MINUTES

Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Meeting

04.17.17 at 6:30 pm – 18 Beech Street

BOD Approved on 05.22.17

  1. Call to Order: Nate called the meeting to order at 6:35 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; Lindsay Wilwol, Caitlin Munroe, John Whitehead, Cassy Whitehead

Community Members: Brian Mason, Trena Murphy, Urulu Yazzie, Theresa Oakes, Rebecca Milholland, Alexia Hudson, Matt Clark, Alex Prime, Monica Marty, Shamai Buckel, Alessandra Barnhurst, Sara Parks, Cacey Hamerschlag, Gabi Morey

  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 – Chad

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

  1. Approval of the Previous Minutes
  1. 03.13.17 - Regular E/M S BOD Meeting Minutes
  2. 03.13.17 - Joint CH and E/M S Board Meeting Minutes
  3. 04.10.17 - E/M S BOD Executive Session Minutes

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

        

  1. Approval of Agenda: Kathy moved to approve the agenda as presented, seconded.  Discussion: removal of the consent agenda.  No further discussion. Motion approved unanimously.  Motion carried.

  1. Statement from BOD regarding recent events and communications within the school community.

  1. Community Member Forum
  1. Brian Mason - provide transportation, do not compare ourselves to Re1.
  2. Shamai Buckel - suggested the board engage at least one of the parents who signed the letter and also add a third joint board member.  Consider hiring a Montessori Curriculum Director as originally budgeted in the Founding Committee’s budget.
  3. Matt Clark - expressed concern over comparing our students test scores to others.
  4. Alex Prime - supports the signed letter, emphasised the importance of staying true to Montessori philosophy.  Encouraged us to look to parents/families as resources.
  5. Cayce Hamerschlag - supports the signed letter.  Expressed that the Kindergarten Transition Meeting was a huge disappointment with the lead teacher announcing her resignation to the parents.
  6. Alessandra Barnhurst - supports the signed letter, expressed concern over the loss of good teachers.
  7. Caitlin Munroe - grateful that voices are being expressed and heard.
  8. Monica Marty - supports the signed letter, wants to learn and be involved more. Shared frustration of losing good staff, wants to know how to create a culture to keep good staff.

  1. Staff Comments
  1. No Comments

  1. BOD Task Calendar
  1. Conditional use permit review and renewal for Beech Street (2017-18, 2018-19...any further is a new permit) - Complete
  2. District Charter Contract (June 30, 2018) - In Process
  3. Purchased services renewal - E/MS / CH MOU for Kindergarten services - Moved to FD
  4. Send out 360 Reviews for HOS and FD (for end-of-year review) - Revision of Documents In Process

  1. Reports:

  1. BOD President -  Nate
  1. Report
  2. Need to determine new time and/or date for Board meetings
  1. 4th Monday at 5:15 pm.
  2. Tamia: update website to reflect new meeting day/time.
  3. Tamia: draft BOD calendar.
  1. Schedule BOD Governance Training
  1. Susan: see if Tony is available on May 22nd for a board training.
  2. Western Slope Combined Seminar, Durango, May 5 from 9 to 3 pm.
  1. Register before May 4th, cost is $25
  2. Tamia: create and send out a Google Form for Western Slope Combined Seminar.

  1. Budget & Financial Oversight Committee - Chad
  1. Report
  2. Discussion regarding transportation.
  1. Chad or Susan: share transportation discussion with Aaron.
  2. Aaron: look into the cost of transportation.
  1. Nate: create a “Budget Wish List” and place it in the E/M S Board of Directors folder.

  1. Head of School - Susan
  1. Report
  2. School Calendar for 2017-18
  1. Draft calendar is uploaded to the Drive.
  2. Future Agenda Item - School Calendar (May)
  1. Financial Procedures Manual
  1. Future Agenda Item - Financial Procedures Manual (May)
  1. Monthly reports from committees for the Kiva Kids Newsletter
  1. SAC - 2nd Sunday of the Month - John Whitehead
  2. PTO - Meeting Notice 1st Sunday, Report 2nd Sunday - ?
  3. Building and Location Committee - After Each Meeting - Stacey Weyand
  4. Budget and Financial Oversight - 3rd Sunday - Chad Fish
  5. Curriculum - After each meeting - Caitlin Munroe
  6. Board of Directors - 1st Sunday - BOD/Tamia Hurst
  7. Mission and Vision - 4th Sunday - ?

  1. Finance Director - Aaron
  1. Report
  2. Approval of Supplemental Budget
  1. Future Agenda Item - Approval of the Supplemental Budget (May)
  1. Purchased Services / MOU with CH renewal
  1. Susan, Aaron, and Alexia have been working on this document and have it ready to sign.
  1. Aaron asked if insurance coverage continues at current coverage or current monetary amount.  Renewal in June.
  1. Susan and Aaron: present insurance options to the staff and come back to the board with a recommendation.
  2. Future Agenda Item - Insurance for employees (May)

  1. Building and Location Committee - Stacey
  1. Report
  1. Mission and Vision Committee - Kathy
  1. Report
  2. Request to review / adopt Community Goals and Expectations document
  1. All BOD: Review and provide feedback on the Community Goals document by Sunday, May 23rd.  Use the document located in the Board Packet for Upcoming Meetings / E/M S / Community Goals with Feedback.
  2. Future Agenda Item - Approval of Community Goals - Original Document (May)
  1. Fundraising Committee - Kathy
  1. Report
  1. Additional Committee(s)
  1. Report - no additional reports

  1. External Networking Report(s)
  1. Nothing to report.

  1. New Business
  1. Tamia: hyperlink the letter from the BOD to the meeting’s minutes.

  1. BOD Report to Kiva Kids Newsletter
  1. We extend our appreciation to our Kiva community for their support at both the Planning and Zoning Meeting earlier this month and also at our recent board meeting.  Your presence, input, and passion are what makes our school such a great place.  Upcoming meetings to be aware of:
  1. City Council meets on Tuesday, April 25th - it is anticipated that the City will review our conditional use permit for 2306 and 2310 E. Empire.  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.  Please note, that regardless of the outcome of the meeting, there are still many, many hurdles to cross and decisions to make as to whether or not this is the best place for our school.
  2. The next board meeting, unless posted otherwise, will be held on Monday, May 22, 2017 at 5:15 pm., please note the new time. Our meetings are always open to the public.

