MINUTES

Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Meeting

09.19.16 at 6:30 pm – 18 N. Beech

BOD Approved on 10.17.16

  1. Call to Order: Nate called the meeting to order at 6:34 pm.

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

Absent from BOD: JenniLynn Lawrence, Member

Staff: Susan Likes, HOS; Aaron Knox, FD, John Whitehead, Cassy Whitehead

Community Members: Rebecca Milholland, 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 – Susan

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

  1. Approval of the Previous Minutes
  1. 08.15.16 - Regular Meeting

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 as presented, seconded, no discussion, all approved.  Motion carried.

  1. Community Member Forum
  1. Rebecca Samulski came to observe the way the board operates and show her support for the school.  Rebecca reminded the board of the PTO Yard Sale this coming Saturday.

  1. Staff Comments
  1. John presented on a community service project called Heifer International with a current program running called Read-to-Feed.  The money raised will go toward the purchase of cows for families in East Africa.  A current donor is willing to match any funds raised through January 31, 2017 up to $50k.  John proposed that during the book fair, on Wednesday, October 19th, the school hold a read-a-thon and have students raise money for this community project.
  1. Board question: What percentage of the funds raised go toward the actual purchase of a cow?
  1. 75% of the money goes toward cause with 25% going toward overhead.
  1. The board gave John and the school their blessings on moving forward with the project.

  1. Reports:

  1. Board President (Nate)
  1. Letter of Resignation from JenniLynn
  1. The board sadly accepted JenniLynn’s resignation and thanks her for her service.
  1. Need a plan to complete Board training by September 30
  1. Susan: email webinars to Kathy, Julie, and Nate
  1. Budget & Financial Oversight Committee (Chad)
  1. Report
  2. Resolution to add Susan Likes as a signatory on our accounts: Children’s Kiva Montessori Charter School
  3. Resolution to grant Aaron Knox ability to make informational requests regarding our accounts: Children’s Kiva Montessori Charter School
  4. Resolution regarding DSB Change in Terms Agreement - signed by both Nate and Tamia.
  1. Kathy moved to approve the resolutions as presented and signed by Tamia Hurst, Secretary and Nathaniel Seeley, President on 09.19.16.  Motion seconded, all in favor.  Motion carried.
  2. Tamia: provide Aaron with a hard copy of the signed resolutions.
  3. Tamia: submit resolutions to DSB by 09.20.16.
  4. All signatories: sign new signature cards at DSB by 09.26.16.

  1. Head of School (Susan)
  1. Report
  1. Replacement of Mary Jo Standard - Susan is currently working on this.
  2. Enrollment  - Susan continues to meet with interested families.
  3. Transition Plan for Upper El - Susan has been in communication with the surrounding schools.
  1. Chad: provide Susan with contact information for GOAL Academy.
  1. Opt-out form and info sheet
  1. The board gave Susan their blessings on sending the information to the families and presenting it at Philosophy Night.
  1. Service project - Read-A-Thon
  1. See notes from “Staff Comments”

  1. Finance Director (Aaron)
  1. Report
  2. The board will support Aaron in upcoming trainings as he sees beneficial.

  1. SAC Committee - Susan
  1. Report
  2. We need a board member on the committee
  1. Meetings are held the 1st Tuesday of every month at 4 pm
  1. Chad would be willing to sit on the Curriculum Committee if they could meet at a convenient time for him.
  1. Fundraising Committee - Kathy
  1. Report
  1. Lowe’s grant - assists with permanent improvements.  Kathy passed the information on for Susan to review.
  2. Annual Appeal
  1. All BOD Members: make a list of 3 to 5 contacts for the Annual Appeal by the October BOD meeting.
  2. Utilize existing Annual Appeal letters and experience/knowledge of CH.
  3. Utilize existing spreadsheet of past donors.
  4. Susan: begin the Annual Appeal documents and upload to the Google Drive for review.
  1. Book Fair
  1. Scholastic brochures will go out to families soon
  2. Additional ideas to promote sales:
  1. Book Talk
  2. Lunch with a loved one
  3. Decorate a pumpkin like your favorite book character
  1. Second reading and final approval of new fundraising policy
  1. Tamia moved to approve the second reading and final approval of the Fundraising Policy.  Motion seconded.  Discussion: correction of the name and date made by Julie.  All in favor.  Motion carried.
  2. Tamia: hyperlink the Fundraising Policy to our website.
  1. Nominations Committee - Julie
  1. Report
  2. Tamia recommended Stacey Weyand for nomination to the board.
  1. Tamia: contact Stacey and begin the application process.
  1. With two board members recently resigning, we are looking to have new board members fill the current vacant seats.
  2. Chad: reach out to community member for consideration to the board.
  3. Julie: reach out to current parent for consideration to the board.
  4. Julie: create a potential future board membership spreadsheet.
  1. Building and Location Committee - Julie
  1. Update on status of Justice Building
  1. No decisions have been made with the building as of yet
  2. County said they would test for asbestos
  3. Chad suggested that the testing also include lead, etc.
  1. Rebecca Samulski is interested in serving on the Building and Location committee
  2. Julie: add Rebecca Samulski to the Building and Location Committee list.

  1. New Business
  1. Susan met with Lori Haukness; great meeting.

  1. Shared Board Information
  1. Stats regarding donations - Gabi
  1. 31% of donations are given in December
  2. 12% of donations are given the last three days of the year
  3. Individuals are the largest donors with 71% of total giving, followed by foundations at 16%
  4. #1 reason why people give...they are asked!

  1. Calendaring – BOD President
  1. Upcoming events
  1. PTO Yard Sale - Saturday, September 24th
  2. Montessori Philosophy Night, September 27th at 6 pm
  1. Next BOD meeting
  1. 10.17.16 at 6:30 pm

  1. Status of previous meeting’s action items – Tamia
  1. Development Committee: create a strategic plan for fundraising/spending… “Financial Summit

  1. Review all Action Items – Tamia
  1. Next Montessori Moment - Kathy
  2. Susan: email webinars to Kathy, Julie, and Nate
  3. Tamia: provide Aaron with a hard copy of the signed resolutions.
  4. Tamia: submit resolutions to DSB by 09.20.16.
  5. All signatories: sign new signature cards at DSB by 09.26.16.
  6. Chad: provide Susan with contact information for GOAL Academy.
  7. All BOD Members: make a list of 3 to 5 contacts for the Annual Appeal by the October BOD meeting.
  8. Susan: begin the Annual Appeal documents and upload to the Google Drive for review.
  9. Tamia: hyperlink the Fundraising Policy to our website.
  10. Tamia: contact Stacey and begin the application process.
  11. Chad: reach out to community member for consideration to the board.
  12. Julie: reach out to current parent for consideration to the board.
  13. Julie: create a potential future board membership spreadsheet.
  14. Julie: add Rebecca Samulski to the Building and Location Committee list.

  1. Items for Future Agenda(s)
  1. Curriculum Committee: create an agreement for pre-assessment for the 2017-18 school year.  Talk with Karleen Walton. – August 2015
  2. Financial Policies and Procedures – TBD
  3. Approval of Community Goals and Expectations – TBD
  4. Annual Appeal “Ask” List - October
  5. Annual Appeal Packet Review - October

  1. Adjournment: Nate moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 8:33 pm.

Prepared by Tamia Hurst, BOD Secretary

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