Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Meeting

November 10, 2014 at 7:00 pm – Beech Street

BOD Approved on 12.08.14

  1. Call to Order: Julie called the meeting to order at 7:25 pm.

  1. Roll Call: Julie Suckla, President; Anna Cole, VP; Tamia Hurst, Secretary; Nate Seeley, Treasurer; Julie Bell, member; Josh Warinner, ED; Susan Likes, BM;

Absent: Chris Babbs, member

Community Members: Chad Fish, Cari Spoonemore

  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 – Anna

Next Montessori Moment: Josh

  1. Approval of October 13, 2014 Minutes: Anna moved to approve the minutes as written, seconded, approved unanimously.  Motion carried.

  1. Approval of agenda: Julie moved to approve the agenda with the following changes: move item IX.f (Building & Location Committee) to IX.a.i. (BOD President) and also add a “celebration moment” under IX.c. (Business Manger).  Motion seconded, approved unanimously.  Motion carried.


  1. Community Member Forum:
  1. Cari Spoonemore, PTO President – reported on the Festival of Trees fundraiser that Erin Tanner is working on.

  1. Status of previous meeting’s action items – Tamia
  1. See “Elementary/Middle School BOD Action Items – October 13, 2014”
  1. Alexia: train Tamia on how to upload minutes to the CH website.
  2. Finance Committee: draft out Financial Policies and have them ready for the next board meeting.
  3. Signers (Julie S, Anna, Nate, Tamia, Josh): sign signature card at DSB for CKMS 01.

  1. Consent Agenda, not applicable for this meeting.

  1. Reports:

  1. BOD President – Julie
  1. Building & Location Committee – Julie
  1. Report on Meeting 11/10/14
  1. Julie will become chair of this committee in place of Matt.
  1. Action Item – Tamia will update committee list.
  1. Action Item – Josh will contact our lawyer concerning contractual agreement with Re-1 for use of their space.
  2. General consensus of committee is to look for commercial space (if we can get out of our contract) for the next few years and keep the long term plan to build on Empire site.
  3. General consensus of committee is that modular buildings are off the table – too much cost and the issue with E-rating.
  4. The responsibility is on re-1 to either find us a suitable building or release us of our contract.
  5. Commercial options: Osprey and Journal.  The Journal’s board meets on the 17ths and will make a decision as to what they are doing with the building.
  6. District options: old high school (off the table), Calkins Building (basically off the table – not feasible).
  7. Currently we have 95 students that we assume will re-enroll, this is not considering any new students.
  8. Next Building and Locations Committee meeting will be on November 20th at 10:30 am at San Juan Coffee.
  1. Chad will try to call in on those meetings.
  1. Participation in Re1’s Twin Topics - Thursday, Nov. 13th
  1. Julie and Nate will attend.
  1. Strategic Planning: Schedule Meeting for January or February
  1. Prioritize and Determine Topics
  2. Both Executive Committees need to meet and prioritize
  1. Can some discussions be combined with CH board?
  2. Action Item – Julie will start generating an email between Matt (CH Board), Gabi (CH Board), and Anna (CH and E/M S Board) for annual retreat ideas.
  1. Kinder Morgan grant application
  1. Anna would like to submit this grant for assistance with the lunch program.  No objections.
  2. Action Item – Anna will submit the Kinder Morgan grant prior to Christmas break.

  1. Executive Director – Josh
  1. Approval of updated Discipline policy
  1. Anna moved to approve the changes to the Discipline Policy, seconded, approved.
  2. Action Item – Josh will update and post the revised handbook to our website and inform E/M S parents of the update.
  3. Action Item – Alexia will post the revised handbook to our website and inform CH parents of the update.
  1. Approval of new calendar
  1. BOD does not need a motion to approve the calendar.  They support admin in the changes of the calendar.
  2. Action Item – Josh will inform E/M S families of the revised calendar.
  3. Action Item – Alexia will inform CH families of the revised calendar.
  1. Staff change – Amy Hartline will not return after the first of the year to assist with special needs.  Josh is currently looking for someone to fill this role.  He is meeting with Ali Brown, Special Ed. Coordinator at SWOS to see if she can oversee our needs.
  2. Josh will include a note/update from the board once a month in the Kiva Kids.
  1. Action Item – Anna will submit a monthly note/update from the board to be included in Kiva Kids newsletter.

