MINUTES

Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Regular Meeting

02.25.19 at 5:30 pm - Children’s House, 1204 E Empire

BOD Approved on 03.18.19

 

  1. Call to Order
  1. Stacey called the meeting to order at 5:33 pm.

  1. Roll Call: Stacey Weyand, Vice President; Tamia Hurst, Secretary; Jordan Meyers, Treasurer; Cayce Hamerschlag, Member; Melissa Gould, Member (via phone)

Absent from BOD: Kelli Jackson, President

Staff: Jon Orris, IHOS

Community Members: None

  1. Executive Session: pursuant to CRS 24-6-402(4)(e) to determine positions relative to matters that may be subject to negotiation and to instruct negotiators, specifically to have a board-only discussion of charter contract.
  1. Recorded on Tamia’s IPhone.
  2. At 5:35 pm Jordan moved to enter into Executive Session pursuant to C.R.S. 24-6-402 (4)(e) to determine positions relative to matters that may be subject to negotiation and to instruct negotiators, specifically to have a board-only discussion of charter contract. Motion seconded, no discussion.  Motion approved unanimously.  Motion carried.  Stacey stipulated that all current E/M S Board members and Jon Orris, IHOS, be in attendance with no other persons invited to attend.
  3. Jordan moved to exit out of Executive Session at 6:58 pm.  Motion seconded, no discussion.  Motion approved unanimously.  Motion carried.
  4. Note: no action was taken during the Executive Session.

  1. Call to Order - Regular Meeting at 7 pm
  1. Stacey called the meeting to order at 7:03 pm.

  1. Roll Call: Stacey Weyand, Vice President; Tamia Hurst, Secretary; Jordan Meyers, Treasurer; Cayce Hamerschlag, Member; Melissa Gould, Member (via phone)

Absent from BOD: Kelli Jackson, President

Staff: Jon Orris, IHOS; Urulu Yazzie, FD

Community Members: Angie Seeley, Angel Morris, Rebecca Milholland

  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 – Stacey

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

  1. Approval of the Previous Minutes
  1. 01.28.19 - Regular Meeting
  2. 02.05.19 - Executive Session
  3. 02.08.19 - Executive Session
  4. 02.11.19 - Special Meeting

Cayce moved to approve the minutes as written.  Motion seconded.  No discussion.  Motion approved unanimously.  Motion carried.

        

  1. Approval of 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
  1. How are the snow days going to impact our calendar?
  1. Cayce and Jon: present findings on calendar regarding snow days in the next Kiva Konnect.
  1. Are we going to have a Health Fair this year?
  1. Jon: ask the staff about a Health Fair.
  1. When are the state tests taking place and how are we preparing for them?  When will the results be available?
  1. Testing will begin after Spring Break.  The teachers are talking to the students about the tests and plan to do practice tests with the students.  We are also making sure the environment is set up properly for testing. The results will not be available right away, but as soon as they are provided to us from the State, we will share them.
  1. What was RE-1’s response concerning our Notice of Breach? What are we doing about enrollment?
  1. Both items are included on the agenda and will be discussed.
  1. A parent thanked the Board for all of their hard work and everything this school has provided for her child.

  1. Staff Comments
  1. No additional staff in attendance.

  1. Reports / Discussions:

  1. Update on Status of School
  1. RE-1 Presentation and Decision - Kelli (Stacey filled in)
  1. Recapped what RE-1 presented and decided.  Refer to Kiva Communication 02.22.19.  RE-1 also shared the electronic file of their presentation with us - it is available upon request.
  2. Note: E/M S Board has not taken any action on RE-1’s decision and will wait to receive their proposed contract before making any decisions.
  1. Building - Stacey
  1. Provided a verbal update.
  2. Stacey: provide a written building update to Kiva Konnect.
  3. City Council Meeting: Tuesday, February 26 at 7:30 pm - Conditional Use Permit.
  1. Tamia: email Jenny the information concerning the City Council Meeting and have her send it out via Constant Contact.
  2. Cayce: post the information concerning the City Council Meeting via Facebook.
  1. Enrollment - Jordan
  1. Currently we are at 68.3 FTE District forms.  We need 98 FTE.
  2. We are waiting for further details on what RE-1 is requiring concerning Enrollment.
  1. Next steps - Kelli (Stacey filled in)
  1. Continue to work on preparing the building.
  2. Await the contract from RE-1.
  3. Once we receive the contract, we will seek legal council.

