MINUTES

Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Regular Meeting

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

BOD Approved on 01.28.19

  1. Call to Order
  1. Kelli called the meeting to order at 5:30 pm.

  1. Executive Session: C.R.S 24-6-402 (4)(f) for personnel matters regarding an appeal review panel.
  1.  Recorded on Tamia’s IPhone.
  2. At 5:32 pm Cayce moved to enter into Executive Session pursuant to C.R.S. 24-6-402(4)(f) for personnel matters regarding an appeal review panel.  Motion seconded. Kelli stipulated that all current E/M S BOD members and Jon Orris, IHOS be in attendance with no other persons invited to attend.  Discussion: Stacey O’Rourke was invited to attend, but was unable to be present.  The documents concerning the hearing were emailed to her.  Melissa Gould was not present from the Board.  No further discussion.  Motion approved unanimously.  Motion carried.
  3. Tamia moved to exit out of Executive Session at 5:38 pm.  Motion seconded, no discussion.  Motion approved unanimously.  Motion carried.
  4. Note: no action was taken during the Executive Session.

  1. Executive session: 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 5:40 pm Tamia moved to enter into 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. Motion seconded. Kelli stipulated that all current E/M S BOD members, Jon Orris, IHOS, and Urulu Yazzie, FD be in attendance with no other persons invited to attend.  Discussion: Melissa Gould and Urulu Yazzie were not in attendance.  No further discussion.  Motion approved unanimously.  Motion carried.
  1. Urulu Yazzie entered the session at 6:45 pm.
  1. Cayce moved to exit out of Executive Session at 7:03 pm.  Motion seconded, no discussion.  Motion approved unanimously.  Motion carried.
  2. Note: no action was taken during the Executive Session.

  1. Work Session - Note: included in agenda under XII.a.
  1. Board Retreat Agenda
  2. Attendance at Staff Meetings / RE-1 Board Meetings

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

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

Absent from BOD: Melissa Gould, Member

Staff: Jon Orris, IHOS; Urulu Yazzie, FD

Community Members: No community members present.

  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 – Jordan

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

  1. Approval of the Previous Minutes
  1. 11.13.18 - Special Meeting
  2. 11.26.18 - Regular Meeting
  3. 11.30.18 - Special Meeting
  4. 12.03.18 - Special Meeting
  5. 12.05.18 - Special Meeting
  6. 12.07.18 - Special Meeting
  7. 12.10.18 - Special Meeting

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

        

  1. Approval of Agenda: Cayce moved to approve the agenda as presented.  Motion seconded.  Discussion: Kelli requested that IV. Work Session be included under her report as items XII.a.i. and ii.  Kelli also requested Review Hearing Final Decision be added to the end of her report as item iv.  No further discussion.  All in favor of the motion.  Motion carried.

  1. Community Member Forum
  1. No community members present.

  1. Staff Comments
  1. No additional staff present.

  1. Reports / Discussions:

  1. BOD President
  1. Work Session: Board Retreat Agenda
  1. Tamia moved to table the discussion.  Motion seconded. No discussion.  All in favor of the motion.  Motion carried.
  1. Work Session: Attendance at Staff Meetings / RE-1 Board Meetings
  1. The next Staff Meeting will be on Tuesday, December 18, 2018 at 3:30 pm.  Jon does not feel it is necessary for Board members to be present at Staff Meetings.
  2. RE-1 Board Meeting
  1. Kelli: attend January's RE-1 Board Meeting.
  1. Update: status of our Charter Contract
  1. Reviewed at length the Notice of Material Breach from RE-1.
  1. Enrollment is a serious concern - we know at least five percent of our students intend to transfer out.
  2. ESS is a serious concern and a liability for our school.
  3. Additional concerns: building, finances, records, etc.
  4. Are we providing our students with the education they deserve?
  5. Kelli: reach out to the District concerning the Notice of Material Breach from RE-1.
  1. Inform the District of our enrollment status and ongoing efforts with enrollment.
  2. We are actively searching for an ESS provider.
  3. Our Board continues to weigh the benefits of the students, staff, and school.
  4. What options can/will the District give us?
  1. We will hold another Special Board Meeting on Tuesday, December 18, 2018 at 7:30 pm at Children's House, 1204 E Empire.
  1. Kelli and Stacey will be calling in.
  2. Cayce will chair the meeting.
  1. Review Hearing Final Decision
  1. Melissa Gould and Jordan Meyers conducted a review hearing with personnel regarding an appeal to layoff procedures.  The Board has received and reviewed the hearing information.
  2. Cayce moved that contentions by the former employee were not established per the conclusions of the review hearing and we accept the review hearings findings.  Motion seconded.  No discussion.  Roll Call:  Kelli Jackson, abstain;  Stacey Weyand,  aye; Tamia Hurst, aye; Cayce Hamerschlag, aye; Holley Christensen, aye; Jordan Meyers, abstain.  Motion carried.
  3. 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.

  1. Financial Committee - Cayce
  1. Report
  2. Compliance Assurances needs to be approved - Future Agenda Item
  3. Urulu was asked about the billing of lunches.  He stated that he has not billed for any lunches this year due to inadequate records.

