MINUTES

Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Meeting

05.22.17 at 5:15 pm – 18 N. Beech Street

BOD Approved on 06.26.17

  1. Work Session
  1. Grievance Procedure
  1. Using Google Docs the Grievance Procedure was collectively worked on.
  1. Tamia: hyperlink Re1’s policies and the Communication Pathway document into the Grievance Procedure.
  2. Content is agreed upon.  Additional formatting edits need to be made: consistency in referencing the board and school, logo on each page, general formatting.
  1. Revision of Evaluation Forms for Head of School and Finance Director
  1. Using Google Docs the Evaluation Forms were collectively worked on.
  1. Content is agreed upon.  General formatting edits need to be implemented.

  1. Call to Order: Nate called the meeting to order at 6:12 pm.

  1. Roll Call: Nate Seeley, President; Tamia Hurst, Secretary; Chad Fish, Treasurer; Kathy Clark, Member; Stacey Weyand, Member; Kelli Jackson, Member

Absent from BOD: Julie Suckla, Vice President

Staff: Susan Likes, HOS; Aaron Knox, FD; Lindsay Wilwol, Caitlin Munroe, John Whitehead, Cassy Whitehead

Community Members: Alexia Hudson, Rebecca Milholland, Gabi Morey

  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 – Kelli

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

  1. Approval of the Previous Minutes
  1. 04.17.17 - Regular Meeting
  2. 04.19.17 - Executive Session
  3. 04.25.17 - Special Meeting
  4. 05.17.17 - Executive Session

Kelli moved to approve the minutes as written, seconded, no discussion.  Motion approved unanimously.  Motion carried.

        

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

  1. Community Member Forum
  1. Gabi Morey - expressed concern over the extreme costs to renovate the proposed Empire buildings.  Being on the committee, it seemed to be a good fit initially, but now she is uncertain.  Gabi also expressed concern regarding the relationship with the current tenants and in turn, the community.
  2. Alexia Hudson - expressed concern over last week’s incident and the possible consequences for the student involved.  Distributed two handouts to the board and will also email the board additional information.  Alexia strongly cautioned against implementing a “zero tolerance” policy as this could result in expulsion of students who need our school and our support.  She offered her support, experience, and guidance when such incidences occur.

  1. Staff Comments
  1. Caitlin - personally understands what it's like to feel intense concern for your child(ren) as a parent.  We certainly do not condone violence, but this should be looked at as an opportunity for growth.  We, as adults, need to look at our responses to such situations and incorporate peace and forgiveness.
  2. John - expressed concern over the seemingly lack of trust in the school community.  He mentioned that we all have room to improve.  Nate asked John if he had any suggestions regarding his concern.  John responded that we need to give others the benefit of the doubt and emphasized what Caitlin said regarding the practice and teaching of forgiveness.
  3. Lindsay - thanked the board, staff, and community members for their support.

  1. BOD Task Calendar
  1. End of year HOS and FD review of Evaluation and Performance Goals (at next meeting)
  2. Receive feedback from HOS and FD on evaluation process (at next meeting)
  3. Lease Agreements 18 & 25 Beech (due June 1) - moved under the Building & Location Committee.

  1. Reports:

  1. BOD President -  Nate
  1. Schedule work session / executive session re: staff evaluation / development
  1. Nate would like to wait for Julie to return before scheduling the meeting.
  1. Need a third committee member for Evaluation Committee
  1. Kathy Clark volunteered to join the Evaluation Committee.
  1. Tamia: update committee list to include Kathy Clark on the Evaluation Committee.
  1. Grievance Procedure
  1. Chad moved to adopt the Grievance Procedure, motion seconded.  Discussion: the content is agreed upon, but general formatting edits as discussed in the work session need to be implemented.  Tamia agreed to make the edits.  Motion unanimously approved.  Motion carried.
  1. Tamia: finalize Grievance Procedure and include it on our website.
  1. HOS and FD Evaluation Documents
  1. Stacey moved to adopt the HOS and FD Evaluation Documents, motion seconded.  Discussion: do we want to consider another word for “evaluation”?  It was decided against.  General formatting edits need to be implemented.  Nate agreed to make the formatting edits.  Motion unanimously approved.  Motion carried.
  1. Nate: finalize the HOS and FD Evaluation documents.

