Board Meeting Minutes 12/17
Odyssey Community School Board Meeting
Date: Wednesday, December 17, 2025
Time: 5:50 PM
Location: Odyssey Community School, 90 Zillicoa Rd Asheville NC 28806 and on Google Meet
ATTENDANCE:
Present: Anne Tomlanovich (Co-Head of School), Peter Tromba (Co-Head of School), Lauren Milling (Board Chair), Rush Battle (Vice Chair), Erin Bowman (Secretary - Remote), Jennifer Gaymu (Finance Committee Chair - Remote), Peter McGuire (Board Member), Ava Cole (Board Member), Kristina Louie (Board Member), Jonna Humphries-Valente (Board Member), Darcy Beeman (Board Member)
Absent: Agustín Palomo Ramos (Teacher Liaison to the Board)
Guests/Non-roster attendees: Brian (Leadership Coach), Jim Rodan (Budget Committee member, remote; noted as sick)
Technical notes: Initial audio feedback issues with remote participants resolved during meeting. Testing new meeting OWL device for improved audio quality.
OPENING REMARKS - LEADERSHIP COACHING EXPLANATION
Peter explained Brian’s role as unofficial and now more official leadership coach
Brian has skills helpful for running an organization
Principal districts are different from heading schools
Board members should understand why Brian attends meetings and provides input
Brian described his background and coaching philosophy
Has own business with co-partner
Believes leadership improves with outside perspective and coaching
Helps when Peter and Ava are “in the weeds” - provides forest-for-trees perspective
Wants to ensure school and board are cohesive and working together
FINANCE AND BUDGET REPORT
Finance Committee meeting held two days prior with standard review
Bank Interest Rate Improvement:
Board member questions about interest rates on large cash accounts prompted action
Significant funds in money market checking account for prepaid tuition (over $1 million at times)
Monthly withdrawals of approximately $100,000 for operating expenses
Bank increased interest rate from minimal to 3.5% after inquiry
Monthly benefit increased from $47 to hundreds of dollars
Current Budget Status:
Initial projected budget gap of $96,255
First fundraiser raised approximately $40,000
Additional donations received during Giving Tuesday
Holiday staff gifts totaled $7,000-$8,000 (largest ever)
Financial Review: Budget item needed for Opportunity Scholarship review next year
FEMA Disaster Relief Status:
Six different FEMA projects totaling over $200,000
Five projects completed and closed
Remaining building project: $153,000 with different rules and timelines
Meeting scheduled with UNC facilities department January 6th to discuss flooring options
Carpet vs. other flooring decision delayed pending lease duration clarity
School compensated approximately $10,000 for time and management costs
Cash Flow: Projections show school never goes negative; above threshold maintenance
Vehicle Purchase: Paid cash for van - $31,000
ADMISSIONS AND ENROLLMENT
Current Enrollment Strong: December typically slow but significant activity continuing
New Student Additions:
Three new students starting in January
Two additional new students from previous month
Seven new students total by January (unusually high for mid-year)
Early Re-enrollment for 2025-2026:
38 families enrolled so far
Almost all current families eligible for re-enrollment
Incentive less flashy than previous year (locking in tuition rate vs discount)
$275 savings meaningful for participating families
Final reminder planned for Friday morning with Sunday deadline
Inquiry Pipeline for 2025-2026:
26 inquiries received since November 19th
Email campaign to all previous inquiries about application timing
January 30th priority application deadline for first consideration batch
High School Applications: Currently 4-5 strong applications (target: 10)
Meet the Teachers Event: December 21st
For new and existing families
Board member attendance encouraged
Social media promotion needed
Name tags available in Head of School office
Pre-K to Kindergarten Transition:
Large Pre-K class moving up
Eight new kindergarten applications currently
HUMAN RESOURCES
Compensation Survey: Deferred to January meeting
Survey completed but no decisions needed immediately
Agustín given night off due to upcoming festival workload
Pattern analysis to be discussed in January
CURRICULUM AND INSTRUCTION
First Curriculum Committee Meeting: Completed with positive reception
Agenda attached to board materials
Discussion deferred to January meeting
Next committee meeting date to be scheduled
BUILDING AND FACILITIES
Boys Bathroom Repair:
Major plumbing issue requiring extensive work
Clog downstream from upstairs sinks required pipe cutting and replacement
Roto-Rooter work included PVC pipe installation and clean-out
Clay completed wall repair and reconnection
Total cost: $1,900 approved by Peter
Possible additional charges from initial diagnostic work
Funded from $15,000 contingency allocation in fundraising budget
Boiler System Crisis:
Multiple daily shutdowns due to sensor failures
Gas sensor cannot detect pilot light, causing safety shutdowns
Building reaching uncomfortably cold temperatures
Root cause identified as failing pump creating pressure issues
Pump Replacement: $700 pump purchased directly by school (avoiding plumber markup)
Installation costs estimated at $2,000-$3,000 additional
Critical repair needed for school operation
HVAC System Issues:
Pneumatic air handling system non-functional throughout building
Manual operation required for all temperature controls
Professional assessment indicated system beyond economical repair
Staff manually adjusting louvers based on classroom needs
OLD BUSINESS
RACI Matrix Review:
Document reviewed by board for alignment with new strategic plan
Discussion of board accountability versus day-to-day responsibility
Key Points Discussed:
Board accountable for overall outcomes but delegates daily operations
Head of School brings significant decisions to board attention
Similar to business spending authority thresholds
Need for clear triggers requiring board notification (legal issues, student discipline, personnel matters)
Bylaw Updates Needed:
Student discipline policy clarity
Personnel appeal processes
Threshold definitions for board notification
Clear authority definitions to prevent confusion during conflicts
Policy Committee Proposal: Board expressed interest in forming committee to review policies
Motion: Approved RACI matrix with understanding that bylaw updates will follow
NEW BUSINESS
Website Development Update (Ava Cole):
New domain secured: ocsavl.org ($50 for 3 years)
Design Philosophy:
Colors grounded in keystone species theme
Non-hierarchical navigation preventing buried content
Cross-linking throughout site for comprehensive understanding
Mobile optimization prioritized
Key Features:
Instagram integration blocks throughout
Teacher wish lists and donation integration capability
Merchandise platform option (Printify integration)
Comprehensive SEO optimization in progress
Parent portal with functional calendar access
Content Development:
Working with Lindsey and Leila for copy and content
Teacher pages allowing individual voice while maintaining school coherence
Financial aid and Opportunity Scholarship information integrated
Tours scheduling embedded directly in site
Launch Timeline: Early January 2026 target
Maintenance: $5/month promotional rate through February 29th
2025-2026 Calendar Major Holidays:
Winter Break: December 18th (teacher workday) through January 5th return
Aligned with Nashville City Schools schedule
Standard two-week break approved
Spring Break: Week after Easter (Easter March 28th)
Following Asheville City Schools schedule
Board emphasized importance of alignment with local districts for family coordination
School Year Length Discussion: Deferred to future meeting
Currently 176 contact days (4 fewer than Buncombe County)
Trade-off between teacher work days and student contact time
Staff input needed on current calendar structure effectiveness
Wednesday early release schedule provides weekly professional development time
FUTURE AGENDA ITEMS
Compensation survey discussion and decisions
School year length and teacher work day analysis
Bylaw updates and policy committee formation
Curriculum Committee report
Spring fundraiser planning
ADJOURNMENT
The meeting adjourned at approximately 7:00 PM. The next board meeting is scheduled for Wednesday, January 28, 2026 at 5:30 PM.
