MINUTES

Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Special Meetings

09.27.18 at 6:30 pm – Children’s House, 1204 E Empire

BOD Approved on 10.22.18


  1. Dinner with staff at 6 pm

  1. Call to Order
  1. Kelli called the meeting to order at 6:34 pm

  1. Roll Call: Kelli Jackson, Vice President; Tamia Hurst, Secretary; Stacey Weyand, Member; Cayce Hamerschlag, Member; Holley Christensen, Member

Absent from BOD: None

Staff: Urulu Yazzie, FD; Morgan Allsup, RayLynne Braun, Kristin Croker, Dusty Heyrent, Celeste Lambson, Caitlin Munroe, Patty Likes, Mona Snyder, Cassy Whitehead, John Whitehead, Linda Whitehead, Stacey O’Rourke

Absent from Staff: Nancy Gummow, Sean Killoy, Randy Quillin

Community Members:  Ondrea Whited, Erin Tanner

  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.

  1. Motion to Adopt Agenda - Stacey moved to approve the agenda as presented.  Motion seconded.  No discussion.  All in favor of the motion.  Motion carried.

  1. Community Member Forum: Community members may use this time to speak to the board; three minute time cap please.  For discussion(s) that may take more time please email the board at bod@kivacharter.org.
  1. No comments.

  1. Discussion:

  1. Forum for Meeting - VP, Kelli

  1. Open discussion with staff
  1. Stacey Weyand - provided updates on the building.
  2. Discussion on facilities - we no longer have a bus driver after Friday:
  1. Plan A: Move in to the building this weekend and start in our new building on Monday.  All lead teachers agreed to move in over the weekend.
  1. Erin is willing to post the move-in on JustServe.org.
  2. Board: communicate the plan to the Kiva Community.
  1. Plan B: Find a driver for the bus.
  2. Plan C: We figure out multiple trips to Crow Canyon.  Dusty and RayLynne are willing to stay back with students waiting for transportation.
  3. Board: communicate plan via email and hard copy to the Kiva Community by the end of the school day on Friday.
  1. Days off for classroom setup: Staff agreed to October 11th & 12th.  Communicate through letter being sent out.
  2. John asked if a staff member takes on a certain responsibility, do they have authority over that responsibility and the final word.  It was agreed upon that yes, they do.
  3. Morgan commented that the Head of School needs to be both an administrator and a Montessori Educator.  The “Specials” teachers need to be Montessori trained.
  4. Letters read: Sean Killoy, Linda Whitehead, Kristin Croker, RayLynn Braun.
  5. Celeste volunteered to take on more administration responsibilities and attendance.
  6. Kristin is willing to put staff meeting agendas together, help with team building, and lead volunteer training sessions for parents/community members.
  7. Linda and RayLynne are willing to split discipline issues.
  8. Patty requested they get the sign off from the nurse so they can provide students with OTC medications.
  1. Kelli: follow-up with Sue regarding sign off on medicine dispensing forms.
  1. Kristin suggestion hiring an administrative assistant.  Mona is willing to take on that role again if need be.
  2. Caitlin suggested that if we are going to bring in parents to volunteer, they need to be trained first.  They need a list of what is expected of the students and themselves.  There needs to be lead staff that meets with volunteers prior to coming in to the school.  Holley suggested a parent night that would provide this training.  Parent Volunteer Orientation.
  3. Caitlin expressed that it is imperative that we don’t rush the search for the HOS.  The Hiring Committee needs to be weighted appropriately with board, staff, parents, and community members.  In the meantime, ask ourselves, “How is our school going to recover?”  Caitlin feels it is unfair to place more responsibility on Urulu.  Shared leadership is vital.
  4. Morgan suggested that the students run the Kiva Kids Newsletter.  Morgan is willing is to take the lead on this responsibility.
  5. Kristin expressed a need for someone to oversee the daily operations.
  6. Constant Contact: Mona is willing to train Morgan.
  7. Tamia: create a Roles & Responsibilities spreadsheet on the drive and share it with all staff.
  8. Kristin and Caitlin are willing to take the lead on thanking Crow Canyon.  Kristin has already come up with a list of ideas.  Caitlin will write a letter of thanks on behalf of the entire Kiva Community.  The board offers their support and funds and appreciates the staff taking the lead on this.
  9. Urulu has access to Powerschool.  All lead teachers need trained.
  10. Caitlin volunteered to be the Montessorian for the school.
  11. Book Fair - who will take the lead on this with Angie Seeley?

