MINUTES

Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Regular Meetings

09.24.18 @  5:30 – Children’s House Preschool: 1204 E Empire

BOD Approved on 10.22.18

  1. Call to Order - Special Meeting
  1. Chad called the meeting to order at 5:44 pm
  2. Attendance: Chad Fish, President; Kelli Jackson, Vice President (via phone); Tamia Hurst, Secretary; Stacey Weyand, Member; Cayce Hamerschlag, Member.

  1. Executive Session: C.R.S 24-6-402 (4)(f) personnel matters

*Recorded on Stacey’s and Cayce’s IPhones

  1. At 5:45 pm Stacey moved to enter into Executive Session pursuant to C.R.S. 24-6-402 (4)(f) to discuss personnel matters.  Chad stipulated that all E/M S BOD members and Alexis Cosper be in attendance with no other persons invited to attend.  Nate Seeley and Alexia Cosper neither one were able to attend.  Motioned seconded, no discussion.  Motion approved unanimously.  Motion carried.
  2. Stacey moved to exit out of Executive Session at 5:50 pm.  Motion seconded, no discussion.  Motion approved unanimously.  Motion carried.
  3. Note: no action was taken during the Executive Session.
  4. Tamia: invite Alexia Cosper to join us at a later date.

  1. Adjournment of Special Meeting
  1. Stacey moved to adjourn the special meeting at 5:50 pm.  Motion seconded, no discussion.  Motion approved unanimously.  Motion carried.

  1. Work Session 6:00
  1. Board Officers - sign Bank Resolution as approved on 07.23.18, if documents are ready. (Tabled)
  2. The board worked on the following letter via Google drive.
  1. Phase Two Construction Update - 09.25.18  (now complete and distributed)
  2. Stacey: contact Sean Canada for review of the letter.
  1. The board worked on the following letter via Google drive.
  1. Letter to Kiva Community 09.25.18 (now complete and distributed)

  1. Call to Order - Regular Meeting 7:00
  1. Chad called the meeting to order at 7:01 pm.

  1. Pledge of Allegiance, no flag available

  1. Roll Call: Chad Fish, President; Kelli Jackson, Vice President (via phone); Tamia Hurst, Secretary; Nate Seeley, Treasurer; Stacey Weyand, Member; Cayce Hamerschlag, Member

Absent from BOD: None

Staff: Urulu Yazzie, FD; Caitlin Munroe, Patty Smith, Stacey O’Rourke

Community Members: Kayla Maynard, Alexia Hudson, Sara Parks, Lori Haukeness, Carol Mehesy, Emily Wisner

  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 – Cayce

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

  1. Approval of the Previous Minutes
  1. 08.27.18 - Regular Meeting
  2. 08.31.18 - Special Meeting
  3. 09.21.18 - Executive Session

Nate 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 with the addition of item XI. Announcement, directly following the approval of the agenda.  Motion seconded.  No discussion.  All in favor of the motion.  Motion carried.

  1. Announcement: Susan Likes, HOS, submitted her letter of resignation on Sunday, September 23, 2018.  Nate Seeley will be resigning from the board effective at the conclusion of tonight’s board meeting.  Chad Fish will be resigning from the board effective at the conclusion of tonight’s board meeting.

  1. Community Member Forum
  1. Emily Wisner to address the board (10 minutes)
  1. Emily presented to the board three formal grievances.  Copies were distributed to all board members.
  1. Lori Haukeness and Carol Mehesy expressed their support to the board and school.
  2. Alexia Hudson-McGrath presented “Moving Mountains: Engaging Vision to Enhance Collaboration” to the board.

  1. Staff Comments
  1. Patty Likes: expressed concern regarding the 360 evaluation results.  The survey was not anonymous and therefore several did not feel comfortable submitting it.  The board should have seen that as a huge warning.
  2. Caitlin: expressed that the staff is working incredibly hard under taxing circumstances.  The staff deserve acknowledgment and better accommodations.  They are rolling with it now because they love the children.  When the board is thinking of solutions, talk to the staff and get their input.

