MINUTES

Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Special Meetings

10.09.18 at 7:15 pm – Children’s House, 1204 E Empire

BOD Approved on 10.22.18

  1. Call to Order
  1. Kelli called the meeting to order at 7:15 pm

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

Absent: None

Staff: Caitlin Monroe

Community Members: Carter Pape

  1. Executive Session:
  1. C.R.S 24-6-402 (4)(f) for personnel matters regarding a grievance by an employee and a grievance by parent in reference to an employee
  1. 7:15 pm - Caitlin Munroe
  1. *Recorded on Cayce’s phone
  2. At 7:17 pm Tamia moved to enter into Executive Session pursuant to C.R.S. 24-6-402 (4)(f) to discuss personnel matters regarding a grievance by an employee.  Kelli stipulated that all E/M S BOD members and Caitlin Munroe be in attendance with no other persons invited to attend.  Motioned seconded, no discussion.  Motion approved unanimously.  Motion carried.
  3. Tamia moved to exit out of Executive Session at 7:33 pm.  Motion seconded, no discussion.  Motion approved unanimously.  Motion carried.
  4. Note: no action was taken during the Executive Session.
  5. Kelli: follow-up with Caitlin Munroe in writing within ten (10) days according to the Grievances procedure.
  1. 7:30 pm - Alexis Cosper
  1. *Recorded on Cayce’s IPhone
  2. At 7:34 pm Tamia moved to enter into Executive Session pursuant to C.R.S. 24-6-402 (4)(f) to discuss personnel matters regarding a grievance by a parent in reference to an employee.  Kelli stipulated that all E/M S BOD members and Alexis Cosper be in attendance with no other persons invited to attend.  Motioned seconded, no discussion.  Motion approved unanimously.  Motion carried.
  3. Stacey moved to exit out of Executive Session at 7:45 pm.  Motion seconded, no discussion.  Motion approved unanimously.  Motion carried.
  4. Note: no action was taken during the Executive Session.
  5. Kelli: follow-up with Alexis Cosper in writing within ten (10) days according to the Grievances procedure.

  1. Tamia moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 7:47 pm.

  1. Call to Order - Special Meeting
  1. Kelli called the meeting to order at 8 pm

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

Absent: None

Staff: Urulu Yazzie

Community Members: Carter Pape, Jordan Meyers

        

  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 - Cayce 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. Jordan - regarding the budget, if there are going to be any layoffs, we may want to look at the performance level of all employees rather than the position to be cut.
  2. Carter - asked when he could speak with Board about the school.
  1. Kelli responded that he could email the board at bod@kivacharter.org and that she would meet with him at a later date.

  1. Staff Comments: 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. Reports / Discussion:

  1. Building Update - Stacey
  1. There are complications getting the glass block into proper position.  Materials have been ordered to make the process more economical.  It is anticipated that Phase 1 will be done in approximately two to three weeks.  A minor roofing issue has been found, but nothing too pressing and the crew will take care of it as soon as they have a day without rain.  

  1. PTO Update - Tamia
  1. Tamia attended for the first 50 minutes of the meeting.  There were approximately 25 people in attendance.  Alexia gave an overview of our programs and outlined upcoming events.  Elections for officers were tabled.  Fundraising efforts were discussed at length.

  1. Report from meeting with Re1 - Kelli / Tamia
  1. The meeting focused on the proposed budget.  Re1 will review our cash-flow analysis and continue to work with us through our audit and budget development.

  1. Requested Information from Re1
  1. Meet all of the required documents regarding the budget.  Urulu will continue to work with the auditor to finalize the audit.  Urulu with continue to work on aligning everything into Visions.
  2. The Board will continue to meet the requests on additional information the district requested by October 15th
  1. Need to schedule a work session.

  1. Budget - Urulu
  1. Discussion
  1. The beginning negative fund balance includes TABOR.  We went line by line with re1 today.  The district would like to view our banking systems to make sure that everything aligns with our budget.
  2. Members of the finance committee reviewed the budget that was presented to Re1.  It is their recommendation that the budget be approved.
  3. Stacey purposed that we table approving the budget until Re1 can look into our financials further.
  1. Approval of revised budget
  1. Stacey moved to table the approval of the 18-19 Budget until Re1 can look further into all of our financials.  Motion seconded.  No discussion.  All in favor.  Motion carried.

