MINUTES

Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Meeting

09.25.17 at 5:30 pm – 18 N. Beech Street

BOD Approved on 10.23.17

  1. Work Session - 5:30 pm
  1. FD Evaluation rubric
  1. Utilizing Google Docs, the document was discussed, reviewed, and edited.
  2. All: Review the FD Goals: 360 Evaluation Questions by Tuesday at 6 pm.
  1. Develop Board Calendar
  1. Utilizing Google Docs, the document was discussed, reviewed, and edited.
  1. Susan plans to take this document to the staff on Wednesday.  This is a fluid document.
  1. Work on Strategic Plan - Tabled till October

  1. Call to Order: Nate called the meeting to order at 7:11 pm.

  1. Pledge of Allegiance

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

Absent from BOD: None

Staff: Susan Likes, HOS; Aaron Knox, FD

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 – Kathy

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

  1. Approval of the Previous Minutes
  1. 08.28.17 - Regular Meeting

Kathy 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, no discussion.  Motion approved unanimously.  Motion carried.

  1. Community Member Forum
  1. No comments.

  1. Staff Comments
  1. No comments.

  1. Reports:

  1. BOD President -  Nate
  1. Report
  1. Nate provided a signed (by Deb Campbell) Lease Amendment and Extension for 25 N Beech. The amount of rent increased to $2400 per month, no other amendments were made to the lease.  This document will provide us with the option to lease for one or two additional years if we so choose and / or if the building is sold.
  2. The Lease Amendment and Extension was written by our lawyer.
  3. Discussion: Projected Preliminary Budget for 2018-2019.
  4. Chad moved to approve the Lease Amendment and Extension for 25 N Beech.  Motion seconded.  No discussion.  All approved.  Motion carried.
  1. Nate: sign both copies of the Lease Amendment and Extension for 25 N Beech.
  2. Tamia: scan the signed Lease Amendment and Extension for 25 N Beech and file the original at the school.
  3. Aaron: provide Deb Campbell with her signed copy of the Lease Amendment and Extension for 25 N Beech.

  1. Budget & Financial Oversight Committee - Chad
  1. Report

  1. Head of School - Susan
  1. Report
  1. Requested a self report from each board member on their use of the Communication Pathways.  All reported successful use.
  2. Susan requested a meeting with the Evaluation Committee.
  1. Evaluation Committee: meet with Aaron at 4 pm and Susan on 5 pm on October 6th for an Employee Check-In.
  2. Tamia: post the following to the website: Evaluation Committee: Monthly Employee Check-In, October 6, 2017 at 4 pm at 25 N Beech.
  1. Executive Session - “Personnel matters except if the employee who is the subject of the session has requested an open meeting.” § 24-6-402(4)(f)(I), C.R.S.
  1. Week of Peace - this has been well received and very educational.

  1. Finance Director - Aaron
  1. Report
  1. Aaron will review the draft Audit again prior to it being presented to the Board in October.
  2. Draft cuts will be fine-tuned following the October count and then presented at the Budget and Financial Oversight Committee meeting and then to the Board in October.
  3. Nate inquired about the possibility of having payroll done by a hired company.
  1. Aaron is already in the process of transitioning these services over to another company in January.  The service would include payroll and direct deposits.
  1. Review financial statements
  1. Review: Statement of Financial Position, August 31, 2017
  2. Review: Statement of Activities, August 31, 2017 YTD
  3. Review: Cashflows Statement, August 2017
  1. Status of MOU with Children’s House
  1. Aaron informed the Board that all financial services have been transferred back to Children’s House.
  2. Nate inquired about how this change would impact the budget.  Aaron said that adjustments will be made and presented at the next Budget and Financial Oversight Committee Meeting.
  1. Finance Director Goals, Draft Rubric and 360 Questions
  1. Stacey moved to adopt the evaluation rubric within the ‘Finance Director Goals, Draft Rubric and 360 Questions’ with the formating being edited as discussed and the remaining content being supported by the board.  Motion seconded.  No discussion.  All in favor.  Motion carried.
  1. Aaron: correct formatting on ‘FD Goals’ document.

  1. Building & Location Committee (Stacey)
  1. Report
  1. Discussion of Justice Building.
  2. Chad: collect estimate costs and information regarding steel buildings.
  3. Nate met with Mitchell Toms regarding additional space.
  1. Fundraising Committee (Kathy)
  1. Report
  1. “Friendraising” Night - October 27th at 5 pm at Kathy Clark’s House
  1. Kathy: send out official invitation to “Friendraising” Night.
  1. Stone Soup - November 16th
  1. How can we turn this into a fundraising opportunity?
  2. Susan: discuss with staff the possibility of students providing artwork for a silent auction and report back to Kathy.
  1. Nominations and Board Development Committee (Kelli or Tamia)
  1. Report
  1. Kathy mentioned that an individual is interested in being on a school committee.  Susan suggested they join the SAC.

  1. Report on Healthy Schools seminar (Tamia and Stacey)
  1. Shared highlights from the seminar.
  2. Susan provided more detailed information regarding the hiring and job description of our Health and Wellness Director.