  1. Interim Head of School - Jon
  1. Report - Verbal
  1. There has been a lot of meetings and trying to get on board with all that is taking place.
  2. Concern: both Lower El teachers are out sick and he is unsure how/where to find a substitute.
  1. Tamia: reach out to Lower El teachers regarding substitutes.
  1. Star Testing
  1. Jon presented Star testing data to the Board.
  1. UIP
  1. The snapshot was presented to the RE-1 on December 11, 2018.
  2. Jon now has a login and can begin making adjustments to the UIP as needed.

  1. Finance Director - Urulu
  1. Report
  1. Urulu: upload report and finances, including the Compliance Assurances by tonight.
  1. Urulu: redistribute W4’s and I-9 at the staff meeting on Tuesday, December 18, 2018.
  2. Urulu is working with Melissa at the District.  He will be able to work alongside her on the Visions training.
  3. Urulu mentioned that payroll is incorrect and needs to be updated.
  4. Urulu said his priorities are:
  1. Payroll and bills
  2. Visions Training

  1. Hiring and Evaluation Committee - Cayce
  1. Report, Verbal
  1. We hired Jon!

  1. Building & Location Committee - Stacey
  1. Report
  1. Cleanup from the flood is currently taking place.
  2. The school’s insurance should cover all items that were in the building.
  1. Stacey: contact Alexia and staff for detailed information regarding items in the building.
  1. Upcoming meeting: Tuesday, December 18, 2018 at 7 pm at First National Bank, Cortez
  2. Shed - needs to be moved from Beech St. to Mildred.
  1. Nate Seeley has informed the Board that this needs to be done ASAP.
  2. Several people have offered to make this move happen, but nothing has come to fruition to date.
  3. Tamia: contact Chad Fish to see if he can get the shed moved.
  1. Chad Fish agreed to move the shed on Friday or Saturday of this week.  Thank you Chad!

  1. Fundraising Committee - Tabled
  1. Report
  2. Annual Appeal

  1. SAC
  1. Report - no report.

  1. Board Development Committee - Tamia
  1. Report
  1. Holley’s Christensen's term ending
  1. Holley joined our board on 09.24.18 according to our Bylaws, Article IV, Section 2 (i) with her term lasting no longer than 6 months from date.  Since Holley joined the Board, we have had two additional persons join the Board and therefore Holley can be relieved of her term.  We thank Holley for her willingness to step in at a very critical and unsettling time for our school.

  1. BOD Report to Kiva Kids Newsletter or Community
  1. Jon will share Notice of Breach from RE-1 with staff tomorrow.
  2. BOD will email a Kiva Community Update and include the Notice of Breach from RE-1.

  1. Shared Board Information
  1. CH to E/M S - thanked the Board for all they are doing for our school.

  1. Master Calendar
  1. January
  1. Review Star Data - SAC
  2. Report of Mid-year Evals of Staff - HOS
  3. Board Retread - BOD
  4. Approve Revised Annual Budget - FD / BOD
  1. February
  1. CLC Conference - BOD
  2. Approve UIP - HOS / BOD

  1. Community Member Forum
  1. No community members present.

  1. New Business
  1. None.

  1. Items for Future Agenda(s) – BOD President
  1. Next work session
  1. Revised Budget
  1. Master Calendar
  1. January, incorporated into the agenda
  2. February
  3. March
  1. Compliance Assurances (December)

  1. Calendaring
  1. Upcoming Events
  1. Gallery Night, Wednesday, December 19, 2018
  1. Next BOD meeting(s)
  1. Children’s House Board meeting - 5 pm (Work Session), 5:30 pm (Regular Meeting) on Monday, January 14, 2019 at Children’s House
  2. E/M S Regular Board Meeting - 5:30 pm (Work Session), 7 pm (Regular Meeting) on Monday, January 28, 2019 at Children’s House
  3. E/M S Board Retreat - Saturday, January 26, 2019 from 9 am to 4 pm at 11033 Road 29, Cortez
  4. E/M S Special Board Meeting on Tuesday, December 18, 2018 at 7:30 pm at Children’s House

  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. HOS / BOD: Submit UIP to CDE by January 15, 2019. (10.22.18)
  4. Kelli: follow up with a potential Finance Committee member. (10.22.18)
  5. SAC: discuss the best meeting day / time to allow others to participate. (10.22.18)
  6. Urulu: provide names and costs of local auditors to the Finance Committee. (10.22.18)
  7. Tamia: prepare and email out the Board Evaluation survey.

  1. Review all Action Items - Tamia
  1. Next Montessori Moment: Tamia
  2. Kelli: attend January's RE-1 Board Meeting.
  3. Kelli: reach out to the District concerning the Notice of Material Breach from RE-1.
  4. 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.
  5. Tamia: reach out to Lower El teachers regarding substitutes.
  6. Urulu: upload report and finances, including the Compliance Assurances by tonight.
  7. Urulu: redistribute W4’s and I-9 at the staff meeting on Tuesday, December 18, 2018.
  8. Stacey: contact Alexia and staff for detailed information regarding items in the building.
  9. Tamia: contact Chad Fish to see if he can get the shed moved.

  1. Adjournment: Holley moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 8:31 pm.

Prepared for publishing by Tamia Hurst, BOD Secretary

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