MINUTES

Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Meeting

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

BOD Approved on 08.28.17

  1. Work Session
  1. Updating Bylaws
  1. Utilizing Google Docs, board members discussed, reviewed, and amended the Bylaws.

  1. Annual Meeting will be held at 6:00 pm.  Regular meeting will follow directly after adjournment of the Annual Meeting.
  1. See E/M S BOD Minutes 07.24.17 Annual Meeting

  1. Call to Order: Nate called the meeting to order at 7:16 pm.

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

Absent from BOD: None

Staff: Aaron Knox, FD

Community Members: Julie Suckla

  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 Previous Minutes
  1. 06.26.17 - Regular Meeting

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

        

  1. Approval of Agenda: Stacey moved to approve the agenda as presented, seconded.  Discussion: add ‘Review Board committee assignments’ as item XI.a.iii.  Eliminate ‘Report from Kathy and Stacey on the Charter School Conference’ as they presented previously.  No further discussion.  Motion approved unanimously.  Motion carried.

  1. Community Member Forum
  1. No comments.

  1. Staff Comments
  1. No additional staff present.

  1. Consent Agenda
  1. Approve Positive Discipline Procedure
  2. Approve Parent Student Handbook
  3. Approve Annual Compliance Assurance

Tamia moved to approve the Consent Agenda with all comments via Google being addressed and/or incorporated into the documents.  Motion seconded.  Discussion: approval vs. adoption.  Question - Is it necessary for the board to approve these documents?  Some expressed the need to oversee and understand such documents.  Chad mentioned that the board is transitioning from being the creators of such documents, to supporting our Administration in such duties.  No further discussion.  All in favor of the motion.  Motion carried.

Susan: address and/or incorporate all comments via Google for the following documents:

  1. Reports:

  1. BOD President -  Nate
  1. Report
  2. Adopt 2017 Revision of Bylaws
  1. Bylaws were discussed, reviewed, and amended in the 07.24.17 Work Session.
  2. Tamia moved to adopt the amended Bylaws.  Motion seconded.  Tamia will make and note amendments.  No further discussion.  All in favor of the motion.  Motion carried.
  3. Tamia: make and note amendments to the Bylaws.
  4. Nate: sign amended Bylaws.
  5. Aaron: file amended Bylaws with the Secretary of State.
  1. Review Board committee assignments
  1. See 2017-2018 Boards, Committees, and PTO located in the Board Packet for Upcoming Meeting(s).

  1. Budget & Financial Oversight Committee - Chad
  1. Report - Verbal
  1. Chad was unable to upload the report.
  1. Aaron will hold a financial overview meeting on July 31st at 9:30 am at 25 N Beech.  Anyone is welcome to attend the meeting.
  1. Aaron: post the Financial Overview meeting at the school.
  2. Tamia: post the Financial Overview meeting on the website.

  1. Head of School - Susan (Not Present)
  1. Report (If she is able to call in for report - otherwise will be moved to August meeting)
  1. Board: begin to review Administrator Evaluation Plan, Communication Plan, Board Goals, Master Calendar - provide Feedback to HOS by Aug 7th.

  1. Finance Director - Aaron
  1. Report
  1. Aaron will be out of the office Wednesday - Friday of this week.
  2. Audit fieldwork is August 3rd and 4th.
  1. Review Financials
  1. Salary Step Schedule
  1. Chad moved to approve the Salary Step Schedule as uploaded to the Drive.  Motion seconded, no discussion.  All in favor.  Motion Carried.
  1. Resolution: Signatures on Checking Account(s)
  1. Chad moved to adopt a resolution identifying all board members as signators on our checking accounts.  Motion seconded, no discussion.  All in favor.  Resolution is adopted.
  2. Tamia: sign and take the Resolution to DSB.
  3. BOD: signatures needed at DSB.

  1. Building and Location Committee - Stacey
  1. Report
  1. Discussion of 2018-2019 location plans.  One possibility is to stay in our current location and add additional space.
  2. Stacey moved to extend the existing lease agreement with Deb Campbell for 25 N Beech and Mitchell Toms for 18 N Beech for the option of two more years, 2018-2019, 2019-2020.  Discussion: a third location will also need to be secured.  Nate will talk with nearby business owners to see what our options might be.  No further discussion.  All in favor of the motion.  Motion carried.
  3. Aaron: provide Nate with existing lease agreements.
  4. Nate: start conversations with current landlords and bring draft leases back to the board in August.
  5. Need for additional space:
  1. Antonio’s (Mitchell Toms) or Spencer Smith’s space nearby, both come with parking.  Another consideration, the Pinion building.
  2. Nate: talk with Mitchell and Spencer regarding their space for 2018 and beyond and report back to the committee.

  1. Status of Missing Reports
  1. Budget and Financial Oversight Committee
  1. Covered previously.
  1. Nominations and Board Development Committee (recommendations based upon analysis of Board Self-Evaluation)
  1. Kelli: submit report for August meeting.

