MINUTES

Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Annual Retreat

Saturday, January 26, 2019 from 9 am to 4 pm at 11033 Road 29, Cortez

BOD Approved on 01.28.19

 

  1. Call to Order
  1. Kelli called the meeting to order at 9:18 am.
  1. Roll Call: Kelli Jackson, President; Stacey Weyand, Vice President; Tamia Hurst, Secretary; Cayce Hamerschlag, Treasurer; Melissa Gould, Member; Jordan Meyers, Member

Absent from BOD: None

Staff: Jon Orris, IHOS; Urulu Yazzie, FD

Community Members: No community members present.

  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. Approval of Agenda: Tamia moved to approve the agenda as presented.  Motion seconded.  Kelli requested we add an update on current status of building and school situation under V. Business.b.  No further discussion.  All in favor of the motion.  Motion carried.

  1. Business
  1. Meaningful way to thank Crow Canyon
  1. Ideas discussed:
  1. Guardrail on the corner leading to CC.
  2. Walking path and driveway are in need of repair.
  3. We need to purchase an ad in The Journal to ensure it says exactly what we want it to say.
  4. Parents have offered to clean CC.
  1. Melissa: take the lead on what Crow Canyon needs.
  2. Kelli: enlist volunteers for the Crow Canyon clean up.
  1. Update on status of building and school
  1. We are anxiously waiting for RE-1’s Board Meeting on February 19, 2019.
  1. We have to submit all documents regarding the Notice of Breach by February 12, 2019.
  1. If RE-1 finds us in breach of our contract…
  1. We can potentially appeal the breach before CDE.  We would seek legal advice on how viable an appeal would be.
  2. Staffing concerns - currently we are having difficulty securing potential applicants due to the uncertainty moving forward.
  1. Building Updates - Stacey
  1. Stacey provided a verbal update on our Mildred location as well as potential additional building options.  We can stay at Crow Canyon until Spring Break, March 25, 2019.
  2. Stacey: provide the Board with an ongoing document detailing all building information (Mildred and alternative buildings), renegotiated lease (when available), letters of support from Sam (when available) by Monday, January 28, 2019.
  3. Stacey: submit a Building and Location Board Report for public viewing by Monday, January 28, 2019.
  4. We need to have a meeting with staff as soon as possible.  We, as a Board, want the staff to know that we are here to support them and have spent countless hours trying to keep this school in operation.
  1. Stacey / All: draft a document to staff regarding an update on building options, Board concerns and support for staff, and invitation to attend our Work Session on Monday.  Stacey, submit final document to Jon by Sunday to share with staff.
  1. Work session on Monday, January 28, 2019 at 5:30 pm
  1. Staff Discussion.
  2. Budget review / discussion.
  1. Enrollment Update - Jordan
  1. We currently have 72 FTE District forms.  Most all current students at E/M S have completed the form.  We haven’t received many forms from currently enrolled CH Kindergarten students.
  1. Urulu: email the Board when the PPOR check from January is available, which will be “trued” up.
  2. Notice of Breach - packet to be prepared for submission by February 12, 2019
  1. Building Documents for Notice of Breach - Stacey
  2. Enrollment Forms for Notice of Breach - Jordan
  3. Budgets for Notice of Breach - Jordan
  4. Kelli: draft a cover letter for Notice of Breach and compile all documents into a packet. Have Bill review cover letter ASAP and then submit packet to RE-1 by February 12, 2019.
  1. Jordan: follow-up concerning funding regarding Priority Improvement Plan.
  2. Jordan: draft a three year budget with different scenarios and present during Work Session on Monday.
  1. Jon: provide “must haves” in the budget to Jordan by Sunday, January 27, 2019.
  1. Overall structure of the organization, including best practices in procedures, responsibilities, internal controls.  Review hyperlink below prior to meeting:
  1. Board Development Resources
  1. Focus specifically on Onward! Keep your Nonprofit safe and sound.
  1. Suggested changes:
  1. Structural: FD under HOS.
  2. Mail - someone other than the FD needs to be opening the mail.
  3. Finance Committee: set up internal controls and general accounting practices to present to the Board. 
  1. Committee Assignments and Goals: Committee Chairs to prepare suggested actions to support best practices in procedures, responsibilities, internal controls as suggested in Onward! document.
  1. Executive Committee - Kelli
  1. Executive Committee: provide committee goals to Tamia by February 25, 2019.
  2. Evaluations and contracts should be under this committee.
  3. All: review the bylaws and provide trackable edits and comments concerning committees.
  1. Finance Committee - Cayce
  1. Finance Committee: provide committee goals to Tamia by February 25, 2019.
  1. Hiring and Evaluation Committee - Cayce
  1. Hiring and Evaluation Committee: provide committee goals to Tamia by February 25, 2019.
  2. Templates for hiring need to be approved by our lawyer.
  1. Board Development - Tamia
  2. School Accountability Committee - Jon
  1. SAC: provide committee goals to Tamia by February 25, 2019.
  2. SAC needs to review SAC Policy and provide edits / comments.
  3. Discussed SAC responsibilities and CDE recommendations.
  4. Stacey, Cayce, and Melissa are all willing to be on SAC.
  1. Fundraising Committee - Melissa
  1. Fundraising Committee: provide committee goals to Tamia by February 25, 2019.
  1. Building and Location - Stacey
  1. Building and Location: provide committee goals to Tamia by February 25, 2019.
  1. Administrative and Operational Level Goals:
  1. Priorities and Action Plan - Jon
  1. Providing as much stabilization as possible, with knowledge of one more move.
  2. After RE-1’s decision - if they accept our plan...
  1. Get back on track with what is already written, i.e. Student and Parent Handbook, Charter Application, etc.
  2. Celebrate and start a PR campaign once we are in our own building.
  1. After RE-1’s decision - if they reject our plan...
  1. If we appeal - escalates crisis mode again, difficulty of retention and recruitment of staff.  If we win the appeal, will we have a quality program with staff and enrollment numbers needed?
  2. If we surrender - can we finish out the school year?  What does the closure look like?
  1. Staffing (current and potential) needs discussed.
  2. Introducing new students and families into Montessori.
  3. Getting office procedures prepared and ready to go.
  1. Financial Management: Provide overview of Visions and a detailed report of current level of completion - Urulu
  1. Everything with payroll is in the system now.  Urulu is waiting to receive a packet from DSB regarding direct deposits.
  2. Visions training is an ongoing process.
  3. Urulu: Tax documents have to be postmarked by January 31, 2019.
  4. Urulu’s Goal: be completely into Visions by February 9, 2019.
  1. Succession Plan (Tabled)
  1. Board of Directors
  2. HOS
  3. FD
  1. Lunch Break (taken between items b and c)
  2. School Culture Goals
  1. Revisit Community Goals and Expectations
  1. Reviewed and discussed at length.
  2. We support this document and agree that it is great tool.
  3. Idea: this is a great tool for SAC to use to evaluate where/how our academics align with Montessori.
  4. We feel this document supports and provides insight into the Mission and Vision, which the Board has adopted.  We do not feel that this is a document that requires Board approval to be properly implemented.
  1. UIP Snapshot: Board Development (Tabled)
  2. Discussion of Mission (Tabled)
  3. Relationship with CH
  1. We want to ensure that we have a positive relationship and are supporting one another as sister schools.
  2. Kelli: follow-up with Alexia on how we can move forward in a positive direction.
  1. 2019 CKMS Board Self Evaluation (Tabled)
  2. Outline for Goals for strategic Plan to be tasked out (Tabled)
  3. Master Calendar / Work Session Calendar (Tabled)
  4. Next Steps Moving Forward
  1. Annual Appeal
  1. Postponed discussion until after RE-1’s decision.
  1. Recruitment of Board Members - where are we at with the sitting board
  1. Kelli’s and Stacey’s term end in July 2019.
  2. Cayce’s joint board member term ends in July 2019.
  3. Tamia’s term ends in July 2020.
  4. Melissa’s and Jordan’s term ends in July 2022.

