001uh thank you all for joining today is Tuesday March 18th 2025 herbine International Academy board director's meeting I'd like to welcome you all thank you for your participation we're currently located at 4782 Kenan Lane Irvine California 92604 uh we may have U someone calling in remotely we're waiting to see uh if they do call in it'll be from apartment 701 building 9165 ining Avenue jinu District chungu Sichuan China meeting uh was officially called to order around 603 uh go through uh roll call Molly here fipe absent I am here my name is Brett Freeman David son here and Miller is absent okay moving forward approval of the agenda for the regular meeting of the Irvine International Academy board of directors on March 18 2025 recommended the board of directors approve agenda for the regular meeting
002of the Irvine International Academy board of directors today at March 18 2025 is there a motion thank you Molly is there a second second thank you David all in favor please say I I any opposed hearing none it passes okay next item Community input on closed session agenda items we have any we have one miss thank you Miss craft and just a heads up I'll set the timer for three minutes the microphone is right over there if you want to grab it thank you I guys testing okay I'll stand here is that okay okay thank you for the opportunity I would like to kindly request an enrollment cap being stated ahead of the April 9th lottery for IIA and that the cap be set to under 600 students our enrollment numbers have already exceeded the
003forecasted enrollment numbers for the 2026 27 uh forecast by roughly 96 students according to the 2024 2025 second interim financial report Charter School assumptions page I'm bringing this appeal to the IIA board on behalf of the school site council with urgency ultimately the decision rests with the IIA board I trust that you will do what's right and what's best for the IIA Community I trust that your decision will align with our Charter based on feedback School site Council has received from both staff and community members we feel that we are already bursting at the seams with our current enrollment number and we cannot afford to grow beyond what we are today even with two additional classrooms at our disposal for 2025 2026 school year our staff and community members have been significantly impacted by this
004year's growth there have been numerous challenges to our immersion program that stem from excessive growth and a lack of proper supports these challenges interfere with our ability to uphold the school's vision and fulfill its mission to provide a bilingual and biliterate education that promotes High academic achievement and cultivates students social emotional intelligence and curiosity equipping them with 21st century learning skills to thrive in our dynamic Global Society there is strong evidence to suggest that a more intimate environment with strong supports in place up and down the chain of command is the greatest driver of success for an immersion program when a conscious decision was made in July to increase 202 2425 enrollment beyond the ceiling of 510 approved by the IIA board in June challenges emerged Beyond challenges administering the immersion program growing Beyond 510
005has resulted in campus safety concerns insufficient classroom supports available for our teachers an increase in disruptive behaviors disruption to the specialist curriculum inadequate monitoring of Chromebook usage and internet content being consumed insufficient classroom space available for our students and teachers and logistical challenges would drop off and pickup that upset our surrounding neighbors our Administration has been faced with difficult decisions on how to prioritize resource allocation just so that we stay above water and keep can keep the costs associated with growth under control we have the ability to bring all these challenges to aead and effectively overcome them by capping enrollment and investing what matters most in what matters most of all ensuring that our students are prepared to Excel and prosper in the 21st century thank you for your consideration thank you very much there
006thank you to confirm just the one right yes okay perfect uh next we'll move to close session for discussion and possible action we have a Public Employee appointment release and we estimate uh 45 minutes a good yeah be like 30 to 45 minutes okay thank you everyone for your patience we're reconvening here it's uh 652 uh we had a uh a healthy discussion here we're some updates for you we're we're sad to announce that our okay all right reconvening here at 652 uh thank you all for your patience uh just a report out from our close session we are sad to report that our executive director has submitted a resignation to will be retiring at the end of the school year officially uh June 30th 2025 but we appreciate her time of service and there
007will be more to come about our words of gratitude but she will be assisting us in the process of floating the position for the executive director which will be effective tomorrow we will float that position uh we will have it open between March 19th and April 4th I more to follow on that but uh we're thankful that she's supporting us during this time of transition okay moving on to the flag solute very important do we have any volunteers oh all right David thank you ready United States of America the for stands naice thank you okay next is community input on agendized items public May comment on items listed on the agenda including consent calendar presentations discussion committee and action items do we have any public comments I believe we have one comment okay M CRA
008just a general reminder we have three minutes we'll set it when you you start to begin appreciate it okay uh thank you again for the opportunity this is on agenda item nine F executive director job description so for the sake of clarity and compliance with California Ed code article 4 section 35161 I'd like to respectfully request that the executive director job description be modified to remove the following sentence in paragraph one of job summary and that verbiage I want removed is um serves as Chief Executive Officer of the board please remove any subsequent language that asserts that the executive director serves as the chief executive officer of the board California Education Code article 4 section 35161 States quote the governing board of any school district May execute any powers delegated by law to it or
009to the district of which it is a governing board and shall discharge any Duty imposed by law upon it or upon the District of which it is the governing board and may delegate to an officer or employee of the district any of those powers or duties the governing board however retains ultimate responsibility over the performance of those powers or duties so delegated um in closing the board has authority over the Executive Director not the other way around so that needs to be explicitly stated in any job descriptions or list of roles or responsibilities for an executive director I would also like to appeal to you to consider explicitly including um the requirement that candidates applying have experience running an immersion program and ideally um Mandarin language experience as well as experience running an immersion program
010thank you for your consideration thank you very much okay that's the only public comment is that correct that is okay thank you moving on to items for consent uh we have the a approve minutes from the regular meeting of the IIA board of directors on February 25th 2025 B approved contract with lalinda University for speech and language pathology intern C approve the master agreement with K through 12 special education services to provide Psychology Services and D approve the Personnel report to recommend the board of directors approve consent items a through D is there a motion I'm happy to make that motion second thank you Dave all in favor please say I I I any oppos please say nay hearing none it passes next items for presentation we have school update all right good evening evening
011every everyone um I have my presentation up here on the screen believe it's also in your fold your files um just some general School updates of what's going on um for the first time um our classes our Mandarin classes are preparing to take the Apple assessment um if you don't know what that is that is a mandarin proficiency test um that we're doing and we're do it from third grade and above and the purpose of that is to provide um really summi of Assessments for a manding program um that really gives us feedback monitors our student progress and um over time it allows and it will allow our students to earn the seal by literacy our AP Miss Jang she's been working on that so we're excited about that and that will kind of just
012again enhance our program and ultimately as our students grow in the program they will be able to uh be designated proficient and then we'll also get that seal by literacy so it's just um our students right now are preparing for that and um they'll be starting it the week of April 14th I believe yeah April 14th another General update is that next week we will have a middle school info session um for our fifth grade families I mean anyone's welcome to come but it's predominantly for our fifth grade families to kind of look at next year for Middle School um kind of just over give an overview of the program um let our teachers kind of present what they do in the classes allow families ask questions so it's really just an opportunity to educate
013our families um about about the differences between our elementary program and then our middle school program and a big Focus for next year is going to be our middle school program so um there'll be some changes to the program um that will kind help tighten it up and improve it and then just general updates to we continue to have a variety of opportunities for parent engagement and education so just in the past few weeks we've had parent workshops School SK site Council coffee with the principal next week we have um parent teacher conferences so there's always some feel like there's always something going on um we have our PBIS assemblies so every week there's something going on activities wise and trying to just um get engage with our parents allow those opportunities to have that
014so um that's kind of what's been going on kind of looking ahead um I've already kind of talked about parent teacher conferences after that we do have our Spring Break um so I know a lot of people are happy about that um and then we do we do our Apple testing and then on our calendar to we we actually have our open house on April 23rd so starting next week there'll be updates sent out to families um kind of communicating that and we'll kind of begin the prep on that and then kind of looking out to May where we begin our cast testing so um we're kind of finishing up March we have our break and then we're going to just jump off and kind of get that final push that final run into May
015where we do a lot of our testing and end of the year activities so in general that's what's going on um yeah any questions so the a test is that a standard test yeah it's a standardized test yeah and admin administer B we administer it um but it it's think of it as like I mean it's not state level but it think of as like a CS test for our mandering program so um it allows us to assess their levels it gives us kind of that standard feedback and then that way we can monitor students year to year and then develop that position any references two know compare gu two yeah so there was that one um there was another test can't remember at the beginning of the year we kind of compared the two
016um and but when we did a research we kind of asked around this was kind of the um the standard so to speak um it aligns along with ap um and so really when we look at our students not just while a but also into high school this is the assessment that aligns with that a general question this Friday is a teacher planning day right is that day similar that other schools spend to do teacher planning or they usually have one day a different time so usually schools will have two to three teacher planning days and that's a day for um staff to have meetings professional development and then grade level planning so it's time U for our teachers to really also work together and kind of look out okay so you know we're in
017March let's plan and look ahead and work together on that so that's kind of that day but is it is it usually not and and it's not a common day not the same day at all schools yeah schools usually have it different days um a lot of times it'll coincide with the end of the semester the end of the trimester ours kind of coincides with the end of the trimester so um so it it's dependent on the school's the school's calendar usually but they're not like a holiday that's called into to all school yeah yeah and when the schedule the calendar is built I mean that's taken into consideration for students obviously number of schoolies they have thank you all right than good okay next moving on to financial update Mr Jones all righty good
