MINUTES

Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Meeting

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

BOD Approved on 01.29.18

  1. Call to order: Nate called the meeting to order at 5:15 pm.
  1. Roll
  1. Nate Seeley, President; Kelli Jackson, Vice President; Tamia Hurst, Secretary; Chad Fish, Treasurer; Kathy Clark, Member; Stacey Weyand, Member
  2. Staff: Susan Likes, HOS
  3. Community Members: Amber Clark, Brian Kelley

  1. Executive Session
  1. Recorded on Tamia’s IPhone
  2. At 5:16 pm Kelli moved to enter into Executive Session according to C.R.S. 24-6-402 (4)(f) for personnel matters.  Nate invited all E/M S BOD members, Susan Likes (HOS), Amber Clark, and Brian Kelley to be in attendance with no other persons invited to attend.  Motioned seconded, no discussion, approved unanimously.  Motion carried.
  3. Stacey moved to exit out of Executive Session at 6:03 pm.  Motion seconded, no discussion, approved unanimously.  Motion carried.
  4. No action was taken during the Executive Session.

  1. Work Session - 5:45 to 6:55 pm Tabled till January
  1. Strategic Plan - Kelli

  1. Discussion regarding Grievance filed
  1. At 6:12 pm Stacey moved to enter back into Executive Session according to C.R.S. 24-6-402 (4)(f) for personnel matters.  Nate invited all E/M S BOD members and Susan Likes (HOS) to be in attendance with no other persons invited to attend.  Motioned seconded, no discussion, approved unanimously.  Motion carried.
  2. Kelli moved to exit out of Executive Session at 7:02 pm.  Motion seconded, no discussion, approved unanimously.  Motion carried.
  3. No action was taken during the Executive Session.
  4. Discussion regarding follow-up on Grievance filed.
  5. Stacey moved to have Kelli draft a letter to the individuals who filed the formal grievance as well as formal recommendations regarding personnel matters.  Motion seconded.  Discussion: all board members will need to review the two documents prior to Dec 28th.  All in favor.  Motion carried.
  1. Kelli: draft and upload the two documents regarding the grievance and personnel matters.
  2. All board members: respond to the draft documents prior to Dec 28th.
  3. Tamia: provide an official response via email to the individuals who filed the formal grievance.

  1. Pledge of Allegiance

  1. 2nd 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

Staff: Susan Likes, HOS; Aaron Knox, FD, Caitlin Munroe

Community Members: Cayce Hamerschlag, 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 – Stacey

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

  1. Approval of the Previous Minutes
  1. 11.27.17 Regular Meeting
  2. 12.14.17 Special Meeting

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

        

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

  1. Community Member Forum
  1. No comments.

  1. Staff Comments
  1. Caitlin shared how she delights in the children at our school.

  1. Reports:

  1. BOD President -  Nate
  1. Employee works / Employment contract
  1. The board supports having the contract reworked.
  2. Chad moved to adopt a resolution to have Susan amend the employee contracts and for the board to amend the HOS and FD contracts to distinguish between intellectual property being owned by the staff who develops it and the material property being owned by the school.  Discussion: Susan is willing to rework the contracts and provide the board with new contracts for review.  No further discussion.  All in favor.  Motion carried.
  3. Susan: rewrite employee contracts and present to the board in January.
  4. Discussion:
  1. When will the new contracts be signed?
  2. Aaron suggested adding an addendum to the existing contracts.
  3. Another possibility is for the new contracts to begin in the spring.
  4. A decision will be made in January.
  1. Retreat
  1. Saturday, February 10th @ 8:00 am at Kathy’s Home.
  1. Kelli and Tamia: prepare agenda for retreat.
  1. Recruitment, Retention, and Enrollment Policy - Second Reading
  2. Registration for CLC conference
  1. Early bird registration ends this week.
  2. Kelli and Tamia will attend.
  3. Aaron: register Kelli and Tamia for CLC conference and get plane tickets.

  1. Budget & Financial Oversight Committee - Chad
  1. Report - no report, Chad was unable to attend the meeting.
  1. Discussed debit card policy and Paid Time Off (PTO) policy.

  1. Head of School - Susan
  1. Report
  1. Discussion: possibility of having different languages taught at our school.
  1. The board fully supports Susan with this matter.
  1. Testing data, uploaded to the drive.
  2. DAC - all questions were answered and submitted.
  3. Annual review with Re1
  1. Overall we are doing well.
  2. Concern: the high opt-out rates on tests may result in being given a lower rating next year.
  3. All: Attend the Re1 Board Meeting on January 16th at 7 pm.
  1. Discussion: Winter program.
  1. Approve SAC questionnaire
  1. Tamia moved to approve the SAC questionnaire as uploaded to the Drive.  Motion seconded, no discussion, all in favor.  Motion carried.

  1. Finance Director - Aaron
  1. Report
  1. Review: Statement of Financial Position 11/30/17
  2. Review: Statement of Activities July – November, 2017
  3. Review: Cashflow Statement Ended November, 2017
  1. Aaron and Chad met - Chad is the Super-Admin for Google.
  2. A new Paid Time Off (PTO) was approved by the Budget and Financial Oversight Committee.
  1. Kelli requested that the PTO policy be reviewed / reworked and presented back to the board.
  2. Budget and Financial Oversight Committee: review / rework PTO policy and present back to the board in January.
  1. Kelli asked about the shortage of PPOR.  Aaron said that nothing has come back on grants so far and it will be discussed at the next committee meeting.
  1. Budget and Financial Oversight Committee: discuss PPOR shortage and present options to the board in January.