  1. Requested Information from Auditor
  1. CKMS
  1. MD&A still needs to be complete.
  1. Urulu: finalize MD&A by Friday.
  2. Cayce: provide Urulu with CDE contact.
  1. CKBC
  1. Stacey reported that Ricky will follow-up with this matter.

  1. Bank Resolution - Tamia
  1. All officers need to sign the necessary paperwork from DSB.
  2. Tamia: submit signed documents to DSB regarding Resolution on all accounts.

  1. Revised School Calendar - Cayce
  1. Cayce moved to approve the revised school calendar as of 10.05.18.  Motion seconded.  No discussion.  All in favor.  Motion carried.
  2. Tamia: update link to calendar on website.

  1. Hiring Committee - Cayce
  1. Cayce will provide reports to the board.

  1. Board Development - Tamia
  1. Jordan Meyers, submitted an application.
  2. Melissa Gould, submitted an application.
  3. Tamia: contact Jordan and Melissa to see when they are available for interviews.
  1. Jordan is available on Monday at 7 pm.
  1. Cayce: follow-up with a potential candidate for the board.

  1. Follow-up with Chris Snyder
  1. Tamia: scan documents received by Chris.
  2. Kelli: follow-up with Chris regarding his Letter of Engagement.

  1. Communication to Kiva Community
  1. Update on transition
  1. Building Update, including Phase 1.
  2. Lead contact for parents.
  1. Move items from Zircons to School
  1. Thursday at 8 am.
  1. Phone Connection
  1. Phone lines have been ordered and will be installed soon.
  2. Current transfer - 4 rings and a click, don’t hang up.
  1. Thank you for the continued support
  2. Open invitation to Fire Station open house
  3. Reminder of no school on Thursday and Friday
  4. Volunteers for website design
  5. Attach the school calendar
  6. Kelli: prepare letter for Kiva Community.
  7. Tamia: distribute letter to Kiva Community.

  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. New Business
  1. Urulu - staff would like an update on the budget and building at their staff meeting on Wednesday at 1:30 pm.  A board member will try to attend, if not, Urulu will provide the update.

  1. Items for Future Agenda(s) – BOD President
  1. Next work session
  1. Grievance procedure
  2. Re1 documents, if applicable
  1. Master Calendar
  1. October, incorporated into the agenda
  2. November
  3. December
  1. Grievance Procedure
  2. Hiring Committee Report
  3. Re1 to present Annual Review of Charter - October 22nd

  1. Calendaring
  1. Upcoming Events
  1. Cortez Fire Station Dedication / Open House, October 12, 2018, 5 to 7 pm, 31 N. Washington St.
  1. Cayce and Stacey will attend
  1. Next BOD meeting(s)
  1. Regular Board Meeting - 5:30 pm (Work Session), 7 pm (Regular Meeting) on Monday, October 22, 2018 at 601 N Mildred
  2. Special Meeting at 8 pm at Children’s House on Monday, October 15, 2018

  1. Status of previous meeting’s action items - Tamia
  1. Stacey: follow-up with Sue regarding sign off on medicine dispensing forms.
  2. Stacey: provide the board with an email address for Crow Canyon.
  3. Stacey: follow-up with CKBC regarding Engagement Letter for auditor.

  1. Review all current action items – Tamia
  1. Kelli: follow-up with Caitlin Munroe in writing within ten (10) days according to the Grievances procedure.
  2. Kelli: follow-up with Alexis Cosper in writing within ten (10) days according to the Grievances procedure.
  3. Urulu: finalize MD&A by Friday.
  4. Cayce: provide Urulu with CDE contact.
  5. Tamia: submit signed documents to DSB regarding Resolution on all accounts.
  6. Tamia: update link to calendar on website.
  7. Tamia: contact Jordan and Melissa to see when they are available for interviews.
  8. Cayce: follow-up with a potential candidate for the board.
  9. Tamia: scan documents received by Chris.
  10. Kelli: follow-up with Chris regarding his Letter of Engagement.
  11. Kelli: prepare letter for Kiva Community.
  12. Tamia: distribute letter to Kiva Community.
  1. Adjournment - Tamia moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 8:50 pm.

Prepared by Tamia Hurst, BOD Secretary


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