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PACIFIC COAST ACADEMY13915 Danielson Street, Suite 103, Poway, California 92064Phone (619) 404-3190 Fax (619) 749-1792Regular Scheduled Board MeetingPacific Coast AcademyAugust 27, 2020 – 6:00 pm13915 Danielson Street, Suite 103Poway, CA 92064Through TeleconferenceJoin Zoom Meetinghttps://zoom.us/j/93637277698Meeting ID: 936 3727 7698Dial by your location 1 669 900 6833 US (San Jose)Meeting ID: 936 3727 7698Find your local number: https://zoom.us/u/aD57VdNb4AGENDA1. Call to Order2. Approval of the Agenda3. Public Comments4. Executive Director’s Reporta. Back to Schoolb. SB820 Updatec. Enrollmentd. Covid-19 Updatee. Family Liaison Update5. Discussion and Potential Action on the July Board Meeting Minutes6. Discussion and Potential Action on the July Financials7. Discussion and Potential Action on the Unaudited Actuals8. Discussion and Potential Action on Education Protection Account (EPA) Actuals9. Discussion and Potential Action on Invoices over 100,00010. Discussion and Potential Action on the Fiscal Policies and Procedures11. Discussion and Potential Action on the Learning Continuity Accountability Plan –Public Hearing
PACIFIC COAST ACADEMY13915 Danielson Street, Suite 103, Poway, California 92064Phone (619) 404-3190 Fax (619) 749-179212. Discussion and Potential Action on the Immunizations, and Oral Assessment Policy13. Discussion and Potential Action on the Nomination and Appointment of BoardMembers14. Discussion and Potential Action on Board Training15. Announcement of Next Regular Scheduled Board Meeting16. AdjournmentPublic comment rules: Members of the public may address the Board on agenda or non-agenda items through the teleconferenceplatform, zoom. Zoom does not require the members of the public to have an account or login. Please either utilize the chat optionto communicate with the administrative team your desire to address the board or simply communicate orally your desire to addressthe board when the board asks for public comments. Speakers may be called in the order that requests are received. We ask thatcomments are limited to 2 minutes each, with no more than 15 minutes per single topic so that as many people as possible may beheard. If a member of the public utilizes a translator to address the board, those individuals are allotted 4 minutes each. If theboard utilizes simultaneous translation equipment in a manner that allows the board to hear the translated public testimonysimultaneously, those individuals are allotted 2 minutes each. By law, the Board is allowed to take action only on items on theagenda. The Board may, at its discretion, refer a matter to school staff or calendar the issue for future discussion.Note: Pacific Coast Academy Governing Board encourages those with disabilities to participate fully in the public meeting process.If you need a disability-related modification or accommodation, including auxiliary aids or services, to participate in the publicmeeting, please contact the Governing Board Office at 951-290-3013 at least 48 hours before the scheduled board meeting so thatwe may make every reasonable effort to accommodate you. (Government Code § 54954.2; Americans with Disabilities Act of1990, § 202 (42 U.S.C. § 12132)).
PACIFIC COAST ACADEMY13915 Danielson Street Suite 103, Poway, California 92064Phone (619) 404-3190 Fax (619) 749-1792Regular Scheduled Board Meeting - Pacific Coast AcademyAugust 2, 2020 – 9:00 am13915 Danielson Street Suite 103, Poway, CA 92064Attendance: Kelly Durso, Amanda McArthur, Jessica Ackermann- TeleconferenceAbsent: NoneAlso Present: Krystin Demofonte, Shari Erlendson, Jennifer Faber- TeleconferenceCall to Order: Kelly Durso called the meeting to order at 9:04 am.Approval of the Agenda:Amanda McArthur motioned to approve the agenda. Jessica Ackermann seconded.-Unanimous.Public Comments:Renee Coleman asked questions about PCA’s separation from Inspire and MOUs betweenschools.Executive Directors Report:The Board received an update from the Executive Director on the following topics:a.SB 98 Updateb.Cost of Extended School Year MOUc.COVID – 19 Updated.PPP Repayment Updatee.Enrichment Updatef.Enrollment UpdateNo action takenDiscussion and Potential Action on the June Board Meeting MinutesAmanda McArthur motioned to approve June Board Meeting Minutes. Jessica Ackermannseconded.-Unanimous.Discussion and Potential Action on the 2020 – 2021 EPA BudgetThe Board received an update from Tyler Myers about the Education Protection AccountBudget. PCA is budgeted is to receive 814,940. The state created an Education ProtectionAccount to receive and disburse the revenues derived from the incremental increases in taxes.Amanda McArthur motioned to approve the 2020-2021 EPA Budget. Jessica Ackermannseconded.-UnanimousDiscussion and Potential Action on the Revised 2020 – 2021 BudgetThe Board was presented with three possible scenarios to be considered for the revised budget.The Board discussed the pros, cons, and legal requirements that surround each budget scenarios.The Board approved budget #2 with the allotment of 9.7 million instructional funds spent anda surplus of 2.98 million. However, they gave direction to the administration to work with the