018evening folks hope you're all doing well uh today we'll be looking at uh financials through February 2025 you should have copies of these also in your board packet uh in February uh irine received uh total revenue received revenues of 495,000 $428 lot of this was primarily driven by the revenue limit sources amounting to $ 46,2 Federal revenues and state revenues contributed 7 7,225 77743 respectively and local revenues added $4 4,846 uh expenses for the month uh total ,150 largest portion being our salary and benefits of about 153,000 uh books and supplies of 23,26 operations of 1051 168 and other outo had a um decrease of 10,192 uh year-to date uh revenues received 3,581 249 uh of that amount 2.6 million or 73% of that was from our Revenue limit sources of our state aid our
019LC our lcff state aid our EPA and our property taxes uh about 1% of that was for our federal revenues which are now starting to receive and other state revenues of 599,000 roughly 177% total on the expenditure side Irvin cured 4 million3 $ 39,5 15 with salary and benefits being the largest expense category there of$ 2.5 million or roughly 63% of our total uh $4 million in expenses operations costs were a milliion 81,000 books and supplies were 363,000 and our Aro um $ 57,6 59 uh year-over-year comparison looking at where we were at this same period last year uh total revenues increased obviously by 50% and obviously that's a change most of that equated from our lcff sources with a higher Ada uh compared to that same period last year State revenues at a slight
020decline of roughly 2% um local revenues obviously we had most of our one-time contributions here from our local sources uh that was up 175% um to the tune of 118,000 in February of 24 to 324,000 in February of 25 again that's a year to dat year v-e comparison and our other outgo obviously exponentially lower uh than we were the same period last year in terms of our expenses you can see here overall our expenses increased by 7% uh through the same period last year um Personnel costs went up up by 11% our books and supplies category that was down 2% our operational costs were up 28% and our our other oo that largest single category was down by 78% meaning that we've borrowed quite a bit less this year than we did through the same
021period last year sort of taking a look at our our budget compared to our actuals in this format is again as I mentioned we roughly received 48% of our total revenue is called it 50% of our total revenues of 3.5 million compared to our budget here of 7,760 our expenses were 4,39 leaves us with a deficit of 458,000 I believe last year through this period when you look at the balance sheet we're over a million down uh through February of last year and we're still looking towards our net income at the year end to be about 9,000 bonding any unforeseen EXP expenses as I mentioned on the balance sheet you can see where our total assets here of 94,000 compared to same period last year 417,000 so an uptick of about 497 th000 on the
022balance sheet side I total liabilities of 1.94 um last year at this point in time we were quite the other way variance of 72,000 liabilities at that point in time were roughly 2.6 million most of that were uh AR sales through gross schools and I'm happy to say as of today we have officially paid off um all our outstanding balances uh for gross schools I believe the last payment was last week uh for the property taxes for March so we're good there but we did add in this 1 million from lend donate um uh for cash flow purposes as well so that's reflected here as I mentioned you can see where we were at the same period of last year we were at 1.3 million down through February this year um a huge turnaround in
023terms of that um $927,000 uh change we're now only down 48,2 65 through February taking a look at our cash on hand we have roughly 44 days of cash on hand at the end of February you can see the balance in the treasury there 416,000 in 2025 compared to 164,000 the same period last year and obviously in the cafe account we have roughly 41,000 200,000 in savings account and another 251,000 in the checking account uh for a total of $867,500 look at things for next year in terms of uh budgeting working on the lcap uh things of that nature obviously I believe the school will be on spring break so most of that will happen uh starting in April um and I'll pause there to take any questions comments or concerns from the board uh
024did I know yes sir yeah uh David here um just uh question you know maybe minor why the data you compareed to you know February 25th instead of uh at the end of February and yet on the Consolidated financials that off end of February February 28 I mean is that a little bit inconsistent you mean the date here it it's it's February 2024 and February 2025 so it is February 25th why is that not February 28th the end of the month it is it's it's it's the the month in the year it's February of 2025 oh that's the end okay yeah yeah yeah yeah I just didn't write out the you scared me there for a second okay okay yeah yeah it's it's it's sorry it's the four digigit year shortened to two digits right
025yeah not not I I get exactly what you're asking all right okay got got it hi Delano this is Brett uh question for you uh the last board meeting for the 2024 2025 second interim budget net inome projection can you remind us of what that number was yes it's reflected here now um our net income projection will be 509049 N9 yes yeah as of the last board meeting can you refresh us what that was is that did it change did this number change in in the budget or the actuals in the projected in the projected yeah um we we if you recall at the second inter room we approved the second interim budget which is reflected here uh with these numbers and that budget that was at first one interim is no longer valid if
026you recall that was part of the conversation at uh second interim our projections haven't changed since board meeting second inter that's what I want so that number is the same as the our projections for in the second okay thank you I got one more question uh the revenue increase 50% of Revenue increase to what extent that you know what percentage of that attributed to to uh enrollment increase uh so on the lcff side um that 50% increase in and let me get back to that slide really quickly here um we have a roughly 60% increase in our lcff revenues compared to the same period last year and that's directly attributed to the P1 revenues from 2024 V versus P1 of 2025 7% so we not only had a dramatic increase in student enrollment but also
027increased um by several percent our attendance rate attendance rate as well together created that huge Revenue increase all right there's about 150 students difference between our P1 between the two years as well as I think almost a 3% increase in our in our attendance and then next month's meeting I'll I'll grab the Ada from last year's P2 uh April and sort of do a quick comparison to what I think will be where we will land this year just to see you to Amy's point it is about30 to 100 40 uh variants from last year to this year in terms of overall students uh student and Ada growth thank you thank you very much you're welcome folks thank you okay moving on to items for discussion and possible action we' got item a here approved the
028contract with Charter School Management corporation in November IIA published a request for proposal for a new back office business services provider after interviewing several firms the committee chose csmc based on several factors including experience references scope of services and price csmc will provide business Human Resources student data and accounting services for IIA for a period of two years l cap goal action all goals funding source general fund budget Financial impact 110,000 already reflected in the 2025 budget so we have um Representatives here tonight from csmc who are going to give a little bit of an overview of what services that they're going to provide um as well as give the board a chance um just to ask any questions that you have as well and the contract is um in the board folder well thank
029you so much um we're gonna start with some introductions my name is Kristen Noak I'm the Executive Vice President of Operations I'm also a school business manager Soo Dano used to work with us we know him well um I have been with csmc since 2019 uh prior to that I was Charter School leader and a chief business officer and before that I was a Management Consultant Ally I really like my job all of my experiences have led me here um I'm gonna kick it over to Aaron Aaron gbor vice president of compliance and operations I've been with the company since just before the pandemic so right around 2019 um I also work in the capacity of a school business manager for schools in the soal region um I work to support Nick as well and
030all of our internal operation stuff um my p s I'm a CPA and I was an auditor so yeah my name's Nick Miller I'm a school business manager much like Kristen and Aaron um a lot of what I do I have a few I've been working here for a few years I have a few schools in my belt and yeah I'm excited to work with you guys it's be great okay next St so we are excited to be here I know um you know it's been a while since that since we met I'm sad of the report out from Clos session but we'll talk more about that later Amy um but we really do we appreciate the opportunity to come and get to know you and um and just and support you so when if
031you want to go to the next slide a little bit about us and this is what Julie had us but she decided to save it so it was fresh she didn't want to you know get stale uh so csmc has been back office provider for about 25 years our founder and president is still our our president and he was a chared school founder um all of our leadership team have been Charter School leaders teachers administrators authorizers you even have an EVP who is a former authorizer from M USD um as you know as Aon mentioned former Auditors um we really do have a lot of experience um not just in the traditional accounting and payroll and finances but we also have sat in the seats and um walked the halls and I get it if
032you don't call us back right away maybe you're doing carpool Duty or somebody did something in the lunchroom or you're doing a threat assessment we've been there we really do understand and we think that sets us apart it um next slide you please so really our mission and vision um we're very client partner focused we call it Partners um one of our core values is to just Foster improving that client partner experience also really big on Cross collaboration with all of our teams um as you'll learn a little bit more about kind of our delivery model we really collaborate well we like everyone to be on the same page we like to be really transparent um but those are the things that really come to mind we try to keep our mission and vision um
033front and center when we make big decisions um we're about 9095 employees intentionally we like to stay below that 100 threshold because it kicks in some different HR rules and we are based in Tula but we are a regional um kind of structure so we all are the LA part of the laoc team we have we have San Diego team we have a central um I would say probably 80% of our work is in California that's where we started we also have a pretty thriving um book of bus in Nevada and then we have one school out in Tennessee we're partnering with a local um Southern California based Charter group that is looking to expand so we have kind of helped to partner with them to learn tenness SE fun um so next slide what
034is it that you're Contracting with us for so similarly um to the supports that you're custom to it's traditional accounting it's all the back office functions it's the things that when you think about running a school probably the reason this was founded is so that you could be excited about the delivery model and the instructional method that you're all very passionate about but it is still a business and so we help with the school side of running the business so bills have to get paid lights have to turn on people people need to get paid so we hope it's payable we hope payable we help with our accounting system one of the things that you know Amy had mentioned when we were first talking with her is um we do have some really great systems
