MINUTES

Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Meeting

04.23.18 at 5:30 pm – 18 N Beech Street

BOD Approved on 05.21.18

  1. Work Session - 5:30 pm
  1. Fundraising coordination and planning
  1. Could a bake sale be a part of the PTO Yard Sale on May 5th?
  1. Wendy will ask Erin Tanner.
  2. Wendy will take the lead on organizing the bake sale(s).
  1. As of April 16th, the County has given the Bridge 30 days to vacate.
  2. Create a GoFundMe page - Wendy and Mona will take the lead.
  3. Facebook post - Wendy and Susan will take the lead.
  4. Drafted a public announcement using Google Docs.
  5. Susan is the contact person for all building/moving questions.
  6. Susan and Wendy will coordinate efforts moving forward.
  1. Review results of BOD 360 review (if time allows.)  Tabled

  1. Call to Order
  1. Nate called the meeting to order at 7:01 pm.

  1. Pledge of Allegiance

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

Absent from BOD: Kelli Jackson, Vice President; Chad Fish, Treasurer

Staff: Susan Likes, HOS; Wendy Weygandt, Cassy Whitehead, Caitlin Munroe, Sean Killoy

Community Members: Eric Ikenouye, 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) – Chad

  1. Approval of the Previous Minutes
  1. 03.19.18 Regular Meeting

Stacey 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 of the motion.  Motion carried.

  1. Community Member Forum
  1. No comments.

  1. Staff Comments
  1. Cassy - taught a lesson on how to multiply two digit numbers using the stamp game.
  2. Caitlin - shared how impressed she was with the Innovation Fair.

  1. Consent Agenda
  1. Consent Calendar of Salaries
  2. PTO Procedure
  3. Employee Contract
  4. Finance Manual
  5. Kiva Purchased Services Agreement 2018-19

        Kathy moved to approve the Consent Agenda.  Motion seconded.  No discussion.  All in favor.

Motion carried.

  1. Reports:

  1. BOD President -  Nate
  1. Notification of Intent to our current landlords
  1. Stacey mentioned that we have two big hurdles this week and therefore, doesn’t feel comfortable making any decisions right now.
  1. Discussion of Roles & Responsibilities.  What are we retaining at Board, what are we delegating to HOS / FD.
  1. If Susan thinks of anything specific, she will let us know.

  1. Budget & Financial Oversight Committee - Chad (Absent - Susan reported in his place)
  1. Report
  2. Action Items

  1. Head of School - Susan
  1. Report
  1. “Need to move the Fundraising that was done for the Playground to the CKBC account, as that is where the Grant Writing will be done for the playground.  Will also assist in the Balance Sheet of CKBC for the USDA loan.  $6381.00”
  2. Stacey moved to approve the transfer of $6381 from the CKMS account to the CKBC account.  Motion seconded.  No discussion.  All approved.  Motion carried.
  1. Action Items

  1. Finance Director - Aaron (Absent)
  1. Report
  2. Action Items

  1. Fundraising Committee
  1. Report
  2. Action Items

  1. Building & Location Committee
  1. Report
  1. Plan B (should it come to this) - talk with our current landlords and see if we can extend our leases and secure additional space.
  2. Tamia: post on our website: potential Board of Directors Executive Session, April 24, 2018 following the City Council meeting at City Hall pursuant to CRS 24-6-402 (4)(e) - determining positions relative to matters that may be subject to negotiations; developing strategy for negotiations; and instructing negotiators;
  1. Action Items
  1. Susan: create a lease agreement between CKMS and CKBC.

