MINUTES

Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Meeting

05.16.16 at 6:30 pm – 25 N. Beech

BOD Approved on 06.20.16

  1. Call to Order: Nate called the meeting to order at 6:34 pm.

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

Absent from BOD: Kathy Clark, Member

Staff: Susan Likes, FD/I-HOS; Caitlin Munroe, Lindsay Wilwol, Cassy Whitehead, John Whitehead

Community Members: Alexia Hudson, CHD; Shamai Buckel, Rebecca Milholland, Ashley Fish

*All staff (except Susan) and all community members left at 7 pm prior to our conference call.

  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 – Kathy S.

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

  1. Approval of the Previous Minutes
  1. April 18, 2016 Regular meeting
  2. May 9, 2016 Special meeting

JenniLynn 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, all approved.  Motion carried.

  1. Community Member Forum
  1. Rebecca Milholland thanked the board and school for everything they have done for her daughter and her family.

  1. Staff Comments
  1. No comments.

  1. Reports:

  1. CSSI Report - conference call with Kelly Rosensweet
  1. Action Item: Susan will upload the reports to the Drive.

  1. Budget & Financial Oversight Committee - Chad (deferred to Susan)
  1. Report (no report)
  1. Discussed the April statements.
  2. Discussed what the Governor has the PPOR set for in his budget ($7k+) with our budget being conservatively set at $6600.
  1. Review financial statements - no discussion

  1. Interim Head of School - Susan
  1. Report
  2. Discussion (Approval ?) of revised school calendar for 2016-17
  1. Early Release Wednesdays
  1. Susan said that Wednesday Clubs will be available.
  1. After-school Care
  1. Needs to be self sustaining.
  2. Need to find a specific person for the job, not just regular staff.
  1. Susan will add into the calendar 9 PD days.
  2. Susan will add in early release Fridays on the 2 to 3 Fridays prior to major holidays/breaks.
  3. The Board wants to make sure the daily schedule includes consistent 3-hour work cycles, including on early release Wednesdays.
  1. John presented a daily schedule to the staff and also shared it with the board.
  1. Tamia moved to approve the calendar with the discussed changes, seconded.  Discussion: JenniLynn asked for assurance that the Wednesday clubs will be in place.  Susan assured the board that they would be.  All in favor.  Motion carried.
  2. Action Item: Susan will finalize the academic calendar and post it on our website.
  1. Lindy Spears from NM is coming to provide professional development for all our staff in August.
  2. Mona resigned today as our Administrative Assistant, with her last day being next Friday.  Susan does not plan to replace her immediately.  Susan will re-evaluate the position and then advertise it accordingly.  Susan will call on Tamia for extra help as needed during that last week of school and in preparation for the fall registration/enrollment.

  1. Finance Director - Susan
  1. Report
  1. No discussion

  1. SAC - Susan
  1. Report
  2. BOD approval of Parent Survey
  1. Revisions as discussed in the CH BOD meeting.
  2. Consider asking if parents are intending to enroll their children in CMS.
  3. Ask for student’s specific teacher.
  4. Additional suggestions/changes were discussed and/or made.
  5. Chad moved to approve the parent survey with the suggested changes as discussed.  Motion seconded.  Discussion: When will the survey be distributed? Susan stated that It will be distributed next week via email and hard copies as needed.  All in favor.  Motion carried.

  1. Fundraising Committee - Susan
  1. Report
  2. Discussion / Approval of Fundraising Policy
  3. Discussion / Approval of Fundraising Form
  4. Reviewed discussion per CH BOD meeting.
  5. E/M S Board is concerned about sharing policies as this does not align with our contractual agreement with Re1 regarding being two separate entities.
  6. Discussion and majority agreement was to create two separate policies, one for each school.  Although the policies can say exactly the same thing, the title of each policy (name of school) will differ on each one.  Each school has the right to change their policy as their BOD sees fit.
  7. Additional suggestions were made in the editing of the two documents, Susan noted and/or made the changes.
  8. Approval of the Fundraising Policy and Fundraising Form were tabled till June.

