/action: Move to approve the Pinecrest Academy of Northern Nevada’s EL Policy. Fiscal Impact: N/A Estimated Length of time for consideration (in minutes): 0 minutes Background: Pinecrest’s EL Policy is due to the State and requires Board approval. Submitted By: Staff
13
PINECREST ACADEMY OF
NORTHERN NEVADA
English Language Learner Program Plan
2020-2021
14
Table of Contents
Program Development 3-4
Vision/Philosophy 4
Desired Outcomes 5
Instructional Overview 5-7
Identification of ELL Students 7
Program Implementation 7-8
Professional Development 8 - 9
Program Evaluation 9
Program Timeline 9 - 10
Appendix: Parent Notification Letters 11-16
15
Program Development
Pinecrest Academy of Northern Nevada English Language Learner (ELL) Program has been developed through evaluating relevant research, by consulting with teachers, parents, and administrative staff, and by referencing the U.S. Department of Education’s Office of English Language Acquisition English Learner Tool Kit. Additionally, student data at the campus was analyzed to determine the amount of current program participants and identified levels of proficiency. The following shows the number of students enrolled in the Pinecrest Academy of Northern Nevada English Language Learner Program for the 2020-2021 school year:
Pinecrest ELL enrollment numbers will be added here for the 2020-2021 school year.
The following shows the level of proficiency for students enrolled in the Pinecrest system as demonstrated on the 2019-2020 WIDA Access for ELLs 2.0 Language Proficiency Test:
Proficiency on WIDA Access will be added here.
16
Vision/Philosophy
Pinecrest Academy of Northern Nevada’s English Language Learner Program strives to provide ELL students with language skills that will help them understand, speak, read, and writeEnglish fluently. The objective of the Pinecrest English Language Learner Program is to helpstudents make positive and meaningful academic connections that lead to improvements in student achievement, so they can succeed academically and socially in both the school setting and the community. Research shows that the most effective ELL instruction occurs when the teacher integrates instructional objectives seamlessly in teaching the components of literacy, using both language and meaning-based approaches.
Pinecrest Academy of Northern Nevada has adopted the Sheltered Instruction Observation Protocol(SIOP) in which ELL students are provided instruction in the English-only mainstream classroom.
17
Desired Outcomes and Expectations
In order to facilitate instruction which achieves the desired objectives, classroom teachers and/or the designated ELL Strategist will focus on the seven attributes proven to be associated with positive student outcomes:
1) Explicit skills instruction 2) student-directed activities
3) instructional strategies that enhance understanding
4) opportunities for practice
5) systematic student assessment
6) balanced curriculum
7) immersive instruction
Utilizing the aforementioned strategies, Pinecrest Academy of Northern Nevada’s goal is to provide effective instruction so students performing at proficiency “Level 4 - Expanding” and below are able to utilize their social English and academic language to understand grade level material and move toward the “Level 5 - Bridging” and “Level 6 - Reaching” levels of proficiency as demonstrated on the WIDA ACCESS for ELLs 2.0 English Language Proficiency Test.
Instructional Overview
The Pinecrest Academy of Northern Nevada ELL program creates multiple, scaffolded opportunities for ELL students to develop understandings of core concepts, engage in analytical practices, and develop the language needed to be successful. This approach to ELL instruction is grounded in the Six Principles of Effective ELL Instruction as presented in Understanding Language (2013). These six principles are:
1) Instruction focuses on providing ELL students with opportunities to engage in discipline-specific practices that are designed to build conceptual understanding and language competence.
2) Instruction leverages ELL students’ home language(s), cultural assets, and prior knowledge in order to make content meaningful and comprehensible.
3) Instruction for ELL students is standards-aligned, rigorous, grade-level appropriate, and provides deliberate and appropriate scaffolding.
4) Instruction is designed in order to move ELL students forward by taking into account their English proficiency level and prior schooling experience.
5) Instruction equips ELL students with strategies necessary to comprehend and use language in a variety of academic settings.
6) Diagnostic tools and formative assessment practices are employed to measure students’ content knowledge, academic language competence, and participation in disciplinary practices while also allowing teachers to monitor student learning and adjust instruction accordingly.
18
Pinecrest Academy of Northern Nevada elementary classrooms currently structure English Language Arts (ELA) across the day in chunks equaling 90-100 minutes daily. Two-thirds of instructional time is spent learning grade-level standards and objectives in the general education classroom. During this time, ELL students receive immersive instruction and are introduced to literacy objectives through the designated Wonders classroom curriculum. Through the designated curriculum, students are provided with grade-level academic language and explicit vocabulary instruction. Targeted instruction designed to develop and reinforce through spiral review and practice takes places during “power hour ELA”. Power Hour provides an opportunity for identified ELL students to receive specific instruction that can both fill foundational gaps while challenging students to grow.
Pinecrest Academy of Northern Nevada upper school provides English Language Arts
instruction during scheduled periods. During ELA class periods, students are taught grade-level standards and objectives in the general education classroom and ELL students receive immersive instruction. ELL students in the upper school are introduced to literacy objectives through the designated SpringBoard curriculum. Additionally, upper school ELL students, who have been identified as struggling readers through SBAC and other classroom assessments, receive additional support through the Ready Reading and Writing curriculum. The classroom teacher and/or ELL Specialist will support ELL students through small group or individualized instruction.
Elementary students, who have been identified as English Language Learners, and have been referred to the Gifted and Talented program are screened using the CogAT-7 and receive a point on the GATE matrix for their identified ELL status. Upper school students, who have been identified as English Language Learners, are encouraged to participate in advanced core and elective courses as well as GATE programming.
Classroom teacher(s) and/or the ELL Specialist will strategically support ELL students in all subject areas, and at all grade levels and stages of language acquisition, through integrating the following strategies into instruction:
● Teacher modeling - Direct, explicit instruction with elaboration and demonstration
of skills.
● Scaffolding - Build from what students know, start instruction from prior knowledge and
build up to the new skill.
19
● Group practice - After explicit instruction small groups practice skills and share knowledge.
● Peer teaching - Students become the teacher and talk to classmates about skills learned. ● Integration - Applying skills learned to other core subjects. ● Modeled Writing – Teacher “Thinks aloud” and demonstrates writing strategies. ● Practice and review - Practice and spiral reviews for understanding and retention. ● Emphasize listening comprehension by using read-alouds and music. ● Model language by saying and showing the meaning. ● Use visuals and have students point to pictures or act out vocabulary and make
connections with the student's background knowledge. ● Utilize videos to introduce and reinforce concepts. ● Implement cooperative learning strategies that allow for the sharing of ideas between
students. ● Have students retell stories or experiences. ● Re-phrase incorrect statements in correct English. ● Use graphic organizers and thinking maps. ● Create opportunities for students to practice oral reading fluency with a peer mentor. ● Create activities and assessments that give students an opportunity to present in English.
● Ask students to identify vocabulary by symbols that show the student’s level of understanding.
