General Information

Government Type

Charter School

Entity

Ranches Academy

Public Body

Ranches Academy Board

Notice Information

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Notice Title

October 12, 2026 - Minutes - DRAFT

Notice Type(s)

Meeting

Event Start Date & Time

October 12, 2026 06:35 PM

Event End Date & Time

October 12, 2026 07:30 PM

Description/Agenda

The Ranches Academy School Board Meeting Minutes -DRAFT Date 10/12/26 Board Members Present Josh Marsh, Preston Griffin, Michelle Bennett, Amy Harrison, Morgan Call, Parker Hatt Board Members Absent None Others Present Stephanie Colson, Executive Director Levi Anderson, Academic Director Haydn Stender, Red Apple Business Manager Guests None Start time 6:35 PM End time 7:30 PM Location The Ranches Academy Agenda Topic Discussion Motions/Actions Roll Call & Pledge of Allegiance Roll call was administered. Present: Josh Marsh (Board President), Preston Griffin (Vice President), Parker Hatt (Board Member), Morgan Call (Board Member, attending remotely), Michelle Bennett (Treasurer, attending remotely), Amy Harrison (Secretary, attending remotely). Also present: Stephanie Colson (Executive Director), Levi Anderson (Academic Director), Hayden Stender, joined shortly after roll call. The Pledge of Allegiance was recited and led by Preston Griffin. It was noted that a flag holder had been ordered for the meeting space. Agenda and Previous Meeting Minutes The Board reviewed the minutes of the September 14, 2026 meeting. No questions were raised. MOTION: A motion by Parker Hatt and a second by Preston Griffin to approve the minutes of the September 14, 2026 meeting as distributed. The motion passed unanimously. FOR: Josh Marsh Preston Griffin Michelle Bennett Amy Harrison Morgan Call Parker Hatt AGAINST: None ABSENT: None Public Comment No members of the public were present to provide comments. The Board proceeded without a public comment period. Update on School Expansion The Board reviewed whether school expansion should remain as a recurring agenda item. School leadership reported that a few minor expansion-related items remain outstanding. However, the responsible parties have been responsive, and the school is approaching full operational functionality. Completed Improvements: The new parking lot has been completed and was described as looking very good. The basketball court has been completed. Students are no longer using or encountering the prior gravel surface around the basketball court. Most major expansion work appears to be completed. The Board agreed that the general school expansion update could be removed from future standing agendas. Any remaining expenses, invoices, repairs, or expansion-related issues requiring Board attention will be added individually as needed. ACTION ITEM: Remove the general school expansion update from the next meeting agenda unless a specific item requires Board consideration. Budget Review Haydn Stender, Red Apple Business Manager, presented the financial report as of September 30, 2026. All transactions had been reconciled against the most recent bank statement. Because the fiscal year was approximately 25% complete, the Board used 25% as the benchmark for reviewing revenue and expense performance. Local Revenue: Year-to-date revenue: $42,138 Annual budget: $158,000 Percentage received: 26.7% Local revenue was slightly ahead of the 25% benchmark and was considered on track. State Revenue: Year-to-date revenue: $1,073,089 Annual budget: $4,104,887 State revenue was reported as performing as expected. Federal Revenue: Federal revenue remained at zero. Ranches Academy does not participate in the National School Lunch Program and receives limited federal funding. Most of the approximately $64,000 included in the federal budget relates to IDEA funding. The school had not yet received the new IDEA funding issuance needed to submit a reimbursement request. This timing accounts for the lack of year-to-date federal revenue. Total Revenue: Year-to-date revenue: $1,115,227 Annual budget: $4,326,887 Percentage received: 25.8% Expense Review: Most expense categories were either on track or below budget. Two categories, the 500 series and 700 series, were highlighted for additional explanation. 500 Series Expenses: Year-to-date expenses: approx $22,400 Annual budget: $64,750 Percentage spent: approx 34% The primary reason this category exceeded the 25% benchmark was the school's property and liability insurance premium through Utah Risk Management. This is a front-loaded annual expense. The percentage is expected to normalize during the next several months. Other expenses in this category include: Field Trip entrance fees Monitoring services Cell phone and school phone services Travel Other limited recurring operational expenses No immediate concern was identified, but the category will continue to be monitored. 