MINUTES

Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Meeting

March 13, 2017 at 6:45 pm – 18 Beech Street

BOD Approved on 04.17.17

  1. Call to Order: Nate called the meeting to order at 6:53 pm.

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

Absent from BOD: Kelli Jackson, Member

Staff: Susan Likes, HOS; Aaron Knox, FD; Lindsay Wilwol

Community Members: Cayce McCain, Rebecca Samulski

  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 – Stacey

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

  1. Approval of the Previous Minutes
  1. 02.13.17 - Regular Meeting

Kathy 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, no discussion. Motion approved unanimously.  Motion carried.

  1. Community Member Forum
  1. Rebecca Samulski expressed concern regarding next year’s location, student enrollment numbers, and the financial sustainability of the school.
  2. Cayce McCain, as a parent with a child moving into the E/M S program, would appreciate receiving information concerning E/M S (such as a newsletter) and specifically information regarding the Building and Location Committee.
  1. Susan: obtain contact information from Alexia of all Kindergarten transitioning families.
  2. Susan: add incoming families to the E/M S email list.

  1. Staff Comments
  1. No Comments

  1. Consent Agenda
  1. n/a

  1. BOD Task Calendar
  1. Review MOU between CH and EMS for kindergarten the following year - tabled till April
  2. Approve draft budget for following year - already approved
  3. Academic Calendar approval - tabled till April
  4. BOD governance training (on-site) - tabled till April
  1. None at this time.  We need to schedule some Board Training.
  2. Tony plans to come visit this spring and would like to meet with the board.
  1. HOS and FD contracts renewed
  1. Report from Evaluation Committee
  1. The Evaluation Committee (Nate and Chad) reported that the HOS and FD evaluations were complete and that no concerns needed to be addressed by the board.
  2. Nate and Chad: edit the evaluation document to reflect a more effective way to record results/comments for each section.
  3. Nate called for a motion to offer the HOS and FD contracts for the upcoming year.
  1. Julie moved to offer Susan Likes, HOS and Aaron Knox, FD contracts for July 1, 2017 through June 30, 2018.  Motion seconded. Discussion: it was stated that an executive session was not necessary.  No further discussion.  All in favor of the motion.  Motion carried.
  2. Nate: update the HOS and FD Letters of Hire and present them to the HOS and FD for signatures.

  1. Reports:

  1. BOD President -  Nate
  1. Final Reading / Adoption of existing policies
  1. Assessment Policy
  2. Kindergarten Scholarship Policy
  1. Kathy moved to approve and adopt the Assessment Policy and the Kindergarten Scholarship Policy.  Motion seconded, no discussion.  All approved.  Motion carried.
  1. Tamia: update the policies to reflect BOD approval.

  1. Budget & Financial Oversight Committee - Chad
  1. Report

  1. Head of School - Susan
  1. Report
  2. Discussion: personnel concerns and announcements
  3. Discussion: Susan announced that our FD will no longer be doing CH payroll, which will allow Aaron more time to focus on his job and also continue covering some of the “Administrative Assistant” responsibilities for the remainder of the school year.  Susan suggested that funds, which were previously set aside for an Admin Assistant for the remainder of the year, be earmarked for Montessori Training for incoming staff.

  1. Finance Director - Aaron
  1. Report
  2. Supplemental Budget - tabled till April
  1. Aaron: make revisions to the supplemental budget to reflect discussion points during the meeting.
  1. Status of Financial Procedures manual
  1. Susan: update and present the Financial Procedures manual to the BOD in April.

  1. Building and Location Committee
  1. Report
  2. Planning and Zoning meeting: April 4th - we hope to be on their agenda.
  1. Stacey: contact Susan as soon as we know if we are on the April 4th Planning and Zoning meeting agenda.
  1. City Council: April 25th, pending
  2. City Council: March 28th - renewal of current contract
  1. Fundraising Committee
  1. Report

  1. External Networking Report(s)
  1. Kathy added CLC conference contacts to the spreadsheet.
  2. Stacey: add CLC conference contacts to the External Networking spreadsheet.