  1. Roles and Responsibilities
  1. Lead contact
  1. Students/Parents - Linda
  2. Administration - Urulu
  1. Discipline - RayLynne, with backup from Linda
  2. Powerschool / Attendance
  1. Lead - Mona
  2. Access for lead teachers - Mona / Urulu
  1. Training: Urulu will take the lead on training
  1. Alpine
  1. Lead - Linda
  2. Access for staff - Linda
  1. Breakfast / Lunch Counts - Celeste
  2. Kiva Kids Newsletter - Morgan
  3. Additional roles
  1. Curriculum / Montessorian - Caitlin
  2. Professional Development Team - John
  3. Facebook - Mona

  1. Hiring Committee
  1. List of those interested in joining
  1. Cayce volunteered to be the chair of the Hiring Committee.
  2. Tamia: compile a list of those interested in the Hiring Committee and email it to Cayce.
  1. Set meeting date
  1. Cayce: set a meeting date for the Hiring Committee.
  1. Agenda Items
  1. Timeline
  2. Job Description
  3. Advertisement
  4. Where / how to advertise

  1. Crow Canyon
  1. Transportation needs
  1. Discussed previously.
  1. Thank you
  1. Kristin and Caitlin will take the lead - thank you!
  1. Upcoming meetings
  1. Tabled.

  1. Volunteer opportunities to support staff
  1. Ceiling tiles in new building this weekend - Tabled

  1. Book Fair
  1. Cayce: send out an email to staff regarding the Book Fair.

  1. Fundraising Opportunity
  1. Erin Tanner - Family Outreach / Fun Night
  1. Holley is willing to help.
  2. Stacey moved to approve the fundraising event submitted and ran by Erin Tanner.  Motion seconded, no discussion.  All in favor.  Motion carried.

  1. Letters to Community
  1. Combine all necessary information into one letter:
  1. October Count
  2. Move In Dates
  3. Contact Information
  1. Community Member Forum: Community members may use this time to speak to the board; three minute time cap please.  For discussion(s) that may take more time please email the board at bod@kivacharter.org.
  1. Stacey O’Rourke expressed concern regarding her position with the school.  It will be four weeks tomorrow since she was put on administrative leave.  She is asking for a time frame.  She offered her assistance to the school and feels she should be helping.

  1. New Business
  1. Cortez Fire Station Dedication / Open House
  1. October 12, 2018, 5 to 7 pm, 31 N. Washington St.
  1. Stacey will attend on behalf of the board.
  2. Stacey: contact lead teacher about fire-safety training.
  3. Stacey: ask Morgan to put the Cortez Fire Station Dedication / Open House in the Kiva Kids Newsletter.
  1. Calendaring
  1. Next BOD meeting(s)
  1. Special Meeting - 5:15 pm (Executive Session), 7 pm (Special Meeting) on Friday, September 28, 2018 at 1204 E Empire
  2. Regular Board Meeting - 5:30 pm (Work Session), 7 pm (Regular Meeting) on Monday, October 22, 2018 at 601 N Mildred

  1. Review all current action items – Tamia
  1. Board: communicate plan via email and hard copy to the Kiva Community by the end of the school day on Friday.
  2. Kelli: follow-up with Sue regarding sign off on medicine dispensing forms.
  3. Tamia: create a Roles & Responsibilities spreadsheet on the drive and share it with all staff.
  4. Tamia: compile a list of those interested in the Hiring Committee and email it to Cayce.
  5. Cayce: set a meeting date for the Hiring Committee.
  6. Cayce: send out an email to staff regarding the Book Fair.
  7. Stacey: contact lead teacher about fire-safety training.
  8. Stacey: ask Morgan to put the Cortez Fire Station Dedication / Open House in the Kiva Kids Newsletter.

*The board prepared the following letter: Important and Exciting Information 09.28.18

  1. Adjournment - Kelli moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 10:25 pm.

Prepared by Tamia Hurst, BOD Secretary

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