  1. Business Manager – Susan
  1. Celebration!  We have received approval on years 2 and 3 grants.  Yeah!!!  Thank you, thank you Susan!
  2. Approval of Savings Account for Emergency Reserve
  1. It is the recommendation of Susan and the Finance Committee to open a savings account for emergence reserve – a requirement for the school.
  2. Nate moved to approve the opening of a savings account for Emergency Reserve and authorized Susan to transfer necessary funds into the account (approx $3k a month) until we reach the required reserve amount.  Signers on the account to be all officers of the board and Josh.  Motion seconded, all in favor.  Motion carried.
  3. Action Item – Susan will email a blank resolution form to Tamia.
  4. Action Item – Tamia will fill out and take the resolution for the savings account to DSB.
  5. Action Item – Julie, Anna, Tamia, Nate, and Josh all need to sign on the account at DSB.
  1. Approval of Final Budget 2014-2015
  2. MOU Approval
  3. Grant Budget approval
  4. Julie moved to approve items IX.c.iii.(Final Budget 2014-2015), iv.(MOU), and v. (Grant Budget).  Motion seconded, all in favor.  Motion carried.
  5. Finance Training: December 3rd at 5:30 pm at Beech.

  1. Mission and Vision Committee - Anna
  1. Approval of updated mission/vision to include Health & Wellness
  1. Anna suggested that we table the approval of updating the mission/vision until the retreat.  All agreed.
  2. Action Item – Anna or Julie S. will talk with Shamai and let her know of our decision.
  3. Action Item – Tamia will talk with Alexia and let her know of our decision.

  1. Development Committee – Anna
  1. Approval of Annual Appeal
  1. 100% Board Giving
  2. 100% Board Participation
  3. Next steps
  1. Focus on lunch (either supporting or inviting) for potential donors.
  2. Action Item – Everyone needs to review the Annual Appeal list and indicate those that they will make an appeal to.
  3. Action Item – Everyone needs to submit their personal appeal list to Anna by Thursday, November 13th.
  1. Anna’s goal is to have appeals ready to go out by the end of the week.

  1. Nominations committee – Anna
  1. Update names for potential board candidates.
  2. If anyone has names they want to add or take out, please let Anna know.

  1. Curriculum Committee – Anna
  1. STEAM updates
  2. This Friday from 9 to 11 am with Kay Phelps students will come and do a lab with the kids.

  1. New Business
  1. Action Item – Josh will attend Re1’s BOD meeting on Tuesday, November 11th at 7 pm and will invite them join us for lunch at some point.
  2. Action Item – All board members and Josh will attend Re1’s Work Session from 6 to 7 on Tuesday, November 11th.  Topic of discussion: facilities.
  3. We need to wrap our brains around our vision for projected growth.
  1. Action Item – Anna will put together an agenda and supporting materials for a projected growth discussion.
  2. Action Item – Julie S., Anna, Tamia, Josh, Alexia, Cari, Shamai (other parents as needed) will attend the projected growth discussion on Wednesday at 10 am at CH.
  1. Julie received a formal resignation from Chris as a board member.
  1. Action Item – Josh will order Chris a shirt.
  2. Action Item – Julie will get a card for us to sign and invite him to our Founding Committee Shindig, date TBD.

  1. Calendaring – BOD President
  1. Upcoming events
  1. Re1 BOD Workshop – Tuesday, Nov 11th at 6 pm
  2. Re1 BOD meeting – Tuesday, Nov 11th at 7 pm
  3. Twin Topics – Thursday, Nov 13th at 5 pm
  4. Health and Wellness Night – Thursday, Nov 13th at Children’s House
  5. Stone Soup – Wednesday, Nov 19th at 11 am at Children’s House
  6. H&W Committee meeting – Wednesday, Nov 19th at 4 pm
  7. Building and Locations Committee meeting – Thursday, Nov 20th at 10:30 am at San Juan Coffee.
  8. Finance Training – Wednesday, December 3rd at 5:30 pm at Beech St
  9. Additional Committee/Organization meetings:
  1. PTO – Tuesday, Dec 2nd at 3:45 pm at Beech St.
  2. SAC
  3. Budget and Financial Oversight
  1. Next BOD meeting
  1. Monday, December 8th from 5 to 8 pm
  1. Board training from 5 to 7 pm with a one hour board meeting at 7 pm.
  2. Action Item – Josh will confirm times with Tony and ask for an agenda.

  1. Review all Action Items – Tamia

  1. Items for Future Agenda(s) – Julie
  1. Staff Inservice Lunches
  1. Friday, November 21 – Tamia and Anna
  2. Monday, January 5 –
  3. Friday, March 27 –
  4. End of year staff meeting May/June TBD –
  1. Strategic Plan – January

  1. Adjournment: Julie moved to adjourn, seconded, unanimously approved.  Motion carried.  Meeting adjourned at 9:35 pm.

Prepared by Tamia Hurst, BOD Secretary

Page  of