MINUTES

Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Meeting

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

BOD Approved on 07.24.17

  1. Work Session
  1. Discussion of plan for Board Self-Evaluation
  1. Most board members completed the ‘2017 BOD Evaluation’.  However, it was undecided if the E/M S BOD agreed upon this for an evaluation tool or not; therefore not all board members took the evaluation.  Also, there has not been any formal follow-up with the results from the Nominations and Board Development Committee.
  2. Suggestion for a Board Self-Evaluation: Basic Board Roles and Responsibilities: Board Training Manual Module 2
  1. The BOD agreed to use this tool as their Board Self-Evaluation.
  2. Guidance: 1 to 4 rating system (1 = what are you talking about, 4 = knocking it out of the park).
  3. Evaluation is only going to the board at this time.
  4. All board members complete the evaluation from the perspectives of how the board is doing as a whole.
  5. Include comments for areas of self growth and needs/ideas for trainings.
  1. Tamia: create the Board Self-Evaluation in a Google survey and send it to the Nominations and Board Development Committee for review.
  2. Nomination and Board Development: send out the Board Self-Evaluation to the board.
  3. BOD: complete the Board Self-Evaluation prior to the July BOD meeting.
  4. Discussion: turn this into a 360 evaluation.
  1. Send out the evaluation in November to HOS, FD, and Lead Teachers.  Review in December and analyze in January at the retreat.
  2. Utilize this evaluation to create/edit strategic plan.
  3. Future Agenda Item:
  1. July Work Session: Review Board Self-Evaluation
  1. Once the evaluation(s) is/are complete, the Nominations and Board Development Committee is tasked with reviewing the results and presenting them to the board.
  1. Nominations and Board Development Committee: present results of the Board Self-Evaluation at the July 2017 BOD meeting.
  1. Discussion of Strategic Plan
  1. Tony recommended that we re-evaluate our need for a Strategic Plan.  Tony recommends 1 to 3 priorities with goals attached.
  2. Susan presented the following overview to the board:
  1. Goals for the 2017-2018 School Year
  1. Administration Evaluation
  2. Facilities
  3. Board Calendar
  4. Communications
  1. Susan: present more details at the July Work Session
  1. Next steps moving forward for the 2017-18 school year
  1. What does the board need to do to be prepared to open the doors in the fall?
  2. Make a final decision in the meeting.

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

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

Absent from BOD: None

Staff: Susan Likes, HOS; Aaron Knox, FD

Community Members: None

  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: physical movement every 20 minutes

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

  1. Approval of the Previous Minutes
  1. 05.22.17 - Regular Meeting
  2. 06.15.17 - Special Meeting with Tony Fontana

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: Aaron requested to be moved to the first of the Reports (X.) section.  No further discussion.  Motion approved unanimously.  Motion carried.

  1. Community Member Forum
  1. No members present.

  1. Staff Comments
  1. No additional staff present.

  1. BOD Task Calendar
  1. Incorporated into the agenda.

  1. Reports:

  1. Finance Director - Aaron
  1. Report
  1. Nate requested that Aaron share the top three things on his mind right now.  Aaron responded:
  1. Location.  Location.  Location.
  2. How are we going to move walls in order to give us optimal space for next year?
  3. We need a budget approved based on decision regarding facilities.
  1. Annual Appropriation
  1. Chad moved to approve the Supplemental Appropriation Resolution for 2016-2017 and the Appropriation Resolution for 2017-2018.  Motion seconded.  Discussion: we will submit supplements to the 2017-2018 document as needed.  No further discussion.  All approved.  Motion carried.
  1. Nate: sign the Appropriation Resolutions.
  1. Viability of a Kiva School Bus
  1. Aaron worked with Re1 and was quoted a minimum cost of $250 per kid for a two-point pick up.  Re1 requested additional information from Aaron, which he provided, but he has not heard back from them.
  2. Aaron has a complete record of all costs involved.  A bus for our school would cost between 20k to 60k.  Insurance could run anywhere from $800 to $1400.  Costs of fuel, maintenance, and an employee with CDL ($11.30 per hour) all need to be determined.  Note: with Re1 you pay for the seats on the bus, not the number of kids that actually ride the bus.
  3. Bottom line: it is not financially viable at this time to offer transportation.
  4. Tamia reminded the board that transportation data has been collected several times via registration with very minimal interest/need shown.
  1. Approval of the Draft Budget 11
  1. Kelly moved to approve CDE 17-18 96 Students Draft 11 budget.  Motion seconded.  Discussion: clarification on what the budget includes.  No further discussion.  All in favor.  Motion carried.
  1. Aaron needs checks signed on Thursday.  Susan and several board members will be available.

  1. BOD President -  Nate
  1. Review of Annual Board Calendar
  1. Nate would like to see the BOD Task Calendar incorporated into the agenda rather than have it as a line item on the agenda.
  2. Tamia: remove BOD Task Calendar from the agenda.
  3. Chad recommended that we work “backwards” on the calendar so we are prepared to move on items when they are actually due.
  4. Chad and Susan: work on Annual BOD Task Calendar.
  5. Nate mentioned that CCSP had a great document to use, but it’s unavailable at this time.  As soon as it is available, he will share it with the board.
  6. Kelly suggested we discuss July’s tasks during the meeting.
  1. July BOD Task Calendar
  1. Adopt any changes to bylaws, and review every 3 years
  1. Executive Committee: review bylaws and present at July BOD meeting.
  1. Appoint new board members (Nominations and Board Development Committee)
  2. Evaluation and performance goals for HOS and FD
  1. Susan: include evaluation and performance goals in July report to BOD.
  2. Chad: discuss evaluation and performance goals with Aaron.
  3. Aaron: include evaluation and performance goals in July report to BOD.
  1. Annual Meeting / Election of Officers (Board President)
  2. Signed Board Agreement Letters (Board Secretary)
  1. Tamia: prepare and email Board Agreement Letters.
  1. Signed Conflict of Interest (Board Secretary)
  1. Tamia: prepare and email Conflict of Interest.
  1. Oath of Office (Board Secretary)
  1. Tamia: email Oath of Office.

