MINUTES

Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Regular Meeting

01.28.19 at 5:30 pm - Children’s House, 1204 E Empire

BOD Approved on 02.25.19

  1. Work Session
  1. Staff Discussion
  1. Caitlin and Patty were present for the discussion.
  2. John, Cassy, and Kristin submitted their responses via email.
  3. Discussion of 25 N Beech:
  1. Most pressing concern: no walls!
  2. Caitlin feels it would be a set back academically if the noise/disruption is not figured out.
  3. Property owner said that we could start setting up as soon as we need to.
  1. Discussion of 215 N Linden:
  1. Not large enough to accommodate our entire school.
  2. Jon would like Caitlin to see the Linden space.
  3. Option: Linden used as a testing center.
  1. Testing
  1. The environment must be set up to accommodate those students that will be testing: students on IEPs, noise control, tables and chairs set up, proctors, etc.
  2. We will be paper testing only this year.
  3. Testing, as of now, will begin after Spring Break.
  4. Testing must be completed by April 26th.
  5. Jon will figure out the logistic of testing and what space is needed.
  1. Crow Canyon
  1. As wonderful as the campus is, the school is currently divided.
  1. Planning and Zoning
  1. Conditional Use Permits for 25 N Beech and 215 N Linden will be on the Planning and Zoning meeting agenda on February 5, 2019.  If approved, we will go before City Council.
  1. Budget review / discussion
  1. Reviewed and discussed revised budgets as completed and presented by Jordan.
  2. We are striving for quality, not quantity.
  3. We would like to see Administrative Assistant at full-time.
  4. Jon: provide Jordan with competitive salary numbers.
  1. Review Bylaws: Committees section - Tabled

  1. Call to Order - Regular Meeting at 7 pm
  1. Kelli called the meeting to order at 7:08 pm.

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

Absent from BOD: None

Staff: Jon Orris, IHOS; Urulu Yazzie, FD

Community Members: Angie Seeley

  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 – Tamia

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

  1. Approval of the Previous Minutes
  1. 10.30.18 - Special Meeting, Amendments
  2. 12.17.18 - Regular Meeting
  3. 12.20.18 - Special Meeting
  4. 01.08.19 - Special Meeting
  5. 01.26.19 - Board Retreat

Stacey moved to approve the minutes as written.  Motion seconded.  Discussion: Stacey requested the 01.26.19 - Board Retreat, item V.b.iii.2 have further clarification.  Tamia made the edits to reflect the request.  No further discussion.  Motion approved unanimously.  Motion carried.

        

  1. Approval of 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
  1. Angie Seeley - asked if there would be a fair this year and expressed a hope that there would be.  She is also interested in hearing an update on the status of the building and school.

  1. Staff Comments
  1. No additional staff in attendance.

  1. Reports / Discussions:

  1. Update on Status of School - comments / discussion allowed during this section only
  1. Building - Stacey
  1. Report - see report for more details.
  2. Stacey: add alternative location options and information to the report.
  3. Currently we do not have a definite move-in date for Mildred.  We are hoping the building is ready by Spring Break, but if not, we will use an alternative location for the remainder of the school year.
  1. Enrollment - Jordan
  1. We are currently at 72 FTE.
  2. We will continue to collect as many as possible.
  1. Next steps - Kelli
  1. We recognize that we will not be in full compliance with the Notice of Breach as submitted by RE-1, specifically regarding enrollment and Certificate of Occupancy for the Mildred location.
  2. The board will compile all documentation needed for the Notice of Breach, have it reviewed by our lawyer, and submitted to RE-1 by February 12, 2019.
  3. RE-1 Board meeting will be on February 19, 2019.  We strongly encourage attendance at the meeting!

  1. BOD President
  1. Approval of donations
  1. Stacey moved to approve the anonymous donation received on December 10, 2018 in the amount of $25,000 to be restricted for academic performance and compliance with state standards and mandates.  Motion seconded.  Discussion: we are extremely grateful for this donation.  No further discussion.  All in favor.  Motion carried.
  1. Board Officers / Positions
  1. Treasurer
  1. Stacey moved to appoint Jordan Meyers to serve as the Children’s Kiva Montessori Elementary/Middle School Board of Directors Treasurer.  Motion second.  Discussion: Jordan is willing to take the position.  We are appreciative of Cayce stepping into this role during our transition period.  No further discussion.  All in favor.  Motion carried.

  1. Financial Committee - Cayce
  1. Report
  1. Urulu: meet with Tamia to go over uploading documents to the website - Monday, February 4th at 8 am.
  1. 2017 Form 990
  1. Reviewed and discussed.
  1. Zircons
  1. Stacey: contact staff regarding condensing items in zircons.
  1. READ Act Funds
  1. Discussed at length.  Present again in Finance Committee.
  2. Finance Committee: review READ Act Funds, specially regarding Kindergarten students.
  1. TABOR
  1. Cayce moved to transfer the full remaining TABOR amount of $23,715.92 to our restricted account.  Motion seconded.  Discussion: if a resolution is needed, the Finance Committee will draft one and present it to the Board.  No further discussion.  All in favor.  Motion carried.