  1. Budget & Financial Oversight Committee - Chad
  1. Report
  2. No further discussion.

  1. Head of School - Susan
  1. Report
  2. Report on the Science of Fine Arts Fair
  3. Approval of Employee Handbook
  1. Tamia moved to approve the Employee Handbook as uploaded to the Drive with the indicated edits and incorporation of the Grievance Procedure.  Motion seconded, no discussion, all in favor.  Motion carried.
  2. Susan: finalize indicated edits and incorporate the Grievance Procedure into the Employee Handbook.  Include date approved by the E/M S BOD.
  1. Approval of Finance Handbook
  1. Tamia: add Annual Appropriation to the BOD Task Calendar - June.
  2. Discussion: changes to the handbook are submitted through Budget and Financial Oversight Committee.
  3. Kathy moved to approve the Finance Handbook as uploaded to the Drive.  Motion seconded, no further discussion, all in favor.  Motion carried.
  4. Susan: Include the date approved by the E/M S BOD to the Finance Handbook.
  1. Approval of school calendar for 2017-18
  1. Tabled till after the Building and Location Committee report.
  2. Resumed discussion after the Building and Location Committee report.
  3. Kelli moved to approve the draft school calendar for 2017-18.  Motion seconded, no further discussion, all in favor.  Motion carried.
  1. Monthly reports from committees for the Kiva Kids Newsletter
  1. SAC - 2nd Sunday of the Month - John Whitehead
  2. PTO - Meeting Notice 1st Sunday, Report 2nd Sunday - Trena ?
  3. Building and Location Committee - After Each Meeting - Stacey Weyand
  4. Budget and Financial Oversight - 3rd Sunday - Chad Fish
  5. Curriculum - After each meeting - Caitlin Munroe
  6. Board of Directors - 1st Sunday - BOD/Tamia Hurst
  7. Mission and Vision - 4th Sunday - Cayce

  1. Finance Director - Aaron
  1. Report
  1. Aaron addressesd all questioned that had been asked of him regarding the budgets.
  1. Approval of 2017-18 Draft Budget
  1. Chad moved to approve the 2017-18 Draft Budget as presented.  Motion seconded, no discussion, all approved.  Motion carried.
  1. Approval of 2016-17 Supplemental Budget
  1. Chad moved to approve the 2016-17 Supplemental Budget as presented.  Motion seconded, no discussion, all approved.  Motion carried.
  1. Report on staff health insurance for 2017-18
  1. Aaron spoke with the insurance company and the insurance that was offered previously is no longer available at the same rate.  Aaron was able to find another package through other companies that is similar to what was previously offered with a minimal increase of $20 per month/employee.

  1. Building and Location Committee - Stacey
  1. Report
  2. Determination of location plan for 2017-18 school year
  1. Nate met with Mitchell Toms regarding space at “Antonio’s”.  There is adequate space to meet our immediate needs.
  2. Concerns: egress and CDOT.
  3. Amend or submit application for conditional use permit.
  4. Chad moved to adopt a resolution to stay in our current location for the following school year and proceed with procuring additional space from Mitchell Toms.  Motion seconded.  Discussion: we will need to submit (or amend) an application for a conditional use permit.  No further discussion.  Motion approved unanimously.  Motion carried.
  1. Approval to renew current lease agreements
  1. Kelly moved to approve the renewal of the current lease agreements without modifications being made to the contracts.  Motion seconded, no discussion, all approved.  Motion carried.
  1. Approval of letter to Montezuma County Commissioners re: Justice Building
  2. Approval of letter to Laurie Haukness re: Calkins Building
  3. Approval of letter to RE-1 BOD re: Calkins Building
  1. Kelli moved to approve all three letters (X.e.iv.,v.,vi.) with implemented comments has submitted by board members.  Motion seconded, no discussion, all approved.  Motion carried.
  2. Nate: finalize and distribute the three letters.
  1. Approval to proceed with Conditional Use Permit for additional space
  1. Chad moved to approve that we proceed with the application for a conditional use permit from the City for the additional space located south of 18 N. Beech.  Motion seconded, no discussion, all in favor.  Motion carried.
  2.  Stacey: proceed with an application for a conditional use permit for additional space.
  1. Approval to negotiate with landlord for lease for additional space
  1. See X.e.ii for details.
  1. Chad: provide current tenants of the Empire “gym” building with an update per board discussion/decision.
  1. Nominations and Board Development Committee
  1. Report
  2. Replacement shared Board member with CH
  1. See item XIV.a.i.1

  1. Mission and Vision Committee - Kathy
  1. Report
  2. Status report on Goals and Expectations document
  1. As a board we are using this document as a guiding tool and will continue to do so.
  1. External Networking Report(s)
  1. Kathy, Stacey, Tamia - attended the CDE: Western Slope Seminar in Durango.
  1. Kathy, Stacey, Tamia: document on External Networking Report spreadsheet re: CDE: Western Slope Seminar.

  1. New Business
  1. Tamia shared Matt’s perspective on “New Business” and “Unfinished Business”.  Matt mentioned that the “New Business” section can contain agenda items that do you not fall under the reports section.  Also, “Unfinished Business” can be helpful in tracking business that was tabled during the meeting.  The E/M S board felt that the “Items for Future Agendas” and action items were sufficient for our needs.
  2. Sunshine Law - the Colorado Open Meetings Law requires charter school boards to post notice of their meetings in a designated public place within the boundaries of the local public body.
  1. Chad moved to designate the front window of 25 N. Beech as the designated public place for the physical posting of notices for all board meetings.  Motion seconded.  Discussion: Tamia will continue to post all meetings on our website under the Board of Directors tab.  No further discussion.  All approved the motion.  Motion carried.
  1. Tamia: update the BOD Calendar with the following:
  1. May - Children’s House Bridge Ceremony
  2. June - Signed Board Agreement Letters
  3. June - Signed Conflict of Interest
  4. June - Oath of Office
  5. June - Annual Meeting/Election of Officers