  1. New Business
  1. Tamia shared Caitlin’s email with the board: (summary below)
  1. Exit interviews.
  2. Board to visit successful Montessori programs.
  3. Comparisons to state and national averages vs. local school district.
  1. Kathy suggested we have a more interactive agenda.
  1. Tamia reminded Admin and the board that in order to make this possible, all reports must be in by Wednesday and the agenda prepared by Friday.
  2. Tamia: hyperlink the documents on the agenda.
  3. Julie: setup a projector for our next BOD meeting.
  1. 8th Grade Graduation Discussion
  1. The ceremony will be on the last day of school.

  1. BOD Report to Kiva Kids Newsletter
  1. Our application for a conditional use permit for 2306 and 2310 E. Empire is currently in the hands of the City.  While our application is pending, we are completing a code review of our proposed design, working on budget projections, and exploring our needs for outdoor space. It is a busy, yet exciting, time for our school.  Please know there is much going on “behind the scenes” and the board is dedicated to finding an environment that will foster a love for learning!  Please watch for future announcements as we will be asking for your support at upcoming Planning and Zoning and City Council meetings.
  2. If we get on P&Z’s agenda: We’re on the Planning and Zoning meeting agenda for April 4th at X pm.  Please come and show your support for our school by being present and wearing our school color...red!  You do not have to say a word, just your presence will show your support.  See you there!

  1. Shared Board Information
  1. Nothing to report.

  1. Calendaring – BOD President
  1. Upcoming events
  1. Lower El Gallery Night, March 16
  2. Spring Break, March 20-24
  3. City Council, renewal of current contract, March 28th
  4. Planning and Zoning Meeting, April 4th, pending
  5. The Science of Fine Arts Fair, April 20
  1. Susan: Have students prepare invitations for Re1 Board, City Officials, Ricky, etc.
  1. City Council, April 25th, pending
  1. Next BOD meeting
  1. 04.17.17 @ 6:30 pm

  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. Julie: follow-up with the CLC regarding rural regional meetings.
  5. Julie: update Committee List with dates of board membership.
  6. Nate: contact JenniLynn regarding an updated HOS Job Description.
  7. Chad: contact Kathy S. regarding an updated HOS Job Description.
  8. Chad: document on External Networking Report spreadsheet.

Pp

  1. Review all Action Items – Tamia
  1. Next Montessori Moment: Chad
  2. Susan: obtain contact information from Alexia of all Kindergarten transitioning families.
  3. Susan: add incoming families to the E/M S email list.
  4. Nate and Chad: edit the evaluation document to reflect a more effective way to record results/comments for each section.
  5. Nate: update the HOS and FD Letters of Hire and present them to the HOS and FD for signatures.
  6. Tamia: update the policies to reflect BOD approval.
  7. Aaron: make revisions to the supplemental budget to reflect discussion points during the meeting.
  8. Susan: update and present the Financial Procedures manual to the BOD in April.
  9. Stacey: contact Susan as soon as we know if we are on the April 4th Planning and Zoning meeting agenda.
  10. Stacey: add CLC conference contacts to the External Networking spreadsheet.
  11. Tamia: hyperlink the documents on the agenda.
  12. Julie: setup a projector for our next BOD meeting.
  13. Susan: Have students prepare invitations for Re1 Board, City Officials, Ricky, etc.
  1. Items for Future Agenda(s)
  1. Financial Policies and Procedures – March 2017
  2. Approval of Community Goals and Expectations – TBD
  3. Renew lease agreements
  4. Strategic Plan - February 2017
  5. Kathy and Stacey to report on the CLC Conference - April 2017
  6. Review MOU between CH and EMS for kindergarten the following year - tabled till April 2017
  7. Academic Calendar approval - tabled till April 2017
  8. BOD governance training (on-site) - tabled till April 2017
  9. Supplemental Budget - tabled till April 2017

  1. Executive Session - not necessary

  1. Adjournment: Chad moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 9:09 pm.

Prepared by Tamia Hurst, BOD Secretary

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