Board of Directors Meeting Oregon Building ... - The ACE Academy_

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					                     Board of Directors Meeting
 Oregon Building Congress Academy for Architecture, Construction and
                             Engineering
                January 9, 2008 - 8:00 a.m. to 10:00 a.m.
                               Minutes


Purpose of Today’s Meeting:


  I.     Welcome and Introductions
          The meeting was called to order by Chair Dick O’Connor at 8:00
           a.m.
          Board members present: Dick O’Connor, Terry Kneisler, Bob
           McKean, Ken Fry, Dan Graham, Jeff Wheeler, Karen Fischer Gray,
           Dale Campbell, Tim Drilling
          Others present: ACE Development Director Mike Taylor, guest Tim
           Goforth, Principal, Reynolds Learning Academy, and Jan Wierima.
  II.    Review and Approval of Minutes from December Meeting
          There is still a problem with some members receiving electronic
           documents. Jan will send out documents as the problem is with
           Dick’s computer.

            Terry moved that the minutes be approved; Bob seconded.
             Motion passed unanimously; minutes approved.
  III.   Review of ACE Contract (Information)
          Terry Kneisler gave an update on the ACE Charter contract. It is
           now in the lawyer’s hands and will be back to the group sometime
           after January 14th. Edited version has been discussed by all
           superintendents, addressing the relationships between the school
           districts, rather than between the districts and ACE – (i.e., what
           would happen should a district drop out, or there be a dissolution,
           etc. and state advantages and expectations of charter rather than
           program, staffing regulations, etc.). No problems are expected and
           the contract should be done next week sometime. Districts will
           then take the contract to their boards and then it will be brought to
           the ACE board. This timeline should move us to the next layer of
           funding by mid to late February. Up to this point, OBC has been
           fronting the money so far.
          Dan suggested getting the federal funders here to see what has
           been accomplished with funding. Terry suggested that the
           appropriate time for that would be next January, 2009.
IV.       Review of ACE Financials (Information)
         Mike Taylor reviewed ACE financials relative to the $175,000
          implementation grant. (Handout will also be sent in electronic form.)
          When we have our fiscal agent we will have to reformat and set up on
          a school accounting format. Report includes a list of expenditures, by
          month and categorically as well.
         As of today, expenditures total $24,286.31 out of the $175,000
          implementation grant. Terry asks for revenues and expenditures. As
          of now, revenues are zero. We can look at intended revenue and
          intended encumbrances—this runs through the end of June, 2008.
          Dick added that we are in good shape.
         Mike reported that we were able to fund a good deal of our marketing
          out of the planning grant—including prep work for the marketing pieces
          that will be published soon, which saves money for the implementation
          grant.
         This first year will hold the most unknowns, so we are taking a careful
          stance. Also, the staffing model will produce some efficiencies over
          time.
         Dale moved to approve the financial report, seconded by Dan.
          Questions relating to the USI expenditure were addressed.
          Motion passed unanimously—Financial Report accepted.

V.        Review of Lease Agreement for Commercial Sublease
         Dick reviewed the terms of the lease between ACE and the Willamette
          Carpenters Training Center. John Stephens and Dick worked out the
          terms, put it into proposal form, and gave it to the trustees who
          oversee the carpenters training center. The trustees took it to their
          lawyer to put it into lease agreement form. The agreement was
          accepted by the trustees.
         There are two terms for the lease: 1) Implementation year, beginning
          on January 1, 2008 with four months of free rent and 2) School year,
          beginning in September, 2008 when students will be on site. Lease
          then will be $100,000 per year, which is substantially below market
          rate (which would be closer to $150,000). The total lease period would
          extend through 2011.
         The lease covers about 15,000 square feet including classroom and
          common space in Year One, July 1, 2008 to June 30 2009.
         Still to be determined is the Year 2 expanded space needed for 500
          students which would require a physical extension of school space.
         The carpenters are working on this issue and the estimated cost,
          estimated at a million dollars for construction of the additional
          classrooms.
         Mike has talked to training directors in the area regarding use of their
          space that they have committed to ACE, and the possibility of making
          an adjustment in the use of their spaces to expand ACE capacity to
          serve the 500 students (even if we don’t have the fully expanded space
          that would include an auditorium, large meeting room, and additional
          classroom space.)
         Second year lease from July 1 2009 to June 30, 2011 would be
          $150,000 (estimated at this point) for 22,000 square feet.
         Lease has been sent to the ACE attorney.
         Board members contributed thoughts and suggestions related to lease
          negotiations, including potential use of space in summer months (i.e.,
          for special programs for younger students or credit recovery) and
          spaces that might not be exclusively used by ACE—and shared
          between the Carpenters and ACE.
         Regarding longer term issues, there is a possibility that campus
          partners might identify available space in their facilities and also the
          nature of second year, project-based curriculum may require less use
          of classroom space with more applied learning activity in the shop floor
          areas.
         Other questions include the wording related to taxes on personal
          property and inclusion of utilities.
         Next steps: Lease will go to ACE Attorney and District Business
          Managers for review and comment.
         Board gave Dick consent to sign the lease if there are no issues
          that come from the review by the ACE attorney and District
          Business Managers.
         Dick will discuss second year issues with Jim McCune, head of
          the Carpenters’ Trust, with the possibility of creating a committee
          to work out a plan for the second year. The committee would
          include the Training Directors and some of the ACE Board
          members, including at least one representative from an ACE
          District.

