MINUTES

Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Meeting

02.26.18 at 5:30 pm – 18 N Beech Street

BOD Approved on 03.19.18

  1. Call to order: Nate called the meeting to order at 5:40 pm.

  1. Executive Session

            Pursuant to C.R.S. 24-6-402 (4)(f)(I) to discuss a personnel matter

                Recorded on Tamia’s IPhone

  1. At 5:41 pm Chad moved to enter into Executive Session according to C.R.S. 24-6-402 (4)(f)(I) to discuss a personnel matter.  Nate stipulated that all E/M S BOD members and Aaron Knox, FD be in attendance with no other persons invited to attend.  Motioned seconded, no discussion, approved unanimously.  Motion carried.
  2. Stacey moved to exit out of Executive Session at 7:00 pm.  Motion seconded, no discussion, approved unanimously.  Motion carried.  No action was taken during the Executive Session.
  3. Chad: email the Board and FD the list and all follow-ups with FD.

  1. Pledge of Allegiance

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

Absent from BOD: None

Staff: Susan Likes, HOS; Aaron Knox, FD, Caitlin Munroe, Sean Killoy

Community Members: Andrew Campo, CH BOD member

  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 – Kelli

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

  1. Approval of the Previous Minutes
  1. 01.29.18 Regular Meeting
  2. 02.09.18 Retreat

Kathy 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.  Motion carried.

  1. Community Member Forum
  1. No comments.

  1. Staff Comments
  1. John Whitehead - education share with the board.  Amazing!

  1. Consent Agenda

  1. Reports:

  1. BOD President -  Nate
  1. Report
  2. Adoption of Revised Bylaws
  1. Discussion.
  2. Kelli moved to approve the amendments to the bylaws.  Motion seconded, no discussion.  All in favor.  Motion carried.
  3. Tamia: finalize amendments to the bylaws.
  4. Nate: sign and upload amended bylaws. 

  1. Budget & Financial Oversight Committee - Chad
  1. Report - Chad was unable to attend the meeting and will therefore refer to Aaron’s report.

  1. Head of School - Susan
  1. Report
  1. Updated Employee Contract discussion
  1. Revisions from Bethke.
  2. Susan: continue to revise the employee contract and present it to the board when ready. 
  1. School Safety Discussion
  1. Susan will continue to develop a strong safety plan.
  1. Approve Revised UIP
  1. Tamia moved to approve the 2017-18 Revised UIP as presented to the board.  Motion seconded, no discussion.  All in favor.  Motion carried.
  1. Recruitment of students:
  1. Current need: 140 students, meaning approximately 50 new students.
  2. Advertising:
  1. Radio
  2. Public Service Announcements
  3. Local newspaper
  1. Helping the general public understand what a charter school is - a free, public school of choice.
  2. Kelli moved to create an ad hoc committee for Student Recruitment.  Motion seconded.  Discussion: this committee will consist of board members, staff, parents, and community members.  Kelli is to chair the committee.  All in favor of the motion.  Motion carried.
  1. Kelli: send the volunteer information for 12 hours of Mesa Verde to the board and administration.
  2. Susan needs to know if / when we should hire additional staff.
  1. The Building Corp continues to work through the logistics and will provide information as soon as it becomes available.
  1. Susan provided each board member with a packet of ‘Social Justice’ information.
  2. 2018-2019 Academic Calendar - 3 versions uploaded to the Drive.
  1. Best practice is 180 days.

  1. Finance Director - Aaron
  1. Report
  1. PTO Procedure has been put on hold for the time being.  Aaron will continue to research various procedures and present them to the Budget and Financial Oversight committee.  The board will also hold a work session regarding PTO Procedures.
  2. Paypal has been added to our website.
  1. Review Financial Statements
  1. Review: Statement of Financial Position 1/31/18
  2. Review: Statement of Activities July 2017-January 2018
  3. Review: Cashflows Statement Ended January, 2018
  1. Approve Supplemental Budget
  1. 2.8.18  Supplemental Budget
  1. Our Head of School needs her current computer replaced, which is included in the supplemental budget.  The computer can continue to be used by teachers, but can no longer support the workload of a Head of School.
  1. Chad moved to approve the CDE 17-18 Supplemental Budget 2.8.18 as presented to the board.  Motion seconded.  Discussion: current computer needs and expected life of laptops.  Professional development for a Montessori Mentor / Coach.  The board wants to make sure that there is adequate accountability for the training received. Nate called for approval of the motion:  Kelli, no; Tamia, no; Chad, yes; Kathy, yes; Stacey, yes.  Motion carried.
  2. Susan: create and present to the board a Montessori mentoring / coaching plan for the training.