● Offer challenge activities to expand the student's vocabulary knowledge. ● Train students on the use of a thesaurus and dictionary. ● Demonstrate effective note-taking and provide a template.
Identification of ELL Students
In order to ensure each student is properly identified, Pinecrest Academy of Northern Nevada provides families with a “Home Language Survey”. The “Home Language Survey” is completed as part of the registration process and the results of the survey are reviewed by the administrator who oversees the campus ELL program. The survey includes the following questions:
Primary language used in home. What is the student’s first language? Is student currently receiving ELL services? Has your child exited an ELL program at their previous school? The campus administrator who oversees the ELL program will review the current school year “Home
Language Survey” responses. For students returning to Pinecrest Academy of Northern Nevada, their previous school year’s WIDA ACCESS assessment results will be used to determine continued eligibility in the ELL program. Any newly identified potential ELL students will be screened using the WIDA ACCESS Placement Test (W-APT) in August/September or upon enrollment. Additionally, student transfer records are reviewed to determine if a student was screened or enrolled in an ELL program at their previous school. Students who were screened and determined eligible at their previous school will be enrolled in the Pinecrest ELL program.
20
Program Implementation
The campus administrator who oversees the ELL program and/or ELL Specialist will work collaboratively with grade level teams to review baseline assessment results of identified ELL students in the areas of proficiency and student growth projections. Using the NWEA MAP (K-8), the previous year’s WIDA ACCESS results, and the current year’s WIDA screener for students not previously identified, the administrator, classroom teacher(s), and/or ELL Specialist will identify specific areas of need amongst ELL participants and establish realistic, yet rigorous, goals for the participants. These goals will be revisited after analyzing the results of each NWEA MAP (K-8) interim assessment. The culmination of these goals will be in May of each school year. The end of year NWEA MAP (K-8), and the current year’s WIDA ACCESS assessment results will be used to determine student progress toward their goals.
In August (or upon enrollment) student participants will be identified, parental consent received, and individualized student goals will be documented. The ELL Literacy Program will begin in September and will end in May of each school year. Throughout the school year, the campus administrator who oversees the ELL program and/or ELL Specialist will work collaboratively with each grade level team or department to review lesson plans and ensure the learning needs of ELL students are being addressed. Additionally, the classroom teachers and/or ELL Specialist will work closely with the Special Education teacher to ensure ELL students with Individualized Education Plans (IEPs) are receiving instruction that aligns with their goals. The school will also provide materials and resources that parents of ELL program participants can use to assist at home.
Professional Development Teachers will be provided with professional development training that includes ELL strategies and research-based instructional methods that will enhance both whole group and small group lessons (e.g. SIOP and GLAD). Additionally, classroom teachers will be provided with professional development related to the understanding of literacy objectives and best practices for how the academic content standards should be taught and assessed across all subject areas and for all types of learners. These strategies will help teachers incorporate the previously mentioned seven essential components of effective ELL literacy instruction along with the Six Principles of Effective ELL Instruction in to their whole-group and small group differentiated lessons and assessments. Teachers interested in pursuing their TESL endorsement can request tuition reimbursement in accordance with the policies outlined in the Pinecrest Academy of Northern Nevada Staff Handbook.
21
Program Evaluation
Pinecrest Academy of Northern Nevada English Language Learner Program evaluation plan includes data from the current school year’s W-APT (for newly identified students), WIDA assessment, the NWEA MAP Reading assessment (K-8), SBAC results (3-8), and Science assessment (5 and 8). The previous year’s WIDA assessment results and current W-APT screener scores (for newly identified students) will be used to identify program participants. NWEA MAP Reading (K-8) will be used as a baseline assessment and then will be administered in the winter and spring for a total of three diagnostic assessments. The WIDA assessment or W-APT Screener, in conjunction with the previous school year’s SBAC results and the current baseline assessments in NWEA MAP(K-8) will be utilized to establish individualized student goals. The interim assessments thereafter will be used to collect and analyze the following quantitative data points:
● Individual student proficiency levels - noting increases or decreases since baseline
● Individual student growth data - noting increases and decreases since baseline
● Percentage of total ELL program participants meeting the student growth expectation
● Average proficiency level of ELL program participants
The end of year WIDA assessment will be used to determine the percentage of students who qualify to be exited from the program. Parent notification letters will be sent home to parents stating whether the student was exited or if the students will continue in the program for the following school year. Students who score a 4.5 or higher on the composite score will be exited from the program. Students who score below 4.5 on the composite score will continue in the ELL program.
Program Timeline
The following outlines the timeline for program components: ❏ July/August: Review previous school year’s WIDA ACCESS Assessment results to determine
program eligibility or exit status. Notify parents of student status in the ELL program. ❏ August: ELL Specialist or designee completes WIDA W-APT and ACCESS online
training certification ❏ August/September or Upon Enrollment: Review “Home Language Survey” responses to
determine students who need to be screened using the W-APT. Notify parents of W-APT screened students as to their status in the ELL program.
22
❏ September: NWEAMAP (K-3) Reading Baseline assessment administered
❏ September: ELL Program participants identified and parental consent received
❏ September-May: ELL Literacy program instruction
❏ January: NWEAMAP (K-8) Reading Winter Benchmark administered
❏ January-February: WIDA ACCESS (K-12) administered
❏ April/May: SBAC Assessment (3-8), and Science Assessment (5,8)
❏ May: NWEAMAP (K-8) Reading Spring Benchmark administered
❏ May: End of Course Exams for eligible students
❏ May: Culmination of Pinecrest Academy of Northern Nevada ELL program instruction
❏ June: Pinecrest Academy of Northern Nevada ELL Program data analysis
23
Appendix:
Parent Notification Documents
Included in the following section are:
● W-APT Notification Letter (Qualified)
● W-APT Notification Letter (Did Not Qualify)
● Parent Notification of Student Participation in English Language Learners (ELL) Program
● Decline Services
24
For Your Information Only- Please Do Not Return to the School W-APT Notification Letter Date: Parents/Guardians of: Grade: Dear Parents/Guardians, Based on your child’s submitted registration documents, your child was screened using the W-APT, which stands for the WIDA-ACCESS Placement Test. This is an English language proficiency “screener” test given to incoming students who may be designated as English language learners. Based on the results from the W-APT, your child has QUALIFIED for additional services in the English Language Learner (ELL) program. Your child’s progress toward language proficiency will be tested each February through the WIDA ACCESS test. Results of your child’s WIDA ACCESS test will be provided to you during the summer. Your child will continue in the English Language Learner’s (ELL) program until he/she reaches a composite score of 4.5 or higher on the WIDA ACCESS test. Oral Language Score: Literacy Score: Composite Score:
If you have any questions, please feel free to contact the school.