PACIFIC COAST ACADEMY13915 Danielson Street Suite 103, Poway, California 92064Phone (619) 404-3190 Fax (619) 749-1792financial team to make adjustments between roll over and planning amount to allow HS to havemore and come up with best plan.Jessica Ackermann motioned to approve the Revised 2020 – 2021 Budget. Amanda McArthurseconded.-UnanimousDiscussion and Potential Action on the Adhoc Committee-Board RecruitmentThe Board currently has 2 vacancies. Previously committees were formed to find and bringforth potential candidates for consideration the Board. With the recent updates made to theBylaws the Board discussed who should be included in the committee to find new boardmembers and outlined the process to include outreach, initial vetting, interviews and arecommendation to be bought forth to the Board at a regularly scheduled board meeting.Amanda McArthur motioned to approve Adhoc Committee for Board Recruitment to consist ofKelly Durso, as the Board representative, staff members and parents. The Board representativewill come in at the interview stage of the Board Recruitment process. Jessica Ackermannseconded.-UnanimousDiscussion and Potential Action on the Board Training CalendarThe Board discussed potential structures for Board training. The Board advised the staff thatthey would like to hold training on one day, in the month of September. The Executive Directordirected Jennifer Faber to work on a proposed schedule for training to be done in September andbring information back at the next Board meeting.Discussion and Potential Action on the Compensation PolicyThe Board was presented with an updated compensation policy that included minor edits tostipends, the timelines for submitting units and the medical opt out stipend.Amanda McArthur motioned to approve the Compensation Policy. Jessica Ackermannseconded.-UnanimousDiscussion and Potential Action on the Fiscal Policies and ProceduresThe Board was presented with an updated Fiscal Policies and Procedures. It was shared thatPacific Coast Academy needed to revamp the compensation policy as the school was bringingthese services in house, and no longer servicing with ICS. They were vetted by Tyler Myers atCharter Impact and the schools legal counsel.Jessica Ackermann motioned to approve the Fiscal Policies and Procedures. Amanda McArthurseconded-UnanimousDiscussion and Potential Action on the Shared Space MOUThe Board was presented with an MOU to share the lending library space between CabrilloPoint, PCA and Mission Vista. It was shared that utilizing shared resources is helpful during
PACIFIC COAST ACADEMY13915 Danielson Street Suite 103, Poway, California 92064Phone (619) 404-3190 Fax (619) 749-1792the budget concerns. The Executive Director shared that this was a common practice inschool districts.Jessica Ackermann motioned to approve the Shared Space MOU. Amanda McArthurseconded-UnanimousDiscussion and Potential Action on the Shared Employees MOUThe Board was presented with a shared employees MOU where staff will no longer be sharedstate-wide, but instead just between Cabrillo Point, Pacific Coast Academy and Mission VistaAcademy. It was written in a way to make it very clear what staff is being shared between thethree schools. It was shared that utilizing shared resources is helpful during the budget concerns.Amanda McArthur motioned to approve the Shared Employees MOU. Jessica Ackermannseconded.-UnanimousDiscussion and Potential Action on the Parent/Student HandbookJessica Ackermann motioned to approve the Parent/Student Handbook with the following edits:a. Add on page 6 information about the counties that are being provided.b. Add language about Planning Amounts being adjusted.c. Requirements to have report cards for TK-8d. Grammar errorsAmanda McArthur seconded-UnanimousDiscussion and Potential Action on Employee HandbookAmanda McArthur motioned to approve the Employee Handbook with the following edits:Add Mission Statement to page 8Jessica Ackermann seconded.-UnanimousDiscussion and Potential Action on the Board Resolution – Stipend Expense for Travel, Internet,and PhoneJessica Ackermann motioned to approve the Board Resolution- Stipend Expense for Travel,Internet, and Phone. Amanda McArthur seconded-UnanimousAnnouncement of Next Regular Scheduled Board Meeting:The Board announced the next regular scheduled Board meeting August 27, 2020 at 6:00 pmAdjournment:Jessica Ackermann motioned to adjourn the meeting on at 11:32 am. Amanda seconded.-Unanimous.
