Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Meeting

Monday, January 30, 2017 at 6:30 pm – 18 N. Beech

BOD Approved on 02.13.17

  1. Call to Order: Nate called the meeting to order at 6:32 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; John Whitehead (until 6 pm), Cassy Whitehead (until 6 pm), Lindsay Wilwol, Caitlin Munroe

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 – Julie

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

  1. Approval of the Previous Minutes
  1. 12.12.16 - Regular Meeting

Julie moved to approve the minutes as written, seconded, no discussion, approved unanimously.  Motion carried.

  1. Approval of Agenda: Kelli moved to approve the agenda as presented, seconded, no discussion, all approved.  Motion carried.

  1. Community Member Forum
  1. No discussion

  1. Staff Comments
  1. No discussion

  1. Consent Agenda
  1. N/A

  1. BOD Task Calendar
  1. Financials
  2. Review of Taxes (990)
  3. Review BOD evaluation goals
  4. Annual BOD retreat/review policies as needed
  5. Begin planning annual budget

  1. Reports:

  1. BOD President -  Nate
  1. First reading of all existing but unadopted policies
  1. Assessment Policy
  2. Enrollment Policy
  1. Since we no longer hold a lottery, Susan and Tamia will work on rewriting an Enrollment Policy over the summer break.
  1. Exhibit B
  1. This document was part of our application and does not need approved.
  1. Kindergarten Scholarship Policy
  1. Adopt HOS and FD evaluation rubrics
  1. Kelli moved to adopt the HOS and FD evaluation rubrics.  Motion seconded.  No discussion.  All approved.  Motion carried.
  2. Nate: finalize the HOS and FD Evaluation Rubrics with BOD approval date.
  1. Strategic Plan
  1. Continue to brainstorm strategic plan.
  2. Kelli suggested that all staff have input into the strategic plan.
  1. Tamia: create an “All School” folder on the drive and make the “Strategic Plan Brainstorming” document available to all board and staff for review.
  1. Contingency Plan
  1. Susan has this plan in progress.
  1. Emergency Communication Plan
  1. Susan has a plan in place with a “calling tree” and a student notebook with all contact information.  Several notebooks are available throughout the school.
  2. Susan will continue to finalize the emergency plan.
  1. Card

  1. RE-1 Annual Review
  1. Susan gave a verbal review of Lori Haukeness’s visit.
  1. Annual RE1 Review, uploaded to the drive
  2. Opt-Out discussion

  1. Head of School - Susan
  1. Report
  2. Winter Star testing results and growth analysis
  1. Review document: uploaded to the drive
  1. Anti-Bullying Program and Policy for First Reading
  1. Susan: share bullying documents with parents.
  2. Re1 has a Bullying Policy already in place so we will not adopt our own policy.
  1. FERPA, FAPE and IDEA law and regulations
  1. Refer to these documents as needed.
  1. Julie inquired about the Property Tax Exemption application. The board agreed that Julie should move forward with the application.
  2. Spanish Materials - hold off replacing the materials until this summer, unless a Spanish teacher is hired this year.

  1. Finance Director - Aaron
  1. Report
  2. 2013-2014 Audit is finally complete

  1. Budget & Financial Oversight Committee - Nate
  1. Report
  2. Approve/Adopt most recent revision of current year budget
  1. Kathy moved to approve the “CDE 16-17 91 students 7th edition” budget.  Motion seconded, no discussion, all in favor.  Motion carried.
  1. Aaron: file the approved budget with Re1.
  1. Reviewed the “CDE 17-18 107 students Empire Draft” budget.

  1. Building & Location Committee
  1. Report
  2. Discussion of Building Corp
  1. Who will sit on the Building Corp?
  1. Nate and Julie will both look into other bankers who might be willing to sit on the Building Corp.
  1. The board resolves to engage legal counsel to form a Building Corp for purposes of acquiring and renovating a facility to house Children’s Kiva Montessori School as tenants; with the initial membership being Nate Seeley, Chad Fish, and Ricky Lightfoot.
  1. Kathy moved to approve the above resolution (X.f.ii.2), seconded.  Discussion: Tamia read the resolution a second time.  All approved.  Motion carried.
  1. Building and Location Committee
  1. Julie and Stacey will co-chair the Building and Location Committee with Kelli as a member at large.
  2. Adoption of letter to Mitchell Toms
  1. Kelli moved to adopt the letter to Mitchell Toms.  Seconded.  Discussion: minor edits were made to the letter.  All in favor.  Motion carried.

  1. Nominations Committee - Julie / Kelli
  1. Report
  2. Discussion of committee names / missions

  1. External Networking Report(s)
  1. Updates made to the “E/M S External Networking” document.
  2. Chad has networked among family members who are interested in creating a Montessori school.  He invited them to tour our school at any time.
  3. Kathy Clark encouraged new community members to consider observing our school as an alternative to home-schooling.

  1. New Business
  1. Name Plates - Tamia presented the quotes that Gabi received.  The board doesn’t feel it’s necessary at this time to spend money on name plates.  Tamia will use our logo and font and print off name plates.
  1. Tamia: create name plates for BOD meetings.

  1. BOD Report to Kiva Kids Newsletter
  1. The Board of Directors and the Building and Location committee are actively searching for a facility to accommodate our school for 2017-2018 school year.  We understand how important location is to our school community and we are carefully taking into consideration all aspects of ensuring a safe and engaging learning environment.

  1. Shared Board Information
  1. CH BOD will have their retreat on February 11, 2017

  1. Calendaring – BOD President
  1. Upcoming events
  2. Next BOD meeting
  1. 02.13.17 (note the date change due to holiday)
  2. 03.13.17 (note the date change due to Spring Break)

  1. Status of previous meeting’s action items – Tamia
  1. Development Committee: create a strategic plan for fundraising/spending… “Financial Summit”
  2. Tamia: meet with Stacey and Kelli to review: (i.) Modules, (ii.) Access to Google Drive, (iii.) Charter application.
  3. Stacey and Kelli: email Tamia a picture and short bio.
  4. Tamia: create a template for each committee to use.
  5. Kelly: look into the logistics of involving Re1 in our policies.
  6. Julie: follow-up with the CLC regarding rural regional meetings.
  7. Stacey: follow-up with Susan concerning insurance; specifically for Kindergarten students and their transportation to our school.
  8. Julie: update Committee List with dates of board membership.
  9. Nate: contact JenniLynn regarding an updated HOS Job Description.
  10. Chad: contact Kathy S. regarding an updated HOS Job Description.

  1. Review all Action Items – Tamia
  1. Next Montessori Moment: Kathy
  2. Nate: finalize the HOS and FD Evaluation Rubrics with BOD approval date.
  3. Tamia: create an “All School” folder on the drive and make the “Strategic Plan Brainstorming” document available to all board and staff for review.
  4. Susan: share bullying documents with parents.
  5. Aaron: file the approved budget with Re1.
  6. Tamia: create name plates for BOD meetings.
  1. Items for Future Agenda(s)
  1. Financial Policies and Procedures – Draft to Finance Committee
  2. Approval of Community Goals and Expectations – TBD
  3. Renew lease agreements
  4. Strategic Plan - February
  5. 2nd Reading of existing policies - February

  1. Adjournment: Kathy moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 9:07 pm.

Prepared by Tamia Hurst, BOD Secretary

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