  1. Building & Location Committee / Building Corp
  1. Report

  1. Additional Committee Reports
  1. Development and Fundraising Committee
  1. Report
  1. Nominations and Board Development Committee
  1. Report
  2. Joint Board Training - Strengths Finder, March 12th at 6pm, 25 N. Beech

  1. Master Calendar
  1. February
  1. BOD
  2. CLC Conference - Kelli, Tamia, Susan, and Aaron to attend
  3. Approve UIP - Complete
  4. Review Letters of Hire - Hiring and Evaluation Committee (moved to March)
  1. March
  1. Review and Approve Draft 18-19 Budget - Aaron and Budget & Financial Oversight Committee
  2. Review SAC presentation on Parent Survey - Susan / John Whitehead
  3. MOU between CH and CKMS review - Susan
  4. Governance Training - Presentations from CLC Conference
  5. Send out 360 Questions for - Nate will send lists to Tamia
  1. BOD
  2. HOS
  3. FD
  1. Letters of hire to Staff - Hiring and Evaluation Committee
  2. Invitations to Innovation Fair - All: email Susan any individuals / businesses that you would like to receive an invitation to the Innovation Fair.

  1. External Networking Report(s)

  1. New Business
  1. Tamia - Ryans' Custom Products, Inc. provided the following info / quote:
  1. 2x8 or 2x10 plastic desk plates in white with red engraving and logo - $15 each.
  2. Order:
  1. President
  2. Vice President
  3. Secretary
  4. Treasurer
  5. Board Member
  6. Board Member
  7. Board Member
  8. Board Member
  9. Head of School
  10. Finance Director
  1. Total cost: $150 / 6 = $25 each
  2. Tamia: order the desk plates from Ryan’s Custom Products, Inc.

  1. BOD Report to Kiva Kids Newsletter
  1. Kelli: introduce / invite all to join Student Recruitment ad hoc committee.

  1. Shared Board Information
  1. Nate asked Andrew Campo, CH Board President, to discuss with his board the topic of joint board members and shared committees.

  1. Community Member Forum
  1. No comments.

  1. Items for Future Agenda(s) – BOD President
  1. Next work session
  1. Prioritize work sessions (30 minutes)
  2. Kelli, Tamia, Susan, and Aaron to present on CLC Conference (15 minutes each)
  1. Master Calendar
  1. March
  2. April
  1. Recruitment, Retention, and Enrollment Policy - Third & Final Reading (TBD - waiting on Re1)
  2. PTO Procedure (Spring)

  1. Calendaring – BOD President
  1. Upcoming events
  1. Joint Board Training - Strengths Finder, March 12th at 6pm, 25 N. Beech
  2. Montessori Philosophy Night, April 5th (Note date change)
  3. Innovation Fair, April 19th during the school day (set up on the 18th)

  1. Next BOD meeting
  1. March 19, 2018
  1. Work Session, 5:30 to 7:00 pm
  2. Regular Meeting, 7:00 pm
  1. Children’s House BOD Meeting (Nate to Attend)
  1. March 12, 2018 @ 4:45 pm (Work Session), 5:15 pm (Meeting) at 25 N Beech

  1. Status of previous meeting’s action items – Tamia
  1. Susan / Kathy: create an Annual Appeal follow-up document.  (January 2018) Waiting for Building
  2. Nate: review HOS and FD Job Descriptions and Letters of Hire, present to the board in February. (February 2018)
  3. Kelli: align a summary of the Board’s 360 and Self-Evaluations. (February 2018)
  4. Hiring and Evaluation Committee: revise the Board’s 360 Evaluation for future use. (February 2018)
  5. Nominations and Board Development Committee: compile results of the board’s self-evaluation and present at a future work session. (February 2018)
  6. Kelli: prepare finalized Strategic Plan and present to the board. (February 2018)
  7. Chad: review master calendar for BOD. (February 2018)
  8. Hiring and Evaluation Committee: add Executive Session: Personnel to each evaluation sheet. (February 2018)
  9. Nate: talk with Lori Haukeness regarding contracts for administration. (February 2018)

  1. Review all Action Items – Tamia
  1. Next Montessori Moment: Susan
  2. Chad: email the Board and FD the list and all follow-ups with FD.
  3. Tamia: finalize amendments to the bylaws.
  4. Nate: sign and upload amended bylaws.
  5. Susan: continue to revise the employee contract and present it to the board when ready.
  6. Kelli: send the volunteer information for 12 hours of Mesa Verde to the board and administration.
  7. Susan: create and present to the board a Montessori mentoring / coaching plan for the training.
  8. Aaron and Budget and Financial Oversight Committee: Review and Approve Draft 18-19 Budget (March).
  9. Susan / John Whitehead: Review SAC presentation on Parent Survey (March)
  10. Susan: MOU between CH and CKMS review (March)
  11. Kelli, Tamia, Susan, and Aaron: Governance Training - Presentations from CLC Conference (March - work session)
  12. Nate: send Tamia a list for the following 360 evaluations (March).
  1. BOD
  2. HOS
  3. FD
  1. Hiring and Evaluation Committee: prepare letters of hire (March).
  2. All: email Susan any individuals / businesses that you would like to receive an invitation to the Innovation Fair.
  3. Tamia: order the desk plates from Ryan’s Custom Products, Inc.
  4. Kelli: introduce / invite all to join Student Recruitment ad hoc committee.

  1. Adjournment: Chad moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 8:59 pm.

Prepared by Tamia Hurst, BOD Secretary

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