035that allow for 247 direct access so our accounting system is Sage intact it's web- based with login credentials you can log in at any given time if you have any questions and see your data same with our payable system we have some really good processes and systems um that are afforded to you so with that next slide and then I'm going to have Nick tell us a little bit about that sort of standing call our our service delivery model yeah and I think Kristen alluded to that delivery model and this is the main way that we do that so these are the client partner standing calls we work with you guys you know at the school level to set up a call and it's pretty much we're getting all the players on the same page
036we're just getting everyone up to date because as Christen was saying earlier there's payroll there's accounting there's student data and all these different deliverables and our jobs is to make sure hey let's make sure we're on the same page P we know when everything's due and we're up to date on everything and that's really the main way that we do that here at csmc and then eron yes so one of the Departments that I ever see is our compliance department and that handles all of your reporting requirements they have to do for the fiscal side of things so you know we'll work with your authorizer we'll get together and note what your deliverables are when the due dates are and we have a whole team that will be working on the financial side of things
037working with Nick making sure that your deliverables are in front of your board if they need to be or they submitted on time um since great and yeah so that brings us to board meeting support um so a lot of this is going to be meeting preparation so we'll work with the executive director I'm sorry whoever whoever that may be be sad I know sad I'm sorry to bring up that that news but um we'll work with very jealous yeah you're gonna be in Portugal like good Lu um okay but we'll work with whoever that may be and we're going to set up kind of the agendas really making sure that all the deliverables again are on there making sure that we're compliant with all the various regulations that the government has um so that's
038a big part of it and then another part is going to be our financial presentations which are going to look a little something like this and just to quickly kind of touch on each of these so first we're really going to start with this actuals to budget so I know in kind of maybe previous presentations you guys had that year-to-year Financial look um we think because of that new enrollment growth you guys have it'll be especially important to look at the actual budget um and really compare that just because of how different you know year-over-year you guys are I mean you guys are 60 70% up in Revenue so that's really going to be why we're looking at the budgeted versus the year-over year actuals um then we're also going to look at your guys'
039cach we have a lot of you know cute little slides on here that our it Department have put together and then finally we have our looking ahead again just making sure we have all our bases covered making sure we have all of those you know reporting requirements um on there so the board can see that we all know that we're tracking them and we're getting those accomplished and Nick just one thing to add on sort of the financial health of the organization you'll see these metrics um I Heard that you have 44 days cash on hand so that would make that that metric red for us so it's not just a report out it's it's been what can we do and we would Implement certain things like you know weekly reconciled cash positions looking at
040your bank statement looking at what's outstanding making recommendations based on how much your next payroll is estimated to be how much your STS in curs how much your utilities your you know all of the things and then making recommendations on hey can we hold some of these non urgent payable so really working with you to create a really robust cash management plan because it sounds like that's been a little bit of a challenge at this stage um what is nice with this increased growth and with that projected Surplus you should you know by the time all of the funding of course it comes after the kids are on summer vacation but after you get all of your funding for this year that should give you a little bit of a buffer so that next year
041maybe it doesn't feel like you need to sell your receivables through grow School we very familiar with them I just presented on a panel with them last week in Sacramento they are friends we are very well versed with all of them so if we should have to go back to that situation um we can instantly pick up that that relationship it's great because I know you've already been beded through that portal it's very easy if you do need to but we would use these metrics to really proactively help you manage that and anything else that's an issue but the cash just popped out from D's me as well so one other thing that we we track for you and and Report out to you in the month the monthly or bi-weekly standing call whichever you
042choose traditionally at the beginning we kind of meet a little bit more frequently and then as things get kind of set in stone we paper that off once a month but restricted funds we know that you probably have quite a few different sources of funding and tracking those spending requirements and also you know tracking compared to budget you likely have a plan for Rie over your spending we want to make sure that you as a board and your executive director are all in the same page and understanding kind of how much you plan to spend this year and we work with you to make sure that you meet those goals and those targets thanks sarin and then one last thing um we do there are some things that are afforded to you that haven't really
043contracted for but that are included and so um I think we were commenting on we kind of fell in love with your agenda because it actually says what LF it is this is gold this AC this so um we have a Consulting Group that does some different consulting services but as part of the csnc family um they hold webinars and office hours on different topics so it might be on Charter renewal it might might be on L accreditation it might be on hopefully not federal program monitoring it definitely will be on lcap and then you can come with specific questions again free to office hours and ask for some direction I know we're in you know year two of this new template but any questions that you have as you're starting to do work on
044next year and then we also invite those Consulting folks to come on at the front end of our standing calls when there's big things like ELC coming up or something to hop on and to say hey what questions do you have and to dedicate really five six 10 minutes just to talk about whatever you need if you feel like you need more support and maybe in a time of transition I'm not sure who did the elab last year maybe you do we do have you know additional support that we can offer you but I wanted to let you know webinars office hours and it doesn't have to be just one person it can be as many people as you want um they are free as part of the csnc family and a really great resource
045they'll also partner with student data to talk about certifying your data at different points so they're really timely um really helpful information so I just wanted to point that out but hopefully you got a little bit of a sense of what we're about we're really looking forward to supporting you um especially through a transition um both on boarding with us and then a transition to a new leader um we have a lot of really good experience doing that we even have offered at times um there's a school down in San Diego where depending on who the new leader is we have actually provide um like leadership Consulting and support ex leadership and and Consulting and support for that you know new leader who was somebody who was inhouse who maybe the board saw as an
046opportunity to but still needed to shore up some things you know we offer that as well so there's a lot of supports that we have we're here we're just excited to partner with you and we'll really invest in success any question so um out of three of you you know not sure who will be the fun of contact uh so you were working closely with uh you the executive director yes of course yeah and really all teams I mean my job is a lot like a quarterback of the team I'm making sure that everyone you know is payrolls getting done the books look good and that's that's a lot of my role it's that project management side of things I see so you you know you the b a meeting uh in the future so
047you know you'll be the person that gave us a financial update you stuck with me but we do work in a team as mentioned so I don't know if Nick is on vacation at a concert or sporting event like some people we know um you know we are a team so um you know we all can can fill in I think Liv six in quill live pretty pretty CL um but we are regionally located obviously we drove here nobody got on the plan and flew here um so we are available one thing is you know similarly to how Delano did support remotely that is our typical you know board meeting support but when there are important issues um we are happy sign okay and second question currently y csmc has a no Financial ties a
048company not so he used to be an employee of ours and then he and another employee you know um left to go start um their own basically totally independent of course sorry more I could any water thank you for partnering really appreciate it so you've seen the binal reports that we've received right receiv past board meetings and what we received today uh it looks like we have we'll have access to the save site all the board members will have access if you all want okay whoever right on the board uh and how often is that information updated about every 15 minutes at Max okay it it's really is real time and what's what I love about it is you can log on and without even running a report you land on a dashboard that shows
049you sort of your balance sheet and all of your profit and loss statement and you can click into those numbers and get the details right there so if you say oh look at my balance sheet oh really love that cash number it looks small but I thought we had 200,000 in this account you you can click on that click down and it can show the detail it's really user friendly and we'll provide training that typically from a board perspective we usually the treasurer may ask for it and maybe the president um obviously we can provide access to whomever you think is important it's your information um and it is ultimately public information but you probably want to be judicious and you decide to give access so are there system generated areas of focus right so
050like you mentioned days on hand 44 something like that they get a red flag so are is is someone going to be manually contacting or reaching out to us or a Treasurer or you know our UD basically saying you should be concerned about this or is it going to be generated by the system automatically how much of it is system managed versus anyone else you no you know that's a good question we rely on the system and the data that's in there but we very much are so Nick is the person that's going to be saying future EV I'm super concerned yeah let's jump on a call usually what we'll start to do is we'll say okay we're going to manage this on a weekly basis so that there's really good visibility excellent just transparency
051and exactly where we are here's what's actual cash in here these are what we want to do we want to release this let's talk about this so during times of kind of cash crisis we have a standard protocol we go through but that is 100% we're pick up the phone and say hey we're going to start implementing this let's talk through this first one let's talk about what this looks like let's talk about who want to get this information on an ongoing basis and maybe that includes somebody on the board um but we really do have experience with really actively managing yeah and to build off what Kristen said you know that's something we also talked about at the standing calls so you know it's not my first time with the school that has you
052know cash troubles one of my schools right now is going through a very similar thing like Kristen said there's a very standard protocol in place that you know once we get you guys really onboarded and set up in all of our systems then we'll go through and you know start going through that protocol and really looking at cash in Earnest um but again like Kristen was saying the enrollment increas is really it's gonna be help really helpful for your pop so I you have experience working with schools that have a line of credit to some extent right so how does that work plug that into well we look at obviously we get that cash hand clubs and then we you know it depends on I mean we have schools that have bonds we have schools