  1. Ad Hoc Screening Committee - Kathy S.
  1. Report
  1. As per report, it is the recommendation of the Ad Hoc Screening Committee to offer Susan Likes the position of HOS.
  1. Discussion / Decision Re: Susan Likes’ application for HOS position
  1. Susan was asked if she is still committed to the position after reviewing the CDE reports.  Her response, “Absolutely!”
  2. The board will need to strongly support Susan in her professional growth and Montessori training.
  3. One of Susan’s greatest strengths and asset to our school is her fully understanding the finances.  Mismanaged finances is the leading cause for Charters failing.
  4. Discussion around curriculum development and providing Susan with adequate support.
  1. Anna Cole!
  2. Teachers/committee need to clearly define of students what is needed coming in and what is expected going out.  Have the teachers and curriculum committee create a plan and then have an outside professional review the plan.
  1. Bat interruption...literally, bats flying around us!
  2. JenniLynn moved to accept the Ad Hoc Screening Committee’s recommendation to offer Susan Likes the position of HOS.  Motion seconded.  No further discussion.  All in favor (*Kathy Clark emailed her support of the motion).  Motion carried.
  3. Nate asked Susan if she would accept the HOS position.  Susan accepted on the condition that we get rid of the bats.  Susan’s position as our HOS is effective immediately with salary negotiations in the works.
  1. Action Item: BOD needs to write up a contract ASAP.
  1. Nate discharged the Ad Hoc Screening Committee tasked with the search for a HOS.  We express our gratitude for all of their efforts in finding us a great HOS!
  1. A thank you needs to be sent to this committee.
  1. Action Item: Tamia will prepare thank you cards for the BOD to sign.
  1. Discussion regarding Finance Director position - if applicable
  1. Discussion of this position, qualifications needed, timing, salary, etc.
  2. Nate appointed an Ad Hoc Screening Committee tasked with finding a Finance Director to be recommended for hire to the Board of Directors.  The committee will consist of the following: Kathy Clark (Chair), Chad Fish, and Susan Likes.  This committee is tasked with the job description, advertising, and screening of applicants for the Finance Director position.
  3. Action Item: Finance Committee needs to make a recommendation of a salary range for this position.
  4. JenniLynn moved to make Susan the Interim Finance Director until we find her replacement.  Motion seconded, no discussion, all in favor.  Motion carried.
  1. Action Item: Finance Committee needs to review the stipends and salaries for the I-HOS, FD, and I-FD.
  1. Things to consider:
  1. FD is a 12 month position
  2. HOS is an 11 month position
  3. Consider additional stipend for HOS to cover July
  4. Current I-HOS stipend ends June 2

  1. New Business
  1. HOS announcement to staff and public
  1. Action Item: Tamia and Nate will call all E/M S staff members tonight (Complete)
  2. Action Item: Tamia will inform the CH BOD and staff.
  3. Action Item: Tamia will finalize and email out an announcement letter to Mona and Alexia to be forwarded to our Kiva community.
  4. Action Item: Nate will call Lori Haukness.
  5. Action Item: Nate will call Tony and inform him of our decision and ask for next steps in mentoring Susan.
  6. Action Item: Julie will prepare a press release and send it out to the BOD for review.
  1. Melissa Brunner gave Julie permission to tour the Justice Building on Saturday at 8 am.
  1. Action Item: Julie will contact individuals interested in touring the Justice Building.
  2. Action Item: Tamia will send Steve Bagsby’s contact information to Julie.

  1. Shared Board Information
  1. E/M S decisions on Fundraising Policy and Fundraising Form - tabled till June.
  1. E/M S BOD wants each school to have their own policies.
  1. Parent Education Night topic: external reward systems.

  1. Calendaring – BOD President
  1. Upcoming events
  1. End of School BBQ, Tuesday, May 17 at 5:30 pm, Parque de Vida Pavilion
  1. Next BOD meeting
  1. Monday, June 20, 2016 at 6:30 pm

  1. Status of previous meeting’s action items – Tamia
  1. Development Committee: create a strategic plan for fundraising/spending… “Financial Summit
  2. Julie: Contact Durango Charter.
  3. Tamia: create a calendar for the two boards.
  4. JenniLynn: review the HOS and FD job descriptions.
  5. JenniLynn to follow up on security concerns.

  1. Review all Action Items – Tamia
  1. Next Montessori Moment: Chad
  2. Susan will upload the reports to the Drive.
  3. Susan will finalize the academic calendar and post it on our website.
  4. BOD needs to write up a contract for the HOS position ASAP.
  5. Tamia will prepare thank you cards for the Ad Hoc Screening Committee for HOS for the BOD to sign.
  6. Finance Committee needs to make a recommendation of a salary range for the FD position.
  7. Finance Committee needs to review the stipends and salaries for the I-HOS, FD, and I-FD.  Things to consider: (a) FD is a 12 month position, (b) HOS is an 11 month position, (c) Consider additional stipend for HOS to cover July, (d) Current I-HOS stipend ends June 2.
  8. Tamia and Nate will call all staff members tonight.  Complete
  9. Tamia will inform the CH BOD and staff.
  10. Tamia will finalize and email out an announcement letter to Mona and Alexia to be forwarded to our Kiva community.
  11. Nate will call Lori Haukness.
  12. Nate will call Tony and inform him of our decision and ask for next steps in mentoring Susan.
  13. Julie will prepare a press release and send it out to the BOD for review.
  14. Julie will contact individuals interested in touring the Justice Building.
  15. Tamia will send Steve Bagsby’s contact information to Julie.

  1. Items for Future Agenda(s)
  1. Facilities Layout for 2016-2017 - TBD
  2. Curriculum Committee: create an agreement for pre-assessment for the 2017-18 school year.  Talk with Karleen Walton. – August 2015
  3. Financial Policies and Procedures – TBD
  4. Approval of Community Goals and Expectations – TBD
  5. Update on Google for Education - June
  6. Approval of Evaluations - June
  7. Approval of Fundraising Policy and Fundraising Form - June

  1. Executive Session - (if necessary)
  1. N/A

  1. Adjournment: JenniLynn moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 9:42 pm.

Prepared by Tamia Hurst, BOD Secretary

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