Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Meeting

02.08.16 at 6:00 pm – 25 N. Beech

BOD Approved on 03.21.16

  1. Call to Order: Tamia called the meeting to order at 6:15 pm.

  1. Roll Call: Nate Seeley, President; JenniLynn Lawrence, Vice President; Tamia Hurst, Secretary; Chad Fish, Treasurer; Julie Suckla, Member; Kathy Stemmler, Member; Susan Likes, Financial Director, Alexia Hudson, CHD

Absent from BOD: None

Staff:Caitlin Munroe, John Whitehead, Cassy Whitehead, Lindsay Wilwol

Community Members: Rob Lee, Consultant; Wendy Daniel

  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

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

  1. Approval of the 01.18.16 minutes: Julie moved to approve the minutes as written, seconded, no discussion, approved unanimously.  Motion carried.

  1. Approval of Agenda: Julie moved to approve the agenda with the following changes: Move “Reports and Discussions” directly after item VII. Consent Agenda and move “Discussion with Rob Lee” following “Calendaring”.  Motion seconded, no discussion, approved unanimously. Motion carried.

  1. Community Member Forum - no discussion

  1. Consent Agenda - n/a
  2. Reports and Discussions:

  1. Building and Location Committee
  1. Report on status of our location for next year - Julie
  1. We can stay in our current location for another year.
  2. We are on Re-1’s agenda for tomorrow’s meeting; Julie and Nate will attend.
  3. Julie has been in contact with Alex Carter regarding the Downey Building and is waiting to hear back on a cost and time frame.
  4. Outcome of Lake View - due to a property line adjustment, the existing property will not accommodate our needs and also cuts into the needed outside space.
  5. Consideration of medical plaza on Market - Julie will look into it, but the availability date is beyond our immediate need.

  1. Ad Hoc Screening Committee
  1. Report - Kathy gave a verbal report
  1. Kathy sent out a matrix for the screening committee - still waiting on a few responses.
  2. Kathy would like to make sure this position continues to be posted and asked Susan (and Mona) for their assistance.
  1. Kathy asked for other suggestions:
  1. Caitlin suggested emailing it to all Montessori establishments nationwide.
  2. Rob Lee suggested the following: Public School Montessorian, various Job Fairs in Colorado, State Charter School Fair in Denver.
  1. Julie: email Mona the video link to put on our website.

  1. Discussion regarding target student enrollment numbers for next year
  1. Tamia reported on the status of the 2016-2017 Lottery.
  1. We currently have 10 students on our wait list for upper/lower elementary.
  2. We offered 7 student's placement at CH.
  1. Although waiting for answers on facilities, our CHD is needing direction on how many preschool students she can take.
  1. Alexia will continue to work closely with the Finance Committee on this issue.

  1. New Business
  1. The board thanked the staff for being in attendance and for the way they are handling the transition.
  2. The teachers were asked if they are being approached by parents regarding concerns for our school:
  1. A handful of parents have expressed concern/asked questions regarding location and safety, but most questions are concerning the leadership in our school.
  2. The teachers have addressed these concerns to the best of their knowledge.
  3. The board will continue to give monthly “BOD Updates” in the Kiva Kids Newsletter.
  1. Tamia reminded the teachers that all BOD minutes are available on the website, usually within 48 hours of the meeting.
  1. The lead teachers have decided to attend the board meetings so as to understand more about what is going on in our school.
  1. Rob Lee suggested having a standing line item on the agenda for staff.
  2. Tamia: revise the Agenda Template to include a standing line item for staff.

  1. Shared Board Information
  1. n/a

  1. Calendaring – BOD President
  1. Upcoming events
  1. February 9, 2016 at 6:30 pm, RE-1 Work Session
  2. February 10, 2016 at 6 pm, BOD Work Session - Speed of Trust with Rob Lee
  1. Tamia: updated our website to reflect the 02.10.16 meeting.
  1. February 19, 2016 at 10 am,  Finance Committee Meeting
  2. February 19th - Meeting with Tony has been cancelled
  1. Tamia: updated our website to reflect the meeting cancellation.
  1. Next BOD meeting
  1. Monday, March 21, 2016 at 6:30 pm