053that you know sell their receivables so just in our cash flow we have the ability to show that repayment time frame what that looks like so that we e and flow and we say okay well now we're we've sold that one but so now one not receiving that revenues coming in so it all it all feeds into our cash flow models and we go through that we can provide projections on them you might them to a lineup credit as well so that's what I'm wondering how we connect here with that that's going to be new for us we're moving out of the selling trying to get rid of the notables and then we're actually approving I don't know it's item c um the $1.5 million line of credit to the bank so that it's a
054much lower it's good to have um hopefully you don't have to to dip into it but if you do we'll have a system in place that kind of track we typically look around two to three months in advance and we update it every couple of weeks and then we're kind of you know as we get to know the spending habits of your School that'll obviously help us to be more accurate on that that projection but we'll be able to project you know a couple months in advance you know hey maybe in two months from now it might be maybe to go to the board and ask for permission to use this should unique be right we also know the wording that you might need to use as a board to where you're not required to
055spend it or you might have permission to utilize those funds should you need okay and as you grow you're GNA going experience cash right you keep growing we're familiar with that that growth and how cash lags so we have a lot of experience with as well one other thing too to think about as we do budget revisions and things with you each budget revision includes that that cash analysis and that forecast I guarantee you this lovely person here requires it so it's really easy to see we're going to have a challenge and and and to be honest this is the time when people usually have challenges um it is don't pay us a 12 every month it it just doesn't work that way and so usually March April is where you see things start to
056to heat pace and that Revenue starts to pick up just a little bit so we're very okay thanks and then I saw it's a two-year contract um it looks like year one is 100k and then year two is 116 so I was wondering what what's the pricing strategy there you know to be honest we wanted to be um really affordable um we recognize where you're coming from and we also see that you have a little bit of cash FL challenges so we try to be a little bit you know want to you know we want to be a little bit of a loss leader on the front end we want to make sure and then we want a right size based off where we think your enrollment is going what we think your you know
057requirements are for us managing your account and then after that you know should you be interested in renewing with us we try to tie it to like a cola um something that just keeps track it's not 16% that's what I'm wondering should we expecting another is the by the way along the same line is that a number come from you know with a consideration of the size of the school and the stage of where we are yeah so we we look at comparable client partners that we have we have almost 100 in the state of California so it's pretty easy for us to see okay this is where they're located you know this is what their facility situation is this is you know this is their Ada these are the revenues we're seeing on their
058projections they are most closely in line with these four school um what are we charging those because we have historical data we do time tracking kind of like we're attorneys to the 15th of an hour so internally we know the cost it takes us to service each client partner so that we have really good you know payroll cost data so that we understand what pricing makes sense for us but like we said year one is a little a little bit of a discount um mainly because we think we're a good fit for you and we're excited for the I have there anybody been any issues related to any audit findings or things that that nature related to your materials and your clients so we have seen an uptick in audit findings in two areas it's
059kind of funny because Aon and I were just meeting with our uh VP of accounting yester yesterday around things that are are more on the school side and we're talking about how we can support educate provide some best practices to all of our students they seem to be bricks and mortar schools that are looking to um capture independent study ABA they're not keeping all the documentation and doing the registration the right way I'm not kidding you it it's been a real uptick and then some of the elop um documentation on um the extending days and the things like that so again more housekeeping on the school side but we sit and we look at that um as a team and we say what are we seeing across the industry where are there areas where we
060now can say okay and aon's actually working on this right now and I just said oh hey this YMC on demand thing is fantastic about independent study how can we put together then like an information flyer and shoot it out to all of our client Partners to say we're seeing this we want you to avoid it please consider these things that happened to others in the space and maybe take another look at your internal controls process make sure your fiscal policies are updated make sure your actual procedures that you do align with those fiscal policies and here's a refresher on what the rules are around this um because we really do did see those two lanes seem to be where schools are are getting some audit finding this cycle more so that the I I
061mean more on the financial statements uh that produced organization I mean is it really based on the software and the compliance that the software goes through and so I'm wondering that the liability in terms of if there are findings by our third party right where that falls if in fact we are doing it the right way or we think we're doing it the right way right um we really are relying on our back office to really help support in this area and you should and I'm GNA let eron talk about that in a minute um I will say we partner with I was wondering if maybe Mar from Christy white was gonna be here she's she's not I love her she's my people um but we partner really well with all of the audit firms
062that are in the space um your audit you might think it happens one time there's there's intro we start at the beginning if there is anything that we feel especially during the on boarding that maybe we're like I love that accounting treatment we will reach out and we will talk to your auditor right then and say this is what we're seeing what what would you like to see us do and we will collaborate with them to make sure that they are comfortable with it so we have a really good relationship with our Auditors hly yeah and our our counting team is you know full of experts and right we have a a wide vary of individuals who have been working in this space for decades um and they have great experience and they kind have
063no Gap or gas the back of their hand so there's any questions we're not afraid to reach to make sure that we're doing the accounting treatment right we're not guessing on anything um we try to be as by the book as possible and uh you know that's also goes into effect on these standing calls right we look at how things are being reported um you know if you have any tricky situations I mean line of credit is not necessarily tricky that's pretty standard we see that all all across but you know building purchases leases long-term leases and stuff like that that it's your balance sheet and your income statement you know we're really well versed in all that stuff and all the treat on that set of things so really confident in the ability of
064our accounting team to get the job done and not have any audit findings um a lot of things that we've seen this year just on the state side when they releaseed their data was related to internal controls um we do have experience in that obviously that that's on the SCH Side and being you know well versed on your your fiscal policies and procedures and making sure that you're doing things you know according to plan but we do help write those amend those as needed to to fix your processes should that be in doubt um we do recommend you as a board review those you know and um you know we're definitely available to help you review those if you have any questions and provide some insight onto other client partners and how they need you
065doing their processes yeah I guess I'm wondering do you your own compliance testing for your own oration and are you governed by any particular regulatory so we're not we're a private company but we do have ton of internal PS we have a bunch of initiatives that we focus on each year and of them actually is some operational efficiencies in internal controls relooking at every single one of our departments and sort of you know implementing different checklists and having you know those redundancies and division of responsibilities built in on our end so if we have an associate account manager who's doing um you know a yearend booking of a payroll approval their account manager is going to double check it and our origional director is going to make so we do look at that and um
066we are big fans and and you'll start start to see especially Grant if you're on the standing Falls we're big on the cycle of reflection and and what comes next and so it is not uncommon especially when we take on somebody new at the end of a cycle to say okay let's say bation you we deep breef let's talk about what do you think went well what didn't go well we really um believe that we get better with feed and constant communication we want to you where your communication preferences are but we really believe in that feedback cycle and always taking over hard look at ourselves but we are just a couple more questions um so would assume you have a a system Reporting System accounting system is that a system consist or compatible with
067a system company you know it is not the same it's not the same system um he but we we're familiar with how you know we take on new clients all the time that have different Accounting Software System there are a lot of export features to get the data as of a certain date going into our system that's that's a pretty standard process in our field um but we believe that our system is the most stateof the art that have and I've actually used their system in the past um it was the system that we bought for opo when we took all of our uh accounting and business services internal um and so we've Ed a lot of different systems and looking at what we wanted to take but it is not um it is not
068the same system so there will be some transferring data over because Erin said you can generate 15 update every 15 minutes right so that means your system is linked to our you know current accounting system right are we using no no we don't we don't currently have an internal accounting system um we're using you know we're using whatever Delano but we do everything manually currently so we have to submit everything on spreadsheet see that's what I'm me using using using stage we would then be able to do things much less manually so we would input data right into the system your historical data is going to still live on that historical software we're going to import import the figures as of a certain point in time and we're going to take over from there um
069but we won't have access to your your prior accounting software and that data okay got you so periodic going to generate a financial statement to uh yeah so that's a pretty standard right at and uh you know I as a board member when we sit here I you know personally I don't like to just look at some of you know hard and C numbers I really would like to go through the numbers to see what the variables the key drivway assumptions underline assumptions so what uh conclusions a business ification and who's going to be in the position to you know draw that conclusion put together a summary instead of just generate some numbers yes go ahead do you mind yeah you guys are going to hear more than enough of me in our you know
070future board meetings so I figured I'd stay a little quiet but you know for this one this is going to be me so I'm going to be looking at your guys' financial statements as I did with my other schools and it's just going to be drawing conclusions exactly what you said like the very first slot is going to be an actual to budget which is hey you guys are under an lcff this isn't a big deal because this is just a timing variance because we haven't received February's lcff payment yet so nothing to worry about it's like I here are the variances and I'll explain them to you and it it's I a narrative it's a narrative I like a bullet point format aon's more of a paragraph guy if if you guys are a