Sincerely,
25
For Your Information Only- Please Do Not Return to the School
W-APT Notification Letter Date:
Parents/Guardians of: Grade:
Dear Parents/Guardians, Based on your child’s submitted registration documents, your child was screened using the W-APT, which stands for the WIDA-ACCESS Placement Test. It is an English language proficiency “screener” test given to incoming students who may be designated as English language learners. Based on the results from the W-APT, your child has been EXITED from the English Language Learner (ELL) program and will not participate in the WiDA Access assessment to measure his/her progress. Oral Language Score: Literacy Score: Composite Score:
If you have any questions, please feel free to contact the school.
Sincerely,
26
Parent Notification of Student Participation in English Language Learners (ELL) Program
Student’s Name:
Dear Parent/Guardian: This spring, your child took the mandatory WIDA ACCESS English Language Proficiency Test for the state of Nevada. The WIDA ACCESS test evaluates the student’s proficiency in academic use of English in each of the following areas: Overall, Speaking, Listening, Reading, and Writing. Each category receives a score of 1 to 6 as follows:
1 Entering- knows and uses minimal social language and minimal academic language with visual support.
2 Knows and uses some social English and general academic language with visual support.
3 Knows and uses social English and some specific academic language with visual support.
4 Knows and uses social English and some technical academic language.
5 Knows and uses social and academic language working with grade level material.
6 Knows and uses social and academic language at the highest level measured by this test
These are the results of the WIDA ACCESS test for your child (a detailed score report is attached): Composite Listening
Literacy Reading
Speaking Writing
Your child’s test scores show that your child: Exited the ELL Program Will Continue in the ELL
Program (Composite = 4.5) (See Explanation Paragraphs Below)
Information for students continuing in the program: Your child will exit the program when he/she scores a Level 4.5 or higher in both the “Overall” and “Literacy” categories on the English Language Proficiency assessment. This notice is to inform you that your child will continue to participate in Pinecrest
27
Academy of Northern Nevada’s English Language Learners (ELL) Program. The goal of this program is to help your child learn English so that he or she will be successful in meeting age-appropriate standards for grade promotion and graduation. The method of language instruction used in your child’s program is Structured English Immersion. All instruction is an immersion strategy program in English. Teachers have specialized training in meeting the needs of ELL students, possessing either bilingual education, or ELL teaching credential and/or training, as well as strong receptive skills in the students’ primary language If your child has an individualized education plan (IEP), the above program will meet your child’s needs by the administration of an adapted test and the test administrator will follow the student’s listed accommodations. All of the above programs have activities that teach English, promote a positive self-image, develop cross-cultural understanding, and are designed to meet the educational strengths and needs of the students. The goal of the program is to prepare students to succeed in the general education classes and meet Nevada’s academic achievement standards. When your child reaches the exit criteria, you will be notified of the transition and will be provided an opportunity to discuss and participate in decisions related to your child’s future educational plans. Following the release of your child from the program, we will continue to track his or her progress for two years from their release to ensure a successful transition. We will use teacher input and state standardized test results to monitor student progress. If you should choose to decline enrollment of your child in this program, he or she will not receive ELL services, but will still be evaluated each year with the WIDA ACCESS test until meeting the program exit requirements. This evaluation is mandated by the law. Information for students exiting the program: Pinecrest Academy of Northern Nevada will continue to track your child’s progress for two years from their release to ensure a successful transition. We will use teacher input, and state standardized test results to monitor student progress. Please feel free to contact me if you would like additional information about the assessment or program or to further review test scores. Sincerely,
28
Date:
Dear Parent,
We understand that you would like to decline the English Learner part(EL) program or particular EL services proposed for your child ______________________. EL services are specifically designed to help your child obtain English language proficiency as well as acquire grade-level content. However, as stated in our conversation, you have the legal right to opt your child out of the program or particular services.
If you still wish to opt your child out of the EL program or particular EL services, please initial next to each item on the checklist below. Doing so will indicate that you fully understand and agree with each statement. After you have initialed next to each of the statements, please sign, date, and return the form to your child’s school. We will keep this document on file stating that you have declined or do not want these indicated EL services for your child.
❖ I am aware of my child’s English language assessment score and other information about my child’s current academic progress, and understand why he/she was recommended for additional English language instruction.
❖ I am familiar with and had the opportunity to discuss the EL programs and services the school has available for my child.
❖ I understand that the school believes its recommendation is the most academically beneficial for my child.
❖ I understand that my child will still be designated an “English Learner” and have his or her English proficiency assessed once per year until he/she no longer meets the definition of an English Learner.
❖ All of this information has been presented to me in a language I fully understand.
I, ______________________, with a full understanding of the above information, wish to decline the EL programs and EL services offered to my child.
Parent’s Signature Child’s Name Date
29
PINECREST ACADEMY OF NORTHERN NEVADA
Supporting Document
SUBJECT: Academic and School Initiatives Action Appointments Approval Consent Agenda X Information Public Hearing Regular Adoption
Presenter (s): Jami Curtis Recommendation:
Proposed wording for motion/action:
Fiscal Impact: N/A
Estimated Length of time for consideration (in minutes): 5-10 Minutes Background: Report from Principal Jami Curtis as well as an academic report.
Submitted By: Staff
Meeting Date: April 9, 2020 Agenda Item: 4 — Update on Academic and School Initiatives by Principal Jami Curtis Number of Enclosures: 1
30
Pinecrest Academy of Northern Nevada Principals’ Report 4.9.2020
Presented by: Jami Curtis, Campus Principal
Highlights & Updates ● Virtual marketing shift: YouTube Channel, Facebook Live Events, Founding Faculty Friday Intros ● Marketing team pivot: TV ads, radio, Google ads, Billboard ● Uniform vendor selection: Team Sports Ink
Logistical Updates ● Continued work with procurement team: furniture, curriculum, technology ● Transportation overview video
Proposals ● Student and Parent Handbook (for review) ● ELL Program Policy & Plan
Staffing Updates ● 25 staff hires ● Office Manager, Registrar, Receptionist, Clinical Aide (CNA), Nurse, Speech, Building, Grounds &
Maintenance ● Kinder (2), 1st grade (2), 2nd grade (2), 3rd grade (2), 6/7 ELA, 6/7 Math, ELL Coordinator/Coach
Enrollment Updates ● TBD
Outreach Events ● Northern Nevada Moms Showcase ● Google Meet Team Meetings & Parent Meetings
Upcoming Events ● Facebook Live Sundays at 4pm
Ongoing Marketing Events ● Facebook Live Sundays @4pm ● Google Meets with Incoming Staff & Families ● Founding Faculty Fridays
1 31
Campus Highlights
Campus building progress as of 4/2/2020
2 32
PINECREST ACADEMY OF NORTHERN NEVADA
Supporting Document
SUBJECT: Financial Policies and Procedures Action Appointments Approval Consent Agenda X Information Public Hearing Regular Adoption
Presenter (s): Trevor Goodsell Recommendation:
Proposed wording for motion/action:
Fiscal Impact: N/A
Estimated Length of time for consideration (in minutes): 5-7 Minutes Background: Board approval is needed for Pinecrest Academy of Norther Nevada’s Financial Policies and Procedures Manual.
