B A_L_L,S TAT F UNIVERSITY OFFICE OF CHARTER SCHOOLS Muncie, Indiana 47306-0618 Phone 765-285-1336 F'" 765-285-9873 January 15, 2015 Via Certified Mail, Return Receipt Requested Mr. Ben Clement and Drexel Foundation for Educational Excellence, Incorporated 975 W. 6th Avenue Gary, IN 46402-1708 Anne F. Thompson 1159 Whitcomb Street Gary, IN 46404-1717 Ladies and Gentlemen: As an authorizer, Ball State University is responsible for ensuring that its charter schools demonstrate strong academic, financial and organizational performance. During the final year of a charter contract, the Ball State University Office of Charter Schools ("OCS") conducts a comprehensive review of a charter school's effectiveness in the areas of academic performance, financial performance, and organizational compliance. Such a review of Thea Bowman Leadership Academy was recently performed by Ball State University and included an on-site visit to the school to discuss the review and renewal application process. In addition, numerous meetings were held among the Drexel Board, the Thea Bowman Leadership Academy School Board and OCS Staff to discuss and address deficiencies. Based on the University's review of Thea Bowman Leadership Academy's performance during its contract term, the school's renewal application, and school's data, the school will be granted a provisional renewal contract for one (I) year beginning with the 2015-2016 school year_ The school's provisional renewal contract is contingent on the school's compliance with performance conditions as established by the University. Due to Thea Bowman Leadership Academy's performance under the OCS's Performance Frameworks, OCS determined that a one (I) year renewal is appropriate. It is the expectation of Mr. Ben Clement and Drexel Foundation for Educational Excellence, Incorporated Anne M. Thompson January 15, 2015 Page2 the OCS that the school will address the following areas of improvement by the due dates, during this contract term ending June 30, 2016: Academic Performance I. During the 2015-16 school year, the school will improve its academic performance as measured by the BSU Academic Performance Framework. 2. On or before July I, 2015, the school shall submit an action plan identifying a common set of instructional tools per grade level and the school's focus to increase ISTEP+ and NWEA, as well as maintaining or improving iREAD scores. Financial Performance I. At the end of the 2014-2015 school year, the school must have an operating budget that forecasts a year-end (June 30, 20 15) unrestricted cash balance of at least 5% of total operating expenses for the 2015-16 school year. 2. In May 2015, the school shall provide OCS with its enrollment projection for the 20152016 school year. ยท 3. The school must meet Financial Indicator l.d "Enrollment Variance" of the OCS Financial Performance Framework, i.e., the enrollment variance for the 2015-16 school year (the school's September ADM) must equal or exceed 95% of its projected enrollment for that school year (the school's July ADM). 4. On or before the school opens on August 4, 2015, the school shall provide OCS with its updated projected enrollment figures demonstrating that the school shall have sufficient enrollment for the duration of the 2015-2016 academic year to demonstrate fiscal viability. 5. In September 2015, the school shall provide OCS with its actual enrollment for the 20152016 school year. 6. The school shall provide ongoing monthly enrollment reports to OCS, including enrollment increases or decreases, marketing updates, demographic changes, and reported reasons for leaving (see the Student Exit Form attached hereto as Attachment C) on or before the 5th of each month. Organization Compliance I. While OCS understands the Board's goal for self-management, we believe that the timeline to transition to self-management in the next six months is too short to accomplisb this efficiently. Therefore, this one (I) year is conditioned upon the school continuing to use the services of a management company for the 2015-2016 school year. Mr. Ben Clement and Drexel Foundation for Educational Excellence, Incorporated Anne M. Thompson January 15,2015 Page 3 On or before February 20, 2015, the Board shall provide OCS with the name of that educational service provider. 2. On or before July I, 2015, the school shall upload into CSAPPHIRE an updated roster of the Drexel Foundation (School Board) (including terms) and Meeting Schedule and demonstrating that the composition of the board and the backgrounds of members supports and aligns to effective oversight of the OCS Academic, Financial and Organizational Performance Frameworks. Any changes to the Board Roster and/or Meeting Schedule shall be due on or before September I, 2015. 3. On or before July I, 2015, the school shall upload into CSAPPHIRE an updated school handbook indicating any policy changes. 4. On or before July I, 2015, the Board shall modify its bylaws to reflect term limits, quality and composition of the board membership with competency and background that support their fiduciary responsibility for the governance, monitoring and oversight of the financial, academic and performance frameworks. 5. The Drexel Foundation shall conduct a complete facility review to identify and address any health and safety issues, i.e., recently reported mold problem. On or before July I, 2015, provide OCS with documentation evidencing that this issue has been addressed. 6. The Board shall comply with all relevant federal, state, and local laws and regulations, and all OCS policies and procedures, including without limitation the Indiana Open Door Law. During the 2015-16 school year, the Board shall also notify OCS of all Board Meetings two (2) days in advance of such meetings. In addition, the Board shall provide ongoing monthly reports to OCS, including meeting minutes within three (3) business days of each meeting; and budget reports with projected and actual figures on or before the 5th of each month. 7. On or before July I, 2015, all Board members must complete board training through an OCS-approved program and by November 30,2015, develop board governance policies that comply with OCS Governance Policies The OCS will continue to monitor the school's performance to ensure the school is making progress in order to meet all performance standards. While the OCS has identified the above areas for improvement, it is critical for the school to ensure compliance with all applicable performance indicators pursuant to the Performance Frameworks, the school's charter agreement, and all applicable federal and state laws. ' The one (I) year provisional renewal of the school's charter will be subject to the terms and conditions of the charter contract which will be mailed to the school in the next couple of months. An original copy of the extension charter contract must be ratified, by the board, signed by the board president or designee, and mailed back to the Ball State University Office of Charter Schools. Mr. Ben Clement and Drexel Foundation for Educational Excellence, Incorporated Anne M. Thompson January 15,2015 Page 4 We look forward to continuing our relationship with the school over the next year. If you have any questions as to the renewal of the school's charter, please feel free to contact me at (765) 285-1336 or ramarra@bsu.edu. Sincerely, "k() l">"Vt.t .A 711.0-~'--Robert A. Marra Executive Director cc Clara Thigpen, School Leader Charles Williams, School Leader President Paul W. Ferguson Provost Terry King Bernard Hannon, Associate Vice President Business Affairs Julie Halbig, Vice President for Government Relations Dean John E. Jacobson Leisa I. Julian, Associate Vice President Business