MINUTES

Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Special Meetings

09.28.18 at 5:15 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 5:21 pm

  1. Roll Call
  1. Kelli Jackson, Vice President; Tamia Hurst, Secretary; Stacey Weyand, Member; Cayce Hamerschlag, Member; Holley Christensen, Member

  1. Executive Session: C.R.S 24-6-402 (4)(f) for personnel matters
  1. 5:15 pm - RayLynne Braun
  1. *Recorded on Stacey’s IPhone
  2. At 5:21 pm Stacey moved to enter into Executive Session pursuant to C.R.S. 24-6-402 (4)(f) to discuss personnel matters.  Kelli stipulated that all E/M S BOD members and RayLynne Braun be in attendance with no other persons invited to attend.  Motioned seconded, no discussion.  Motion approved unanimously.  Motion carried.
  3. Cayce moved to exit out of Executive Session at 5:33 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 RayLynne Braun in writing within ten (10) days according to the Grievances procedure.
  1. 5:30 pm - Emily Wisner
  1. *Recorded on Stacey’s IPhone
  2. At 5:35 pm Stacey moved to enter into Executive Session pursuant to C.R.S. 24-6-402 (4)(f) to discuss personnel matters.  Kelli stipulated that all E/M S BOD members and Emily Wisner be in attendance with no other persons invited to attend.  Motioned seconded, no discussion.  Motion approved unanimously.  Motion carried.
  3. Cayce moved to exit out of Executive Session at 6:21 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 Emily Wisner in writing within ten (10) days according to the Grievances procedure.
  1. Personnel matters
  1. *Recorded on Stacey’s IPhone
  2. At 6:21 pm Stacey moved to enter into Executive Session pursuant to C.R.S. 24-6-402 (4)(f) to discuss personnel matters.  Kelli stipulated that all E/M S BOD members 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 6:43 pm.  Motion seconded, no discussion.  Motion approved unanimously.  Motion carried.
  4. Note: no action was taken during the Executive Session.

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

Absent from BOD: None

Staff: Urulu Yazzie, FD; Stacey O’Rourke

        

  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 - Stacey 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. No discussion.

  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 discussion.

  1. Discussion:

  1. Board Officers - Nominations / Motions
  1. Tamia moved to nominate Kelli Jackson as President.  Motion seconded.  Discussion: Kelli accepted the nomination.  No further discussion.  All in favor.  Motion carried.
  2. Tamia moved to nominate Stacey Weyand as Vice President.  Motion seconded.  Discussion: Stacey accepted the nomination.  No further discussion.  All in favor.  Motion carried.
  3. Kelli moved to nominate Cayce Hamerschlag as Treasurer.  Motion seconded.  Discussion: Cayce initially declined the nomination, but then agreed to serve for a short period of time with the understanding that she will need guidance in this position.  No further discussion.  All in favor.  Motion carried.
  4. Note: Tamia Hurst will remain as Secretary and Holley Christensen as a member.

  1. Finance Director - Urulu
  1. Updated bank information
  1. Resolution for Checking Account
  1. Tamia moved to approve the resolution for all officers to be signers on the checking accounts for the school.  Motion seconded.  Discussion: this resolution, once signed, will supersede all previous resolutions for signers.  No further discussion.  All in favor.  Motion carried.
  2. Tamia: draft and present resolution for checking account signers.
  1. Resolution for Urulu to have online access
  1. Tamia: draft and present resolution for online access for Urulu Yazzie.
  1. Updated Budget
  1. Reviewed at length the write-up budget from the district.
  2. Kelli suggested a work session with the board, along with the President of the Kiva Building Corp.
  1. Work Session: Tuesday, Oct 2nd @ 3:30 pm at Children’s House.
  1. Urulu: prepare a budget by the end of business on Monday.
  2. Board: email staff concerning the budget deficit.
  1. Crow Canyon Payment
  1. The bill will be forthcoming: $500 per week, plus transportation.
  1. Stacey: ask Crow Canyon about the bill for their services.
  2. Stacey: provide the board with an email address for Crow Canyon.
  1. Audit
  1. Follow-up with Lori Hendrick
  1. Tamia: contact Lori Hendrick.
  1. Engagement Letter, needs to be signed
  1. Kelli: sign Engagement Letter.
  1. Kelli signed the Engagement Letter.
  1. Tamia: scan the Engagement Letter and email to it Lori Hendrick.
  1. Fingerprints
  1. No longer applicable