Submitted By: Staff
Meeting Date: April 9, 2020 Agenda Item: 5— Discussion and Possible Action to Approve the Pinecrest Academy of Northern Nevada Financial Policies and Procedures Manual Number of Enclosures: 1
33
1
PINECREST ACADEMY OF Northern NEVADA
FINANCIAL POLICIES &
PROCEDURES MANUAL
34
2
FOREWORD AND GENERAL OUTLINE
The Board has adopted sound financial policies and accounting procedures in accordance with Nevada Law. These policies, identified in this Financial Policies and Procedures Manual, ensure effective internal controls over revenues, expenses and fixed assets and are evaluated on a regular basis to ensure compliance with all statutory and regulatory authorities.
The school principal/administrator will be responsible for all aspects of school operations within the scope of operating policy and budgetary approval by the Governing Board. The school’s on- site administration/faculty and staff will report directly to the principal, who then reports to the Governing Board. The EMO, contracted by the board, will provide bookkeeping, and financial forecasting services to the Governing Board for its oversight and approval.
The Board, at minimum, will be responsible for:
1. reviewing and approving a preliminary annual budget prior to the beginning of the fiscal year;
2. reviewing quarterly financial statements, which include a balance sheet and statement of revenue, expenditures and changes in fund balance, at each public board meeting;
3. annually adopting and maintaining operating budget for the school 4. retaining the services of a certified public accountant/auditor to conduct the annual
independent financial audit; 5. reviewing and approving the audit report, including audit findings and recommendations;
and 6. reporting to all applicable legal agencies including the charter school’s sponsor 7. overseeing the school’s principal and all financial matters delegated to the principal.
School invoices relating to daily operations will be managed by the Board-approved EMO. The principal will manage the daily operations and site-based finances, including expenditures and receivables and seek prior approval from the Board for expenditures over a pre-approved amount (as per Board policy). The Principal and EMO will report on a monthly basis to the Governing Board on all payroll reports, financial statements, and any other information requested by the Board.
35
3
TABLE OF CONTENTS
1. Charter School Budget 2. General Operating Contingencies 3. Fund Balance 4. Budget Preparation 5. Budget Transfer Authority 6. Procedures for Collecting and Depositing non-DSA funds 7. Staff Training 8. School Fund Account 9. Authorized Signatures 10. Utilities 11. Board Approved Contracts 12. Funding Proposals and Applications 13. Charter School Foundation 14.Investment of Funds 15.Fiscal Accounting and Reporting 16.Financial Reports and Statements 17.Property Inventory and Capitalization 18.Audits
19.Purchasing Procedure 20.Food Service (NSLP) 21. Expenditure of Charter School Funds for Meals, Refreshments and Gifts 22.Petty Cash 23.Credit Cards 24.Payment Procedures 25.Payroll 26.Expense Reimbursement 27.Insurance 28.Travel Advances and Reimbursement 29.Disposal of Charter School Property 30.Information Technology Procedures 31.Internal Control Testing 32.Grant Expenditures and Requirements
36
4
1. Charter School Budget
The charter school budget will serve as the financial plan of operation for the charter school and will include estimates and purpose of expenditures for a given period and the proposed means of financing the estimated expenditures. The charter school will provide the budget and budget documents in accordance with the rules and regulations as specified by the Nevada Department of Education on an annual basis.
The charter school budget will be prepared in full compliance with NRS 386.550 and NAC 386.370.
The administrator will be responsible for the preparation of the budget document.
2. General Operating Contingencies
General operating contingencies may be established at an amount deemed sufficient by the governing body to responsibly enable the charter school to meet unforeseen financial needs due to emergencies and changing charter school needs. The amount will be established by the governing body during the budget development process.
General operating contingencies may be recommended by the administrator for governing body approval. The need, purpose and amount of the transfer shall be duly recorded.
3. Fund Balance
The governing body recognizes its responsibility to establish an unreserved fund balance1 in an amount sufficient to:
1. Protect the charter school from unnecessary borrowing in order to meet cash- flow needs;
2. Provide prudent reserves to meet unexpected emergencies and protect against catastrophic events;
3. Meet the uncertainties of state and federal funding; and
4. Help ensure a charter school credit rating that would qualify the charter school for lower interest costs.
Consequently, the governing body directs the administrator to manage the currently adopted budget in such a way to strive for an ending fund balance of at least 8.3 percent of total adopted revenues.
In determining an appropriate unreserved fund balance, the governing body will consider a variety of factors with potential impact on the charter school’s budget including the predictability and volatility of its expenditures2; the availability of resources in other funds as well as the potential drain upon general fund resources from other funds3; liquidity4; and designations5. Such factors will be reviewed annually.
37
5
4. Budget Preparation
Campus Administrators have the responsibility to coordinate with Academica Nevada to complete budget preparation for Board review and should develop such procedures necessary to ensure that the proposed budget reflects all areas of charter school operation.
The administrator and the governing body will establish budget priorities for the charter school and will make appropriate recommendations related to those priorities.
5. Budget Transfer Authority
The adopted budget is a financial plan which may be subject to change as a result of circumstances or events occurring during the ensuing budget period. All appropriation transfers shall be made using the guidelines in NAC Chapter 354.
All “Budget Transfer Request” forms, when completed and approved by building administrators and/or department directors, will be forwarded to the business manager for review. A determination will be made if funds are available for transfer (i.e., outstanding encumbrances or low fund balance). If necessary, a resolution will be prepared for Board consideration. The “Budget Transfer Request” form will accompany the resolution and upon affirmative action by the governing body, be signed by the administrator. The approved request will then be acted upon by the [business manager] who will make the transfer.
6. Procedures for Collecting and Depositing non-DSA Funds
All non-DSA revenues received by the school will be received by the School Front-Desk Manager/Receptionist. The Front-Desk Manager/Receptionist is required to issue a paper receipt
to the payor in a receipt book provided by the School Office Manager. The receipt book must be a pre-numbered, multi-part receipt form.
At the end of each day, the Front-Desk Manager/Receptionist is required to turn over all payments and receipts to the Office Manager. The Office Manager and one other available school employee, but not the Front-Desk Manager/Receptionist or the Administrator who will be depositing the funds, will tally the total of the receipts and monies collected and verify the amounts match. The Office Manager will then endorse all checks For Deposit Only to the School’s account and prepare a deposit slip.
A copy of all cash receipts and checks which support each deposit must be made and kept with a copy of the deposit slip.
A School Administrator is responsible for transporting all non-DSA funds to the Banking Institution selected by the Board of Directors. Deposits must be made either once a week or whenever more than $500.00 in cash has been received, whichever comes first.
38
6
7. Staff Training
Training in financial policies and procedures for Administrators, office managers and staff needs to be provided at least annually. Documentation of training should be retained and a copy of the documentation should be submitted to the governing board.