700 Series Property and Equipment Expenses: Year-to-date: $140,792 Annual budget: $170,000 Percentage spent: 82.8% Approximately $85,000 of the amount spent was associated with purchases under the School Safety and Support Grant and is reimbursable. The reimbursement request was submitted at the end of September and was at approval step three with the State. The school expected the reimbursement to appear on the October allotment memo. The expenses included technology and safety-related improvement through ETS, including: Kiosk programming Audio enhancement equipment Licensing Classroom and school phone systems Hallway and classroom audio zones Related public-address and communication improvements The school also expected a separate reimbursement through the school-based mental health program. Although the 700 series appeared significantly over the 25% benchmark, the expenses were primarily large, nonrecurring, front-loaded purchases. Reimbursements should offset a substantial portal of the reported costs. Overall Expenses Position: Total year-to-date expenses: $978,386 Annual expense budget: $4,311,947 Percentage spent: 22.7% Net income from operations: $136,841 Operating margin: 12.3% The school's overall financial position was described as strong. Budget administration is also more straightforward this year because the major construction expenses and related adjustments from the previous year are no longer affecting regular operations. Cash Balance and PTIF Discussion The Board discussed whether the school was holding more cash than necessary in its checking account and whether additional funds should be transferred to the Public Treasurer's Investment Fund, or PTIF. Hayden explained that the school's monthly operating activity averages approximately $300,000. Before transferring funds, the school should retain enough cash to: Avoid overdrafts Cover normal monthly operating expenses Maintain an appropriate operating reserve Allow transferred funds to remain in PTIF long enough to benefit from compound interest At the time of the discussion, the school's checking account held approximately $850,000. The lowest September balance, before the monthly state allotment was posted, was approximately $685,000. Based on those balances, Hayden estimated that approximately $300,000 to $350,000 could potentially be transferred to PTIF while leaving approximately two months of operating funds in the checking account. The current PTIF return was reported as approximately 3.9%. The school was earning just under $6,000 per month in PTIF interest. The Board reviewed prior meeting notes and determined that a PTIF review had been anticipated in August. Members discussed whether a formal vote was required. Although similar transfers might not have required a vote in prior years, the Board agreed that treating the transfer as a formal action item would provide better transparency and alignment with open-meeting requirements. The November agenda will include an action item to review and vote on transferring funds to PTIF. Hayden will provide a conservative recommended transfer amount for Board consideration. The Board also requested that a recurring PTIF cash review be added to the annual Board Calendar. Members indicated that the review should occur at least twice a year. The Board discussed technology-related expenditures that may occur during the next several months. The preliminary amount discussed was approximately $60,000, though the final cost and payment structure had not been determined. Some costs may be spread over three years rather than paid in full upfront. The Board discussed why salaries and benefits appeared to be below the year-to-date benchmark. Hayden explained that several expenses had not yet occurred, including: year-end stipends, school play stipends, Christmas bonuses, and other additional employee compensation. When those payments are issued, the associated FICA expenses will also increase. Staffing changes have also affected salary and benefit expenses. One full-time employee who departed was replaced by a part-time employee, contributing lower-than-anticipated expenses. The school's reported October 1st enrollment was 364 students. The FY2027 budget had been prepared using a forecast of 361 students. Actual enrollment was therefore three students above the budget assumption, supporting the expectation that the school will receive the state funding included in the approved forecast. ACTION ITEM: Add an action item to review and vote on transferring funds to PTIF in the November Board Meeting. Discuss and Vote on IT Services The Board discussed proposals from Onward and ETS for ongoing IT services. School leadership recommended tabling the vote because the proposals were difficult to compare directly. Board members wanted additional information about: Differences in the scope of services Licensing costs Hardware coverage Service and support levels Payment structure The total financial impact of each proposal Board Direction: Preston Griffin and Parker Hatt will work with school leadership to evaluate the proposals. When possible, they will participate in calls with both Onward and