  1. Interim Head of School - Jon
  1. Report, verbal
  1. Progress reports went out on Friday using Transparent Classroom.  Eventually parents will have access to an online parent portal.
  2. Staffing update:
  1. we added two, part-time positions in the Lower El classroom.  Sam Carter on Tuesdays, Thursdays, and Fridays.  Randy Quillin on Mondays and Wednesdays.
  2. SPARK - we are in need of volunteers to fill this position.
  1. Randy has invited our school to attend a gymnastic performance on February 25th at 1:30 pm at the Rec Center.  Jon will discuss this with staff and provide more information to students and families.
  2. State testing will begin in April following Spring Break.
  3. Middle School has requested to do their Albequarie trip and will begin working on raising funds.

  1. Finance Director - Urulu
  1. Report, verbal
  1. Continuing to work on Visions and direct deposits.
  2. ACH Origination Contract (emailed from Urulu on 01.28.19).
  3. Tax documents must be finalized by January 31st.
  4. Urulu: ensure Jon and Jordan (if possible) have access to Visions.
  5. Finance Committee: figure out how to invoice out for school lunches and material fees.

  1. Hiring and Evaluation Committee - Cayce
  1. Letter of Hire for IHOS
  1. Cayce recommends holding an Executive Session to discuss this letter further.
  2. Kelli: reach out to Bill concerning the Letter of Hire for IHOS and report back to the Board.

  1. Building & Location Committee - Stacey
  1. Report - previously discussed.

  1. SAC - Jon
  1. Verbal update on UIP
  1. UIP was submitted to the District on January 14, 2019.
  2. Our UIP is currently being reviewed by CDE.  Once we receive feedback from CDE it will be presented to SAC for further review and adjustments.
  1. SAC is looking for more members.
  1. Next meeting TBD.

  1. Board Development Committee - Tamia
  1. Report

  1. BOD Report to Kiva Kids Newsletter or Community
  1. Tamia: change agenda template to Kiva Konnect.
  2. Update on status of school, building, and enrollment via the Board minutes.
  3. Reminder of and invitation to the RE-1 Board Meeting on February 19, 2019.

  1. Shared Board Information
  1. CH has a new Board member, Andrea Baxley.

  1. Master Calendar
  1. February
  1. Approve UIP - HOS / BOD
  1. March
  1. Review and Approve Next Year’s Budget
  2. Review SAC Presentation of Parent Survey
  3. Governance Training
  4. Final Budget to BOD
  1. April
  1. RE-1 PSA
  2. Calendar Presentation for Next School Year
  3. PARCC CMAS
  4. Health Fair

  1. Community Member Forum
  1. Angie - suggested we use Kiva Konnect to remind parents of RE-1’s Board Meeting on February 19th and also include a blurb about the alternative buildings being presented on February 5th at the Planning and Zoning meeting.

  1. New Business
  1. Nothing.

  1. Items for Future Agenda(s) – BOD President
  1. Next work session
  1. Next steps for our school following RE-1’s Board Meeting / Decision.
  2. Grievance Procedure and accessibility.
  1. Master Calendar
  1. February, incorporated into the agenda
  2. March
  3. April
  1. Tabled Items from the Board Retreat
  1. Succession Plan
  1. Board of Directors
  2. HOS
  3. FD
  1. Discussion of Mission
  2. 2019 CKMS Board Self Evaluation
  3. Outline for Goals for strategic Plan
  4. Master Calendar / Work Session Calendar
  1. Review Bylaws: Committees section

  1. Calendaring
  1. Upcoming Events
  1. Planning and Zoning Meeting on February 5, 2019.
  2. RE-1 Board Meeting on February 19, 2019.
  1. Next BOD meeting(s)
  1. Children’s House Board meeting - 5 pm (Work Session), 5:30 pm (Regular Meeting) on Monday, February 11, 2019 at Children’s House
  2. E/M S Regular Board Meeting - 5:30 pm (Work Session), 7 pm (Regular Meeting) on Monday, February 25, 2019 at Children’s House
  3. Children’s House Board Retreat, February 1, 2019 from 5 to 9 pm at First National Bank, Cortez.

  1. Status of previous meeting’s action items - Tamia
  1. Cayce: draft a letter to reach out to former families. (10.05.18)
  2. Board Development: review grievance policy/procedure and develop a plan for communicating this with our Kiva Community. (10.22.18)
  3. Kelli: follow up with a potential Finance Committee member. (10.22.18)
  4. SAC: discuss the best meeting day / time to allow others to participate. (10.22.18)
  5. Urulu: provide names and costs of local auditors to the Finance Committee. (10.22.18)
  6. Action Items from Board Retreat. (01.26.19)        

  1. Review all Action Items - Tamia
  1. Next Montessori Moment: Stacey
  2. Jon: provide Jordan with competitive salary numbers.
  3. Stacey: add alternative location options and information to the report.
  4. Urulu: meet with Tamia to go over uploading documents to the website - Monday, February 4th at 8 am.
  5. Stacey: contact staff regarding condensing items in zircons.
  6. Finance Committee: review READ Act Funds, specially regarding Kindergarten students.
  7. Urulu: ensure Jon and Jordan (if possible) have access to Visions.
  8. Finance Committee: figure out how to invoice out for school lunches and material fees.
  9. Kelli: reach out to Bill concerning the Letter of Hire for IHOS and report back to the Board.
  10. Tamia: change agenda template to Kiva Konnect.

  1. Adjournment: Stacey moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 8:56 pm.

Prepared for publishing by Tamia Hurst, BOD Secretary

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