MINUTES

Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Meeting

June 25, 2018 at 7:00 PM – First National Bank Cortez - Community Room

BOD Approved on 07.23.18

  1. Work Session - 5:30 pm
  1. Review / Revise BOD Master Calendar
  1. Created a Google Sheets Document so filters could be used: Master Calendar II
  2. BOD: review the Master Calendar II and make any additionals, edits, etc.

  1. Call to Order
  1. Nate called the meeting to order at 7:04 pm.

  1. Pledge of Allegiance

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

Absent from BOD: Kelli Jackson, Vice President

Staff: Susan Likes, HOS; Urulu Yazzie, FD

Community Members: Eric Ikenouye, CH BOD member; Tegan Lewis

  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) – Kelli

  1. Approval of the Previous Minutes
  1. 05.21.18 Regular Meeting

Stacey 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.  All in favor of the motion.  Motion carried.

  1. Community Member Forum
  1. Tegan came with interest in board membership.

  1. Staff Comments
  1. No comments

  1. Consent Agenda
  1. Approval of Final 2017-2018 Budget
  2. Approval of Revised Preliminary 2018-2019 Budget
  3. Approval of Final 2017-2018 Appropriation
  4. Approval of Preliminary 2018-2019 Appropriation
  5. Approval of Resolution allowing for Susan Likes and Urulu Yazzie to establish online access to our Dolores State Bank accounts.

Kathy moved to approve the Consent Agenda.  Motion seconded.  Discussion: Chad mentioned that there may be some outstanding items that will still filter in; however, Susan built adjustments into those documents .  No further discussion.  All in favor.  Motion carried.

  1. Reports:

  1. BOD President -  Nate
  1. Stipend for Susan for work on Finance Department
  1. To be discussed under XI.c - Head of School, Susan.

  1. Budget & Financial Oversight Committee - Chad
  1. Report, no report as a meeting was not held.
  2. Action Items, none

  1. Head of School - Susan
  1. Report
  1. Handout: UIP Goal Progress, as of 5/24/18.
  2. Utilities have been turned off in the buildings.
  3. Stipend for Susan for work on Finance Department.
  1. Susan and Urulu have reviewed the finances and feel that we can afford to offer an appropriate stipend to Susan for all her work on the finances.
  2. Chad moved to approve a stipend in the amount of $5,000 for Susan Likes for her work on the Finance Department.  Motion seconded, no discussion, all in favor.  Motion carried.
  1. FD: prepare the stipend for Susan for her work on the Finance Department.
  1. Action Items
  1. BOD: review and provide feedback on the parent and employee handbooks by July 15th.

  1. Finance Director - Urulu
  1. Report
  1. Susan covered the majority of the finances during her report.
  2. Susan continues to help Urulu learn all that the FD job entails.
  1. Action Items, none

  1. Hiring and Evaluation Committee
  1. Report
  1. The committee met and completely revamped how evaluations are completed.
  2. Chad will remain on this committee, even after his board term ends.
  1. Action Items
  1. Chad: upload the evaluation procedure to the E/M S Board of Directors folder.
  2. BOD: review the evaluation procedure that was uploaded the drive.

  1. Fundraising Committee
  1. Report, no report
  2. Action Items, none

  1. Building & Location Committee
  1. Report
  2. Action Items, none

  1. Nominations Committee
  1. Report, verbal
  1. Cayce Hamerschlag is willing to be a joint board member.
  1. Nom Com is in the process of brainstorming what joint membership looks like, this will need to be revised in the bylaws.
  2. Nom Com recommends offering Cayce a one-year joint board membership.
  3. Cayce’s name will be presented for joint board membership at the Annual Meeting in July.
  1. Action Items
  1. BOD: Review Cayce’s BOD application on the drive.