  1. Reports:

  1. BOD President
  1. Susan Like’s Letter of Resignation.
  1. Cayce moved to accept Susan Like’s Letter of Resignation as the Head of School, dated September 17, 2018 and received by the board via email on Sunday, September 23, 2018.  Motion seconded.  Discussion: the Board would like to conduct an exit interview with Susan. Susan will be working from home for the next two weeks.  No further discussion. Chad called for a vote: Chad Fish, yes; Kelli Jackson, yes; Tamia Hurst, yes; Nate Seeley, abstained; Stacey Weyand, yes; Cayce Hamerschlag, yes.  Motion carried.

 

  1. Appoint new board member
  1. Tamia moved to nominate Holley Christensen to serve as a member of the Children’s Kiva Montessori Elementary/Middle School Board of Directors according to the Bylaws, Article IV, Section 2 (i).  Motion Second.  Discussion: Holley accepted the nomination. No further discussion.  Chad called for a vote: Chad Fish, yes; Kelli Jackson, yes; Tamia Hurst, yes; Nate Seeley, yes; Stacey Weyand, yes; Cayce Hamerschlag, yes.  Motion carried.

  1. Plans moving forward:
  1. Urulu Yazzie, FD, will be the lead point of contact for the time being until the board can meet again to discuss the plan further.
  1. Urulu will transfer the calls for the school to his phone.
  1. The Board requests that all communication from Susan be Cc’d to bod@kivacharter.org.
  2. The Board will finalize a letter of communication to the Kiva Community regarding Susan’s resignation.

  1. Budget & Financial Oversight Committee
  1. Report
  2. Discussion regarding elective classes at the middle school.
  1. Tamia recused herself from the discussion and any voting.
  2. Lori Haukeness suggested tabling the discussion until after the budget is approved.  She expressed that the district is all about students first and she assured us that we will work this out.  Right now, the board has bigger decisions to be made.
  3. Carol Mehesy reminded the Finance Committee that they can not, in any way, charge the parents for electives.
  4. Chad tabled the discussion until it can be better understood.
  1. Cayce: contact Susan regarding how many students are in band.
  2. Stacey: received a fundraising approval form.  Tabled
  3. Discussion: Rural Funding CDE grant.
  4. Current budget projects 93 students, Urulu believes we have 87, but this could be incorrect.
  5. Urulu: verify that attendance has been recorded appropriately.
  6. Approval of budget:  Nate moved to approve the revised budget, seconded.  Discussion: several board member expressed the need to revise the budget to reflect our actual numbers before it can be submitted for approval.  Chad tabled the motion until the budget can be reviewed by the board.
  7. Nate expressed his thanks for the opportunity to serve on the board.

  1. Head of School - Susan (absent)
  1. Report
  2. Resolution for Urulu to gain online access.
  1. Kelli moved to grant Urulu Yazzie access to all bank statements online, electronic, and hard copies for all of the school’s accounts at Dolores State Bank.  Motion seconded.  No discussion.  All in favor.  Motion carried.
  2. Tamia: submit resolution to DSB for Urulu Yazzie to have access to all of the school’s bank accounts.
  1. Finalize two letters of communication previously discussed.
  1. Kelli moved to approve the two letters of communication previously discussed. Motion second.  Discussion: adjustments to the October count dates need to be made with the following information: October 3rd is the actual count day.  The count comes from 5 school days before and after the 3rd.  If the student is not present on the 3rd, that student must attend one day before and one day after the 3rd within the count window.  The official count days are September 26 - October 10.  We need to include Urulu as the lead point of contact for the school.  Sean Canada also needs to sign off on the letter beforehand.  No further discussion.  Kelly withdrew the motion as one is not necessary for such communication.

  1. Finance Director - Urulu
  1. Report, verbal report
  2. Question: How are things going to be ran at the school?  Board: All questions will be filtered through Urulu for the time being.  The board is also available via bod@kivacharter.org.
  3. Tamia: send out a doodle poll to find out the best meeting time with staff: Thursday or Friday.
  4. Tamia: send out an email to staff regarding potential days off for preparing classrooms.

  1. Building & Location Committee
  1. Report
  2. If anyone has an extra vacuum, they could use it in the new building.
  3. Susan resigned as Treasurer from the Children’s Kiva Building Corp.
  4. Crow Canyon is available to us as long as needed.

