MINUTES

Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Meeting

08.28.17 at 5:15 pm – 18 N. Beech Street

BOD Approved on 09.25.17

  1. Work Session

Susan to present several managerial items to the Board for discussion

  1. Communication Plan
  1. This is to be used as a reference document.
  2. Susan, consider adding an “automatic responder email” when you are out of the office, evenings, and on weekends.
  1. Administrator Evaluation Plan for 2017
  1. The board reviewed and edited the matrix within the document.
  1. Master Calendar
  1. Still in progress - moved to Future Agenda Items
  1. Board Goals
  1. The Nominations and Board Development Committee will incorporate this into their next meetings.

  1. Call to Order: Nate called the meeting to order at 6:30 pm.

  1. Pledge of Allegiance

  1. Roll Call: Nate Seeley, President; Kelli Jackson, Vice President; Tamia Hurst, Secretary; Kathy Clark, Member; Stacey Weyand, Member

Absent from BOD: Chad Fish, Treasurer

Staff: Susan Likes, HOS; Aaron Knox, FD; Cassy Whitehead, John Whitehead

Community Members: Gabi Morey, CH BOD member

  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 – Nate

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

  1. Approval of the Previous Minutes
  1. 07.24.17 - Regular Meeting
  2. 07.24.17 - Annual Meeting

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

        

  1. Approval of Agenda: Tamia moved to approve the agenda as presented, motion seconded.  Discussion: remove the verbiage “Adoption of” on item X.a.iii.  No further discussion.  Motion approved unanimously.  Motion carried.

  1. Community Member Forum
  1. No comments.

  1. Staff Comments
  1. Cassy - acknowledged Raylene as being a wonderful teacher and a great addition to our school.

  1. Reports:

  1. BOD President -  Nate
  1. Report on lease discussions
  1. Nate contacted Deb Campbell regarding the lease for 25 N Beech for another year, 2018-2019.  Deb is willing to extend the lease, but asked for $2400 per month (our current lease is at $2000).  The building is currently for sale and Deb would like to make the investment more attractive with a higher monthly rate.
  1. Nate sent the new lease to our lawyer, who reviewed it and sent it back to Nate.  Nate then sent the lease to Deb, who signed it and sent it back to Nate.
  2. Nate: present the lease for 25 N Beech to the board at our next board meeting.
  1. Nate talked with Mitchell Toms regarding 18 N Beech and extending our lease.  Mitchell is willing talk, but is currently out of town.
  1. Nate: meet with Mitchell Toms regarding 18 N Beech and additional space.
  1. Nate talked with Spencer Smith regarding additional space for our school.
  1. Nate: follow up with Spencer regarding additional space for our school.
  1. Nate: provide Aaron with any lease amounts discussed and/or received.
  1. Checking account signatures / responsibilities
  1. Reminder: the first signator on all checks must verify that the check matches the invoice and also the validity of the invoice.  Initial all invoices.
  1. Adoption of Susan’s documents
  1. Communication Plan
  1. The board gives their support on this document.
  1. Administrator Evaluation Plan for 2017
  1. Kelli moved to adopt the evaluation matrix within the Administrator Evaluation Plan for 2017 with the remaining content supported by the board.  Motion seconded.  No discussion.  All in favor.  Motion carried.
  1. Master Calendar
  1. Future Agenda Item: Work Session in September
  2. Susan: prepare the Master Calendar for the September Work Session.
  1. Board Goals
  1. The Nominations and Board Development Committee will incorporate this into their next meetings.

  1. Budget & Financial Oversight Committee - Chad (Absent)
  1. Report
  2. Concern: we are three students short of meeting our budget.  Further discussion to take place during the FD reporting.

  1. Head of School - Susan
  1. Report
  1. SPARK - Susan acknowledged Aaron for stepping up and filling in on this position for the time being.
  1. Academic progress and priorities review including Montessori and state student achievement goals.
  1. Susan feels this is under the quarterly review and will implement it into our Master Calendar.
  1. Staffing review (prepared by admin)
  1. Susan is impressed with the new staff and feels we have a great team.
  2. Discussed vacancies; specially SPARK and substitute teachers.

  1. Finance Director - Aaron
  1. Report
  1. Accidently upload June’s report.
  2. Aaron: upload August’s BOD Report.
  1. Due to a shortage of students, we will need to fundraise to cover this shortage in our budget.  Discussion of ideas surrounding fundraising and grant writing.  Kelli is willing to write grants if given specific information.
  1. Review financial statements
  1. Review Statement of Financial Position, July 31, 2017
  2. Review Statement of Activities, July 2017
  3. Review Cashflow statement July 2017
  1. FD Evaluation Plan for 2017
  1. Aaron: upload FD Evaluation Plan for 2017 (combine existing documents).
  2. BOD: review and comment on FD Evaluation Plan for 2017.
  3. Work Session: FD Evaluation Plan for 2017
  1. Kelli would like more projected budgets to see where the gaps are and how we need to fundraise and grant write.
  1. Aaron: provide the board with a projected budget by the next meeting - best and worst case scenarios.