VI.       Next steps in choosing ACE Director
         Mike has been serving as Development Director and is interested in
          assuming the Executive Director position.
         As a separate process, deliverables have been identified for Mike over
          the past months and Mike has been fulfilling those. Karen, Terry, and
          Jeff will meet to continue to evaluate based on those deliverables.
         The need is for both the curriculum and businesses parts of the school
          to be addressed by whatever Executive Director model is used.
         Timing is of importance, as administrative hiring typically begins in
          February.
         Staffing model would ultimately call for one full time person and one
          half time person at the administrative level by the second year when
          the school is in full operation, with all the required skill sets
          represented: both the operational and academic phases of the school.
         Board members discussed the needed qualities for the Executive
          Director position and noted that it will be important for the person to
           have a passion for the industry and be able to create and maintain
           those important relationships.
          In order to determine best staffing model, the committee that has
           been reviewing Mike’s deliverables was asked to also consider
           the best model for the Executive Director position: one full-time
           person, two half-time people, or another model.
          Mike was asked to create job descriptions for both the operations
           and curriculum elements of the work.
          The goal is to have the teachers on board by March 1st, so the
           Executive hiring process needs to proceed as soon as possible.
          The committee will meet in the next week and have
           recommendations and the job descriptions for Board
           consideration at the next meeting.

VII.       Review of job descriptions for Teachers and Administrative
           Assistant
          Mike reviewed the process to date and timeline—Curriculum steering
           committee met after the workshop on the 29th to frame the academic
           curriculum for ACE. Steering Committee concluded that, before we did
           very much more work on the curriculum specifics, it would best be
           done using our own staff who will be teaching it; otherwise it will have
           to be done twice. Their recommendation was to incorporate staff into
           the process and that it would come together more quickly than we had
           anticipated. The Committee recommendation was to not do a lot more
           curriculum work until we had staff on board and moved up
           recommended timeline--moving postings up to January, advertising for
           3-4 weeks, and early February for initial hiring.
          Mike has also done work on the organization of staff and students.
           Key teacher is Career Technical teacher, with the academic teachers
           (math and science and English) as co-teachers.
          The recommendation of the Steering Committee is that we hire CTE
           teachers first and then involve them in the final selection of academic
           teachers. Staffing model calls for 6 teachers—3 CTE and 3 academic.
           We need a ‘Highly Qualified’ math, English, and science teachers
           (requirement for accrediting).
          There are some items in the teacher job descriptions that are unique to
           our school (not generally found in teacher job descriptions).
          Mike noted that, since we have moved up hiring timeline, we are a bit
           in front of the search process by teachers and that may narrow the
           field, but he is getting calls each week from interested teachers.
          It is important to have the director do the hiring (as it is an important
           relationship that is then created with those hired.
          Then, instructional planning can be done by both CTE and Academic
           teachers to build common language and shared vision.
          This means we need to bring people on by the first of March.
   Karen suggested that the target for Executive Director be February 1st
    and that, at the same time, teacher postings are out there so that the
    Director can immediately do the hiring by mid-February, with work to
    begin the 1st of March with some curriculum development time March-
    June and intensive work June, July, and August.
   Jeff stressed the importance of moving forward and using the presence
    of Mike in place as Interim Director as needed.
   The hiring process would involve a team—not Board members. Mike
    suggested other possible people who might be a part of the hiring
    team.
   Terry moved that it be the duty of the Executive Director or
    Directors to employ the teachers with cooperation by CTE
    educators and Industry representatives (not the duty of the Board
    of Directors). Motion was seconded and passed unanimously.

