MINUTES

Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Meeting

03.21.16 at 6:30 pm – 25 N. Beech

BOD Approved on 04.18.16

  1. Call to Order: Nate called the meeting to order at 6:42 pm.

  1. Roll Call: Nate Seeley, President; JenniLynn Lawrence, Vice President; Tamia Hurst, Secretary; Chad Fish, Treasurer; Julie Suckla, Member; Kathy Stemmler, Member; Susan Likes, Financial Director

Absent from BOD: None

Staff: Caitlin Munroe, John Whitehead, Cassy Whitehead, Lindsay Wilwol

Community Members: Shamai Buckle, Kathy Clark

  1. Vision – Children’s Kiva Montessori School will provide a vibrant and engaging learning environment based on the teachings of Dr. Maria Montessori that supports all students’ academic excellence and ability to become empowered, creative, lifelong learners responsible for themselves, their community, and their environment.

Mission - Children’s Kiva Montessori School uses authentic Montessori Methods, Community-Based educational approaches, and integrated academics (STEAM) to support student academic success, responsibility, and independence.

Montessori Moment – Julie

Volunteer for next Montessori Moment (TBD at meeting) – Nate

  1. Approval of the 02.08.16 minutes: Julie moved to approve the minutes as written, seconded, no discussion, approved unanimously.  Motion carried.

  1. Approval of Agenda: JenniLynn moved to approve the agenda as presented, seconded, no discussion, approved unanimously. Motion carried.

  1. Community Member Forum
  1. Kathy Clark introduced herself to the board.

  1. Staff Comments
  1. John - Destination Imagination: a group from our school placed 1st and qualified for state!  Congratulations and thank you for your hard work and support of our students John!
  2. Caitlin - Highlighted the upper elementary field trip to Farmington today.  Our students willingly and confidently shared what they had researched on Ansel’s images.  We have impressive students!  And teachers!

  1. Consent Agenda
  1. Correct Organization Chart / title of Finance Director

No motion needed.  Susan made the correction previously.

  1. Reports:

  1. BOD President (Nate)
  1. Review communications pathways
  1. We need to make sure that communication pathways are being followed.
  2. For a detailed communication pathway see the Parent tab on our school’s website www.kivacharter.org.
  1. Election for person to fill position of Vice President
  1. Due to a professional conflict, JenniLynn is resigning from the Vice President position and will return to her position as a board member.
  2. JenniLynn nominated Julie Suckla for the position of Vice President.
  3. Kathy moved to appoint Julie Suckla to the position of Vice President.  Seconded.  Discussion: Julie accepted the nomination.  All in favor.  Motion carried.
  1. Amend proposed Bylways to specify three-year terms for Directors
  1. Board is in agreement of three-year terms.
  1. Adopt revised Bylaws
  1. Julie moved to approve the bylaws as written and uploaded to the Google Drive as of 03.21.16.  Motion seconded.  Discussion: we need to make sure we are reviewing and adopting our bylaws annually.  All in favor of the motion.  Motion carried.

  1. Budget & Financial Oversight Committee (Chad)
  1. Report
  2. If PPOR comes in higher than the projected amount, what are the priorities for the funds?  Professional development, assistant teachers, etc.?  It would be beneficial to have staff input.
  3. Finance Committee needs to create a priority list for funds received above what is budgeted.

  1. Head of School (Susan)
  1. Report
  2. Update on staffing for 2016-17 - tabled
  3. Review proposed calendar
  1. Tabled discussion regarding Board Meetings.
  2. Tamia will work on creating a calendar for the two boards.
  1. Change Science Fridays to another day?
  1. Nate is concerned that with the number of early release Fridays that science may not be getting enough time.
  2. Susan will take this concern back to staff for consideration.

  1. Finance Director (Susan)
  1. Report
  1. Susan is currently looking for alternative health insurance.  She has received a bid that would save approximately $13k each year and provides similar coverage with comparable rates.
  2. Destination Imagination - Susan stated that there are enough budgeted funds to pay for the registration fees, but requests the school pay for 2 hotels rooms for 2 nights.  The board approved the action.
  3. Truancy policy - although Re1 has a policy, in all reality, there isn’t anything we can do to enforce it.
  4. Susan has tentatively scheduled a second interview with a HOS candidate for April 8 and 9.
  5. The front door is here and Jeff will install it over Spring Break.
  1. Chad is available to open the building for Jeff.
  1. Bike issue - Susan’s son is building a bike rack for the school.
  1. Review and approve December 31 financial statements
  2. Review and approve February 29 financial statements
  3. Review Initial Budget for 2016-17
  1. Chad moved to approve IX.d.ii.,iii.,iv., seconded, no discussion, all approved.  Motion carried.