  1. Discussion with Rob Lee
  1. Rob’s verbal report:
  1. Communication and meetings with Re1 personnel.
  1. Positive interaction regarding transition for our 8th graders.
  2. Rob will meet with CMS principal to discuss opportunities/activities available to our middle school students.
  3. Due to Re1’s current situation with their Superintendent, they are unable to help with our administrative and HR needs at this time.
  1. Rob has met individually with some of our staff and will continue to meet with the rest of our staff before returning to Cedar.
  2. Rob’s proposed schedule for March:
  1. March 7, 8 - Have a group of teachers from Cedar City observe our school.
  2. March 9 - Have John, Cassy and Lindsay travel with the teachers to Cedar City.
  3. March 10, 11 - Have our teachers observe the school in Cedar City.
  1. Susan: Assure coverage for our staff is arranged for March 10-11.
  1. Rob resolved some of the main concerns regarding special needs, RTIs, etc.
  1. Ursula has been given more hours at the school.
  1. Make sure that Rob’s understanding of his roles and responsibilities are aligned with the Board’s expectations.
  1. Rob is willing to work for the board in an effort to assist with this transition period.
  2. Rob can’t solve immediate problems or be the interim HOS.
  3. Rob would like to focus more attention on training the staff.
  4. Rob mentioned that we need someone on site to quickly assess the situation.
  5. We need to take advantage of Jennifer’s skill set and her verbal agreement to help us. If a teacher and parent are needing to meet over a sensitive issue, call Jennifer to mediate.
  6. Rob has been communicating with the staff via email resolving their concerns, answering questions, etc.
  1. Set out the schedule for staff training. - discussed previously
  2. Develop an action plan to ensure that there are always three adults outside for drop-off and pick-up.
  1. Susan assured us that there are always 3 adults present.  Always!
  2. Lengthy discussion around pickup and how to make it more safe and efficient.
  1. Concerns expressed regarding students safety and parents who are not following drop-off and pick-up procedure; including parking in front of businesses and using the drop-off zone inappropriately.
  2. Rob’s suggestion would be to assign each student a number, have all students meet in a central location, have staff members use radios to communicate whose ride is available, and then have that student exit the building and be escorted to their ride.
  1. Discussions surrounding the best way to balance class size vs. students needs vs. teachers needs, etc.
  1. Rob suggested that we look hard at our numbers...
  1. There may be wonderful programs that the school offers, but the academics have to be met first!
  2. Focus on your mission and vision.
  3. Avoid hiring teachers that aren’t trained in Montessori.
  1. Don’t ask the staff to do more than we are paying them for...don’t burn them out!
  2. You want your assistants to become your next leads.
  3. Rob assured us that many of these issues are simply due to being the “new” school.  Students will normalize and the anxiety will settle with time.
  1. Executive Session for discussion of personnel matters, if required CRS 24-6-402(4)(f).

  1. Status of previous meeting’s action items – Tamia
  1. See Elementary/Middle School BOD Action Items for 01.18.16
  1. Development Committee: Create a strategic plan for fundraising/spending… “Financial Summit”.
  2. Susan: Follow-up with Re1 on their opt-out policy and distribute the policy to our students. (Waiting for Re1 to approve the policy)
  3. JenniLynn, Julie: Finalize Bylaw amendments.
  4. Julie: Contact Durango Charter.
  5. Susan: Draft absence policy.

  1. Review all Action Items – Tamia
  1. Next Montessori Moment – Julie
  2. Julie: email Mona the video link to put on our website.
  3. Tamia: revise the Agenda Template to include a standing line item for staff.
  4. Tamia: updated our website to reflect the 02.10.16 meeting.
  5. Tamia: updated our website to reflect the meeting cancellation.
  6. Susan: Assure coverage for our staff is arranged for March 10-11.

  1. Items for Future Agenda(s)
  1. Facilities Layout for 2016-2017 - TBD
  2. Curriculum Committee: create an agreement for pre-assessment for the 2016-17 school year.  Talk with Karleen Walton. – August
  3. Financial Policies and Procedures – TBD
  4. Approval of Community Goals and Expectations – TBD

  1. Executive Session – Recorded on Tamia’s iphone
  1. At 8:47 pm Nate moved to enter into Executive Session according to C.R.S. 24-6-402 (4)(f) for personnel matters.  Nate stipulated that the E/M S Board and Rob Lee be in attendance.  Motioned seconded, approved unanimously.  Motion carried.
  2. Nate moved to exit out of Executive Session at 9:42 pm.  Motion seconded, approved unanimously.  Motion carried.

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

Prepared by Tamia Hurst, BOD Secretary

Page  of