MINUTES

Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Meeting

August 11, 2014 at 7:00 pm – Beech Street

  1. Call to Order: Julie called the meeting to order at 7:09 pm.

  1. Roll Call: Julie Suckla, President; Anna Cole, VP; Tamia Hurst, Secretary; Nate Seeley, Treasurer; Josh Warinner, ED; Susan Likes, BM; Alexia Hudson, CHD

Absent: Chris Babbs, Julie Bell

Community Members: Andrea Owens, E/M S Teacher

  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 - Alexia

Next Montessori Moment: Josh

  1. Approval of July 28, 2014 Minutes: Anna moved to approve the minutes as written, seconded, approved unanimously. Motion carried.

  1. Approval of agenda: Anna moved to approve the agenda with the addition of an Adhoc Tech Committee under New Business.  Motion seconded, approved unanimously.  Motion carried.

  1. Community Member Forum: Andrea thanked the board for sending her to the training.  She had a great experience and is very appreciative of the support in going.

  1. Status of previous meeting’s action items – Tamia
  1. See “Elementary/Middle School BOD Action Items – July 28, 2014”
  1. Alexia: train Tamia on how to upload minutes to the CH website.
  2. Finance Committee: draft a proposal (policy) regarding the use of funds with the checking account.
  3. Susan: put together a monthly cash flow report for the board.  Run it past Josh and Alexia and then present it to the board in your next board report.
  4. All: review and highlight trainings that you are interested in and able to attend.
  1. Action Item – Tamia will update Action Items for July 28, 2014.

  1. Consent Agenda, not applicable

  1. Reports:

  1. BOD President – Julie
  1. Executive Committee Report
  2. Board Assessment Tool
  1. Action Item - Anna and Julie will review the documents that Josh was given and be in contact with the board.
  1. Monthly BOD/Admin Attendance at RE-1
  1. Action Item – Julie will attend the next meeting.
  2. Action Item – Tamia will create a schedule for RE-1 meetings and email it out.
  1. Travel expense policy, per deim determination
  1. Action Item – Josh and Susan will look into the legality of the spending against the grant.
  2. More information is needed before making a decision on a policy – future agenda item.

  1. Budget & Financial oversight Committee – Julie
  1. Report – no report
  2. Committee needs to meet to determine subsidy for Materials Fee
  1. Action Item – Tamia will email Josh and Susan the information collected so far on the Materials Fee.
  2. Action Item – Josh and Susan will review the information and make a decision regarding subsidy.
  1. Action Item – Finance Committee meeting will be held the first Monday of each month at 5:30 pm.  If the Monday falls on a holiday, it will be held the following Tuesday.
  2. Action Item – Next Finance Committee will be held Tuesday, September 2nd at 5:30 pm at Beech St.
  1. Committee Members: Josh, Susan, Alexia, Chris, Chad, Julie S., Nate.
  2. Susan will set the agenda and run the meetings.

  1. Executive Director – Josh
  1. Report
  2. Action Item – Josh will resend his report.
  3. Set up third account with Dolores State Bank for the PTO.
  1. Action Item – Tamia will print off, sign and turn in the resolution with the signers as Josh, Susan, Cari Spoonemore (PTO President), Angi Seeley (PTO Treasurer).
  2. Anna moved to approve the resolution for opening a third account under Children’s Kiva Montessori School for the PTO.  Motion seconded; all approved.  Motion carried.
  3. The PTO will be responsible for all financial aspects of this account, including reconciliation.
  1. Storage Space/Shelving
  1. Anna mentioned that we budgeted for storage in year 2 grant spending.
  2. Andrea mentioned the immediate need for shelving.
  3. Action Item – Julie will pick up storage items from Andrea on Wednesday at 11 am.
  4. Action Item – Josh will send out an email to the community asking for shelving and assistance with moving storage items.
  5. Action Item – Josh will contact Chad Fish regarding trailers.
  1. Action Item – Each board member let Josh know what they are willing to contribute for school shirts by 9 am tomorrow.
  2. Purchase Order with Sam’s Club for lunch chairs/tables
  1. Sam’s Club does not accept PO’s.  We need to get a Sam’s Club credit card in order to make the $4,700 purchase and then get reimbursed from RE-1 through year 1 grant spending.  The PO cannot be transferred – already spent against year 1 grant.
  2. Action Item – Julie will get with Josh to procure a Sam’s Club credit card.
  3. Nate moved to authorize Josh to apply for a Sam’s Club credit card in the name of Children’s Kiva Montessori School, with Julie Suckla as the guarantor, for the use of a single purchase in the amount of $4700.  Once the transaction is paid in full, the credit card will be canceled.  Julie will keep the credit card in her possession.  Motion seconded, all approved.  Motion carried.

  1. Business Manager – Susan
  1. Debit Card Account and policy for use
  1. Susan would like to make sure there is a $500 cap on the use of the debit card and also require two signatures to transfer money in the account.  Board agreed.
  2. Action Item – Susan will create a Debit Card Use Policy and also check with the bank on the two signatures requirement.
  1. Check Signatures specimen – The board and Susan do not agree with this and cancelled the item.
  2. Approve purchase of visions module in the amount of $5805 with a $1500 annual renewal fee to be paid from the CCSP grant.
  1. Anna moved to approve the purchase of the District managed Visions Module with payment coming out of year 2 grant monies.  Motion seconded; all approved.  Motion carried.
  1. Quick Books for Mac $249.95
  1. Anna moved to approve the purchase of Quick Books for Mac in the amount of $249.95.  Motion seconded; all approved.  Motion carried.
  1. Lock Box/Safe for Petty Cash
  1. Board agreed for Susan to purchase this against year 2 grant.
  1. Additional Business
  1. Anna moved to approve the Pinnacle Workman Comp. as presented by Susan, seconded, approved unanimously.  Motion carried.
  2. Susan is continuing to work on Employment packets.

  1. Additional Committee Reports
  1. Policy/Enrollment – New Members
  1. Action Item – Tamia will send out an email to set up next meeting.
  1. Board Development – Training Schedule
  1. Action Item – Julie and Anna will review and send back out to the board.

  1. New Business
  1. Adhoc Tech Committee
  1. Action Item – Matt will take the lead on creating an Adhoc committee to focus on Google Docs, Website setup, etc.
  2. Action Item – Tamia will meet with Matt to create a list of “needs” for setting up a website.
  1. Anna mentioned the possibility of the PTO and Board taking turns providing meals for the teachers’ in-service.
  2. A training on developing facilities for new schools will be held in Denver on October 6th – who can attend?
  1. Action Item – Chad will look at his schedule and see if he can attend this meeting.
  2. Action Item – Josh will follow-up with Chad regarding the training.
  1. Action Item – Tamia will update and resend Agenda and Board Report templates; please disregard previous templates and only use the most current.
  2. Action Item – Anna will create a board documents page.
  1. Calendaring – Julie
  1. Upcoming events
  1. Open House/Back to School BBQ – August 14th 
  2. School Begins – August 18th 
  3. Finance Committee Meeting – Tuesday, September 2nd @ 5:30 pm at Beech St.
  1. Next BOD meeting
  1. Monday, September 8, 2014 at 7 pm at Beech St.

  1. Review all Action Items – Tamia

  1. Items for Future Agenda(s) – Julie
  1. Travel expense policy
  2. Updated Resolution/Signatures for account

  1. Executive Session – not held

  1. Adjournment: Anna moved to adjourn, seconded, unanimously approved.  Motion carried.  Meeting adjourned at 9:17 pm.

Prepared by Tamia Hurst, BOD Secretary

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