   Job Description Approval: The Board discussed the teacher job
    descriptions, including the elements of: development of instruction and
    delivery method, team teaching, cooperative learning, teacher
    responsibility for student learning outcomes, and evaluation of student
    outcomes.
   The objective is for teachers to be highly qualified and certified
    teachers and that the CTE teachers have a strong emphasis on
    application. While it is desirous to have them CTE certified, it will not
    be required, (It will not be too difficult to go through the process of
    certifying those teachers later.)
   Performance criteria will be the same, with the above adjustment.
   We will ratchet up the practical field experience by CTE teacher to 2-5
    years.
   NOTE: Salary for teachers will not begin for the fall, but they will be
    paid for curriculum and professional development time as that
    happens.
   We should have this in place by next Board meeting on February 6th.
   Board approval of job descriptions:
    Terry approved, Karen seconded that the Administrative
    Assistant position description be approved. Motion passed
    unanimously.
   Terry moved that the teacher position description be adjusted
    according to his language.
    Motion was seconded and passed unanimously.
   Terry moved to approve, with amendments, the Executive
    Director/Principal position description. Ken seconded.
    Discussion: We are approving the description only, not including exact
    salary at this point. Motion passed unanimously.
   Ken moved and Karen seconded to approve the teacher job
    description with the modifications as discussed (noted below).
    Motion passed with Jeff abstaining.
Changes to Director description:
  1. Add to top of page 3: An understanding of and an appreciation for the
     roles and relationships of the trades and the public school system.
  2. Under Technical Competencies and Skills, add an additional final bullet:
     add “ability to communicate the intentions and philosophy of the ACE
     program in a way that inspires the community, the staff, and the students.”

   VIII.   Review of Project Lead the Way
            Mike presented key information on Project lead The Way:
            There are other programs that can do the engineering. When we
             buy those, we buy a textbook only but then we integrate it into our
             course plans.
            Project Lead the Way is much more prescriptive, not only providing
             free curriculum but also the materials to make it operational.
            Because it is a contextual, hands-on approach, cost is about
             $30,000 and teachers must be trained by one of their approved
             institutions (here it would be OIT).
            OIT has available a scholarship for our staff training, room and
             board and a stipend to go to Klamath Falls--a value of $30,000
             dollars-plus to train all 6 of our instructors.
            This is a nationally recognized program supported by High
             schools/Trade Centers That Work--it is their model engineering
             program.
            Mike’s recommendation is that if we are gong to ratchet up our
             engineering programs we go with Project Lead the Way. if we just
             want to include engineering as an element we can stick to a
             textbook approach.
            Project Lead the Way just won an award from the OSBA.
            Karen noted that there is good articulation with both OIT and
             Clackamas Community College.
            Mike added that the program has both engineering and engineering
             technology.
            Every student would take the two introductory courses, then seniors
             would take the focus courses and do their capstone project in
             engineering as a class as well. This would substantially ratchet up
             the requirement and level of the program for engineering.
            Dick reminded the Board that he is seeking assistance from the
             ACEC--American Council of Engineering Companies—and has
             asked them to fund the actual materials cost--so we might get that
             covered.
            Jeff noted questions about covering the diversity of fields in
             engineering; i.e., statics and dynamics.
            This will be placed first on the agenda for the next Board
             meeting so that members will have time to talk with the Project
            Lead The Way representative and look more fully at the
            materials.

   IX.   Other Business
          The mailing of promotional materials will be held up until the
            Districts have formally given approval for the school development to
            proceed.

NEXT MEETING OF THE BOARD:

When:       February 6, 2008
            8:00 to 10:00 a.m.
Where:      ACE Academy, Willamette Carpenters Training Center


The meeting was adjourned at 10:10 a.m.

Notes: Jan Wierima

				
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