8. School Fundraising Accounts
Each Campus of Pinecrest Academy of Northern Nevada shall maintain a separate checking
account with the depository institution selected by the Board of Directors for the deposit and
maintenance of revenues obtained through fundraising, after school care and other activities not
funded with federal and state revenues. These revenues may include t-shirt sales, PTO transfers
or donations, or other similar fundraising activities. These accounts are subject to the signature
and purchasing requirements outlined in sections 9 and 19. (This does not include any federal or
state grants which, if obtained, should be deposited into the School’s main operating account).
9. Authorized Signatures
Authority to sign checks written on any of the School or Campus accounts shall be as follows:
o Under $2,500 – One Signature required
Principal (if not purchase order authorized by the Principal)
Board Treasurer
Board Chair
Academica Nevada COO
Academica Nevada Director of Operations, Northern Nevada
Academica Nevada CFO
o $2,500 up to $25,000 – Two Signatures (one signature must be from the school)
Principal
Board Treasurer
Board Chair
Academica Nevada COO
Academica Nevada CFO
• OR
Academica Nevada Director of Operations, Northern Nevada
o Over $25,000 – Two Signatures (one signature must be from the school)
Board Chair AND
Board Treasurer, Principal, Academica Nevada COO, Academica CFO or Academica Nevada Director of Operations, Northern Nevada
39
7
10. Utilities
The School may set up automatic payments with utility companies (electric, phone/internet, water/sewer, ect…). The school will create a PO for each invoice that will require a signature from the Principal. Any billing discrepancies will be investigated by Academica Nevada. Signature limits shall not apply to utility bills.
11. Board Approved Contracts The board will authorize the Lead Principal to approve online payments via wire transfers or ACH on contracts that have been presented and approved by Board of Directors. If a check needs to be cut instead of a line payment the Lead Principal may also be the second authorizing signature on checks above $25,000 for board approved contracts.
12. Funding Proposals and Applications
The charter school shall pursue federal, state or private grants or other such funds that will assist the charter school in meeting adopted governing body and charter school goals.
Proposals for external funds will be submitted to the governing body for evaluation and approval. In the event an opportunity arises to submit a grant proposal and there is insufficient time to place it before the governing body, the administrator is authorized to use his/her judgment in approving it for submission. The administrator will review the proposal with the governing body at its next regular meeting. The governing body reserves the right to reject funds associated with any grant which has been approved.
The governing body shall, before an acceptance of such funds, consider the charter school’s obligations, expectations or encumbrances when the grant ceases.
13. Charter School Foundation
The governing body authorizes the establishment and incorporation of a foundation for the purposes of accepting, holding and administering funds and gifts to the charter school for special and general purposes. The purposes of funds administered by the foundation may include scholarship, student aid, capital improvement projects, improvement and extension of programs and other activities of benefit to the charter school and its students. Both the governing body and the foundation governing body of directors will receive annual evaluations for all funded projects.
The foundation will be incorporated under Nevada Revised Statutes and registered as a tax exempt corporation under Section 501 of the Internal Revenue Service Code.
The foundation will be governed by a governing body of directors whose selection, membership and functions will be set forth in the foundation’s by-laws. There may be no more than two (2) representatives of the foundation on the charter school’s governing body.
40
8
14. Investment of Funds
The governing body may authorize the investment or reinvestment of funds which are not immediately needed for operation of the charter school. Such investments will comply with state law and Nevada Administrative Code.
15. Fiscal Accounting and Reporting
The charter school’s accounting and reporting system will be in accordance with generally accepted accounting principles and will conform to state laws and regulations. Accounting procedures shall show a detailed and meaningful analysis of both receipts and expenditures. This analysis should be adequate for study and evaluation by the governing body and school management, and will serve as a basis to make financial and related educational decisions, to formulate future plans, to safeguard public funds and to ensure adequate financial accountability.
Payment on all charter school accounts, including the general fund and special accounts, shall operate according to established accounting procedures.
All cash received is to be properly receipted. Money received shall be placed in deposit.
The Administrator shall be the lawful custodial officer of all charter school funds and shall demand receipt for, and safely keep according to law, all bonds, mortgages, notes, moneys, effects, books and papers belonging to the charter school. Funds may be commingled in the depository so long as they are budgeted and accounted for separately.
16. Financial Reports and Statements
The governing body, through the Board Treasurer, will receive and accept financial reports that include monthly bank statement reconciliations, estimates of expenditures for the general fund in comparison to budget appropriations, actual receipts in comparison to budget estimates and the charter school’s overall cash condition. Supplementary reports on other funds or accounts will be furnished upon request of the governing body or administrator.
Appropriate staff will be available at any governing body meeting, upon the governing body’s request, to respond to questions and to present current financial information. The administrator will notify the governing body at any time of substantial deviations in the anticipated revenues and/or expenditures.
41
9
17. Property Inventory and Capitalization
The charter school will maintain a complete property inventory which lists all school sites, buildings, equipment and supplies with a value greater than $200. This inventory will be updated as necessary. The governing body may authorize the employment of an appraisal company to assist with the inventory procedure.
The charter school will maintain an inventory of all capital assets in accordance with governmental accounting standards. The charter school’s inventory will be updated [annually] to include property newly purchased and disposed.
Capital assets includes all charter school-owned property such as land, buildings, improvements to property other than buildings (i.e., parking lots, athletic fields, playgrounds, etc.) and equipment with a value greater than $5,000. (See NAC 386.342)
18.Audits
An audit of all charter school accounts will be made at least annually by an accountant selected by the governing body.
A copy of the audit report will be presented to the governing body. The administrator will submit a copy of the audit report to the sponsor.
19. Charter School Purchasing
The function of charter school purchasing is to serve the educational program by providing the necessary supplies, equipment and services.
The purchasing agent will be appointed by the governing body. He/She will be responsible for developing and administering the charter school’s purchasing program.
No obligation may be incurred by any officer or employee of the governing body unless that expenditure has been authorized in the budget or by governing body action and/or governing body policy. In all cases calling for the expenditure of charter school money, except payrolls, a requisition and purchase order system must be used.
No purchase will be authorized unless covered by an approved purchase order. No bills will be approved for payment unless purchases were made on approved orders.
The administrator or designee is authorized to enter into and approve payment on contracts obligating charter school funds not to exceed ($25,000) for products, materials, supplies, capital outlay and services that are within current budget appropriations. The governing body shall approve all contracts that are collective bargaining agreements or service contracts that include the provision of labor performed by charter school employees, such as custodial, food service and transportation services.
42
10
The administrator will review bills due and payable for the purchase of supplies and services to determine if they are within budget amounts. After appropriate administrative review, the administrator will direct payment of the just claims against the charter school. The administrator is responsible for the accuracy of all bills and vouchers.
No governing body member, officer, employee or agent of this charter school shall use or attempt to use his/her official position to obtain financial gain or for avoidance of financial detriment for himself/herself, a relative or for any business with which the governing body member or a relative is associated. Acceptance of any gratuities, financial or otherwise, from any supplier of materials or services to the charter school by any governing body member, officer or employee of the charter school is prohibited.