  1. Priority Improvement Plan
  1. Letter to notify parents, complete in 7 to 10 days
  1. Tamia: contact Carla regarding the letter Susan sent out concerning our Priority Improvement Plan.  Does the letter cover this request?
  1. Meeting with board to present school’s data and UIP, 30 days after letter
  1. Tamia: follow-up with Alexia and John concerning UIP.
  2. Our next meeting is on October 22, 2018.
  1. Begin UIP, due to district by November 15th
  1. Tamia: follow-up with Alexia and John concerning UIP.

  1. Review Grievance Procedure
  1. We certainly acknowledge that this procedure needs to be reviewed carefully, but we must table it while we take care of more pressing matters.  Place on Future Agenda Items.

  1. Exit Interview with Susan
  1. Kelli: send Susan an email regarding an exit interview.

  1. Onboarding
  1. Tamia: contact Ondrea and invite her to come to Tuesday’s meeting.
  2. Tamia: contact Emily regarding her husband’s interest in board membership.
  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 comment.

  1. New Business
  1. Assessment of Employee Issue
  1. Tamia Hurst moved to appoint Chris Snyder as a third party individual to take the lead role in the assessment of an employee issue, with board members Cayce Hamerschlag and Holley Christensen in support roles. Motion seconded.  Discussion: the following documents need to be obtained from Mr. Snyder: statement of cost / fees, all necessary credentials, and a signed non-disclosure agreement form.  No further discussion.  All in favor of the motion.  Motion carried.
  1. Urulu agreed to take the lead on an administration issue concerning a student and teacher.
  2. Stacey: rewrite safety plan.

  1. Calendaring
  1. Upcoming Events
  1. Cortez Fire Station Dedication / Open House, October 12, 2018, 5 to 7 pm, 31 N. Washington St.
  1. Next BOD meeting(s)
  1. Work session, Executive Session, Special Meeting - 3:30 pm at Children’s House.
  1. Ricky Lightfoot, Kiva Building Corp President to attend.
  1. Potential Board meeting on the 9th - TBD
  2. Regular Board Meeting - 5:30 pm (Work Session), 7 pm (Regular Meeting) on Monday, October 22, 2018 at 601 N Mildred

  1. Review all current action items – Tamia
  1. Kelli: follow-up with RayLynne Braun in writing within ten (10) days according to the Grievances procedure.
  2. Kelli: follow-up with Emily Wisner in writing within ten (10) days according to the Grievances procedure.
  3. Tamia: draft and present resolution for checking account signers.
  4. Tamia: draft and present resolution for online access for Urulu Yazzie.
  5. Urulu: prepare a budget by the end of business on Monday.
  6. Board: email staff concerning the budget deficit.
  7. Stacey: ask Crow Canyon about the bill for their services.
  8. Stacey: provide the board with an email address for Crow Canyon.
  9. Tamia: contact Lori Hendrick.
  10. Kelli: sign Engagement Letter.
  11. Tamia: scan the Engagement Letter and email to it Lori Hendrick.
  12. Tamia: contact Carla regarding the letter Susan sent out concerning our Priority Improvement Plan.  Does the letter cover this request?
  13. Tamia: follow-up with Alexia and John concerning UIP.
  14. Kelli: send Susan an email regarding an exit interview.
  15. Tamia: contact Ondrea and invite her to come to Tuesday’s meeting.
  16. Tamia: contact Emily regarding her husband’s interest in board membership.
  17. Stacey: rewrite safety plan.
  1. Adjournment - Stacey moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 10:12 pm.

Prepared by Tamia Hurst, BOD Secretary


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