MINUTES

Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Meeting

Friday, February 09, 2018 from 5:30 to 9 pm at First National Bank, Cortez

BOD Approved on 02.26.18

  1. Call to Order: Nate called the meeting to order at 5:42 pm.

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

Absent from BOD: None

  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. Approval of Agenda: Nate moved to approve the agenda as presented.  Motion seconded, no discussion, all in favor.  Motion carried.

  1. Review of the 2017 Board Retreat Agenda and Celebration of accomplishments
  1. Board Meeting Efficiency
  1. We have made great improvements, specifically with the addition of work sessions.  Keep up the good work!
  1. Committee List Updates
  1. Agenda item.
  1. Committee Guiding Documents
  1. Each committee was updated with a template and asked to make goals, however, there is not a monitoring system in place.  Perhaps this is where an Executive Committee is needed?
  1. General Review of Policies
  1. On track.
  1. External networking to improve school & board function (annual ask)
  1. External networking - we are right on track.  Recording external networking experiences on a spreadsheet.
  2. Annual ask - needs a lot of work!  Development and Fundraising / Administration is working on this piece.
  1. Annual Board Calendar
  1. Task Calendar - in place, but not being utilized to its full potential and purpose.
  1. Updates on legislative changes/ policies (Someone assigned to monitor/report--Julie)
  1. CLC provides great updates via email.
  1. Job descriptions & letters of hire
  1. Agenda item.
  1. Building and Location updates
  1. On track.

  1. Board Committee Assignments
  1. Review Committee List
  1. Building and Location Committee - although there is not a lot happening with this committee right now, there will be in the future.  For the time being, most work is being done through the Kiva Building Corp.
  2. The curriculum committee (as outlined in the Charter contract) is ran by the staff rather than being governed by the board.
  3. Mission, Vision, Culture committee has served its purpose and is no longer needed.
  1. Hiring and Evaluation Committee
  1. Job Descriptions and Letters of Hire
  1. HOS and FD Job Descriptions and Letters of Hire need to be reviewed.
  2. Nate: review HOS and FD Job Descriptions and Letters of Hire, present to the board in February.
  1. Bylaws
  1. Executive Committee
  1. Kelli and Tamia expressed a need to have an Executive Committee for many reasons, but specifically to align committee work, prepare for annual meetings, and build the bridge between the two schools.
  2. Kelli and Tamia: make amendments to the bylaws and present to the board prior to the February BOD meeting.
  3. All: review and comment on the amended bylaws.

  1. Overview of Evaluations
  1. BOD 360 Evaluation 2017-2018
  1. Reviewed and discussed the evaluation.  Noted that the evaluation questions / answer options need to be reworked.
  2. Kelli: align a summary of the 360 and Self-Evaluations.
  3. Hiring and Evaluation Committee: revise the 360 Evaluation for future use.
  1. 2018 CKMS BOD Self-Evaluation
  1. Nominations and Board Development Committee: compile results and present at a future work session.

  1. Board Membership
  1. Joint Board Membership terms/solutions ideas
  1. Goal of the two schools
  1. What is the goal for the two school?  Become one school within five years?  10 years? Stay two separate schools?
  1. Problem presentation – Tamia
  1. Is it a conflict of interest to sit on both boards?
  1. Discussion/Brainstorm – Group
  1. Determine if it is a conflict of interest to have a joint board member.
  2. Having board members of each board attend their sister school’s board meetings has been extremely beneficial.
  1. Streamline all applications through the Nominations and Board Development Committee
  1. All agreed that this was a good idea.

  1. Dinner Break

  1. Finalize Strategic Plan
  1. Priority: Build diversified funding stream, increase financial stability
  2. Goal: Increase & retain qualified, committed interested staff
  1. Enhance community buy-in through active & regular engagement
  1. Kelli: prepare finalized Strategic Plan and present to the board.

  1. Master Calendar / Work Session Calendar - Tabled
  1. February
  2. March
  3. April
  4. May
  5. June
  6. July

  1. New Business
  1. Tamia: look into title plates for board and administration.
  2. Chad: review master calendar for BOD.
  3. Discussion of the need to hold an Executive Session following each evaluation of our administration.
  1. Hiring and Evaluation Committee: add Executive Session: Personnel to each evaluation sheet.
  1. Nate: talk with Lori Haukeness regarding contracts for administration.

  1. Calendaring
  1. Upcoming events
  1. Nothing to add at this time
  1. Next BOD meeting
  1. February 26, 2018, Work Session @ 5:30 pm, Board Meeting @ 7:00 pm.
  2. Children’s House BOD Meeting (Stacey to Attend)
  1. February 12, 2018 @ 5 pm (Work Session), 5:30 (Meeting)

  1. Review all current action items – Tamia
  1. Nate: review HOS and FD Job Descriptions and Letters of Hire, present to the board in February.
  2. Kelli and Tamia: make amendments to the bylaws and present to the board prior to the February BOD meeting.
  3. All: review and comment on the amended bylaws.
  4. Kelli: align a summary of the 360 and Self-Evaluations.
  5. Hiring and Evaluation Committee: revise the 360 Evaluation for future use.
  6. Nominations and Board Development Committee: compile results and present at a future work session.
  7. Kelli: prepare finalized Strategic Plan and present to the board.
  8. Tamia: look into title plates for board and administration.
  9. Chad: review master calendar for BOD.
  10. Hiring and Evaluation Committee: add Executive Session: Personnel to each evaluation sheet.
  11. Nate: talk with Lori Haukeness regarding contracts for administration.

  1. Adjournment: Tamia moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 9:10 pm.

Prepared by Tamia Hurst, BOD Secretary

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