071paragraph guy I can go ahead point point I knew something about you the Polo hat I liked it yeah but no we do that analysis each month so it's not just an ey chart it starts out with here's where we are and here are the big things driving experiences then you're going to look at the graphical representation and then you're going to look at know the eye chart if you want the details right and then we're going to look at those financial metrics that are going to call things out really easily you're going to look at your B sheet you're going to look at the cash flow so you're going to get a really comprehensive overview but it does start with that analysis it's not just I like that you know has done a great
072job in providing very detailed professional detailed Financial sometime you know I like to see some of the conclusions you know what what should the board pay attention to because nobody has a time to sit and read through analyze every member nobody that's our yeah andless you're really into it and we like to provide our board presentation to cater to all walks of life we understand that not every board member might have the financial acument that some people do so that's why there are certain slides that maybe if you're really an expert in finance that might be very fairly basic but it might help that other board member to understand that Financial picture so we try to cater to both sides in spect thank you so much because I'm that person so I'm learning um you
073know I have already learned a lot the past year um but I look forward to I think will be great and to explain the conclusion so I can understand thank you ask lots of questions yes I love talking thank for the me okay uh any other comments before we proceed no I think probably that enough okay that the bo directors approve action item a is there a motion I'll make a motion you David is there a second second thank you Molly all in favor please say I I oppos say nay hearing none it passes okay moving to the next Item B approve the contract with chrisy white Inc local educational agencies need to engage an audit firm for the 2024 2025 year no later than April 1st 2025 per Ed code 41020 per3 selected audit
074firm is familiar with the audit requirements of California K 12 leas and its accountants are familiar with gasby FP pronouncements and statutory funding mechanisms chrisy white Inc will provide audit tax preparation services for the fiscal year ending June 30 2025 with the option to renew for two renewal periods through June 30th 2027 all cap goal action all goals funding source General fund budget Financial impact 13,550 already reflected in the 2025 2026 budget recommended the board of directors approved action item B comments so Chris Christy white has been previously our um our auditor she works with um with a lot of the the different back office providers I worked with her for a long long time um and so we in we have contracted with them we have a it'll be a a one-year contract with
075the option to renew for two uh for two additional years my question is have we received any other bids um this year we did not go out to bid um she is they are one of the the audit firms that are pretty widely used by different California schools in districts um since we were going out to bid for back office provider and also for new bank um we did not go out to bid for this okay this year um because they're they're kind of widely used the we can um it is just an option to extend them for the two years and so if the board wanted to we could go out to bid um for the following year and not extend the contract for the additional two years we're only um we're really only
076Contracting technically for this for this one year with the option to extend for two years what was the rate last year um I believe it was a little less it was probably about $500 less but I don't know that for sure I can I can get that about for you okay how should we I can I can try to look it up right now but it may take me minut so you would to renew this would commit us to two years right this only commits us to one year with the option to be able to extend it for two additional years after that so you renewal um is that on an annual basis or automatically normally we would then um extend it for if the board chose we could just then extend it without having
077to get a new contract we would just extend that contract or if the board wanted to go out to bid then we could um rebid it next year um and not do the additional optional two years so question that might so why not on a anual basis yeah yeah why why why with the option to Ren yeah why do the option to I mean it it just makes it easier so that we don't um a lot of times they'll give us a better deal with those options um and also it it keeps staff from having to redo the audit bid every single year because we are able to do those over a threee or with with the two addition so rather than having to go out to bid every single year for a new audit
078firm it allows us to be able to extend it for three years so if we approve this one this contract we log you know basically log in a rate for those additional years so would be frat for three years it is not if you look at the contract they actually do it is a rate increase each year but we're locking in that increase now so it would not go over what we've locked in I guess my question why not just go Abes that's up to the board I just does take a lot of extra work just that we're flying a little blind here because we don't know how yeah competitive The Raid is and yeah I mean I can I can say from past experience Christy white is normally comes in at the lowest um
079of all the comparable Auditors that are being used um around the county because I have gone out to bid multiple times for auditor so um so usually they do come in around um you know some of the lowest amounts we just didn't go out of it this year and I'm trying to search through old because I wasn't here so it's taking me a little while to find yeah so any the other questions with the option to renew the option you know can two minutes and who's going to call the option they have the option to renew automatically or we have the option to you have the option so it it would be a board you know who's decision so my question so who's a call who's it going to call to exercise that option we
080we have the option we have the option so basically so we have the option at the end of the first year we have the option not to renew we can have the option to log in yes so the board would would vote whether to renew next year at this time gotcha that yeah that that makes a difference well yeah I mean the rate may be very fair I don't know the rate may be very fair or not don't know so yeah sorry I can't find it um it's up to you guys we do have to select an auditor before April 1 um I can keep looking and we can table it until the end of the board meeting um I'm G to try to go back into Old board meetings um to try to find
081it so it's up to you guys I might be able to go it's not coming up in how do you feel I think go for it since next year have new EA other things one you want to do the you want to do the with the option to to go yeah I would just revise the language because we're going to have a new okay we don't want to kind of right yeah and you know I want us to have the option to fall maybe up just approve one year then we can we have the option to renew on a yearly basis that will be that will give us some time well you would renew on a yearly basis anyway because you would have to approve the renewal each year what do you think yeah I
082agree with that I personally think fiscally speaking total cost of of the three years so we should go out to bid you know I'm I'm personally okay with one year you know we need to get it done for this year that's that's important to do but if we don't know and we haven't done it I curious the last time we did it most likely it was when it was hope three years ago yeah so it's a good time and she might be just the best deal in town still obviously her services are are very important and we have appreciated her services and we want to continue to work with her but uh I think it's incumbent on us to at least have that comparison so we yes so I Look to put a motion out
083to align to align on the uh 2020 or 2025 audit right but just make it a one-year agreement with you the options are R and not have the renewal language in there beyond for 2026 to 2027 yeah I'll I'll make a mo motion to modify the language just so to approval for do do second motion yeah what you were talking about is the same thing you know it's a yeah suggest is that clear the motion modify the motion to approve for just one year just one year one year okay at the stated rate okay right yeah okay okay so I made a motion is there a second oh second all right thank you so David seconds all in favor please say I I any opposed please say nay none that the modified motion passes okay
084uh C approve contract with ints in order to recruit highly qualified Mandarin teachers IIA is Contracting with in to provide Recruitment and Visa Services INX provides J1 Visa services for highly qualified teaching candidates lcap goal action goal 1.2 funding source general fund budget Financial impact $ 5,125 per teacher will be reflected in the 2025 budget any comments so uh this is a company that um we have been looking we've been looking into ways to increase our ability to find um qualified Mandarin speaking teachers um intrax is a company that will do some of the recruiting for us as well as um as well as help out with the VISA process um right now we are um you know we have done a few visas it but it's hard for us to recruit and you know
085go through the the entire Visa process so they're going to be able to to kind manage the recruitment as well as manage getting the visa for us um and and doing the postings all the kind of required compliance pieces um and in looking um they are going to be able to do it for quite a bit less than what we've been currently paying for our um for our teachers who are on Visa where we're having to kind of coordinate everything um and so um we're not locked in to any particular amount of teachers so this would be the a contract kind of on an ad as needed basis um for us to be able to to recruit and and hire more Mandarin speaking teachers as needed and we basically pay them on success right or
086just uh Tak on a casys we're yeah we're paying them basically to recruit and to go through the the Visa process the Visa process has a um has a a pretty significant cost and then you know going through the legal process of putting all of those documents together um that all of that would be included in that in that cost um which would come out less than what we have been paying so you guess my question is that if we making a payment is that in advance or you know pay after the fact after they successfully secure the visa for for a teacher so that would be after they secure the visa for the teacher okay so the so the sorry so the Visa is for the whole school year would be for for a
087full school year yes and so for this the way that this works with um a J1 versus H1B this would be for teachers for positions that we know in advance that we're going to have so that they can secure the Visa over the summer it takes a little bit longer to secure if every now and then in the middle of the year we have to hire someone in the middle of the year then we would likely still have to go through the H1B process which is a little bit more expensive and a little bit more difficult um but we're trying with all of our planning we now have our projections for next year we're trying to get ahead of it early um so that we can use this process um to be able to get
088teachers for the entire year um and and recruit for them um in the in the late spring um to be able to onboard them in the summer time how many do you think we would need do we have any at this point we're looking probably at needing two um Mandarin teachers for next year so um so this would allow us we would also recruit just you know through Ed join um hopefully getting some teachers who we don't need to sponsor a Visa for um but also um if we can't find those teachers through edjin because we have had some difficulty filling the Mandarin positions just by recruiting through edjin um then we would use this this process but right now it looks like um two Mandarin teachers for next year so um what is the
089lead time and I know it's based on government and yeah it's it usually takes it it depends we've been if it happens during the year we've been Expediting it and that's quite quite expensive um usually it can take about 60 days um to get the whole Visa process done if you if we're not Expediting it but once you place an order and you execute on the contract okay right when you EX on the contract you're committed to that right if you say I need one person and then they start the process you're committed and so someone new walks in on the off the street and says hey I'm ready you we' already committed we've already committed to that um similar to what we have been with the H1B P of process okay but roughly 60