  1. External Networking Report(s)
  1. Tamia and Stacey: add External Networking to the spreadsheet.

  1. New Business
  1. Evaluation Committee (Nate, Chad, Kathy): meet on Monday, October 2nd at 5 pm at Seeley Oil Company.
  1. Prepare 360 Evaluations for HOS and FD.
  2. Select individual participants.
  1. Tamia: post the following to the website: Evaluation Committee Meeting on October 2nd at 5 pm at Seeley Oil Company.
  2. Evaluation Committee: prepare and send out the 360 Evaluations for HOS and FD by October 6th with responses due by October 20th.
  3. Board of Directors’ 360 Evaluation Questions - October Work Session
  1. HOS: provide the board with a starting point, via Tony, for the Board of Directors’ 360 Evaluation Questions.

  1. BOD Report to Kiva Kids Newsletter
  1. Tamia and Stacey: submit a report from the board to the Kiva Kids Newsletter.
  1. Healthy Schools Seminar

  1. Shared Board Information
  1. Children’s House PO Box
  1. Alexia will move forward with obtaining a locked mailbox on campus.  She has already paid for the shared PO Box for this year, but that cost will need to be covered by E/M S in the future.

  1. Items for Future Agenda(s) – BOD President
  1. Master Calendar
  2. Work Session - October
  1. Strategic Plan (30 minutes)
  2. Board of Directors’ 360 Evaluation Questions
  3. Master Calendar
  1. MOU - October
  2. Nominations and Board Development: Evaluation for 2018-2019 (October)
  3. Review of 2016-2017 Audit - October

  1. Calendaring – BOD President
  1. Upcoming events
  1. Montessori Philosophy Night, October 10
  1. Focus will be on the Middle School Classroom
  1. “Friendraising” Night, October 27 at 5 pm
  2. Stone Soup, November 16
  1. Next BOD meeting
  1. 10.23.17 @ 5:30 pm
  1. Work Session - October
  1. Strategic Plan (30 minutes)
  2. Board of Directors’ 360 Evaluation Questions
  3. Master Calendar
  1. Children’s House BOD Meeting - October 16th - Work Session at 5 pm, Regular Meeting at 5:30 pm (Kelli)

  1. Status of previous meeting’s action items – Tamia
  1. Nate: follow up with Spencer regarding additional space for our school. (August 2017)
  2. Susan: Annual Appeal letter (October)
  3. Chad: send Strengths Finder results to Susan ASAP. (August 2017)

  1. Review all Action Items – Tamia
  1. Next Montessori Moment: Susan
  2. All: Review the FD Goals: 360 Evaluation Questions by Tuesday at 6 pm.
  3. Nate: sign both copies of the Lease Amendment and Extension for 25 N Beech.
  4. Tamia: scan the signed Lease Amendment and Extension for 25 N Beech and file the original at the school.
  5. Aaron: provide Deb Campbell with her signed copy of the Lease Amendment and Extension for 25 N Beech.
  6. Evaluation Committee: meet with Aaron at 4 pm and Susan on 5 pm on October 6th for an Employee Check-In.
  7. Tamia: post the following to the website: Evaluation Committee: Monthly Employee Check-In, October 6, 2017 at 4 pm at 25 N Beech.
  1. Executive Session - “Personnel matters except if the employee who is the subject of the session has requested an open meeting.” § 24-6-402(4)(f)(I), C.R.S.
  1. Aaron: correct formatting on ‘FD Goals’ document.
  2. Chad: collect estimate costs and information regarding steel buildings.
  3. Kathy: send out official invitation to “Friendraising” Night.
  4. Susan: discuss with staff the possibility of students providing artwork for a silent auction and report back to Kathy.
  5. Tamia and Stacey: add External Networking to the spreadsheet.
  6. Evaluation Committee (Nate, Chad, Kathy): meet on Monday, October 2nd at 5 pm at Seeley Oil Company.
  7. Tamia: post the following to the website: Evaluation Committee Meeting on October 2nd at 5 pm at Seeley Oil Company.
  8. Evaluation Committee: prepare and send out the 360 Evaluations for HOS and FD by October 6th with responses due by October 20th.
  9. HOS: provide the board with a starting point, via Tony, for the Board of Directors’ 360 Evaluation Questions.
  10. Tamia and Stacey: submit a report from the board to the Kiva Kids Newsletter.
  11. Kelli: Children’s House BOD Meeting - October 16th - Work Session at 5 pm, Regular Meeting at 5:30 pm.
  1. Executive Session

C.R.S. 24-6-402(4)(a) The purchase, acquisition, lease, transfer, or sale of any real, personal, or other property interest; except that no executive session shall be held for the purpose of concealing the fact that a member of the local public body has a personal interest in such purchase, acquisition, lease, transfer, or sale;

C.R.S. 24-6-402(4)(e) Determining positions relative to matters that may be subject to negotiations; developing strategy for negotiations; and instructing negotiators

  1. Recorded on Tamia’s IPhone
  2. At 9:11 pm Stacey moved to enter into Executive Session according to C.R.S. 24-6-402 (4)(a) and (4)(e).  Nate stipulated that all E/M S BOD members be in attendance with no other persons invited to attend.  Motioned seconded, no discussion, approved unanimously.  Motion carried.
  3. Chad moved to exit out of Executive Session at 9:56 pm.  Motion seconded, no discussion, approved unanimously.  Motion carried.  No action was taken during the Executive Session.

  1. Adjournment: Chad moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 9:56 pm.

Prepared by Tamia Hurst, BOD Secretary

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