ETS to ask questions and create a more direct comparison. The Board tabled the IT services until the November meeting. ACTION ITEM: Preston Griffin and Parker Hatt will present their findings, and the Board will vote based on the additional information provided. Item to be discussed in the November Board Meeting. Review and Vote on Chromebook quotes The Board reviewed two proposals for purchasing and configuring 20 Dell Chromebooks. Proposals Reviewed: Onward: $11,436.80 ETS: $10,136.60 The Board discussed whether the proposed devices met the school's technical requirements, including the specifications needed for student testing and school software. School leadership indicated that both vendors had been informed of the school's requirements and had proposed appropriate equipment. ETS provided more detail regarding setup charges, while Onward did not provide the same level of cost breakdown. Because the equipment specifications appeared comparable and the ETS proposal was less expensive, the Board elected to proceed with ETS. MOTION: A motion by Morgan Call and a second by Michelle Bennett to approve the purchase of 20 Chromebook including setup from ETS in the amount of $10,136.60. The motion passed unanimously. FOR: Josh Marsh Preston Griffin Michelle Bennett Amy Harrison Morgan Call Parker Hatt AGAINST: None ABSENT: None Update SLT membership form and SLT training The Board completed the School LAND Trust Training on October 12, 2026. The presentation explained that LAND stands for Learning and Nurturing Development. Utah manages approximately 3.5 million acres of trust land. Revenue generated by leasing and managing these lands is distributed to schools based in part on student enrollment. Schools must use the funds to support student academic growth and success. Charter schools may designate their governing boards as their School LAND Trust councils. Ranches Academy's Board serves in this capacity. The Board's responsibilities include: Confirming that the school receives its allocation Establishing appropriate academic goals Approving how the funds will be used Reviewing whether the funds were used as approved Evaluating whether the academic goal was achieved Maintaining proper documentation and required reporting The training emphasized that the Board frequently manages three overlapping plan years: The prior-year plan, which is reviewed for results and compliance The current-year plan, which is being implemented The next-year plan, which must be developed and approved in advance Board members were advised to pay close attention to the applicable plan year whenever SLT items appear on an agenda. Ranches Academy has generally used SLT funding to support the salary and benefits of its literacy specialist, previously described as an interventionist or reading specialist. Using the allocation for salary and benefits provides a clear, easily documented method of tracking the funds. Purchasing curriculum or supplies with SLT funds would require additional inventory labeling, barcoding, and tracking. The allocation was described as approximately $65,000 to $69,000 for the current period, though the exact amount should be verified from the approved plan. Because of the changes associated with the K-3 reading law, the employee's role is now designated as literacy specialist or literacy director. The employee's responsibilities include supporting individual reading plans and literacy-related student interventions. Review Current SLT/TSSA Plans and Implementation of Prior Years The previous year's academic goal was for 72% of students in K through 6th grade to demonstrate typical growth in reading from the beginning to the end of the school year. The school reported that: The goal was met Funds were used primarily for the literacy specialist's salary and benefits The funds were used in accordance with the approved plan The current plan continues to focus on reading growth and literacy support. The academic goal remained generally consistent with the previous plan. The current allocation increased by more than $10,000 compared with the previous year. School leadership clarified that this increase did not represent an equivalent pay increase for the literacy specialist. Rather, the allocation continues to cover most of the employee's salary and benefits, with the school supplementing any remaining cost. The Board discussed the deadline for next year's plan, but the exact due date was uncertain. January 15 was mentioned during the discussion, but participants agreed that the date must be confirmed. Because the Board does not ordinarily meet in December, the next School LAND Trust plan may need to be reviewed during the November meeting. The plan language will likely require updating to reflect: The literacy specialist's revised title Changes in responsibilities Requirements associated with Senate Bill 241 Any updated state guidance or academic measures ACTION ITEMS: Stephanie Colson and Levi Anderson will confirm the submission deadline for the 2027-2028 