  1. Fundraising Committee
  1. Report
  2. Annual Appeal
  3. Donations via our website
  1. Aaron: look into the possibility of donations via our website.

  1. Nominations and Board Development
  1. Report
  2. Joint Board Training: Strength’s Finder - March 12th at 6 pm
  3. 2018 CKMS BOD Self-Evaluation E/M S
  4. Recruitment of new board members
  1. Hiring and Evaluation Committee
  1. Send out 360 evaluations
  1. See notes below, XIII. Master Calendar.
  1. Building and Location Committee
  1. Report from Building Corp
  2. Division of responsibilities between our Board and Building Corp
  3. Celebration: this is huge milestone for our school!

  1. Master Calendar
  1. December
  1. Approve SAC Questionnaire - Complete
  2. Send out 360 Questions for - Tamia: send out 360 Evaluations for HOS, FD, and BOD on January 4th, due January 16th.  Nate: email Tamia the list for the 360 Evaluations.
  1. HOS
  2. FD
  3. BOD
  1. Mid Year Board 360 Evaluation - See note above XIII.a.ii.
  2. Register for CLC Conference - discussed previously
  1. January
  1. Review 360 Questions of Parents for - Hiring and Evaluation Committee: meet on January 19th at 12 pm (HOS) and 1 pm (FD).  Submit a board report in January.
  1. BOD
  2. HOS
  3. FD
  1. Does support need to be provided to any members - not discussed
  2. Mid Year HOS and FD Evaluations - scheduled
  3. Review and approve Tax return - completed by Lori (Aaron)
  4. Review and adjust BOD goals - retreat agenda item
  5. Board Retreat - February 10th
  6. Annual Budget - Aaron: present draft Annual Budget to the board (January)

  1. External Networking Report(s)

  1. New Business
  1. None.

  1. BOD Report to Kiva Kids Newsletter
  1. Nate: submit report to Susan for the Kiva Kids Newsletter.

  1. Shared Board Information
  1. None.

  1. Community Member Forum
  1. Cayce supports having any language taught in our school.

  1. Items for Future Agenda(s) – BOD President
  1. Next work session: Strategic Plan (90 minutes)
  2. Master Calendar
  1. February
  2. March
  1. Recruitment, Retention, and Enrollment Policy - Third & Final Reading (January)
  2. Employee Contracts - Susan (January)
  3. Budget and Financial Oversight Committee: present amended PTO policy to the board (January)
  4. Budget and Financial Oversight Committee: present PPOR shortage options to the board (January)
  5. Hiring and Evaluation Committee: Board Report on 360 Evaluations (January)
  6. FD: Draft Annual Budget (January)

  1. Calendaring – BOD President
  1. Upcoming events
  1. December 21st - January 5th - Winter Break
  2. MLK Day, Jan 15 - No School
  3. Re1 Board Meeting - January 16th at 7 pm
  4. Board Retreat: Saturday, February 10th @ 8:00 am at Kathy’s Home

  1. Next BOD meeting
  1. January 29, 2018 - (Note: Chad will be gone)
  1. Work Session: Strategic Plan - 5:30 to 7:00 pm
  2. Regular Meeting @ 7:00 pm
  1. Children’s House BOD Meeting (Kathy)
  1. January 6, 2018 @ TBD (held in conjunction with the board retreat)

  1. Status of previous meeting’s action items – Tamia
  1. Kelli: reach out to Susan and Aaron to come up with a plan regarding night meetings.  Share decision(s) with the board.
  2. Evaluation Committee: review and provide a summary of the HOS and FD 360 Evaluation Responses and prepare for the next group of responses.

  1. Review all Action Items – Tamia
  1. Next Montessori Moment: Kathy
  2. Kelli: draft and upload the two documents regarding the grievance and personnel matters.
  3. All board members: respond to the draft documents prior to Dec 28th.
  4. Tamia: provide an official response via email to the individuals who filed the formal grievance.
  5. Susan: rewrite employee contracts and present to the board in January.
  6. Kelli and Tamia: prepare agenda for retreat.
  7. Aaron: register Kelli and Tamia for CLC conference and get plane tickets.
  8. All: Attend the Re1 Board Meeting on January 16th at 7 pm.
  9. Budget and Financial Oversight Committee: review / rework PTO policy and present back to the board in January.
  10. Budget and Financial Oversight Committee: discuss PPOR shortage and present options to the board in January.
  11. Aaron: look into the possibility of donations via our website.
  12. Tamia: send out 360 Evaluations for HOS, FD, and BOD on January 4th, due January 16th.
  13. Nate: email Tamia the list for the 360 Evaluations.
  14. Hiring and Evaluation Committee: meet on January 19th at 12 pm (HOS) and 1 pm (FD).  Submit a board report in January.
  15. Aaron: present draft Annual Budget to the board (January).
  16. Nate: submit report to Susan for the Kiva Kids Newsletter.
  17. Kathy: attend Children’s House BOD Meeting, January 6, 2018 @ 1:45 pm.

  1. Executive Session - not held

  1. Adjournment: Chad moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 9:02 pm.

Prepared by Tamia Hurst, BOD Secretary

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