MINUTES

Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Meeting

01.29.18 at 5:30 pm – 18 N Beech Street

BOD Approved on 02.26.18

  1. Work Session - 5:30 to 6:55 pm
  1. Strategic Plan - Kelli

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

  1. Pledge of Allegiance

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

Absent from BOD: Chad Fish, Treasurer

Staff: Susan Likes, HOS; Aaron Knox, FD, Caitlin Munroe, Paula Fury

Community Members: Eric Ikenouye, CH BOD member, Ricky Lightfoot

  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. 12.18.17 Regular Meeting

Kathy moved to approve the minutes as written, seconded, no discussion.  Motion approved unanimously.  Motion carried.

        

  1. Approval of Agenda: Kelli moved to approve the agenda as presented.  Motion seconded, no discussion, all in favor.  Motion carried.

  1. Community Member Forum
  1. No comments.

  1. Staff Comments
  1. Ms. Paula - Montessori Education

  1. Consent Agenda
  1. No items on the Consent Agenda.

  1. Reports:

  1. Building and Location Committee
  1. Report
  2. Approve submittal of Conditional Use Application to the City of Cortez
  1. Kelli moved to approve the submittal of the Conditional Use Application to the City of Cortez as soon as possible.  Motion seconded.  No discussion.  All approved.  Motion carried.
  1. The school, not the building corp., must be the one to submit the application.
  2. Stacey: submit the Conditional Use Application to the City of Cortez as soon as possible.

  1. BOD President -  Nate
  1. Recruitment, Retention, and Enrollment Policy - to be tabled pending RE-1 input
  2. RE-1 Board voted to renew the CKMS charter
  1. We are grateful for the unanimous approval of our Charter Application.

  1. Budget & Financial Oversight Committee
  1. Report
  2. Revised PTO policy
  1. Discuss during Aaron’s report.

  1. Head of School - Susan
  1. Report
  2. Employee Contract
  1. The board reviewed the employee contract and made suggestions. Once the suggestions are implemented, it will be ready to send to our lawyer.

  1. Finance Director - Aaron
  1. Report
  1. Overview of Business
  1. PTO Policy
  1. This should be renamed a PTO Procedure, not a policy.
  1. Aaron: rename the “PTO Policy” to reflect that this is a procedure, not a policy.
  1. The board would like to further review the PTO Procedure.  Future Agenda Item
  1. Impact Aid Funding + Supplemental Budget recommendations
  2. 17-18 Budget January update
  1. Budget and Financial Oversight Committee recommends passing this budget.
  2. Tamia moved to approve the 17-18 Budget January update as presented on 01.29.18.  Motion seconded.  No discussion.  All approved.  Motion carried.
  1. Substitute Wage increase
  1. Stacey moved to approve the substitute wage increase as presented in Aaron’s BOD Report.  Motion seconded.  No discussion.  All in favor.  Motion carried.
  1. Concern from CH BOD regarding varying meeting dates/times and late agendas for Finance Committee
  1. Discussed and addressed.
  1. Report on electronic payment processing for donations
  1. Documents to be Reviewed:
  1. Review: Statement of Financial Position 12/31/17
  2. Review: Statement of Activities July – December, 2017
  3. Review: Cashflows Statement Ended December, 2017
  4. Review and Approve: Q4 17 SFP and SOA for posting on website
  1. Tamia moved to approve the Q4 17 SFP and SOA for posting on website.  Motion seconded.  No discussion.  All in favor.  Motion carried.
  1. Draft Annual Budget
  2. Annual Appeal
  1. To this point we have only received $900.
  2. Kathy recommends sending a follow-up letter / email.
  1. Susan / Kathy: create an Annual Appeal follow-up document.
  1. Aaron: include PayPal on our website.