  1. Budget & Financial Oversight Committee - Chad
  1. Report
  1. PSA - approved at the previous meeting.

  1. Head of School - Susan
  1. Report
  1. Nate requested that Susan share the top three things on her mind right now.  Susan responded:
  1. Finish the Evaluation Plan.
  2. Finish the Communication plan.
  3. Finish the Calendar.
  1. All items are nearly complete and will be presented at the July meeting.
  1. Continuation of Board discussion
  1. Susan needs help moving walls on Monday and Wednesday.  Several board members volunteered to help.

  1. Building and Location Committee - Stacey
  1. Report
  2. Discussion of location plan
  1. Are we going to stay at our current location next year?
  2. Kathy moved to stay in our current locations for the 2017-2018 school year with no additional space being added.  Motion seconded.  Discussion: we need to be very strategic in how to communicate this decision to our Kiva community and the community as a whole. All in favor.  Motion carried.
  3. Susan: draft a letter regarding facilities and send to the board for review.  The board needs to respond by Friday, June 30th.
  1. Tamia will be unavailable for the following two weeks.
  1. Susan: submit/send letter regarding facilities to the journal, post on Facebook, webpage, Re1, and Kiva families on Monday, July 3rd.
  1. Response from Montezuma County
  1. Still waiting for a response.
  1. Building and Location Committee: compile a history of all buildings explored.
  2. Discussion of what our options are for 2018-2019.  A decision needs to be made by November of 2017.
  3. Building and Location Committee: make recommendations to the board at the next meeting.

  1. Additional Committee Reports
  1. Evaluation Committee - Chad
  2. Mission and Vision Committee - Kathy

  1. External Networking Report(s)
  1. None

  1. New Business
  1. BOD: email Tamia regarding election of officers.

  1. BOD Report to Kiva Kids Newsletter
  1. n/a

  1. Shared Board Information
  1. None

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

  1. Calendaring – BOD President
  1. Upcoming events
  1. None
  1. Next BOD meeting
  1. 07.24.17 @ 5:15 pm - Annual Meeting and Regular Meeting
  1. July Work Session
  1. Review BOD Evaluation
  2. Susan: Goals for 2017-2018

  1. Status of previous meeting’s action items – Tamia
  1. Kelli: email Tamia a picture and short bio.
  2. Kelly: look into the logistics of involving Re1 in our policies.
  3. Chad: document on External Networking Report spreadsheet.
  4. Tamia: draft BOD calendar.
  5. Chad: provide current tenants of the Empire “gym” building with an update per board discussion/decision.
  6. Tamia: document on External Networking Report spreadsheet re: CDE: Western Slope Seminar.

  1. Review all Action Items – Tamia
  1. Tamia: create the Board Self-Evaluation in a Google survey and send it to the Nominations and Board Development Committee for review.
  2. Nomination and Board Development: send out the Board Self-Evaluation to the board.
  3. BOD: complete the Board Self-Evaluation prior to the July BOD meeting.
  4. Nominations and Board Development Committee: present results of the Board Self-Evaluation at the July 2017 BOD meeting.
  5. Next Montessori Moment: Julie
  6. Nate: sign the Appropriation Resolutions.
  7. Tamia: remove BOD Task Calendar from the agenda.
  8. Chad and Susan: work on Annual BOD Task Calendar.
  9. Executive Committee: review bylaws and present at July BOD meeting.
  10. Susan: include evaluation and performance goals in July report to BOD.
  11. Chad: discuss evaluation and performance goals with Aaron.
  12. Aaron: include evaluation and performance goals in July report to BOD.
  13. Tamia: prepare and email Board Agreement Letters.
  14. Tamia: prepare and email Conflict of Interest.
  15. Tamia: email Oath of Office.
  16. Susan: draft a letter regarding facilities and send to the board for review.  The board needs to respond by Friday, June 30th.
  17. Susan: submit/send letter regarding facilities to the journal, post on Facebook, webpage, Re1, and Kiva families on Monday, July 3rd.
  18. Building and Location Committee: compile a history of all buildings explored.
  19. Building and Location Committee: make recommendations to the board at the next meeting.
  20. BOD: email Tamia regarding election of officers.

  1. Items for Future Agenda(s)
  1. Work Session
  1. July Work Session
  1. Review BOD Evaluation
  2. Susan: Goals for 2017-2018
  1. Previous and current month’s BOD Task Calendar
  2. Kathy and Stacey to report on the CLC Conference - April 2017
  3. Review MOU between CH and EMS for kindergarten the following year - April 2017

  1. Executive Session - C.R.S. 24-6-402 (4)(f)(1) for personnel matters.  
  1. Recorded on Tamia’s IPhone
  2. Aaron gave verbal permission to the board to discuss his evaluation in an Executive Session without him being present.
  3. At 8:18 pm Kelly moved to enter into Executive Session according to C.R.S. 24-6-402 (4)(f)(1) for personnel matters.  Nate invited all E/M S BOD members, Susan Likes, HOS, and Aaron Knox, FD to be in attendance.  All invited persons were present with the exception of Aaron.  Motioned seconded, no discussion, approved unanimously.  Motion carried.
  4. Kathy moved to exit out of Executive Session at 9:26 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 9:26 pm.

Prepared by Tamia Hurst, BOD Secretary

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