  1. SAC
  1. Report
  2. End of Year Report 2017-2018

  1. Master Calendar

  1. June
  1. Approve Final Budget - complete
  2. Strategic Plan - move to future work session
  1. Kelli: provide insight on where we stand on the strategic plan.
  2. Tamia: look into the work session calendar.
  1. Board Self-evaluation - complete
  1. July
  1. Annual Meeting
  1. Appointment of new board members
  2. Election of Officers
  3. Conflict of Interest Forms
  4. Board Agreements
  5. Oath of Office
  1. Annual Performance goals and 360 questions for
  1. HOS - HOS: Present Annual Performance Goals in July.
  2. FD - FD: Present Annual Performance Goals in July.
  1. Assurances for Audit and RE-1 - FD: prepare assurances for Audit and RE-1.
  2. Approve Changes to Bylaws - noted under New Business
  3. Approve Parent/Student Handbook - consent agenda (July)
  4. Approve Employee Handbook - consent agenda (July)

  1. External Networking Report(s)

  1. New Business
  1. Attendees at CH Board Meetings 2018-2019
  1. BOD: select two CH Board Meetings to attend during the 2018-2019 year.
  1. Review Bylaws
  1. Tamia: upload bylaws the the E/M S - Board Packet
  2. BOD: review bylaws and provide edits and feedback.
  1. Chad: check the bod email to make sure it is working properly.

  1. BOD Report to Kiva Kids Newsletter
  1. Stacey: provide a Building and Location update to families.

  1. Shared Board Information
  1. CH to E/M S: Gabi is stepping down as a board member.  We appreciate all she has done for our schools and will miss her greatly!
  2. E/M S to CH: We are really looking forward to being closer neighbors.

  1. Community Member Forum
  1. No comments

  1. Items for Future Agenda(s) – BOD President
  1. Next work session
  1. July: we will hold the annual meeting in place of a work session.
  2. August
  1. Calendar of Work Sessions
  2. Strategic Plan
  1. Master Calendar
  1. July, incorporated into the agenda
  2. August
  3. September
  1. Consent Agenda Items
  1. Approve Parent/Student Handbook
  2. Approve Employee Handbook
  1. Administrator for Google

  1. Calendaring – BOD President
  1. Upcoming events
  1. It’s Summertime, and the livin' is easy

  1. Next BOD meeting
  1. July 23, 2018 at First National Bank Cortez - Community Room
  1. Executive Committee Meeting 5:15 pm
  2. Annual Meeting 5:30 pm
  3. Regular Meeting 6:00 pm
  4. Work Session postponed until August meeting
  1. Children’s House BOD Meeting (Kelli, if available)
  1. July 16, 2018 @ 5:00 pm (Work Session), 5:30 (Meeting)

  1. Status of previous meeting’s action items – Tamia
  1. All items complete or in progress - great work!

  1. Review all Action Items – Tamia
  1. Next Montessori Moment: Kelli
  2. BOD: review the Master Calendar II and make any additionals, edits, etc.
  3. FD: prepare the stipend for Susan for her work on the Finance Department.
  4. BOD: review and provide feedback on the parent and employee handbooks by July 15th.
  5. Chad: upload the evaluation procedure to the E/M S Board of Directors folder.
  6. BOD: review the evaluation procedure that was uploaded the drive.
  7. BOD: Review Cayce’s BOD application on the drive.
  8. Kelli: provide insight on where we stand on the strategic plan.
  9. Tamia: look into the work session calendar.
  10. HOS: Present Annual Performance Goals in July.
  11. FD: Present Annual Performance Goals in July.
  12. FD: prepare assurances for Audit and RE-1.
  13. BOD: select two CH Board Meetings to attend during the 2018-2019 year.
  14. Tamia: upload bylaws the the E/M S - Board Packet
  15. BOD: review bylaws and provide edits and feedback.
  16. Chad: check the bod email to make sure it is working properly.
  17. Stacey: provide a Building and Location update to families.
  18. Kelli, if available: attend Children’s House BOD meeting on July 16, 2018 at 5:30 pm.

  1. Adjournment: Kathy moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 8:42 pm.

Prepared by Tamia Hurst, BOD Secretary

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