  1. Finance Committee - Jordan
  1. Report

  1. Interim Head of School - Jon
  1. Report
  1. Calendar Change: March 19th will be our Gallery Night, time TBD.
  2. Gifted and Talented screening will take place February 26th for 2nd and 6th graders.  Note: this is only a screening, not placement.
  3. Health screenings have been completed.  Some rescheduling of rescreening for certain students will take place at a later date.
  4. Overall, students are doing great work and we are moving forward.
  1. UIP
  1. Jon and John, as chair of the SAC, will continue to work on the UIP.  Currently our UIP is being reviewed by the State.

  1. Finance Director - Urulu
  1. Report
  1. Automatic deposits
  2. Corrections of W2s - Angie Seeley is working with Urulu to finalize W2s.
  1. Approve Automatic Payment
  1. Discussion and review of Finance Manual.
  2. Jordan: update Finance Manual to include ACH Origination Contract and use of CDE approved programs.
  3. Cayce moved to approve the ACH Origination Contract and attachments to allow for direct deposit of payroll.  Motion seconded.  Discussion: Jordan will include this information in the Finance Manual.  No further discussion.  All in favor of the motion.  Motion carried.

  1. Preparation for Move at Spring Break
  1. Stacey: continue work with the insurance company for funding for the move.
  2. Melissa: take the lead on organizing the move at Spring Break.
  3. Stacey: after approval of CUP, get keys and start getting things set up.
  4. Jon: reach out to staff and see what their needs are for the move.
  1. John and Cassy will both be gone the days leading up to Spring Break and through Spring Break.
  1. Jon: provide the Board with a specific list of needs to set up for testing.

  1. Board Development Committee - Tamia / Cayce
  1. Website Design
  1. The $400 designated for website design is currently in the general funds.
  2. Jordan: create a line item for Website Design.
  3. Board Development Committee: follow-up on website design.
  1. RE-1 Grievance Policy / Procedure
  1. Employee
  1. Staff Concerns/Complaints/Grievances
  2. Employee Grievance Procedure
  3. Staff Complaints and Grievances Filling Form
  1. Student
  1. Student Concerns, Complaints and Grievance
  2. Student Concerns, Complaints and Grievances
  1. The Communication Pathway needs to be presented along with the Grievance Policy / Procedure.
  2. Tamia moved to discontinue the use of Children’s Kiva Montessori Elementary/Middle School Grievance Procedure and refer all grievances to RE-1 Grievance Policy / Procedure documents.  Motion seconded.  Discussion: The Board Development Committee will upload RE-1’s documents to our website, make our community aware of the documents and how to access them, and provide any needed clarification.  No further discussion.  All in favor of the motion.  Motion carried.
  3. Board Development Committee: finalize Grievance Policy / Procedure.
  1. Sharing and receiving information with Board
  1. Reminder: when we are acting as Board members outside of a Board meeting, we need to provide an unfiltered report back to the Board.
  1. Hiring and Evaluation Committee - Cayce (verbal:goals)
  1. Conduct Performance Evaluation of IHOS and FD.
  2. Conduct exit interviews.
  3. Review and implementation of evaluation tools.

  1. BOD Report to Kiva Konnect Newsletter or Community
  1. As previously discussed: Stacey will provide a building update.
  2. As previously discussed: Tamia will provide information concerning the City Council Meeting for our Conditional Use Permit.
  3. Cayce: provide an update in Kiva Konnect concerning our status with RE-1.
  1. It may be that the update is: “We’re still waiting to hear back from RE-1.”

  1. Shared Board Information
  1. Nothing to share as CH BOD did not meet this month.

  1. Master Calendar
  1. March
  1. Review and Approve Next Year’s Budget
  2. Review SAC Presentation of Parent Survey
  3. Governance Training
  4. Final Budget to BOD
  1. April
  1. RE-1 PSA (Purchase Service Agreement)
  2. Calendar Presentation for Next School Year
  3. PARCC CMAS
  4. Health Fair
  1. May
  1. Review Bylaws
  2. Finalize Calendar
  3. Graduation Ceremony
  4. Determine Additional Appropriations
  5. Star Testing Review

  1. Community Member Forum
  1. Is the move going to be all volunteers again?
  1. Stacey is hoping the insurance company will provide funds to hire a moving company.
  1. Grievance Policy - why are you doing it?  It seems communication is working and we know who we need to talk to in case of a questions or concern.
  1. We promised our community and RE-1 that we would address this issue and therefore, we are following through.
  1. Previously it seemed that everyone was not comfortable having two locations.  Has something changed?
  1. Two locations is certainly not ideal, but we are out of options.  We will need additional staff in order to cover the two locations.
  1. A parent thanked the Board and expressed how proud they are of the way the Board has  operated.  Expressed concern for the lack of parent support at the meetings.
  2. How do we increase our enrollment without a building - they go hand in hand.  Perhaps we need to draw more attention to what the building will look like upon completion.  Ideas: pictures, yard sale in the parking lot, etc.
  3. We need to bring back positive attention to our school.
  4. A parent that volunteers at the school shared a success story of how accepting our students are of others.
  5. We are very proud of our students!