Bids or proposals shall be called for on all purchase, lease or sale of personal property, public improvements or services other than agreements for personal service, in accordance with applicable competitive procurement provisions of Nevada Revised Statutes and adopted public contracting rules. (See NRS Chapter 332, NRS 386.573)
20. Food Service Accounts (National School Lunch Program) If the charter school elects to participate in the National School Lunch Program (NSLP) for all or any campus, the school will create a separate bank account process the NSLP transactions. All procedures received for the NSLP will be deposited into the NSLP checking account and expenses related to the NSLP will first be paid out of this checking account until the funds are exhausted, then the remaining balances will be paid out of the general operating funds. No proceeds or profits from the NSLP shall be used for any other purposes than that approved by the NSLP.
21. Expenditure of Charter School Funds for Meals, Refreshments and Gifts
The charter school recognizes there may be occasions when it is appropriate for governing body members, administrators and others to expend charter school funds in the course of conducting charter school business to provide meals or refreshments (bakery goods, snacks, fruit, punch, coffee, tea, soft drinks, etc.). The purchase of gifts may also be approved, in certain situations. Such occasions may include, but are not limited to, various charter school and building level meetings, gatherings to celebrate charter school successes or recognize individual achievements, contributions or outstanding service to the charter school and other charter school and school- sponsored activities.
Such expenditures may be made with prior governing body approval only, subject to the provisions of this administrative regulation.
The use of charter school funds, as used in this regulation, means the use of money in any of the general accounts of the charter school. This includes the General Fund, Food Service Fund and others. It also includes money in student body accounts held at each school that are derived from any student activity or from parent organizations. Exceptions are funds collected from staff members or others for the specific purpose of providing gifts or parties. It is also recognized that buildings may have established a “social fund” or “sunshine fund” to which each staff member may voluntarily contribute. Such funds are generally used for birthday recognition, bereavement
43
11
and illness acknowledgment activities, etc. These funds are also exempt from the following requirements.
Meals may be provided by the charter school to recognize the contributions of staff, through retirement dinners or other recognition events; Meals may be provided by the charter school as a part of governing body or administrative work sessions, at charter school or building-level committee meetings or other charter school approved activities. Meals provided at staff meetings and trainings must be supported by adequate documentation, which shall include a list of attendees and an agenda with a time frame for each topic discussed.
Meals not directly business related may be provided to staff or others at the individual’s expense only.
Governing body members, administrators and other charter school administrative staff may use charter school funds to provide refreshments for staff, parents or others at meetings, in-service programs or other similar charter school or school-sponsored activities, not to exceed [$ ] per participant and subject to the following additional requirements: · The purchase of alcoholic beverages with charter school funds is strictly prohibited; · The use of charter school funds for parties is prohibited.
There are numerous occasions that may arise whereby governing body members, administrators or other charter school staff may feel the need to recognize employees, i.e., Bosses’ Day, Secretaries’ Day, classified employees’ week, birthday, etc. A governing body member, administrator or other charter school employee may provide such recognition at his/her expense only, unless as otherwise permitted below:
The charter school may provide a small token of appreciation for a governing body member’s or employee’s retirement and years of service and other related activities utilizing charter school funds, as approved in advance. For example, the governing body generally proclaims special recognition for classified employees’ week and teacher appreciation week; Administrators may use charter school funds to provide an appropriate token of appreciation on behalf of the governing body. The value of this item may not exceed [$25 ] per person; No other expenditure of charter school funds for gifts is permitted without prior authorization from the Body or administrator.
22. Petty Cash Accounts
The school is not permitted to have petty cash accounts. The school may however withdraw cash for the purpose of making change at school events. These transactions should be limited to change only transactions and should not be used for purchases.
44
12
23. Credit Cards
The governing body authorizes the Business Manager and the Lead Principal to hold a bank credit card in the name of the charter school and to issue such cards to designated employees. Approved card holders will be held responsible for maintaining sole possession and security of issued cards at all times. Credit cards shall have a governing body approved maximum limit.
Credit cards issued to employees may only be used to purchase items authorized by the adopted charter school budget when purchase orders are not feasible.
Purchase slips and receipts must be turned in to the business office within [15] days of the transaction. The business office shall pay in full the credit card balances no later than the due date so that finance charges will not be incurred.
Charter school-issued credit cards shall be subject to the following: 1. Personal items shall not be charged on charter school-issued credit cards. If a personal item is inadvertently purchased on a charter school-issued credit card in violation of this policy, repayment by the employee must be made immediately. Failure to make the required payment may result in an automatic deduction from the individual’s next payroll disbursement. Accordingly, the charter school will require individuals issued credit cards to sign a written authorization for payroll deduction in the event of such personal use; 2. The purchase of alcoholic beverages is strictly prohibited. The purchase of gasoline for a privately-owned vehicle is also prohibited without prior authorization; 3. Leaving a gratuity that exceeds [15%] is prohibited; 4. Airline tickets may be purchased with a charter school-issued credit card only with prior administrator or designee approval. If the issued credit card provides for purchase incentives (i.e., points, discounts or airline mileage credits), such incentives shall only be redeemed for authorized charter school business. Violation of the provisions of this policy may result in the revocation of the credit card and/or discipline up to and including termination of employment.
24.Payment Procedures
All claims for payment from charter school funds will be processed by Academica Nevada in conformance with charter school procedures. Payment will be authorized against invoices properly supported by approved purchase orders, with properly submitted vouchers approved by the governing body.
The Administrator will be responsible for assuring that budget allocations are observed and that total expenditures do not exceed the amount allocated in the budget.
45
13
25.Payroll
Preparation of payroll, including time schedules and payroll periods, will be done in accordance with each employee’s agreement with the governing body. Employee health, accident, dental and other types of insurance will be provided as outlined in the agreements. Mandatory payroll deductions will be withheld as required by state and federal law.
26. Expense Reimbursements
The governing body recognizes that certain expenses are incurred by charter school employees in carrying out authorized duties. The governing body approves the reimbursement of necessary and reasonable expenditures as outlined in the accompanying administrative regulation and consistent with Internal Revenue Service requirements and Nevada Administrative Codes.
All approval and reimbursement procedures must be followed prior to reimbursement. Reimbursement for out-of-state travel by private vehicle will be made on the basis of air fare or mileage rate, whichever is lower.
Expense reimbursement for staff traveling on approved charter school business will be governed by the following procedures. Travel expenses include travel fares, meals and lodging and expenses incident to travel. Only travel expenses as are ordinary and necessary in the conduct of approved travel for charter school business purposes and directly attributable to it will be reimbursed. As used in this regulation an “ordinary” expense means one that is common and accepted in the profession; a “necessary” expense means one that is essential and appropriate in order to conduct charter school business. Reimbursement procedures established by the charter school will also apply to governing body members traveling on charter school business, as applicable.
Expense reimbursements for staff or board travel shall not exceed the maximum General Services Administration (GSA) approved rates.
