MINUTES

Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Meeting

06.20.16 at 6:30 pm – 18 N. Beech

BOD Approved on 07.18.16

  1. Call to Order: Nate called the meeting to order at 6:42 pm.

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

Absent from BOD: Chad Fish, Treasurer; Kathy Stemmler, Member

Staff: Susan Likes, HOS/I-FD

  1. Verify the Banishment of Bats

  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 – Tamia

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

  1. Approval of the Previous Minutes
  1. 05.16.16 Regular 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, no discussion, all approved.  Motion carried.

  1. Community Member Forum
  1. n/a

  1. Staff Comments
  1. No comments

  1. Consent Agenda
  1. Approval of School Calendar
  2. Approval of changes to Employee Handbook

Julie moved to take item IX.b. and move it to X.c.v. and approve the Consent Agenda, seconded, no discussion, approved unanimously.  Motion carried.

  1. Reports:

  1. BOD President
  1. New Kivacharter email addresses
  1. Nate wanted to make sure everyone has access to and is checking their new board email.
  1. Schedule Susan’s evaluation
  1. Use the current HOS and FD job descriptions for her evaluation.
  2. Nate, Chad, and Kathy S. will meet to put together an evaluation of Susan and upload it to the Google Drive for review.
  3. All board members need to review and comment on Susan’s evaluation.
  4. Future Agenda Item - approval of Susan’s evaluation at the June 29th board meeting.
  1. Plan for making up Technical Assistance credits for grant requirements
  1. Susan will find out exactly what we need to meet our credits for the grant and what we can get credit for (Julie and Kathy S attending conference; JenniLynn and Kathy C completing board modules, etc.)
  1. Prioritize Pending Projects / Unfinished Business
  1. Find a new building
  2. Strategic Plan
  3. Board Task Calendar
  4. Annual Appeal
  5. Policies

  1. Budget & Financial Oversight Committee
  1. Bonus pay for staff
  1. It is the recommendation of the Budget & Financial Oversight Committee that all bonuses be granted at 100 percent to the staff.  Board agreed.
  2. Susan’s bonus will be determined following her evaluation.

  1. Head of School
  1. Report
  2. SAC Report
  1. Parent Survey results - do we re-send?
  1. No need to resend.  The survey responses provide the information the SAC committee needed.  Another survey is scheduled to go out in January.
  1. Other SAC issues?
  1. Review STAR testing results
  2. Review UIP Goals
  3. Approval of changes to Employee Handbook
  1. Susan will implement discussed changes to the Employee Handbook and resend it, via email, to the board.
  2. All board members need to review the Employee Handbook.
  3. Future Agenda Item - Approve the Employee Handbook (July)

  1. Interim Finance Director
  1. Report
  2. Review May Financial Statements
  1. All board members should consider donating to the school before June 30th.  Our goal is to have 100 percent of board members donating to the school in addition to their volunteering.  Make checks payable to CKMS.
  1. Review of IRS audit
  1. Articles of Incorporation need to be amended.
  2. Nate will amend the Articles of Incorporation, upload them to the drive, and present it at the June 29th meeting for approval.

  1. Nominations Committee
  1. Report
  2. Update BOD terms in bylaws
  1. Julie will update the bylaws and upload them to the drive for review.
  2. All board members need to review and comment on bylaws.
  3. Future agenda item - Approve amended bylaws (June 29th)
  1. Process for recruiting community members for Committee membership
  1. Ad Hoc Screening Committee for Finance Director
  1. Report
  2. Schedule
  1. Once the interviews are complete, Susan will make a recommendation to the board.  The board will then decide how to move forward.

  1. New Business
  1. Building and Location Update
  1. Dustin Jones, School House Solutions
  1. Julie and Susan (any others are also invited) will meet with Dustin tomorrow to tour the current building and the Justice building.
  2. A follow-up meeting will be arranged to present the findings.
  1. Thank you cards for Ad Hoc Committee for HOS

  1. Shared Board Information
  1. Fundraising Committee is tasked with creating separate fundraising policies for each school.  Present the policies to the boards for approval.

  1. Calendaring – BOD President
  1. Upcoming events
  1. Special Board Meeting, June 29th at 5:30 pm (may participate by telephone)
  1. Kathy C will set up the conference call for the Special Board Meeting.  If you are not going to be there, let Kathy know and she will text you the call in number and access code.
  1. Next BOD meeting
  1. 07.18.16 at 6:30 pm at Children’s House

  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

  1. Review all Action Items – Tamia
  1. Next Montessori Moment: Chad
  2. Nate, Chad, and Kathy S. will meet to put together an evaluation of Susan and upload it to the Google Drive for review.
  3. All board members need to review and comment on Susan’s evaluation.
  4. Future Agenda Item - approval of Susan’s evaluation at the June 29th board meeting.
  5. Susan will find out exactly what we need to meet our credits for the grant and what we can get credit for (Julie and Kathy S attending conference; JenniLynn and Kathy C completing board modules, etc.)
  6. Susan will implement discussed changes to the Employee Handbook and resend it, via email, to the board.
  7. All board members need to review the Employee Handbook.
  8. All board members should consider donating to the school before June 30th.  Our goal is to have 100 percent of board members donating to the school in addition to their volunteering.  Make checks payable to CKMS.
  9. Nate will amend the Articles of Incorporation, upload them to the drive, and present it at the June 29th meeting for approval.
  10. Julie will update the bylaws and upload them to the drive for review.
  11. All board members need to review and comment on bylaws.

  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. Implementation of Google for Education - July
  6. Approval of Evaluation - June (moved to June 29)
  7. Approval of Fundraising Policy and Fundraising Form - June (moved to July)
  8. Approval of Susan’s evaluation - June 29
  9. Approve the Employee Handbook - July
  10. Approve amended bylaws - June 29
  11. Approve amended Articles of Incorporation - June 29

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

  1. Adjournment: JenniLynn moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 8:53 pm.

Prepared by Tamia Hurst, BOD Secretary

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