  1. Shared Board Information
  1. CH is waiting for approval of our academic calendar prior to approving their calendar.

  1. Community Member Additional Forum: Community members may use this time to speak to the board; three minute time cap please.
  1. Brian Mason - gather input from the community on BOD meeting time.  Consider working with Battle Rock concerning transportation.  Why was diversity added last to the Community Goals and Expectations?
  2. Shamai - Montessori Touchstones have been used in board evaluations.  The board needs to adopt the document.
  3. John - follow-up report on Kiva Cafe, students have raised over $600 and will use the funds to take a trip to Albuquerque to visit various museums.
  4. Matt - how will the board engage parents as a whole?  How will the board communicate moving forward?
  5. Teresa - uncertain as to what is going on regarding referenced letter from parents and would like to be more informed.
  6. Shamai - parents want more dialogue!  Why is Ms. Lindsay leaving?
  7. Lindsay - willing to present to the board her reasons for leaving.  She want to see the school succeed.
  8. Gabi - supports the signed letter.  Concerned about losing Ms. Lindsay, can the board interview Lindsay before it's an “exit” interview?
  9. Cassy - suggested interviewing staff who are staying.

  1. Calendaring – BOD President
  1. Upcoming events
  1. The Science of Fine Arts Fair, April 20th from 6 to 7 pm
  2. City Council, April 25th, pending
  3. Spring Program, MCHS, May 18th
  1. Next BOD meeting
  1. 05.22.17 @ 5:15 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. Nate: contact JenniLynn regarding an updated HOS Job Description. Contact made, waiting for docs.
  5. Chad: contact Kathy S. regarding an updated HOS Job Description.
  6. Chad: document on External Networking Report spreadsheet.
  7. Nate and Chad: edit the evaluation document to reflect a more effective way to record results/comments for each section.
  8. Susan: update and present the Financial Procedures manual to the BOD in April.
  9. Stacey: add CLC conference contacts to the External Networking spreadsheet. In Process

  1. Review all Action Items – Tamia
  1. Next Montessori Moment: Kelli
  2. Tamia: update website to reflect new meeting day/time.
  3. Tamia: draft BOD calendar.
  4. Susan: see if Tony is available on May 22nd for a board training.
  5. Tamia: create and send out a Google Form for Western Slope Combined Seminar.
  6. Chad or Susan: share transportation discussion with Aaron.
  7. Aaron: look into the cost of transportation.
  8. Nate: create a “Budget Wish List” and place it in the E/M S Board of Directors folder.
  9. Susan and Aaron: present insurance options to the staff and come back to the board with a recommendation.
  10. All BOD: Review and provide feedback on the Community Goals document by Sunday, May 23rd.  Use the document located in the Board Packet for Upcoming Meetings / E/M S / Community Goals with Feedback.
  11. Tamia: hyperlink the letter from the BOD to the meeting’s minutes.

  1. Items for Future Agenda(s)
  1. Previous and current month’s BOD Task Calendar
  2. Strategic Plan - February 2017
  3. Renew lease agreements - Spring
  4. Kathy and Stacey to report on the CLC Conference - April 2017
  5. Review MOU between CH and EMS for kindergarten the following year - April 2017
  6. School Calendar - May 2017
  7. Financial Procedures Manual - May 2017
  8. Approval of the Supplemental Budget - May 2017
  9. Insurance for employees - May 2017
  10. Approval of Community Goals - Original Document - May 2017

  1. Executive Session – C.R.S. 24-6-402 (4)(a) considering the purchase, acquisition, lease, transfer, or sale of any real, personal, or other property interest AND C.R.S. 24-6-402 (4)(e) determining positions relative to matters that may be subject to negotiations; developing strategy for negotiations; and instructing negotiators.
  1. Recorded on Tamia’s IPhone
  2. At 8:44 pm Kelli moved to enter into Executive Session according to C.R.S. 24-6-402 (4)(f) for personnel matters.  Nate invited all E/M S BOD members and Susan Likes, HOS, to be in attendance with no other persons invited to attend.  Motioned seconded, no discussion, approved unanimously.  Motion carried.
  3. Kathy moved to exit out of Executive Session at 9:34 pm.  Motion seconded, no discussion, approved unanimously.  Motion carried.  No action was taken during the Executive Session.
  4. At 9:36 pm Stacey moved to enter into Executive Session according to C.R.S. 24-6-402 (4)(a) considering the purchase, acquisition, lease, transfer, or sale of any real, personal, or other property interest AND C.R.S. 24-6-402 (4)(e) determining positions relative to matters that may be subject to negotiations; developing strategy for negotiations; and instructing negotiators.  Nate stipulated that all E/M S BOD members and Susan Likes, HOS, be in attendance with no other persons invited to attend.  Motioned seconded, no discussion, approved unanimously.  Motion carried.
  5. Stacey moved to exit out of Executive Session at 10:33 pm.  Motion seconded, no discussion, approved unanimously.  Motion carried.  No action was taken during the Executive Session.

  1. Adjournment: Chad moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 10:33 pm.

Prepared by Tamia Hurst, BOD Secretary

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