  1. Nominations Committee
  1. Report
  2. Action Items

  1. Master Calendar
  1. April
  1. Contract/Non-Renewal to HOS and FD - Complete
  2. Conditional Use Permits - Complete
  3. Charter Renewal - Any Conditions from RE-1 - Move to Future Agenda Item - May
  4. RE-1 PSA Renewal - Complete
  5. Review 360 questions for BOD, FD and HOS - Move to Work Session
  6. Quarterly Review of - Complete
  1. HOS
  2. FD
  1. Review Calendar if available - Complete
  1. May
  1. End of Year Reviews with HOS and FD - Hiring and Evaluation Committee
  2. Develop Professional Goals with HOS and FD - HOS, FD
  3. Received feedback from HOS and FD on review process - HOS, FD - may include in BOD Report
  4. Lease agreements 18 & 25 Beech - TBD
  5. Review Liability Insurance - FD - may include in BOD Report
  6. Approve Finalized Calendar - TBD
  7. Graduation Ceremony - HOS

  1. External Networking Report(s)

  1. New Business
  1. Kelli: follow up with HOS regarding a reciprocal letter and/or acknowledge the letter offered by Children’s House.

  1. BOD Report to Kiva Kids Newsletter
  1. Susan will use the announcement document worked during the work session.

  1. Shared Board Information
  1. Calendaring items
  2. Children’s House 30th anniversary celebration

  1. Community Member Forum
  1. No comments

  1. Items for Future Agenda(s) – BOD President
  1. Next work session
  1. Strategic Plan
  2. Hiring and Evaluation Committee
  1. Revise the Board’s 360 Evaluation for future use
  2. 360 BOD Evaluation Review
  3. Present 360 Evaluations Process / Calendar / Documents
  1. Master Calendar
  1. May
  2. June
  1. Recruitment, Retention, and Enrollment Policy - Third & Final Reading
  2. Charter Renewal - Any Conditions from RE-1 (May)

  1. Calendaring – BOD President
  1. Upcoming events
  1. City of Cortez City Council, Tuesday, 24 April @ 7:30 PM

  1. Next BOD meeting
  1. May 21, 2018
  1. Work Session, 5:30 to 7:00 pm
  2. Regular Meeting, 7:00 pm
  1. Children’s House BOD Meeting (Chad to Attend)
  1. May 14, 2018 @ 5:00 pm (Work Session), 5:30 (Meeting)

  1. Status of previous meeting’s action items – Tamia
  1. Kelli: align a summary of the Board’s 360 and Self-Evaluations. (February 2018)
  2. Nominations and Board Development Committee: compile results of the board’s self-evaluation and present at a future work session. (February 2018)
  3. Kelli: prepare finalized Strategic Plan and present to the board. (February 2018)
  4. Chad: review master calendar for BOD. (February 2018)
  5. Hiring and Evaluation Committee: add Executive Session: Personnel to each evaluation sheet. (February 2018)
  6. Nate: sign and upload amended bylaws. (February 2018)
  7. Chad: contact Chris Majors regarding an internal audit. (March 2018)
  8. Building and Location Committee: Conditional Use Permits (April Master Calendar)
  9. Susan: Charter Renewal - Any Conditions from RE-1 (April Master Calendar)

  1. Review all Action Items – Tamia
  1. Next Montessori Moment: Chad
  2. Tamia: post on our website: potential Board of Directors Executive Session, April 24, 2018 following the City Council meeting at City Hall pursuant to CRS 24-6-402 (4)(e) - determining positions relative to matters that may be subject to negotiations; developing strategy for negotiations; and instructing negotiators;
  3. Susan: create a lease agreement between CKMS and CKBC.
  4. HIring and Evaluation Committee: End of Year Reviews with HOS and FD (May Master Calendar)
  5. HOS: Develop Professional Goals (May Master Calendar)
  6. FD: Develop Professional Goals (May Master Calendar)
  7. HOS: Receive feedback from HOS on review process (May Master Calendar)
  8. FD: Receive feedback from FD on review process (May Master Calendar)
  9. Building and Location Committee: Lease agreements 18 & 25 Beech (May Master Calendar)
  10. FD: Review Liability Insurance (May Master Calendar)
  11. HOS, BOD: Approve Finalized Calendar (May Master Calendar)
  12. HOS: Graduation Ceremony (May Master Calendar)

  1. Adjournment: Kathy moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 7:42 pm.

Prepared by Tamia Hurst, BOD Secretary

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