Reimbursement will be made for ordinary and necessary meal expenses incurred in the course of approved travel for charter school business. Meals include amounts spent for food, beverage, taxes and related gratuities. Alcoholic beverages will not be reimbursed by the charter school.
Expenses in excess of the charter school’s established limit are ordinarily the responsibility of the employee and may be reimbursed only with administrator approval. Receipts for all meal expenses must be secured and attached to the claim.
Travel must be conducted in the most expeditious and cost-effective manner, as determined by the charter school.
46
14
27. Insurance Coverage
All charter school employees operating private vehicles on approved charter school business are required to complete and maintain on file with the charter school, verification of vehicle liability insurance that meets or exceeds Nevada statutory minimum limits. This verification is required [annually] [prior to any charter school approval to conduct charter school business in a private vehicle]. Employees are required to update their verification of vehicle liability information maintained on file with the charter school upon any change in the employee’s vehicle insurance coverage.
It is the responsibility of the owner or driver of the vehicle to be certain that the vehicle is adequately covered by insurance. Insurance costs are included as part of the m i l e a g e
reimbursement for employees authorized to use a private vehicle to conduct charter school business.
The responsibility of the charter school for damages resulting from vehicle accidents is not the same as set forth in the charter school’s general liability insurance policy. The employee’s insurance coverage provides primary coverage when the employee is driving his/her own vehicle on approved charter school business.
28. Travel Advances & Reimbursement
A travel advance may be requested when the estimated cost for meals, lodging, etc., exceeds [$50]. The travel advance may be requested by completing the form provided by the charter school. Travel advances may not exceed the maximum General Services Administration approved rate.
The cost of commercial travel tickets will not be included in a cash advance request.
In the event of loss, the employee is personally responsible for cash advances issued and for any third party use of a charter school-provided credit card.
Only one cash advance may be outstanding to any employee at any time.
29. Disposal of Charter School Property
Except as stipulated in NAC 386.342, the governing body may, at any time, declare charter school property as surplus and authorize its disposal when such property is no longer useful to the charter school, unsuitable for use, too costly to repair or obsolete.
If reasonable attempts to dispose of surplus properties fail to produce a monetary return to the charter school, the governing body may dispose of them in another manner.
47
15
30. Information Technology Procedures
The Board has contracted with an outside contractor to maintain Campus computer networks, including the maintenance of firewalls and offsite data backup. School staff is required to work closely with the contracted firm to ensure the security of School networks and data.
31. Internal Control Testing
The Board will contract with an independent accounting and audit firm to perform internal control testing and review annually. School Administration, Office Managers, and Academica Nevada staff are required to work closely with the contracted independent audit firm to develop and implement all necessary internal controls to ensure accurate and honest accounting at all campus locations.
32. Grant Expenditures and Requirements
The school under the direction of the board directors will comply with all requirements under the grant as approved by the board of directors. This includes the proper expenditure of funds as budgeted in the grant including, but not limited to, salaries and benefits, time and effort, travel, equipment and supplies, contracts, and training stipends.
When expending state or federal funds under the grant, or when requesting reimbursement under the grant, the school must have the following documentation:
• For any purchase o Billing spreadsheet o Three or more quotes when required by the grant o Invoice o Proof of Payment – receipt must clearly identify what was purchased o Evidence that materials have been received or services have been provided o Evidence that any purchased materials have been added to the inventory
• Time and Effort o Billing spreadsheet o Staff Time Sheets - signed by supervisor and employee o Student sign in sheets - signed by students (if tutoring) o Payroll Register with highlighted salaries and benefits clearly identified o Time and Effort Documentation – when required
• Professional Development o Billing spreadsheet o Paid Invoices o Sign in sheets o Agendas o Training materials o A detailed description of how it will impact student achievement (Narrative)
48
16
• Travel o School travel reimbursement form for each traveler, if required o GSA Rates printed out o Receipts o Proof of payment
• Payroll o Billing spreadsheet o Payroll Register with highlighted salaries and benefits clearly identified o Proof of payment o Time and Effort Documentation/ Personal Activity Report (PAR), if required
49
PINECREST ACADEMY OF NORTHERN NEVADA
Supporting Document
SUBJECT: 2020/2021 Initial Budget
X Action Appointments Approval Consent Agenda Information Public Hearing Regular Adoption
Presenter (s): Trevor Goodsell Recommendation:
Proposed wording for motion/action: Move to approve the minutes from the initial budget for the 2020/2021 school year.
Fiscal Impact: N/A
Estimated Length of time for consideration (in minutes): 5-10 Minutes Background: This is the first of three budgets that will be submitted to the State for the 2020/2021 school year: Initial Budget (due in April), Final Budget (due in June), and Final Revised Budget (due in November). Submitted By: Staff
Meeting Date: April 9, 2020 Agenda Item: 6 – Review and Possible Action to Approve the Initial Budget for the 2020/2021 School Year Number of Enclosures: 1
50
20-21 PANN
WFTE Gross Value 7,523 $6,084 (state) + $1,439 (local)
Total Students (FTEs) 688
Kinder 100 4
1st Grade 100 4
2nd Grade 104 4
3rd Grade 104 4
4th Grade 78 3
5th Grade 78 3
6th Grade 62 2
7th Grade 62 2
8th Grade -
9th Grade -
10th Grade -
11th Grade -
12th Grade -
Total Students (FTEs) 688
Prior Year Numbers
SPED 69 0.10
ELL
Gate -
FRL % 40%
TEACHING STAFF
Classroom Teachers 26.00 4.33
SPED Teachers 3.00 3.13
Art Teacher 1.00
Music 0.50
PE Teacher 1.00
Technology (STEM) 1.00
Spanish / Language 0.50
Additional Elective Teachers -
Total Teaching Staff 33.00
ADMIN & SUPPORT PANN
Principal 1.0
Assistant Principal 1.0