  1. Master Calendar
  1. October
  1. Re-Evaluate Personal Goals (HOS)
  2. Re-Evaluate Personal Goals (FD)
  3. Annual Appeal Letter (HOS)
  4. Charter Renewal (HOS)
  5. Policy Updates (HOS)
  6. October Count (HOS)
  7. Star Testing Review (HOS)
  8. Updated Budget Using October Count (FD)
  9. Tamia: Add ‘Re1’s Annual Review of Charter’ to Master Calendar
  1. November
  1. PD Plan to BOD (HOS)
  2. Annual Appeal (HOS)
  3. Presentation on Final Current Year Budget (FD)
  4. Auditor Presentation of Audit/990 (FD)
  5. Stone Soup / Gallery (Staff)
  6. Approve UIP (SAC)

  1. BOD Report to Kiva Kids Newsletter
  1. Susan will need to continue to do the Kiva Kids while she is still employed by us.
  2. Caitlin suggested that there is a staff member who is good with computers and capable of taking on this task.

  1. Shared Board Information
  1. Children’s House: this is a time to reconnect.  We recognize that our numbers directly impact our sister school.

  1. Community Member Forum
  1. Kayla - asked what the minimum requirements are for the HOS position.
  2. Alexia - ask if Chad and Nate planned to stay on as community members on the Finance Committee, both declined.  The board will have to elect new officers.  Alexia requested that all Finance Committee meetings be posted in advance and regularly scheduled.  Second comment, the annual appeal is coming up and we need to recruit new Fundraising Committee members.
  3. Emily - requested that the letter to the community regarding Susan’s resignation remain very reassuring of our program.  Children’s House Director and Board Members could consider issuing a letter of support.
  4. Caitlin - inquired as to how non-board members put forth a name for board membership.  She supports the idea of forming a Hiring Committee and expressed interest on being a part of the committee.  Our first concern needs to be the immediate recovery of the school.  Remember who we are at the core.
  5. Patty - commented that this is a very positive transition and Urulu is a great step.

  1. Items for Future Agenda(s) – BOD President
  1. Next work session
  1. Thursday and/or Friday - meet with staff, Hiring Committee, etc.
  1. Master Calendar
  1. October, incorporated into the agenda
  2. November
  3. December
  1. Executive Session - Formal Grievances filed
  2. Hiring and Evaluation Committee
  3. Fundraising Approval - Erin Tanner

  1. Calendaring – BOD President
  1. Upcoming events
  1. Children’s House Board of Directors Regular Meeting - 5 pm (work session), 5:30 pm (regular meeting) on Monday, October 15, 2018 at Children’s House, 1204 E Empire

  1. Next BOD meeting
  1. Executive Session - 5:15 pm on Friday, September 28, 2018 at 1204 E Empire
  2. Regular Board Meeting - 5:30 pm (Work Session), 7 pm (Regular Meeting) on Monday, October 22, 2018 at 601 N Mildred

  1. Status of previous meeting’s action items - Tamia
  1. Tamia: scan and upload signed Conflict of Interest Disclosure Forms and place originals in the Board files at the school.
  2. Tamia: update the Conflict of Interest Disclosure Form.
  3. Tamia: scan and upload signed Board Agreement Letter and place original in the Board files at the school.
  4. Tamia: prepare revised bylaws for signature by the Board President.
  5. Chad: sign revised bylaws and return to Tamia.
  6. Tamia: scan and upload the revised, signed bylaws and place original in the Board files at the school.

  1. Review all Action Items - Tamia
  1. Tamia: invite Alexia Cosper to join us at a later date.
  2. Stacey: contact Sean Canada for review of the letter.
  3. Next Montessori Moment: Stacey
  4. Cayce: contact Susan regarding how many students are in band.
  5. Urulu: verify that attendance has been recorded appropriately.
  6. Tamia: submit resolution to DSB for Urulu Yazzie to have access to all of the school’s bank accounts.
  7. Tamia: send out a doodle poll to find out the best meeting time with staff: Thursday or Friday.
  8. Tamia: send out an email to staff regarding potential days off for preparing classrooms.
  9. Tamia: Add ‘Re1’s Annual Review of Charter’ to Master Calendar

*Stacey O’Rourke inquired as to her reason and status of being placed on administrative paid leave.  The board will have to look into that further as they presumed that Susan had taken care of everything.

**Kelli, Stacey, Cayce, Holley, and Tamia stayed to finalize the two letters to the community.

  1. Adjournment: Stacey moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 11:30 pm.

Prepared for publishing by Tamia Hurst, BOD Secretary

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