MINUTES

Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Special Meetings

10.15.18 at 8:00 pm - Children’s House, 1204 E Empire

BOD Approved on 10.22.18

  1. Call to Order - Special Meeting
  1. Kelli called the meeting to order at 8:07 pm

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

Absent: None

Staff: Urulu Yazzie

Community Members: Jordan Meyers, Melissa Gould, Carter Pape, Ondrea Whitened

        

  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 as presented.  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 comments.

  1. Reports / Discussion:

  1. Interim HOS
  1. Proposal for Interim HOS
  1. Stacey moved to approve the proposal for Alexia Hudson-McGrath to be named as temporary Interim Head of School for Children's’ Kiva Montessori Elementary/Middle School.  Motion seconded.  Discussion: Children’s House Board of Directors made the same motion with the addition of a Memorandum of Understanding to be submitted within 10 days to the CH BOD.  No further discussion.  All in favor.  Motion carried.
  1. Cayce: provide responses to all inquiries we received regarding IHOS proposal.

  1. Finalize plan for Re-1
  1. Tabled to the end of the agenda. 

  1. Budget
  1. Discussion of revisions.
  2. It is the Finance Committee’s recommendation that the revised budget be approved.
  3. Approval of revised budget
  1. Stacey moved to approve the 18-19 Budget Children's Kiva (FinalX) as prepared for submission to Re1.  Motion seconded.  No discussion.  All in favor.  Motion carried.

  1. Requested Information from Auditor - Urulu
  1. Urulu is in contact with the Auditor to finalize our audit as quickly as possible.  He has been put in contact with someone from Battle Rock that is willing to walk him through the process.  He believes that he can have the audit complete by Thursday at the latest.  The MD&A is nearly complete.

  1. Grant submission approval
  1. 2018 Onward! grant submission for Health and Wellness as completed by Ricky Lightfoot.
  2. Stacey moved to approve the submission of the 2018 Onward! grant as submitted by Ricky Lightfoot and reviewed by the board.  Motion seconded.  No discussion.  All in favor.  Motion carried.

  1. Board Development Committee
  1. Jordan Meyers
  1. Cayce moved to nominated Jordan Meyers as a board member of Children’s Kiva Montessori Elementary/Middle School Board of Directors.  Motion seconded.  Discussion: Jordan’s term will end at the annual meeting in 07/2021.  All board members have reviewed their applications on the drive.  No further discussion.  All in favor.  Motion carried.
  1. Melissa Gould
  1. Tamia moved to nominated Melissa Gould as a board member of Children’s Kiva Montessori Elementary/Middle School Board of Directors.  Motion seconded.  Discussion: Melissa’s term will end at the annual meeting in 07/2021.  All board members have reviewed their applications on the drive.  No further discussion.  All in favor.  Motion carried.
  1. Tamia: follow-up with Jordan and Melissa with onboarding information and access to the drive.

  1. Hiring Committee - Cayce
  1. Report
  1. Cayce: draft a letter to reach out to former families.

  1. Communication to Kiva Community
  1. HOS interim
  1. Kelli: draft a letter to be sent to the Kiva Community.
  2. Tamia: email the letter to the Kiva Community.
  1. Staff restructuring - no discussion.

  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. Carter - inquired about access to the revised budget and the document to be submitted to re1 regarding our plan requirements.  Kelli will be in contact with Carter regarding his requests.
  2. Ondrea - inquired about the dual roles Alexia will be tasked with.
  3. Carter - requested to be placed on the parent email list.

  1. New Business
  1. Additional information for the Kiva Kids newsletter:
  1. Upcoming fundraiser
  2. Building Update
  1. Stacey gave a fire inspection update.  Chief Balfour is going to have all crew members walk through the building so they are aware of where students/teachers are at, at any given time.
  2. Stacey and Cayce reported on the Fire Station Open House.  Great turnout.
  3. Finalize Re1 Plan Requirements
  1. Finalized.
  2. Kelli: submit Re1 Plan Requirements to Re1 with attachments.

  1. Items for Future Agenda(s) – BOD President
  1. Next work session
  1. Grievance procedure
  2. Re1 documents, if applicable
  1. Master Calendar
  1. October, incorporated into the agenda
  2. November
  3. December
  1. Hiring Committee Report
  2. Re1 to present Annual Review of Charter - October 22nd

  1. Calendaring
  1. Upcoming Events
  1. Our Magical MoCo - Family Fun Night, October 25th at 5 pm at 601 N Mildred
  1. Next BOD meeting(s)
  1. Regular Board Meeting - 5:30 pm (Work Session), 7 pm (Regular Meeting) on Monday, October 22, 2018 at Children's House.

  1. Status of previous meeting’s action items - Tamia
  1. Stacey: provide the board with an email address for Crow Canyon. In process
  2. Stacey: follow-up with CKBC regarding Engagement Letter for auditor.  In Process
  3. Kelli: follow-up with Caitlin Munroe in writing within ten (10) days according to the Grievances procedure.
  4. Kelli: follow-up with Alexis Cosper in writing within ten (10) days according to the Grievances procedure.
  5. Urulu: finalize MD&A by Friday.
  6. Cayce: follow-up with a potential candidate for the board.

  1. Review all current action items – Tamia
  1. Cayce: provide responses to all inquiries we received regarding IHOS proposal.
  2. Tamia: follow-up with Jordan and Melissa with onboarding information and access to the drive.
  3. Cayce: draft a letter to reach out to former families.
  4. Kelli: draft a letter to be sent to the Kiva Community.
  5. Tamia: email the letter to the Kiva Community.
  6. Kelli: submit Re1 Plan Requirements to Re1 with attachments.
  1. Adjournment - Tamia moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 8:53 pm.

Prepared by Tamia Hurst, BOD Secretary


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