09060 days it's roughly 60 days without expediting so I have another question uh over here on the the J1 program they also mentioned about J2 dependent fee what is that so if that if that person was bringing a a son or a child with them um and we agreed then we could pay their dependent fee um but we aren't required to pay that depend dependent fee okay because it's an additional piece of paperwork visa to for them to bring dependence with them so the so if it's a minor so the J2 is they can also attend school care yes all right what if not necessarily depend on there yeah okay so it's not parent as we dependent dependent okay yeah any other question when when they're coming over they're coming over for um we would
091do it for a year with the option to be able to extend okay if they are if they provide a candidate that doesn't work out then we're not required to keep that to keep that candidate um if we do break that their visa before the end of the year um then there is some some cost rush just like for an H1B that um that we can possibly have to pay for their uh to get them back to return to return to ear because we're terminating early but that's the same thing with our current teachers that are that are on age1 BS who manages any of the employees that come over on a V7 manag is that g to be that's she's actually interfacing with yeah she's the one that that work um in she works
092with our current um immigration uh lawyer and and so she manages all of that manages all the documentation around that thank you so intrax is the company that uh DDE with the teachers so they would basically they bring us pH ified teachers but those teachers they would still need to submit their resume their credentials um all of that documentation to our HR um so we because it's really up to us to determine whether they meet the qualifications to be able to teach in California um but INX will vet them to make sure that they have those qualifications that U that we're looking for for particular positions but Betsy would still do all the credential tracking and the all of that hrp for okay uh it's recommend the board of directors approve action item C is
093there a motion I make motion thank you David I'm happy to Second all in favor please say I I any post pleas say nay hearing none it passes okay item D approve one .5 million State guaranteed line of credit with Endeavor Bank in order to ensure positive cash flow throughout the remainder for the 2024 2025 school year and the 2025 2026 school year IA is opening a 1.5 million line of credit with Endeavor Bank the interest rate is 9% with a loan fee of 0.5% IIA will also be moving our banking to Endeavor L Capital action not applicable funding source general fund budget Financial impact variable based on the line of credit usage to recommend the board directors approve action item D comments so um I sent you guys the um the proposal we are
094still waiting for um the state guarantee which should come back tomorrow or the next day so I don't have the actual loan documentation so um what I would be asking for the board to approve is um the line of um opening the line of credit um based off of the proposal and the terms um that were proposed which are outlined um outlined here um and then giving um Brett and I the ability to uh to sign the loan documents um so long as they met all of the criteria um that was outlined in The Proposal um as soon as the state guarantee gets approved hopefully tomorrow where are the best in De that um I think that they are San San Diego yeah you have a local they don't have local branch office here um
095but they do our um our person that we're working with um is actually based here in irine so this would be a move from Cafe from CA to Endeavor entirely right entirely but they are um offering us basically no um no fees for for the banking as well as the the state guaranteed line of credit and a much lower interest rate than we're getting with our selling off receivables is that the bank in terms of Bank the what a shape solid Financial yeah I mean we looked um looked at them they're actually a growing um a growing Bank um and more of a business bank but I think they're looking to try to I think they're trying to add and a nonprofit or two um to their portfolio so we're somewhat lucrative for them as
096a as a nonprofit which is why I think they're they were working to get the rate down much lower for us to to be part of their Bank um they're also 100% um guaranteed by the treasury for much higher than most other um banks are um so that was one of the other pieces you know the fin little finan instability maybe in the in the in the in the economy right now so so we wanted to make sure that there was a that there was a guarantee for all of our money instead of just for the normal 2.5 million not that we have that much money right now but someday we may and we want to make sure that all of it is guaranteed versus just the the 2.5 million that is normally guaranteed through
097the treasury so I think they have 150 million doll treasury guarantee versus so that I don't know when we're ever going to have 150 million but hopefully someday so this again would be amended to um approve approve the line of credit um as long as it met as long as the final loan documents met the the uh The Proposal well if you one question if you going to take a loan uh I we have 1.5 million uh 1.5 million Line Credit um so if you take you know that's on a revolving basis right doesn't mean we don't have to we don't have to we can we can leave it yeah leave it in there um until we need it and then pay it back as soon as we get our state receivables so unlike the
098selling off receivables we would only use exactly what we needed um and then we could you know pay it back as soon as we have those receivables keeping our interest rate even so every time we needed to draw on the against that line of credit have to have a approval process right so we can so one thing that we can um talk about and put into our policies is when we're drawing on it we either do what what triggers are draw we could also do whether it's a full board approval or approval by the finance committee um which sometimes it's a little bit easier to get together than a full so we want to make sure that so we don't have you know people plan approval come short in any other questions all right okay
099so I'm I'll make a we're going to make a modified motion here so we G make a motion to open 1.5 million line of credit uh with an interest rate of no more than 9% the loow loan fee no more than 0.5% and in the event that we get that with the bank that we would also authorize I to transfer our bank account from the current account to this new bank yep is there a second um did you mention you know there will be when you when we approve there will be like magn some languages that okay and uh once we approve it we'll also put in place some mechanism by which uh monies from the line of credit will be dra we'll be drawing the you know you you you can't you know go
100ahead uh allowing you know one.5 right I we're going to put a thres cold each time there's a need we probably need a second it yeah yeah yeah probably need a second approval process yeah okay are we okay with the initial yeah okay so is there a second oh second all right thank you David um all in favor please say I I post please say n hearing none it passes thank you okay item e approve the Technology support specialist job description this new position will provide daily Technology support with ia's increase in students and the need to improve cyber security and device monitoring it's important that I have a dedicated staff member overseeing our technology needs and providing timely support to staff and students cap goal action goal 1.2 funding source general fund budget Financial
101impact approximately 65,000 including salary and benefits will be included in the 2025 2026 budget So currently we contract um with an outside firm to provide Technology support um that support really is only for about two hours a week um on Friday mornings um with our increase in devices our need to make sure that we are meeting um all of the cyber security needs student device monitoring um just everyday tech support throughout um throughout our school um we feel that it is important to have a dedicated staff member right now that poor dedicated staff member seems to be mared Beth and that is not her job her job description so um so right now we pay about $25,000 um for that uh kind of two hours a week um so we're looking at hiring someone inhouse
102for the amount of extra support that we will be getting um um and the amount of dedicated time um it definitely offsets you know kind of the a little bit more than than doubling the amount that we're going to spend um but we do have uh we should have we will have that in the budget for um next year and looking at the budget numbers for next year um and it really is important we want to make sure that we're um we're really monitoring our student device usage um and have and have some better controls in place um with our with our uh technology security you know based on the description looks like you just need to find a fulltime it person right right yeah it's just a fulltime like I'm more of a tech
103specialist I guy yeah yeah I'm to modify that language instead of Technology support you know to me I'm a technology D scientist so what kind of Technology gu you probably just a modified the title and have a clear job description you know we we do have a clear job description it was in the the folder uh with all of the different duties for that so yeah you know instead of just a cyber security and the device monitoring they'll be you know provided General uh it support to the staff or to the students and so forth yeah there's a whole um full page job description in there so it outlines um all the different roles and resp I just was outlining the cyber security and staff support just because those are are kind of our biggest
104needs right now yeah and uh maybe just the information technology think well when you when you post the job it allows what is the category right yeah what is the classification how do you so it's usually technology and Information Technology support that's how it's and we and Betsy did a a a a job study um and kind of looked around at all of our surrounding districts and schools at what comparable jobs they have um as well as the the salaries so um so we kind of took this so that it would be in line um with similar jobs that are already being offered out there in the county so that was a kind of a general um title for that job um that that's pretty common throughout most other school districts um and schools in
105the area you already have a candidate uh not for this job okay so we would be flying um flying this job through through Ed join um and probably indeed just to get a wide range of technology so I was wondering someone within the education space only or maybe it's we usually usually for a job like this we would do it in indeed as well yeah but it' be good to have someone CL them I see I see the job description it's it's better for somebody to have some education technology experience um but for a job like this it's kind of a you know a lower level Tech job um so they could get that kind of that training on the job as well they also go through the Live Scan screen they go through all
106of the all of our employees um do the do the live do the Live Scan um and TV test all the same all the same requirements for any employeer working on campus so in the past year or two you mentioned about the T person come like once a week for sort of things that this person been doing um mostly this person has just been doing some um kind of tech support going um changing passwords um maybe sending in technology to be fixed um one of the things that I was a little shocked about because we have so many Chromebooks um is that we weren't we didn't have anybody who could just replace a Chromebook screen um which is usually I mean we actually had we actually trained kids to do it as part of an
107elective and then they worked kind of under our technology specialist we've been actually just either sending them in to get replaced or um we just replacing the whole Chromebook so that's not very cost effective um so this person will be able to do a lot of hardware and software support as well as manage some of our uh manage some of our software systems our Google G Suite updating student passwords emails um and kind of just general hard Hardware software and an Information Technology support we do have we don't we don't really need a network specialist because I USD runs all of our Network um you know switches things like that but it would be more just device management and and then software and Hardware support so I short of the problems or uh that the