PACIFIC COAST ACADEMY13915 Danielson Street Suite 103, Poway, California 92064Phone (619) 404-3190 Fax (619) 749-1792Prepared by:Jennifer FaberNoted by:Board Secretary
Pacific Coast AcademyMonthly Financial Presentation – July 20201
PACIFIC COAST– Highlights Annual Projected Revenue:Increased by 2k Annual Project Expenses:Increased by 1.73 MM Annual Projected Deficit: 536kIn Compliance SB740 90Must exceed40% / 80%PACIFIC COAST ACADEMY – JULY 2020In CompliancePupil:Teacher Ratio19.22 :1Must be equal to or less than25:12
PACIFIC COAST– AttendanceEnrollment & Per Pupil DataActualForecastAverage Enrollmentn/a4650ADAn/a4075Attendance Raten/a87.6%Unduplicated %38.7%38.7%Revenue per ADA 10,190Expenses per ADA 10,321Budget4650407598.0%38.7% 9,111 8,847 Forecasted Annual Daily Attendance (ADA) – Last Year’s P2 Unduplicated Pupil % ‐ 38.7%PACIFIC COAST ACADEMY – JULY 20203
PACIFIC COAST– Revenue Annual ( ) variance due to higher forecasted ADA vs budget.ActualRevenueState Aid‐Rev LimitFederal RevenueOther State RevenueOther Local RevenueTotal al/Full YearBudgetFav/(Unf) 1,777,343 ‐381,738‐ 1,777,343‐‐‐38‐1,738 37,057,685541,1443,919,3641,738 37,057,685 541,1443,919,326‐‐‐381,738 1,779,119‐ 41,519,930 41,518,1551,776 1,779,119PACIFIC COAST ACADEMY – JULY 2020 4
PACIFIC COAST– Expenses Overall expenses are unfavorable Due to increase in student funds Salary forecast based on payroll budgetActualExpensesCertificated SalariesClassified SalariesBenefitsBooks and SuppliesSubagreement ServicesOperationsFacilitiesProfessional ServicesDepreciationInterestTotal ExpensesYear‐to‐DateBudgetFav/(Unf)Annual/Full YearForecastBudgetFav/(Unf) 24‐516 1,393,813 834,053‐49,908 16,679,323 16,725,750 259,5263,211,819‐‐459,572508,258 2,458,660 3,028,723570,063 42,056,190 PACIFIC COAST ACADEMY – JULY 2020 5,666)17(47,707)‐48,685 (1,738,445)5
PACIFIC COAST– Fund Balance Annual deficit is 1.28% of total expense Overall fund balance has changed due to the Juneclosing and will match for the August close.ActualTotal Surplus(Deficit)Beginning Fund BalanceEnding Fund BalanceAs a % of Annual ExpensesYear‐to‐DateBudgetFav/(Unf) (679,541) (3,028,723) 2,349,1812,672,677 1,993,1354.7% Annual/Full YearForecastBudgetFav/(Unf) (536,260) 1,200,4102,672,6772,672,6772,672,677(356,046) 2,136,417 3,873,086‐0.9%5.1%9.6%PACIFIC COAST ACADEMY – JULY 2020 (1,736,669)6
PACIFIC COAST– Cash Balance Cash balance remains positive at year end Payback to and from schools no in projections, will be added tothe August closePACIFIC COAST ACADEMY – JULY 20207
PACIFIC COAST– Compliance ReportingCompleted ByBoard MustApproveSignatureRequiredCharter ImpactNoNo4‐year Adjusted Cohort Graduation Rate (ACGR) ‐ High School graduation data is extracted from CALPADS on 8/28/2020 to calculate an ACGRvalue. Graduation data must be submitted into CALPADS before this deadline to ensure data is available to the state for accurate calculations.PCANoNoAug‐28CALPADS EOY 1, 2, 3 and 4 Amendment Window Deadline ‐ Course completion data for grades 7‐12, CTE participants, concentrators,completers, program eligibility/participation, homeless student counts, student discipline, cumulative enrollment and student absence datamust be submitted to CDE by 8/28/2020.PCANoNoFINANCEAug‐31Facility Incentive Grant Recertification (CSFA) ‐ The State Charter School Facilities Incentive Grants Program is a federal grant programdesigned to assist high‐performing charter schools with rent, lease, debt service, and Proposition 39 pro‐rata payments or costs related topurchase, acquisition, design, new construction, and renovation. Subgrantees must re‐certify eligibility twice annually in February and August.Failure to do so will result in the loss of grant funds and can result in the award being rescinded.Charter ImpactNoNoFINANCESet byAuthorizerUnaudited Actual Reports ‐ Annual unaudited financial statements for