  1. New Business
  1. Future Agenda Items
  1. Tabled Items from the Board Retreat.
  2. Approval of donations above $5,000.
  3. 2017 Form 990.
  4. Board Officers / Positions.

  1. Calendaring
  1. Upcoming events
  1. RE-1 Board Meeting on February 19, 2019
  1. Next BOD meeting
  1. E/M S Regular Board Meeting - 5:30 pm (Work Session), 7 pm (Regular Meeting) on Monday, January 28, 2019 at Children’s House

  1. Review all current action items – Tamia
  1. Melissa: take the lead on what Crow Canyon needs.
  2. Kelli: enlist volunteers for the Crow Canyon clean up.
  3. Stacey: provide the Board with an ongoing document detailing all building information (Mildred and alternative buildings), renegotiated lease (when available), letters of support from Sam (when available) by Monday, January 28, 2019.
  4. Stacey: submit a Building and Location Board Report for public viewing by Monday, January 28, 2019.
  5. Stacey / All: draft a document to staff regarding an update on building options, Board concerns and support for staff, and invitation to attend our Work Session on Monday.  Stacey, submit final document to Jon by Sunday to share with staff.
  6. Urulu: email the Board when the PPOR check from January is available, which will be “trued” up.
  7. Building Documents for Notice of Breach - Stacey
  8. Enrollment Forms for Notice of Breach - Jordan
  9. Budgets for Notice of Breach - Jordan
  10. Kelli: draft a cover letter for Notice of Breach and compile all documents into a packet. Have Bill review cover letter ASAP and then submit packet to RE-1 by February 12, 2019.
  11. Jordan: follow-up concerning funding regarding Priority Improvement Plan.
  12. Jordan: draft a three year budget with different scenarios and present during Work Session on Monday.
  13. Jon: provide “must haves” in the budget to Jordan by Sunday, January 27, 2019.
  14. Finance Committee: set up internal controls and general accounting practices to present to the Board.
  15. Executive Committee: provide committee goals to Tamia by February 25, 2019.
  16. All: review the bylaws and provide trackable edits and comments concerning committees.
  17. Finance Committee: provide committee goals to Tamia by February 25, 2019.
  18. Hiring and Evaluation Committee: provide committee goals to Tamia by February 25, 2019.
  19. SAC: provide committee goals to Tamia by February 25, 2019.
  20. Fundraising Committee: provide committee goals to Tamia by February 25, 2019.
  21. Building and Location: provide committee goals to Tamia by February 25, 2019.
  22. Urulu: Tax documents have to be postmarked by January 31, 2019.
  23. Kelli: follow-up with Alexia on how we can move forward in a positive direction.

  1. Adjournment: Kelli moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 4:24 pm.

Prepared for publishing by Tamia Hurst, BOD Secretary

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