School LAND Trust plan and determine whether the plan must be placed on the November agenda. Stephanie Colson will record the completion date for the Board's current SLT training on the School's website. Review TSSA Implementation 2025/26 Levi Anderson, Academic Director, presented the review of the prior school's year Teacher and Student Success Act, or TSSA Plan. The plan established a goal of increasing student scores by 3% in English language arts and mathematics based on Acadience assessment data. The school reported that the goal was achieved. The related performance data had been reviewed at a prior Board meeting. TSSA funds were used to support: Personnel stipends Increased work hours Additional responsibilities beyond regular assignments Teacher training Professional learning Before- and after-school programs Existing academic programs Other strategies designed to improve student achievement A significant portion of the funding has helped the school maintain interventionist positions. The Board concluded that the TSSA plan had been implemented as approved, the academic goal had been met, and the funding continued to provide meaningful support for students and teachers. Open Public Meeting Act Training The Board reviewed the status of required Open and Public Meetings Act training. Members were reminded that after completing the training, they must submit their certificates to the designated Board document folder. Some certificates had already been received. ACTION ITEM: Each Board member must: Complete the required training if it has not already been completed Obtain the completion certificate Upload or submit the certificate to the appropriate Board folder The certificates will be reviewed again to confirm that all Board members are compliant. School Safety Update School leadership reported that there were no new significant safety concerns. Current Status: Ranches Academy is in compliance with applicable school safety requirements. The school building is secure. Approximately $85,000 in safety-grant funds was used for the updated communication and public-address system. The remaining PA system components were expected to be installed during the upcoming weekend. The school currently has phones in each classroom. The final system configuration is expected to add or improve: Classroom communication Integration with classroom microphones Speaker functionality Hallway and Classroom audio zones Direct communication into classrooms Additional system coordination and functionality The final installation is expected to complete the remaining safety communication improvements. Keep on Agenda Motion to Enter Into Closed Session for the Purchase, Exchange, or Lease of Property; Pending or Reasonably Imminent Litigation; the Character, Professional Competence, or the Physical or Mental Health of an Individual; or the Deployment of Security or Security Personnel, Devices, or Systems The Board President stated there was no reason to enter into a closed session. No closed session was held. Motion to leave the Closed Session for the Purchase, Exchange, or Lease of Property; Pending or Reasonably Imminent Litigation; the Character, Professional Competence, or the Physical or Mental Health of an Individual; or the Deployment of Security or Security Personnel, Devices, or Systems New Business Next meeting date: November 16, 2026 at 6:30 PM. The date works for all members present. The Board confirmed that there will be no regular December meeting. The following items will be considered or reviewed at the November meeting: IT services proposals PTIF transfer School LAND Trust plan School LAND Trust training records - training date and related information will be updated on the school website. Open and Public Meetings Act Certificates Teacher Appreciation - the Board to begin planning teacher appreciation activity, which is generally held in January. Adjourn There being no further business, the meeting was adjourned. The meeting was adjourned at 7:30 PM MOTION: A motion by Preston Griffin and a second by Parker Hatt to adjourn. The motion passed unanimously. FOR: Josh Marsh Preston Griffin Michelle Bennett Amy Harrison Morgan Call Parker Hatt AGAINST: None ABSENT: None

Notice of Special Accommodations (ADA)

NOTICE OF SPECIAL ACCOMMODATION DURING PUBLIC MEETINGS In compliance with the Americans with Disabilities Act, individuals needing special accommodations (including auxiliary communicative aids and services) during this meeting should notify Kammi Pyles at 801-400-3932.

Notice of Electronic or Telephone Participation

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Meeting Information

Meeting Location

7789 E Tawny Owl CIR
Eagle Mountain, UT 84005
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Contact Name

Stephanie Colson

Contact Email

scolson@theranchesacademy.com

Notice Posting Details

Notice Posted On

October 14, 2026 01:11 PM

Notice Last Edited On

October 14, 2026 01:11 PM

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