  1. BOD Report to Kiva Kids Newsletter
  1. Mission and Vision - Cayce
  2. The Board would like to thank our school community and staff for another wonderful year.  It’s amazing to think we weren’t even open three years ago and now look at the school we have become!  It has once again been a year of much growth and learning.  We look forward to an even more successful school year next year.  The Board has and will continue to explore a variety of long-term location(s) for our school.  We are excited to announce that our school will remain in our current location for the 2017-2018 school year and we will acquire additional space nearby to meet our immediate needs.  We would also like to make you aware of a Grievance Procedure that was approved at our most recent board meeting.  The Grievance Procedure will be available in June and can be found on our school website.  We hope you all enjoy your summer break and continue to educate your child(ren) through reading, exploring, and using your imaginations!

  1. Shared Board Information
  1. Shared information from CH BOD
  1. Joint board membership
  1. Consider taking turns attending each other’s board meetings in place of joint board membership.
  1. Google for Education
  1. Utilize an outside source (Mark Knox) as our Super Admin.
  2. Aaron and Tamia will meet to try and finalize the Google for Education transition.
  1. Approved the CH academic calendar, there are some date differences.
  2. Updates to CH BOD Task Calendar
  3. Bridge Ceremony
  1. Chad and Tamia will both attend.

  1. Community Member Additional Forum
  1. No community members present at this time.

  1. Calendaring – BOD President
  1. Upcoming events
  1. Bridge Ceremony - May 25th at 5 pm, CH
  1. Next BOD meeting
  1. 06.26.17 @ 5:15 pm
  1. Work session: Strategic Plan
  2. Annual meeting
  3. June board meeting
  4. Note: Nate will be out of town the week prior, but will available via email.

  1. Status of previous meeting’s action items – Tamia
  1. Development Committee: create a strategic plan for fundraising/spending… “Financial Summit”  In Process
  2. Kelli: email Tamia a picture and short bio.
  3. Kelly: look into the logistics of involving Re1 in our policies.
  4. Nate: contact JenniLynn regarding an updated HOS Job Description. Contact made, waiting for docs.
  5. Chad: document on External Networking Report spreadsheet.
  6. Tamia: draft BOD calendar.  Will complete once the Academic Calendar is approved
  7. Aaron: look into the cost of transportation.  In Process - Awaiting Reply from RE-1

  1. Review all Action Items – Tamia
  1. Next Montessori Moment: Kathy
  2. Tamia: hyperlink Re1’s policies and the Communication Pathway document into the Grievance Procedure.
  3. Tamia: update committee list to include Kathy Clark on the Evaluation Committee.
  4. Tamia: finalize Grievance Procedure and include it on our website.
  5. Nate: finalize the HOS and FD Evaluation documents.
  6. Susan: finalize indicated edits and incorporate the Grievance Procedure into the Employee Handbook.  Include date approved by the E/M S BOD.
  7. Tamia: add Annual Appropriation to the BOD Task Calendar - June.
  8. Susan: Include the date approved by the E/M S BOD to the Finance Handbook.
  9. Nate: finalize and distribute the three letters.
  10. Stacey: proceed with an application for a conditional use permit for additional space.
  11. Chad: provide current tenants of the Empire “gym” building with an update per board discussion/decision.
  12. Kathy, Stacey, Tamia: document on External Networking Report spreadsheet re: CDE: Western Slope Seminar.
  13. Tamia: update the BOD Calendar with the following:
  1. May - Children’s House Bridge Ceremony
  2. June - Signed Board Agreement Letters
  3. June - Signed Conflict of Interest
  4. June - Oath of Office
  5. June - Annual Meeting/Election of Officers

  1. Items for Future Agenda(s)
  1. Previous and current month’s BOD Task Calendar
  2. Strategic Plan - February 2017
  3. Kathy and Stacey to report on the CLC Conference - April 2017
  4. Review MOU between CH and EMS for kindergarten the following year - April 2017

  1. Executive Session - C.R.S. 24-6-402 (4)(f) for personnel matters.  
  1. Recorded on Tamia’s IPhone
  2. Susan was given permission by the individual to have this personnel matter discussed in Executive Session.
  3. At 8:45 pm Chad moved to enter into Executive Session according to C.R.S. 24-6-402 (4)(f) for personnel matters.  Nate invited all E/M S BOD members, Susan Likes, HOS, and Aaron Knox, FD to be in attendance.  All were present except Julie Suckla.  Motioned seconded, no discussion, approved unanimously.  Motion carried.
  4. Kathy moved to exit out of Executive Session at 8:56 pm.  Motion seconded, no discussion, approved unanimously.  Motion carried.  No action was taken during the Executive Session.

  1. Adjournment: Chad moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 8:56 pm.

Prepared by Tamia Hurst, BOD Secretary

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