108problems from teachers from the students but sort of question we have or day ctive devices in the past few years I mean everything from not being able to log in to breaking off the headphone jack inside of inside of the Chromebooks to Breaking screens um and now we we really need to I mean we're growing we really need to have device monitoring software installed so that teachers can actually monitor what students are doing on their devices um during class that's been kind of an issue especially this year with more Middle School students um and so having somebody that would be able to install that software onto the computers update computers updates update pH books um as well as kind of manage that device monitoring software as well the reason I ask is my prefere my
109school district we um the so we have uh teachers of a a t person to uh so we paid her to stien um and this anytime we have any problem we'll we'll send an email to her and she will use her after school time and fix it um or teaching the uh student council to fix stuff so you talk about the screen and so on so for our gate student we talk that about too yeah change that but at the same time you mentioned about some of the things that the district has yeah I because we don't have yeah we don't have District Tech so we're kind of combining that all into because we're so small into one position so some of the stuff that a district technology person would do and then some of
110this stuff so having a teacher do it on a stien there's a little bit bigger job than time any [Music] question okay so it's recommended the board of directors approve action item e is there a motion a motion thank you Molly I'm happy to Second all in favor please say I any post please say nay hearing none it passes okay moving to F approve the revised executive director job description the executive director job description has been revised to better reflect the job responsibilities currently performed by the executive director the requirements for experience education and credentialing have also been updated to ensure that the executive director is highly qualified for the position elcap goal action goal 1.2 funding source not applicable budget Financial impact not applicable so we did um update the executive director job description
111and thank you um Miss craft because that should have said uh chief executive officer for the organization not for the board so I will make that um make that update um but we did want to make sure that the executive job director job description I'm not sure when the last time it was revised I believe it was back at the very beginning of the organization um and so we did want to make sure that it really more accurately reflected um the role of the executive director especially now that we have an executive director and a principal um because there was a lot of overlap in the duties um in the old job description of more kind of specific principal job duties um and now that we have had a separate executive director and principal um
112for almost a year now we've been better able to kind of gauge what should be the role of myself and what should be the role of Grant um and then just kind of looking at other comparable job descriptions for executive director um as well as superintendent for small school districts um and just updating those one of the other things that we updated was the requirements um in our previous job description um I believe master's degree was only preferred administrative credential was only preferred um and I believe it said three years of leadership experience preferred so we made all of those things um a requirement for the position um and then up that leadership experience to five years of successful administrative experience um just to make sure that the anybody that was coming in and applying
113um for the job and receiving the job had um had significant um leadership and and school um administrative experience so um so those are some of the things that um that were modified but a lot of a lot of it was around kind of shuring up the differences in the job description for the principal and the executive director and ensuring that that it more closely tied with the executive director position I forgot uh there any language is a you know um experience you know former experience in dual language imersion progam so I I don't think we put that in there specifically we could definitely um add that I don't know if we want to put that in as a an absolute requirement because that may limit our pool but we could put that in as
114a preferred but prence so I can make that um there it is so I can make that edit as well to add that in as as something that that is preferred something experience with Charter and immersion stor so not necessar the Chinese language but just just um dual immersion dual immersion yeah so we could put it in experience with dual dual immersion tools preferred yeah or or language immersion you know it may not be dual it just maybe but I mean I don't know some yeah some language we could just change it to language immersion experience preferred me English language I mean yeah yeah I mean I I we thought we we can't you know specifically talk about manding but you know when you say language that could mean that could mean engl anything could
115be just mean English multiple language MTI yeah multiple language yeah I think most schools use the term dual immersion so we could probably leave it as dual immersion yeah or multiple language merid scare a lot of people I just you know if someone if someone is qualified I'd hate to say you know I'd hate to slanted right I mean it because it it that we have uh we have our AP right you know Banner inside we have other resources and they may may not come with language immersion they may not right but I that's why that's why you're caught a through foot I know a little bit it seems like we're you know it's not required but you know we kind of want you to be able to speak yeah I mean it may it
116may keep some candidates from applying just because they think well I'm not going to get it because it never worked speak mandar because that's where they you're a mandarin immersion program that you're you're hinting really SW mandering speakers so I I think it's important that this person um supports or understands do immersion yeah you can seeable right because I before I accept to be to you know be the board remember I actually struggle with the immersion because I didn't know too much about it um and but after I did a study I checked with my friends who actually in know because in my mind at that time is you know you're teaching kids with two languages where they get confused I guess that's the old thinking of um you have to know your mother tongue
117well before you can speak English so by just research talk to people then when I was sure that I agree with this this type of teaching styles then that's when I decide okay I would be the board member yeah yeah so I think it's important you need to agree with what we're doing and you totally support about it so however we're going to write it and and I think I mean it kind of depends on whether we want to determine that through more the interview process you know asking some questions it's a screening feels like a screening question to lead people out yeah and and like for example you came from Opa right and they have they have language tracks right I don't know if it's considered not really considered dual but you have experience
118with it so I I mean to be honest it you know I didn't see it so much as a criteria for you you you were open to hear and you were willing and interested and very capable and you did great you know from my perspective so so I I just wanted anyone who feels qualified to run right from executive director standpoint should apply and will be able to understand in that process their level of understanding of what we do or speak their ability to speak one language or another but I'm I'm open to what you guys want to do I just wanted to I don't want to exclude folks from applying requirement that's exclusion but if you see that's you know [Music] desirable that's not an exclusion you still inclusive you know yet you you
119you tell them and uh you know this Ed position differentiates from other position in a way it's a dual language program right it's just a you're not going to excluded all this just like you know some position say Hey you know was Advance degree Master whatever uh preferred but not required a lot of positions right some research scientist that's required but others it's a pretty book you have a NBA prer but not required it's the same thing to me I think you know you you mentioned that that's you know just to give people say okay that's aose you know especially the people with that experience we are I think probably you biting to but you don't exclude persons like that that's yeah y maybe the question we can ask them during the interview because I
120do so it depends on how you see the prefer some people look at a prefer I don't have that experience probably don't try and that's what we don't that happen and because in a way I think during imersion is it's the past 10 years is it's probably yeah so it's not that common before but we want experienced people we want someone that be in education for for so so because that we we from applying you're writing job description you're not writing advertisement this is job description we're talking about but this is what is also going to be on the advertisement that people are going to look at to decide whether they want to apply for the position those those who let's say speak maning and feel qualified they're going to they're going to apply right
121what what my what I'm saying is let's not make those that don't speak don't speak feel like they shouldn't apply because they know it's desirable you know because when you apply you don't know how many others are going to app he was said well I want to apply it'll speak manner so that that's all I'm saying that that we can which we go through the screening process we'll see who can and who can't and what asset that brings value based on the background you'll be able to understand the full picture but yeah I on their resume we also be able to see to your point whether they have dual imion experience and a smart person would put that in their introduction [Music] [Laughter] but it's up to you guys yeah you know I'm okay either
122way but you know I think you know adding some kind of language there would uh would be better you know say just a preference but not requirement but you can you can mention that prer but not required I mean you still you kind of a signal you're not going to explod to them send them away if someone's confident enough they're going to fly anyway if they are not confident enough that's not the person you want what do you think what's the benefit of that well you just I mean because this position differentiates from other executive director position otherwise it's the same thing each position is different yeah they're applying that's why you write a job description they're applying for the Ed well a rle ersion school so it comes with some understanding or acceptance so
123that so your argument is either way no what I'm saying is I I can see from the perspective of those that are non-speakers right and so I think in the time that we have to do the vetting I don't want to ex exclude any of the non-speakers no neither do I yeah no we're not going to exclude anyone who doesn't speak a mandering that's not one saying you know this person could have been be you know dual language program could it be Spanish English could be other things right doless yeah it's just a preference that's what I'm saying yeah that that you know that would be my preference I think you know because otherwise you know you you can you know call copy paste as the executive director job description I mean each JD is
124a different each position is a different then what differentiates this EXA direct position from the others what's in the job description what that's that to me that's a differentiating factor one the key differentiating factor otherwise you might just well C Cy paste but that's part of the screening process so everybody that's a different you're putting here that's what I'm saying you put a one differentiating factor as a preference not a requirement your your concerns you know you put some language where specifically exclude a lot of candidates which will not you you know you make it a career it's not re well I see I don't see why is that so you should well I know you mentioned about kind of like copy paste but I know this one Dr kernin it so Dr kernin knows