the preceding year are due by date set by the charter authorizer (nolater than September 15th).Charter ImpactYesYesFINANCESep‐04Year‐End Maintenance of Effort (Special Education) ‐ Report due to Charter school's SELPA. Maintenance of Effort (MOE) is a requirementthat you spend each year at least what you spent last year in the area of special education (with some exceptions). If you reduce your specialeducation budget (or expenditures) in a given year, you need to be careful to ensure that you have met the MOE requirement. This does notmean you can’t reduce costs, but you must do so within the guidelines of federal MOE.Charter ImpactNoNoSep‐302020‐21 Learning Continuity and Attendance Plan ‐‐ The LEA governing board/body shall adopt the Learning Continuity Plan by September 30,2020 in a public meeting. This meeting shall be held after, but not on the same day, as the public hearing.The Plan replaces the annual LCAP for 2020‐21, to outline the LEA’s compliance with the Budget Act’s provisions including student participationand attendance reporting, continuity of learning, in‐person instructional offerings and plans for distance learning (with public stakeholderengagement). Should describe how LEAs are increasing or improving service in proportion to unduplicated students.PCAYesNoSep‐30Prop 39 (CA Clean Energy Jobs Act) ‐ Annual Progress Reports open July 1, 2020, due September 30, 2020 ‐ Local educational agencies aremandated to report to the California Energy Commission. Prop 39 K‐12 Progress annual report templates will be available on July 1, 2020,through the California Energy Expenditure Plan Online Reporting System. Reports must be submitted for each approved energy expenditure planuntil all eligible energy measures are completed.The annual progress report covers activities that occurred in the previous fiscal year (July 1, 2019‐June 30, 2020).Instructions, training videos, and PowerPoint presentations are available on the Proposition 39 K‐12 program webpage California Clean EnergyJobs Act K‐12 Program ‐ Prop 39.On May 13, 2020, the California Energy Commission approved an extension of the California Clean Energy Jobs Act K‐12 Program(Proposition 39) deadlines in response to the COVID‐19 pandemic.Final project completion date by one year to June 30, 2021Final project completion reports date by one year to June 30, 2022PCANoNoAreaDue DateFINANCEAug‐28Mandate Block Grant Application ‐ Mandate Block Grant funding is available to fund the costs of mandated programs and activities. TheMandate Block Grant application is the only option for charter schools to receive this funding. (2020/21 funding per PY ADA K‐8 16.86, 9‐12 46.87).DATA TEAMAug‐28DATA TEAMFINANCEFINANCEDescriptionPACIFIC COAST ACADEMY – JULY 20208
PACIFIC COAST– Appendix Monthly Cash Flow / Forecast 20‐21 Budget vs. Actual Statement of Financial Position Statement of Cash Flows Due (To)/From All Inspire School Locations Check Register AP AgingPACIFIC COAST ACADEMY – JULY 20209
Pacific Coast AcademyMonthly Cash Flow/Forecast FY20‐21Revised 8/26/20ADA 4074.70RevenuesState Aid ‐ Revenue Limit8011 LCFF State Aid8012 Education Protection Account8019 State Aid ‐ Prior Year8096 In Lieu of Property TaxesFederal Revenue8181 Special Education ‐ EntitlementOther State Revenue8311 State Special Education8550 Mandated Cost8560 State Lottery8598 Prior Year Revenue8599 Other State RevenueOther Local Revenue8660 Interest RevenueTotal RevenueExpensesCertificated Salaries1100 Teachers' Salaries1170 Teachers' Substitute Hours1175 Teachers' Extra Duty/Stipends1200 Pupil Support Salaries1300 Administrators' Salaries1900 Other Certificated SalariesClassified Salaries2100 Instructional Salaries2200 Support Salaries2300 Classified Administrators'2400 Clerical and Office Staff Salaries2900 Other Classified SDIMedicareHealth and WelfareState UnemploymentWorkers' CompensationOther BenefitsBooks and Supplies4302 School Supplies4305 Software4310 Office Expense4311 Business Meals4400 Noncapitalized EquipmentSubagreement Services5101 Nursing5102 Special Education5105 Security5106 Other Educational Consultants5107 Instructional ble /Budget Total(Unfav.)ADA ‐64,1463,457,586
