MINUTES

Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Special Meetings

10.02.18 at 3:30 pm – Children’s House, 1204 E Empire

BOD Approved on 10.22.18

  1. Roll Call: Stacey Weyand, Vice President; Tamia Hurst, Secretary; Cayce Hamerschlag, Treasurer; Holley Christensen, Member

Absent: Kelli Jackson, President

Staff: Urulu Yazzie

Invited guests: Ricky Lightfoot, Kiva Building Corp President

Community Members: Emily Wisner, Jordan Meyers, Melissa Gould, Lisa Allee

  1. Work Session Re: Budget
  1. Discussion regarding budget.  In order to make up the budget shortfall, the following adjustments were made:
  1. $20k for utilities
  2. TABOR was actually in the budget, but overlooked = $28k
  3. Typo of $35k
  4. All soft money removed
  5. Reduced classroom budget / supplies
  6. Honored requested staff changes
  7. Additional staff changes
  8. Note, we did not change fringe benefits
  9. Note, we have a scheduled fundraiser in October
  10. Possible grant opportunity of $1500 - Ricky Lightfoot

  1. Call to Order - Special Meeting
  1. Stacey called the meeting to order at 6:07 pm

  1. Roll Call: Stacey Weyand, Vice President; Tamia Hurst, Secretary; Cayce Hamerschlag, Treasurer; Holley Christensen, Member

Absent: Kelli Jackson, President

Staff: Urulu Yazzie

Community Members: Jordan Meyers, Melissa Gould, Ricky Lightfoot

        

  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.

  1. Motion to Adopt Agenda - Tamia moved to approve the agenda with the correction of the Executive Session (if needed) being placed after New Business.  Motion seconded.  No discussion.  All in favor of the motion.  Motion carried.

  1. Community Member Forum: Community members may use this time to speak to the board; three minute time cap please.  For discussion(s) that may take more time please email the board at bod@kivacharter.org.
  1. No comments.

  1. Staff Comments: three minute time cap please.  For discussion(s) that may take more time please email the board at bod@kivacharter.org.
  1. No additional staff.

  1. Discussion:

  1. Budget, needs approval
  1. Cayce moved to approve the preliminary budget for Re1: 18-19 Budget after corrections New Student Count with Explanation 10.02.18.  Motion seconded.  No discussion.  All in favor.  Motion carried.

  1. Requested Information from Re1
  1. Urulu: submit the following documents to Re1 by October 3rd:
  1. Revised 1-year and 3-year budget.
  2. A monthly cash-flow analysis for the remainder of 18-19.
  3. School’s lease with Children’s Kiva Building Corp.
  1. Tamia: begin to draft response to requested information from Re1, due by October 15 (try and complete prior to October 9th meeting with Re1).

  1. Requested Information from Auditor
  1. Cayce: follow-up with Susan to make sure all documents are prepared for auditor, including MD&A.
  2. Stacey: follow-up with CKBC regarding Engagement Letter for auditor.

  1. School calendar
  1. We will be closed on October 11th and 12th for classroom set up and PD.
  2. Cayce: provide Urulu, Linda, and John with the number of instructional contact hours necessary.
  3. Tamia: draft a letter to the Kiva Community regarding school closure on October 11th and 12th for professional development and classroom set up.  Include a reminder that due to the district’s closure on October 4th, 5th, and 8th, there will not be breakfast and lunch available.

  1. Community Member Forum: Community members may use this time to speak to the board; three minute time cap please.  For discussion(s) that may take more time please email the board at bod@kivacharter.org.
  1. No comments.

  1. New Business
  1. Current contracts on all employees
  1. Cayce: email Susan a request for updated contracts on all employees.
  1. Nomination process for board membership
  1. Lisa Allee and Melissa Gould both expressed interest in joining the board.
  2. Tamia: email Lisa and Melissa (melissagould@msn.com) the board member overview and application.
  1. Cayce: email Susan regarding the following: status of security grant, list of daily administrative responsibilities, and location of all school / board files.
  2. Reminder of all communication to the community, press, etc. are deferred to our Board President.
  3. School picture: Torrey Palmer is willing to take a school picture.  The board is willing to pay for this service.
  1. Tamia: send out an email to the staff regarding school picture.
  1. Formal Grievance submitted to the board.
  1. Tamia: email the individual regarding the formal grievance and invite them to either discuss it in an open meeting or an Executive Session on Tuesday, October 9th @ 7:15 pm.
  1. Tamia: contact Lori Haukeness regarding our meeting with the district.

  1. Executive Session: No longer applicable and not held.
  1. C.R.S 24-6-402 (4)(f) for personnel matters
  2. C.R.S 24-6-402 (4)(e) for developing strategy for negotiations, instructing negotiators, and determining positions relative to matters that may be subject to negotiations

  1. Items for Future Agenda(s) – BOD President
  1. Next work session
  1. Nothing assigned currently
  1. Master Calendar
  1. October, incorporated into the agenda
  2. November
  3. December
  1. Grievance Procedure
  2. Hiring Committee Report
  3. Re1 to present Annual Review of Charter - October
  4. Follow-up with nomination of board members

  1. Calendaring
  1. Upcoming Events
  1. Cortez Fire Station Dedication / Open House, October 12, 2018, 5 to 7 pm, 31 N. Washington St.
  1. Next BOD meeting(s)
  1. Special Board meeting on Tuesday, October 9, 2018 - 7:15 (Executive Session), 8 pm (Special meeting)
  2. Regular Board Meeting - 5:30 pm (Work Session), 7 pm (Regular Meeting) on Monday, October 22, 2018 at 601 N Mildred

  1. Review all current action items – Tamia (Added to Action Items 09.24.18)
  1. Urulu: submit the following documents to Re1 by October 3rd:
  1. Revised 1-year and 3-year budget.
  2. A monthly cash-flow analysis for the remainder of 18-19.
  3. School’s lease with Children’s Kiva Building Corp.
  1. Tamia: begin to draft response to requested information from Re1, due by October 15 (try and complete prior to October 9th meeting with Re1).
  2. Cayce: follow-up with Susan to make sure all documents are prepared for auditor, including MD&A.
  3. Stacey: follow-up with CKBC regarding Engagement Letter for auditor.
  4. Cayce: provide Urulu, Linda, and John with the number of instructional contact hours necessary.
  5. Tamia: draft a letter to the Kiva Community regarding school closure on October 11th and 12th for professional development and classroom set up.  Include a reminder that due to the district’s closure on October 4th, 5th, and 8th, there will not be breakfast and lunch available.
  6. Cayce: email Susan a request for updated contracts on all employees.
  7. Tamia: email Lisa and Melissa (melissagould@msn.com) the board member overview and application.
  8. Cayce: email Susan regarding the following: status of security grant, list of daily administrative responsibilities, and location of all school / board files.
  9. Tamia: send out an email to the staff regarding school picture.
  10. Tamia: email the individual regarding the formal grievance and invite them to either discuss it in an open meeting or an Executive Session on Tuesday, October 9th @ 7:15 pm.
  11. Tamia: contact Lori Haukeness regarding our meeting with the district.
  1. Adjournment - Stacey moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 8:20 pm.

Prepared by Tamia Hurst, BOD Secretary


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