125exactly what we need at IIA so this one is not really copy paste because Dr K modifi the that that'll be my to modify include the language just one sentence s that um well it depends on what we call it but I had dual language immersion experience see just very care from somebody who has yeah applied for positions um I think I probably would still apply however I know people who might not apply because they would think that they were going to get somewhat screened out if they didn't have that experience not because um I guess not saying that it is a requirement but reading through and kind of wondering back and forth um I might think well I'm likely not going to get this you see the other kind of language they automatically create
126that's not the person that's not the you want well I have reviewed resumés from the prior years for this role and the number of applicants with what we're asking for it's been very very very very very slim so we want to make sure that we're casting as I guess as wi in net to be able to um get to be able to to then have that selection process I guess from the the widest net possible that we can then narrow know the board can then narrow down um based on what you're looking for um now we may be in a situation this time around where we get a lot of applications and we have a lot of people doing language experience and we're very qualified right um it may not be any issue at all
127but I want I mean as a charter school sometimes we're not going to get as many applicants anyway just because we're a charter school versus a a district school that would' be looking for for a similar role um just based off of let me ask you question this job description on Executive Director what the key difference between this one and anything else I mean the role is executive director so the job description has been tailored more towards what you would do here versus our principal U but it is still an executive director job description so we are you know so there there isn't what I'm my point is what is you know executive director job description for I what the differentiat from another Ed position for another school not not much because it's still an
128executive director the difference would be what the board worked with that come back to my point you to the extent you going to write a job description specifically for a school you got to have one at least the one differentiating factor what is that well that mean the responsible the person needs to be responsible for ensuring the I mission and vision is successful so they have that's a replacement that's a space holder you can put any school but that that's yeah you know executive director is going to ensure any whatever I you know I or whatever a so same thing that's a place of holder that's because no differentiating Factor whatsoever that's what I'm saying but do we need to have a differentiate yeah what you know to me you know you you you put
129anything very generalized statement the description can fit anywhere you replace you can place any other schol still fits it you don't see any differentiating Factor that's my problem with that can you guys see that but I'm not sure why I guess do we need need to just WR with the ad what's the problem they add something like like that just a one differentiating factor well I mean what Dr K just mentioned that that she knows no no no no you arguing about you know cleaning process what am I asking guys think about the job description on this particular position what is the single differentiating fact you can't even tell me and you you're making arguments this is this job actually this job description actually aligns with what the Ed here does what I'm saying versus
130the job what I'm saying you know job distribution here the same as a universal what do you put here as a universal what is you can't even tell me one single differentiating Factor nothing I just mentioned that it align you need to align with I's mission and vision that is the school yeah that's the basis of our you can my problem Brad you can change I you to anything else sure I mean that's that's the same thing but there's a lot in that obviously you need to understand the mission and vision if you don't align with it you're not not going to apply you know join your your institution your organization yeah but automatically you have to agree to align your vision agree with your V vision and Mission yeah but in the job description
131each position is different in each organization is different yeah you're going to align that all right same thing that's a general that's very general yeah this the same thing that's the only thing differentiates from that's just o for some preference it's a preference it's not requirement I don't know why that's solution okay I so it sounds like you would like to modify I like to modify okay so do you want to make a motion yes to modify so why don't you make the motion and we'll see if we can get a second second okay I'll will make a motion to modify the language to add a language prior experience in dual language U program or experience is preferred but not required okay so there's a motion is there a second don't hear a second uh
132I'd like to make a motion to approve the revised executive director job description with the modification that was mentioned earlier I would be to to change where it says the chief executive officer of the board to Chief Executive Officer of the organization yes I'm is there a second for that motion I see okay so all in favor please say I I any oppos please say nay nay so we have two eyes and one NE it passes that's a you know good discussion thank you okay moving to item G approve the IIA governance handbook the yeah please sorry I forgot to do this at the beginning but um we are waiting to hear back from legal on the bylaw um so I would propose that we table the handbook and the bylaws to the next meeting
133to make sure that we get um legal input um the handbook was fine but we're still waiting to hear back on the bylaws and I don't want to update the handbook without updating bylaws at the same time so if the board is okay with that um we would table both of both us G and H okay until we get legal feedback on the bylaws yeah I just don't want to change the bylaws without legal signing offline thank you okay uh moving to I approve the revisions to the board policy 6158 independent study board policy 6158 independent study has been revised to include new legislation and recommendations from the Orange County Department of Education during their annual oversight visit cap goal action goal 2.9 9 and 2.10 funding source not applicable budget Financial impact not applicable
134any comments so there was just some new language around um how long we have to get independent study agreements signed so if they're under 15 days we can technically have the entire year in order to get those um signed they don't need to be signed prior to starting the independent study um and so we did update uh the language around that to align um with the new legislation so um it also helps us in terms of being able to make sure that we are capturing that independent study data um and following um to CH that point um so making sure that we're always staying up to date with the the latest legislation um and and practices and procedures around independent study so this is legislation driven and not because of Any findings from any no
135on this yeah yeah okay any questions okay it's recommended the board of directors approve action item I is there a motion on is there a second happy to Second all in favor please say I I HST please say n none it passes okay uh moving on to the executive director's report okay well I um just want to um thank everyone I know I announced my um retirement and let the community know um it I is an awesome Place anybody anybody would be you know uh very lucky to be able to step into my role um I got a very good offer to be able to retire very early and travel around Europe not that this isn't a great offer but it might have been a smidge better um and so but I will be um
136you know working through to June 30th um I also said you know some things like pal pets are and things like that I might you know do in in my retirement just because I'm bored um but and also help you to transition the new Ed in and and making sure that they're situated with everything that they need um but I am you know still here and finishing the year strong strong and we're gonna um be starting our our push towards testing season and um and celebrating the great um scores that we got last year to pump all the students up for trying to get even better scores this year um and then we have a lot of exciting things coming up plug again for the uh in maywe dance pendra um so we want to
137make sure that everybody is getting their tickets ASAP um I know um not to put you on the spot how many tickets do we have so far do you know around so we need to really pump that up yes so I have my tickets do we all have our tickets so make sure you're getting your tickets if you have not yet gotten your tickets um but we're doing some promotions for the classes that get the most um sales so make sure that you put your students teachers name in so that maybe they get a pizza party um but just we want to make sure that that is a big great event here in IA and then we're you know just I can't believe there's only a couple months left of the school year um so
138we're just going to try to end super super strong it's almost the end of I think the conferences coming up next week um so yeah it's the year has gone by super super fast but just looking forward to an exciting end of the year hey thank you very much uh board of directors rep course comments um I want to thank um Dr kin it just um I saw some of the plan that you even though you're leaving us but you're already you're not going to leave us all over here I saw your just a step by step helping us get ready uh for the future and I appreciate you that I mean that actually when I saw the whole thing it kind of calming down a little bit and um so but it just how
139much you have invest into IIA and your um so dependable so you're so faithful to uh made this school the family the children work just appreciate you so much yeah and I also just so look forward uh I know this we entering into the third trimester um and uh this year I got a chance to participate some of the activity I really got to know some of the teacher a little bit more uh and I just um we know that we're going to end the school year well and I look forward to the next year we have a lot of new new things you know hopefully a technology we have the new back office support um just look forward to that yeah well first of all uh congratulations on getting your offer I I would
140assume probably from your husband most likely my husband and my family yeah yeah and uh yeah we're going to miss you yeah you know I was a little bit shocked to hear your decision to retire I think uh uh the time is really too short so work with you really enjoy it very much you about a year right on M stting M um you know you're you're joining the team at juncture where we experienced a tremendous growth in the past 20 and it's a great it's a great period it's one of the best or the best actually the best time of so we we were going to miss that and we really as a member we appreciate all your dedication your effort leadership uh in the past year and uh you know going forward we
141hope you we can still get you have your advice sometime and help I need it but we're going to miss you definitely you may not miss us when you are in boat or some always I'm always available just find the time difference so uh first off want to thank you Molly David our discussions uh school is near and dear to all of us uh we all want the same thing so uh Dr K and I you have made such an amazing impact this year really to say so tonight we approved this line of credit option for us and it is Monumental for the school for the financial sustainability of the school and I get emotional because we've been through so much school has been through so much so it's amazing to hear that emerg from
142grow schools and uh we appreciate the service that they provide it but we need something much more sustainable for ourselves so we're really on a very healthy Financial track so it really wasn't until you thank you um can't really May dance May dance very critical um thank you to the PTO and thank you John for all of the support you've had a phenomenal impact on our school so thank you very much thank you to siai yeah I hope thank you to siai thank you all for being here thank you to our authorizer for being here okay um that's all I have moving on any Community input on non- agendized items nope okay so I'll move to adjournments recommended the board adjourn the regular meetings uh the regular meeting of the herbine International Academy board of
143directors on March 18 2025 is there a motion I'll make a motion thank you David is there a second thank you Molly all in favor please say I I any post please say nay hearing none it passes meeting adjourned at 901