  1. Nominations and Board Development
  1. Report
  1. Susan: add Nominations and Board Development Committee meetings to the Kiva Kids Newsletter.
  1. Meetings are held the first Friday of each month at 1:30 pm at the Cortez Library Conference Room.
  1. Complete Board Matrix (10-15 min)
  1. Chad: complete the Board Matrix by Thursday, August 31st.
  1. Discuss the February 2017 Board Evaluation as the evaluation tool moving forward
  1. Nomination and Board Development: review the evaluation to be used by each board.  Present at next board meetings.
  1. Get clarification on strategic plan for E/M S Board
  1. Kelli: send out an email regarding Strategic Plan.
  2. Work Session: Strategic Plan
  1. Discuss rotation of attendance to CH and E/M S board meetings asking members to attend 2 meetings annually of the opposite Board
  1. 2017-2018 Attendees at Board Meeting
  1. Joint Board Trainings
  1. September - Financial Training: September 11th @ 5:45 PM, 25 N Beech
  2. October - Fundraising
  1. Consider joining with the Development and Fundraising Committee
  1. November - Personality Tools

  1. Additional Reports
  1. Fundraising Committee (Kathy)
  1. Susan: Acknowledgment of Erin Tanner’s donation.
  2. Request time for Fundraising Training (October)
  3. Susan: Annual Appeal letter (October)
  4. Next committee meeting is on September 22nd.

  1. External Networking Report(s)

  1. New Business
  1. Susan: post our mission and vision in 18 N Beech.
  2. BOD: send Strength Finder results to Susan ASAP.
  3. Susan: email Kelli the MOU.
  4. Kelli: review the MOU document and present findings to the board at our next meeting.

  1. BOD Report to Kiva Kids Newsletter
  1. Tamia: submit a report from the board to the Kiva Kids Newsletter.

  1. Shared Board Information
  1. No shared information.

  1. Items for Future Agenda(s) – BOD President
  1. Annual BOD Task Calendar - eventually this will be implemented into the Master Calendar
  2. Work Session - September
  1. FD Evaluation Plan for 2017 (30 minutes)
  2. Master Calendar (30 minutes)
  3. Strategic Plan (30 minutes)
  1. Lease agreements
  2. 2018-2019 Location Plan
  3. Fundraising training (October)
  4. MOU
  5. Nominations and Board Development: Evaluation for 2018-2019

  1. Calendaring – BOD President
  1. Upcoming events
  1. Montessori Philosophy Night, 8/29
  2. Labor Day Holiday - no school, 9/4
  3. PD day - no school, 9/15
  4. Middle School Camp, August 31 and Sept 1
  5. September - Financial Training: September 11th @ 5:45 PM, 25 N Beech
  1. Next BOD meeting
  1. 09.25.17 @ 5:15 pm
  1. Work Session - September
  1. FD Evaluation Plan for 2017 (30 minutes)
  2. Master Calendar (30 minutes)
  3. Strategic Plan (30 minutes)
  1. Children’s House BOD Meeting - September 18th at 5 pm (Kathy Clark)

  1. Status of previous meeting’s action items – Tamia
  1. Kelli: look into the logistics of involving Re1 in our policies. (January 2017)
  2. Chad: document on External Networking Report spreadsheet. (February 2017)
  3. Chad: discuss evaluation and performance goals with Aaron. (June 2017)
  4. Chad and Susan: work on Annual BOD Task Calendar. (June 2017)
  5. Officers: review your specific duties from our Bylaws. (June 2017)
  1. Chad
  1. Nate: start conversations with current landlords and bring draft leases back to the board in August. (July 2017)
  2. Nate: talk with Mitchell and Spencer regarding their space for 2018 and beyond and report back to the committee. (July 2017)

  1. Review all Action Items – Tamia
  1. Next Montessori Moment: Kathy
  2. Kathy: attend CH BOD Meeting on September 18th at 5 pm. - Complete
  3. Nate: present the lease for 25 N Beech to the board at our next board meeting.
  4. Nate: meet with Mitchell Toms regarding 18 N Beech and additional space.
  5. Nate: follow up with Spencer regarding additional space for our school.
  6. Nate: provide Aaron with any lease amounts discussed and/or received.
  7. Susan: prepare the Master Calendar for the September Work Session.
  8. Aaron: upload August’s BOD Report.
  9. Aaron: upload FD Evaluation Plan for 2017 (combine existing documents).
  10. BOD: review and comment on FD Evaluation Plan for 2017.
  1. Nate -
  2. Kelli -
  3. Tamia -
  4. Chad -
  5. Kathy - Complete
  6. Stacey -
  1. Aaron: provide the board with a projected budget by the next meeting - best and worst case scenarios.
  2. Susan: add Nominations and Board Development Committee meetings to the Kiva Kids Newsletter.
  3. Chad: complete the Board Matrix by Thursday, August 31st.
  4. Nomination and Board Development: review the evaluation to be used by each board.  Present at next board meetings.
  5. Kelli: send out an email regarding Strategic Plan.
  6. Susan: Annual Appeal letter (October)
  7. Susan: post our mission and vision in 18 N Beech.
  8. BOD: send Strength Finder results to Susan ASAP.
  1. Nate -
  2. Kelli - Complete
  3. Tamia - Complete
  4. Chad -
  5. Kathy - Complete
  6. Stacey -
  1. Susan: email Kelli the MOU.
  2. Kelli: review the MOU document and present findings to the board at our next meeting.
  3. Tamia: submit a report from the board to the Kiva Kids Newsletter.

  1. Adjournment: Nate moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 8:23 pm.

Prepared by Tamia Hurst, BOD Secretary

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