  1. External Networking Report(s)

  1. New Business
  1. Need a motion to change the Registered Agent for the CKMS 501c3 corporation.  Suggest Aaron Knox, FD.
  1. Chad moved to name Aaron Knox as the Registered Agent for the CKMS 501c3 corporation.  Motion seconded, no discussion.  All in favor.  Motion carried.
  1. Action Item to file paperwork, file annual return, and pay annual fee prior to July 31, 2017.
  1. Aaron: file paperwork, file annual return, and pay annual fee prior to July 31, 2017.
  1. Do we want to extend our current lease agreement with Deb Campbell (25 N Beech) to allow for one or two more years of options?
  1. Discussed previously.

  1. BOD Report to Kiva Kids Newsletter
  1. Refer to EMS BOD Minutes 07.24.17 Annual Meeting.

  1. Shared Board Information
  1. No shared information.

  1. Items for Future Agenda(s) – BOD President
  1. Work Session (August 2017)
  1. Administrator Evaluation Plan
  2. Communication Plan
  3. Board Goals
  4. Master Calendar
  1. Annual BOD Task Calendar (August 2017)
  1. Academic progress and priorities review including montessori and state student achievement goals - HOS
  2. Staffing review (prepared by admin) - HOS
  1. Review MOU between CH and EMS for kindergarten the following year - April 2017
  2. Nominations and Board Development Committee - August 2017
  1. Report
  2. Board Self-Evaluation
  1. Input “safety” into our mission statement - August 2017
  2. Building and Location Committee - August 2017
  1. Report
  2. Nate - bring draft lease agreements for 25 N Beech and 18 N Beech for 2018-2019, 2019-2020.

  1. Calendaring – BOD President
  1. Upcoming events
  1. Back to School BBQ, August 17, 2017
  2. First Day of School, August 21, 2017
  1. Next BOD meeting
  1. 08.28.17 @ 5:15 pm
  1. Work Session: HOS (5:15 - 6:15 pm)
  1. Administrator Evaluation Plan
  2. Communication Plan
  3. Board Goals
  4. Master Calendar

  1. Review importance of completing action items in a timely manner – Tamia

  1. Status of previous meeting’s action items – Tamia
  1. Kelli: email Tamia a picture and short bio. (December 2016)
  2. Kelli: look into the logistics of involving Re1 in our policies. (January 2017)
  3. Chad: document on External Networking Report spreadsheet. (February 2017)
  4. Chad: provide current tenants of the Empire “gym” building with an update per board discussion/decision. (May 2017)
  5. Chad: complete the Board Self-Evaluation prior to the July BOD meeting. (July 2017)
  6. Nominations and Board Development Committee: present results of the Board Self-Evaluation at the July 2017 BOD meeting. (July 2017)
  7. Chad and Susan: work on Annual BOD Task Calendar. (July 2017)
  8. Chad: discuss evaluation and performance goals with Aaron. (July 2017)

  1. Review all Action Items – Tamia
  1. Next Montessori Moment: Nate
  2. Stacey: provide the board with specifics on adding “safety” to our mission.
  3. Officers: review your specific duties from our Bylaws.
  4. Susan, HOS and Kelli Jackson: sign the Board Agreement Letter.
  5. Tamia: scan signed Board Agreement Letter and place original in the Board files at the school.
  6. Kelli Jackson: sign the Conflict of Interest Disclosure Form.
  7. Tamia: scan signed Conflict of Interest Disclosure Forms and place originals in the Board files at the school.
  8. Tamia: provide Susan with the BOD report for the Kiva Kids Newsletter.
  9. Susan: address and/or incorporate all comments via Google for the following documents:
  1. Tamia: make and note amendments to the Bylaws.
  2. Nate: sign amended Bylaws.
  3. Aaron: file amended Bylaws with the Secretary of State.
  4. Aaron: post the Financial Overview meeting at the school.
  5. Tamia: post the Financial Overview meeting on the website.
  6. Board: begin to review Administrator Evaluation Plan, Communication Plan, Board Goals, Master Calendar - provide Feedback to HOS by Aug 7th.
  7. Tamia: sign and take the Resolution to DSB.
  8. BOD: signatures needed at DSB.
  9. Aaron: provide Nate with existing lease agreements.
  10. Nate: start conversations with current landlords and bring draft leases back to the board in August.
  11. Nate: talk with Mitchell and Spencer regarding their space for 2018 and beyond and report back to the committee.
  12. Kelli: submit report for August meeting.
  13. Aaron: file paperwork, file annual return, and pay annual fee prior to July 31, 2017.
  14. Susan: BOD Task Calendar - Academic progress and priorities review including montessori and state student achievement goals.
  15. Susan: BOD Task Calendar - Staffing review (prepared by admin).

  1. Adjournment: Nate moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 9:03 pm.

Prepared by Tamia Hurst, BOD Secretary

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