  1. Additional Committee Reports (uploaded to Google)
  1. Ad Hoc Screening Committee (Kathy)
  1. Update on HOS search
  1. As mentioned previously, the HOS candidate is tentatively scheduled for a second interview on April 8 and 9.
  2. Kathy attended the AMS conference and posted the HOS opening.
  3. Susan will post the HOS position on the AMS website.
  4. Kathy has given all the HOS position information to Fort Lewis to post during their upcoming job fair.
  5. Kathy will post the HOS position with Adam State and NAU.
  1. AD Hoc Joint Strategic Planning Committee (Julie)
  1. Review submitted MOU and decide how to proceed
  1. Discussion: some board members felt that the document was too detailed while others appreciated the details.
  2. Question: Is this an administration or a board document?
  3. Board members need to review and comment on the document.
  1. Assign someone to submit revisions to job descriptions
  1. JenniLynn will review the HOS and FD job descriptions.
  1. Building and Locations Committee (Julie)
  1. Parking lot issue: trees, other tenant’s parking
  1. Nate mentioned that the neighboring tenant is allowed 6 spaces, but we are uncertain if those are guaranteed spaces.  Under the circumstances, it may be better to leave this issue alone for the time being.
  2. It was agreed that we should start with the issue of the trees.
  3. Julie will discuss the cleanup and removal of the overgrown trees with our landlord.
  1. Offer for us to purchase 25 Beech from Deb Campbell
  1. Unanimous agreement to not proceed with the purchase of the building.
  1. Health and Wellness Committee
  1. Request for approval of salad bar
  1. The board agreed that this is ultimately an Administration decision.
  2. Tamia expressed support in maintaining a healthy option for lunch, but equal concern regarding the time and pressure it may put on staff to maintain.
  1. Request for approval of two brochures
  1. The board agreed that this is also an Administration discussion and decision.
  2. Chad recommended that special diets be recognized in the brochures.
  1. Fundraising Committee (Julie)
  1. Are we doing an EMS Annual Appeal this year?
  1. Julie would like to see this happen in the fall - Nov/Dec.
  1. Erin Tanner Google Drive access
  1. Tamia emailed Erin earlier and gave her access to the folder.

  1. New Business
  1. Julie is working on compiling all her notes from the CLC Conference.  She has uploaded a folder titled “To Share with Participants”, which is located in the “Board Packet for Upcoming Meetings” on our Google Drive.
  2. Nate expressed concern regarding transportation on field trips.  Further discussion tabled.
  3. Tamia - update the Agenda Template

  1. Shared Board Information
  1. MOU
  2. Tamia will work on creating a board calendar.

  1. Calendaring – BOD President
  1. Upcoming events
  1. Second interview for HOS Candidate - tentatively scheduled for April 8 and 9
  2. April 11 - Finance Committee Meeting
  3. SAC - 1st Tuesday of every month at 4 pm at CH
  4. Health Fair - Thursday, April 14th
  1. Next BOD meeting
  1. Monday, April 18, 2016 at 6:30 pm

  1. Status of previous meeting’s action items – Tamia
  1. See Elementary/Middle School BOD Action Items for 02.08.16
  1. Development Committee: Create a strategic plan for fundraising/spending… “Financial Summit”.
  2. Julie: Contact Durango Charter.

  1. Review all Action Items – Tamia
  1. Next Montessori Moment – Nate
  2. Finance Committee: create a priority list for funds received above what is budgeted.
  3. Tamia: create a calendar for the two boards.
  4. Susan: discuss with staff the concern over “Science Fridays”.
  5. Susan: post the HOS position on the AMS website.
  6. Kathy: post the HOS position with Adam State and NAU.
  7. Board: review and comment on the MOU document.
  8. JenniLynn: review the HOS and FD job descriptions.
  9. Julie: discuss the cleanup and removal of the overgrown trees with our landlord.
  10. Tamia: update the Agenda Template.

  1. Items for Future Agenda(s)
  1. Update on staffing - April
  2. Policy concerning transportation on field trips - April
  3. Facilities Layout for 2016-2017 - TBD
  4. Curriculum Committee: create an agreement for pre-assessment for the 2016-17 school year.  Talk with Karleen Walton. – August
  5. Financial Policies and Procedures – TBD
  6. Approval of Community Goals and Expectations – TBD

  1. Adjournment: Chad moved to adjourn the meeting, seconded, unanimously approved.  Motion carried.  Meeting adjourned at 8:26 pm.

Prepared by Tamia Hurst, BOD Secretary

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