Pacific Coast AcademyMonthly Cash Flow/Forecast FY20‐21Revised 8/26/20ADA 4074.70Operations and Housekeeping5201 Auto and Travel5300 Dues & Memberships5400 Insurance5501 Utilities5502 Janitorial Services5516 Miscellaneous Expense5900 Communications5901 Postage and ShippingFacilities, Repairs and Other Leases5601 Rent5604 Other Leases5610 Repairs and MaintenanceProfessional/Consulting Services5802 Audit & Taxes5803 Legal5804 Professional Development5805 General Consulting5806 Special Activities/Field Trips5807 Bank Charges5808 Printing5809 Other taxes and fees5810 Payroll Service Fee5811 Management Fee5812 District Oversight Fee5813 County FeesInterest7438 Interest ExpenseTotal ExpensesMonthly Surplus (Deficit)Cash Flow AdjustmentsMonthly Surplus (Deficit)Cash flows from operating activitiesPublic Funding ReceivablesDue To/From Related PartiesPrepaid ExpensesAccounts PayableAccrued ExpensesOther LiabilitiesCash flows from investing activitiesPurchases of Prop. And Equip.Notes ReceivableCash flows from financing activitiesProceeds from FactoringPayments on FactoringProceeds from DebtPayments on ndAccrualsJun‐21AnnualForecastOriginalFavorable /Budget ‐(1,175,150) (1,175,150)‐‐‐‐‐637,703(2,392,279) 724)‐‐(1,285,820)‐‐Total Change in Cash3,556,766(1,428,278)(2,394,714)(1,269,099) (1,774,907)5,623,269(2,827,847)(2,175,446)Cash, Beginning of ,4081,645,962Cash, End of eacher Ratio19.22 :1
Pacific Coast AcademyBudget vs ActualFor the period ended July 31, 2020RevenuesState Aid ‐ Revenue LimitLCFF State AidEducation Protection AccountIn Lieu of Property TaxesTotal State Aid ‐ Revenue LimitFederal RevenueSpecial Education ‐ EntitlementTotal Federal RevenueOther State RevenueState Special EducationMandated CostState LotteryPrior Year RevenueOther State RevenueTotal Other State RevenueOther Local RevenueInterest RevenueTotal Other Local RevenueTotal RevenuesCurrent PeriodCurrentActualPeriod BudgetCurrent PeriodVariance ExpensesCertificated SalariesTeachers' Salaries Teachers' Extra Duty/StipendsPupil Support SalariesAdministrators' SalariesOther Certificated SalariesTotal Certificated SalariesClassified SalariesInstructional SalariesSupport SalariesSupervisors' and Administrators' SalariesClerical and Office Staff SalariesOther Classified SalariesTotal Classified SalariesBenefitsState Teachers' Retirement System, certificated poOASDI/Medicare/Alternative, certificated positionMedicare/Alternative, certificated positionsHealth and Welfare Benefits, certificated positionsState Unemployment Insurance, certificated positiWorkers' Compensation Insurance, certificated poOther Benefits, certificated positionsTotal BenefitsBooks & SuppliesSchool SuppliesSoftwareOffice ExpenseBusiness MealsNoncapitalized EquipmentTotal Books & SuppliesSubagreement ServicesSpecial EducationSecurityOther Educational ConsultantsTotal Subagreement ServicesOperations & HousekeepingAuto and TravelDues & MembershipsInsuranceUtilitiesJanitorial Services1,777,343‐‐1,777,343 ��381,7381,7381,779,119‐‐ 4371,326,567 7(7,141)678‐ (5,993)20,81913,7741,77236,87467,246Current YearActual 1,058‐‐41,058‐‐YTD BudgetVarianceYTD Budget ‐‐‐‐ Total 9‐ 1,048,90258,90371,446149,25065,3121,393,813 37,057,685 1,1443,919,3262,848,125
PACIFIC COAST ACADEMY 13915 Danielson Street, Suite 103, Poway, California 92064 . By law, the Board is allowed to take action only on items on the agenda. The Board may, at its discretion, refer a matter to school staff or calendar the issue for future discussion. . Pacific Coast Academy needed to revamp the compensation policy as the .