Counselor/ Student Support Advocate -
Curriculum Coach -
Office Manager 1.0
Registrar 1.0
Clinic Aide/ FASA 1.0
Receptionist 1.0
Teacher Assistants (SPED) 5.0
Campus Monitor/Custodian 2.0
Cafeterial Manager 1.0
SPED Facilitator -
Speech Pathologist -
School Psychologist -
School Nurse -
OT -
ELL Corrdinator 1.0
Total Admin & Support 15.0
Total # Teachers 33.00
Total # Admin & Support 15.00
Total Staff 48.00
Total Salaries & Benefits as % of Expenses 56.5%
Instruction Salaries as % of Total Salaries 77.3%
Admin & Support Salaries as % of Total Salaries 19.8%
Rent as % of Revenue 16.8%
51
REVENUE (@ 97%) PANN
3110 Budget Revenue 5,020,549
4500 NSLP 153,562 $3.10
3200 GATE - $853
1510 Interest Income -
Donation 11,000
4500 Special Ed Funding (Part B) 28,500 $950
3115 SPED Discretionary Unit - $3,357
Total Revenues 5,213,611
EXPENSES
Personnel Costs PANN
104 Principal 95,000
104 Assistant Principal(s) 75,000
105 Curriculum Coach -
105 ELL Corrdinator 57,000
105/106 Counselor / Student Support Advocate/Dean -
101 /103 Teachers Salaries 1,290,000 43
101 SPED Teachers 129,000 43
107 Office Manager/ Registrar / Banker 83,000
107 Secretary & FASA 39,520 13
102 Teacher Assistants (including SPED) 91,800 12.75
107 Campus Monitors 57,600 15
107 Cafeteria Manager
Unrestricted Salaries 1,917,920
Restricted Salaries PANN
Lead Principal Staff
SPED Facilitator
Speech Pathologist
School Psychologist
School Nurse
OT
GATE -
107 Cafeteria Manager - NSLP 13,875 6hrs
On Campus Sub 22,500
Restricted Salaries 36,375
Total Salaries and Wages 1,954,295
230 PERS - 29.25% 571,631
Insurances/Employment Taxes/Other Benefits 351,773
150 Incentives / Bonuses 6,000
Stipend 5,000
250 Tuition Reimbursements 8,000
Subst. Teachers (10 days/Teacher) 31,950 165
Total Payroll / Benefits and Related 2,928,649
Supplies PANN
Consumables 10,000
Zion's FFE Lease - payments 117,500
610 Office Supplies 8,944 13
610 Classroom Supplies 18,576 27
610 Copier Supplies 2,752 4
610 Nursing Supplies 2,064 3
610 SPED Supplies 8,280 120
Athletics/Extra -
Total Supplies 168,116
52
Purchased Services
320 Data Analysts 10,000
300 Special Education Contracted Services 144,480 210
310 Management Fee (Less Transportation) 279,600 450
310 Payroll Services 13,020
340 Audit/Tax
340 Legal Fees 5,000
352 IT Services 28,896 42
350 IT Set-up Fees 15,000
591 State Administrative Fee 64,698 1.25%
320 Affiliation Fee - Inc. (1/2 of 1%) 25,879 0.05%
330 Affiliation Fee - Professional Development (1/2 of 1%) 25,879 0.05%
Total Purchased Services 612,452
Other Operations PANN
533 Telephone 13,750 1250
535 Internet 9,460 860
534 Cell Phones -
531 Postage 750
535 Website 4,000
443 Copier / Printing 38,500
651 Infinite Campus 4,000
Total Other Operations 70,460
Insurances
521 Property Insurnance 30,000
522 Liability Insurance
523 Other Insurances
Total Insurances 30,000
Other
570 Lunch Program-NSLP 174,376 3.50
540 Advertising/Marketing 3,000
580 Travel 1,000
340 Background and Fingerprinting 2,000
810 Dues and Fees 5,500
Transportation 30,000
Loan Repayments 12,235
900 Other Purchases 1,000
Total Other 229,111
53
Facilities PANN
622 Public Utilities 45,000
621 Natural Gas 6,000
411 Water / Sewer 7,000
422 Garbage/Disposal 22,000
490 Fire and Security alarms 5,000
422 Contracted Janitorial Services 108,550
610 Custodial Supplies 13,760 20
430/431 Facility Maintenance/Repairs/Capital Outlay 20,000
Snow removal 15,500
420 Lawn Care 12,000
431 AC Maintenance & Repair 13,000
Total Facilitiy 267,810
Total Expenses Before Bldg 4,306,598
Scheduled Lease Payment 875,000
Scheduled Bond Payment -
Scheduled Bond Payment
Additional Parking -
Surplus (Revenues-Total Expenses-Lease-Bond) 32,012
0.63%
PANN
54
PINECREST ACADEMY OF NORTHERN NEVADA
Supporting Document
Meeting Date: April 9, 2020 Agenda Item: 7 – Discussion and Possible Action to Approve the Furniture, Fixtures, and Equipment Lease for the 2020/2021 School Year Number of Enclosures: 1
SUBJECT: Furniture, Fixture, and Equipment Lease X Action Appointments Approval Consent Agenda Information Public Hearing Regular Adoption
Presenter (s): Trevor Goodsell/Allison Salmon Recommendation: Proposed wording for motion/action: Move to approve the furniture, fixtures, and equipment lease for the 2020/2021 school year. Fiscal Impact: N/A Estimated Length of time for consideration (in minutes): 5-7 minutes Background: With the new school year approaching, planning needs to be put in place for the purchasing of furniture, fixtures, and equipment. Before purchasing the necessary items, the Board will need to approve the lease. Submitted By: Staff
55
56
57
58
PINECREST ACADEMY OF NORTHERN NEVADA
Supporting Document
Meeting Date: April 9, 2020 Agenda Item: 8 – Update on Marketing and Enrollment Number of Enclosures: 1
SUBJECT: Marketing Plan Action Appointments Approval Consent Agenda X Information Public Hearing Regular Adoption
Presenter (s): Amanda Safford Recommendation: Proposed wording for motion/action: Move to approve the marketing plan as presented. Fiscal Impact: N/A Estimated Length of time for consideration (in minutes): 5-10 Minutes Background: Update on marketing and enrollment. Submitted By: Staff
59
PINECREST ACADEMY OF NORTHERN NEVADA
Supporting Document
Meeting Date: April 9, 2020 Agenda Item: 9 – Update on Charter Conditions Number of Enclosures: 0
SUBJECT: Charter Conditions Action Appointments Approval Consent Agenda X Information Public Hearing Regular Adoption
Presenter (s): Amanda Safford Recommendation: Proposed wording for motion/action: Fiscal Impact: N/A Estimated Length of time for consideration (in minutes): 5-10 Minutes Background: Ms. Safford will give an update on the charter conditions from the last meeting with the SPCSA. Submitted By: Staff
60
PINECREST ACADEMY OF NORTHERN NEVADA
Supporting Document
Meeting Date: April 9, 2020 Agenda Item: 10 – Facilities Update Number of Enclosures: 0
SUBJECT: Facilities Update Action Appointments Approval Consent Agenda X Information Public Hearing Regular Adoption
Presenter (s): Amanda Safford Recommendation: Proposed wording for motion/action: Fiscal Impact: N/A Estimated Length of time for consideration (in minutes): 5-10 Minutes Background: Ms. Safford will give an update on the facility. Submitted By: Staff
61
PINECREST ACADEMY OF NORTHERN NEVADA
Support Summary
Meeting Date: April 9, 2020 Agenda Item: 11 – Announcements and Notifications Number of Enclosures: 0
SUBJECT: Announcements and Notifications Action Appointments Approval Consent Agenda X Information Public Hearing Regular Adoption
Presenter (s): Amanda Safford Recommendation: Proposed wording for motion/action: Fiscal Impact: N/A Estimated Length of time for consideration (in minutes): 3-5 Minutes Background:
- PANN’s next regularly scheduled board meeting is Thursday, May 14, 2020 at 4:45 p.m.
Submitted By: Staff
62