  1. Hiring and Evaluation Committee
  1. Report
  2. HOS and FD mid-year meeting

  1. Master Calendar
  1. January
  1. Review 360 Questions of Parents for -
  1. BOD - move to retreat agenda
  2. HOS - Complete
  3. FD - Complete
  1. Does support need to be provided to any members - retreat agenda
  2. Mid Year HOS and FD Evaluations - complete
  3. Review and approve Tax return - complete
  4. Review and adjust BOD goals - retreat agenda 
  5. Board Retreat - scheduled
  6. Annual Budget  - complete
  1. February
  1. CLC Conference - Kelli and Tamia will attend
  2. Approve UIP
  1. Susan: provide the final UIP to the board for approval in February
  2. Future Agenda Item

  1. External Networking Report(s)

  1. New Business
  1. Board Retreat
  1. Friday, February 9th at 5:30 pm at First National Bank
  2. All: email Tamia agenda items for the retreat by Monday, February 5th, include dinner preference.
  1. Review email to be sent to Kiva community regarding location.
  2. Susan: send an email from the board regarding location to our Kiva community.

  1. BOD Report to Kiva Kids Newsletter
  1. Email sent out on 01.29.18.

  1. Shared Board Information
  1. Tamia: share with CH BOD / Admin regarding Charter Application approval.

  1. Community Member Forum
  1. No comments.

  1. Items for Future Agenda(s) – BOD President
  1. Next work session: to be discussed at the retreat
  2. Master Calendar
  1. February
  2. March
  1. Recruitment, Retention, and Enrollment Policy - Third & Final Reading (TBD - waiting on Re1)
  2. PTO Procedure (Spring)
  3. Approve UIP (February)

  1. Calendaring – BOD President
  1. Upcoming events
  1. February 2nd - Nominations Committee Meeting - 1:30pm - Cortez Library
  2. February 6th - School Accountability Committee - 4:00pm - Beech Campus
  3. February 8th - Finance Committee Meeting - 5:30pm - Beech Campus
  4. February 9th - No School - Teacher Workday
  5. February 12th - Children's House Board Meeting - 5:30pm - Empire Campus
  6. February 15th - Family Innovation Night - 5:30pm - Beech Campus
  7. February 19th - No School - Presidents Day
  8. February 21st - Parent Meeting for Potential New Parents - 12:30pm - Beech Campus
  9. February 23rd - No School - Teacher Workday
  10. February 24th - Sub Orientation - 11:00am - 1:00pm - Beech Campus

  1. Next BOD meeting
  1. Board Retreat: Friday, February 9th @ 5:30 pm at TBD (possibly at First National Bank)
  2. February 26, 2018
  1. Work Session - 5:30 to 7:00 pm
  2. Regular Meeting @ 7:00 pm
  1. Children’s House BOD Meeting (Stacey to Attend)
  1. February 12, 2018 @ 5 pm (Work Session), 5:30 (Meeting)
  1. Tamia: email Andrew regarding Stacey being on the agenda for Building and Location Update.

  1. Status of previous meeting’s action items – Tamia
  1. Kelli: reach out to Susan and Aaron to come up with a plan regarding night meetings.  Share decision(s) with the board.

  1. Review all Action Items – Tamia
  1. Next Montessori Moment: Kelli
  2. Stacey: submit the Conditional Use Application to the City of Cortez as soon as possible.
  3. Aaron: rename the “PTO Policy” to reflect that this is a procedure, not a policy.
  4. Susan / Kathy: create an Annual Appeal follow-up document.
  5. Aaron: include PayPal on our website.
  6. Susan: provide the final UIP to the board for approval in February
  7. All: email Tamia agenda items for the retreat by Monday, February 5th, include dinner preference.
  8. Susan: send an email from the board regarding location to our Kiva community.
  9. Tamia: share with CH BOD / Admin regarding Charter Application approval.
  10. Stacey: Children’s House BOD Meeting - February 12, 2018 @ 5 pm (Work Session), 5:30 (Meeting)
  11. Tamia: email Andrew regarding Stacey being on the agenda for Building and Location Update.

  1. Executive Session - not held

  1. Adjournment: Tamia moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 9:10 pm.

Prepared by Tamia Hurst, BOD Secretary

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