  1. New Business
  1. Several people (Board and community members) expressed concern over not receiving communication from RE-1 regarding school closure due to snow.
  1. Jon: contact RE-1 regarding our parents not being included on the automatic communication regarding school closure due to snow.

  1. Items for Future Agenda(s) – BOD President (Stacey filled in)
  1. Next work session - TBD
  2. Master Calendar
  1. March, incorporated into the agenda
  2. April
  3. May
  1. Tabled Items from the Board Retreat
  1. Succession Plan
  1. Board of Directors
  2. HOS
  3. FD
  1. Discussion of Mission
  2. 2019 CKMS Board Self Evaluation
  3. Outline for Goals for strategic Plan to be tasked out
  4. Master Calendar / Work Session Calendar

  1. Calendaring
  1. Upcoming Events
  1. City Council Meeting: Conditional Use Permit, February 26th at 7:30 pm
  2. Gallery Night - March 19th
  1. Next BOD meeting(s)
  1. Children’s House Board meeting - March 11, 2019 at 5 pm (Work Session), 5:30 pm (Regular Meeting) at Children’s House
  2. E/M S Regular Board Meeting - March 18, 2019 at 5:30 pm (Work Session), 7 pm (Regular Meeting) at Children’s House
  3. E/M S Special Board Meeting - March 4, 2019 at 5 pm

  1. Status of previous meeting’s action items - Tamia
  1. Cayce: draft a letter to reach out to former families. (10.05.18)
  2. Board Development: review grievance policy/procedure and develop a plan for communicating this with our Kiva Community. (10.22.18)
  3. Kelli: follow up with a potential Finance Committee member. (10.22.18)
  4. SAC: discuss the best meeting day / time to allow others to participate. (10.22.18)
  5. Kelli: send the final results of the Board’s decision regarding the review hearing via email and/or certified mail, if an address can be obtained, to personnel. (12.17.18)
  6. Melissa: take the lead on what Crow Canyon needs. (01.26.19)  In progress, have reached out to Liz Perry
  7. Kelli: enlist volunteers for the Crow Canyon clean up. (01.26.19)
  8. Jordan: follow-up concerning funding regarding Priority Improvement Plan. (01.26.19)
  9. Finance Committee: set up internal controls and general accounting practices to present to the Board.
  10. Executive Committee: provide committee goals to Tamia by February 25, 2019.
  11. All: review the bylaws and provide trackable edits and comments concerning committees.
  12. Finance Committee: provide committee goals to Tamia by February 25, 2019.
  13. SAC: provide committee goals to Tamia by February 25, 2019.
  14. Fundraising Committee: provide committee goals to Tamia by February 25, 2019.
  15. Finance Committee: review READ Act Funds, specially regarding Kindergarten students. (01.28.19)
  16. Urulu: ensure Jon and Jordan (if possible) have access to Visions.  Waiting on RE1 to set Jon up with access.  Update 02.25.19: Urulu needs to call Visions - will complete by February 26, 2019.
  17. Finance Committee: figure out how to invoice out for school lunches and material fees. (01.28.19)  In process        

  1. Review all Action Items - Tamia
  1. Next Montessori Moment: Cayce
  2. Cayce and Jon: present findings on calendar regarding snow days in the next Kiva Konnect.
  3. Jon: ask the staff about a Health Fair.
  4. Stacey: provide a written building update to Kiva Konnect.
  5. Tamia: email Jenny the information concerning the City Council Meeting and have her send it out via Constant Contact.
  6. Cayce: post the information concerning the City Council Meeting via Facebook.
  7. Jordan: update Finance Manual to include ACH Origination Contract and use of CDE approved programs.Stacey: continue work with the insurance company for funding for the move.
  8. Melissa: take the lead on organizing the move at Spring Break.
  9. Stacey: after approval of CUP, get keys and start getting things set up.
  10. Jon: reach out to staff and see what their needs are for the move.
  11. Jon: provide the Board with a specific list of needs to set up for testing.
  12. Jordan: create a line item for Website Design.
  13. Board Development Committee: follow-up on website design.
  14. Board Development Committee: finalize Grievance Policy / Procedure.
  15. Cayce: provide an update in Kiva Konnect concerning our status with RE-1.
  16. Jon: contact RE-1 regarding our parents not being included on the automatic communication regarding school closure due to snow.

  1. Adjournment: Jordan moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 8:50 pm.

Prepared for publishing by Tamia Hurst, BOD Secretary

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