MINUTES

Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Regular Meetings

11.26.18 @  5:30 pm – Children’s House Preschool: 1204 E Empire

BOD Approved on 12.17.18

  1. Work Session
  1. Presentation of audit and development of 990 (approximately 1 hour)
  1. Lori Hendrick, CPA with May Jackson Hendrick, LLC
  2. We have until May 15, 2019 to file our 990
  1. Lori will begin the 990 once she has received her final payment.
  2. Urulu: make final payment to Lori Hendrick, LLC.
  1. Urulu stated that this payment has already been sent.
  1. Lori provided us with two additional letters for the Board and management only: (These letters are stored on the Drive: Elementary - Middle School / E/M S Financials / Audits / Year Ending 06.30.18
  1. ‘Communication of Significant Deficiencies and Material Weaknesse’
  2. ‘Communication with Those Charged with Governance’
  3. Additional Letter: ‘Management Representation Letter - Template’
  1. Review Budget
  1. Budget: 18-19 Budget Children's kiva (Final) final 
  2. The Finance Committee has reviewed the budget and agrees that everything is up-to-date and no new information has been added since its approval.
  1. Additional meeting discussion
  1. Melissa will be out of town until December 16th, but will be available via phone.
  2. Next meeting: Friday, November 30, 2018 at 4:30 pm at Children’s House
  3. Cayce: begin developing a contract for IHOS position.
  1. Board Development Opportunity
  1. Onward! A Legacy Foundation - Presented by Chuck Forth, Executive Director
  2. Non-Profit Board Basics and Mistakes: How to keep your organization safe and sound
  3. November 30, 2018, 9 to Noon, First National Bank, Cortez Conference Room
  4. Cost: $10/person
  1. Board Retreat
  1. Saturday, January 26, 2019 from 9 am to 4 pm.
  2. Cayce and Tamia will figure out the logistics of the retreat.
  3. All: email Tamia agenda items and ideas for our Board Retreat.
  1. Review UIP - Alexia
  1. Alexia distributed and discussed the following document:
  1. Children's Kiva Montessori Charter School-Elementary/Middle School (E/MS) - 2018-2019 UIP Snapshot.
  2. Alexia: upload the UIP Snapshot to the Drive.
  1. Next Work Session
  1. TBD

  1. Call to Order - Regular Meeting 7:00
  1. Kelli called the meeting to order at 7:03 pm.

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

Absent from BOD: None

Staff: Alexia Hudson-McGrath, TIHOS; Urulu Yazzie, FD

Community Members: Carter Pape, Stacey O’Rourke, Megan O’Rourke, Shannon Pixler, Annie Pixler

  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 – Stacey

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

  1. Approval of the Previous Minutes
  1. 10.22.18 - Regular Meeting
  2. 10.26.18 - Special Meeting
  3. 10.30.18 - Special Meeting
  4. 11.08.18 - Special Meeting

Stacey moved to approve the minutes as written.  Motion seconded.  No discussion.  Motion approved unanimously.  Motion carried.

        

  1. Approval of 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
  1. Megan O’Rourke - shared concerns regarding school personnel.
  2. Shannon Pixler - shared concerns regarding school personnel and her daughters educational experience.
  3. Stacey - shared concerns regarding the Montessori experience and also concerns regarding school personnel.

  1. Staff Comments
  1. No additional staff present.

  1. Reports:

  1. Financial Committee - Cayce
  1. Report

  1. Interim Head of School - Alexia
  1. Report
  1. UIP - discussed during the work session
  2. HR Report from Re1
  3. Transportation
  1. Survey will go out to families soon.
  1. Letter of concern from Re1
  1. All items have been addressed.
  1. Revised Calendar
  1. Cayce moved to approve the E:MS Revised 18-19 Calendar.  Motion seconded.  Discussion: clarification on Wednesday’s schedule.  All approved the motion.  Motion carried.
  2. Alexia: distributed the revised E/M S calendar.

  1. Finance Director - Urulu
  1. Report, no report
  1. Email Urulu if you have any questions.
  1. Presentation on Final Current Year Budget

  1. Hiring and Evaluation Committee - Cayce
  1. Report

  1. Building & Location Committee - Stacey
  1. Report
  2. Cayce moved to approve the submission of the Letter of Intent to apply for the BEST Grant.  Motion seconded.  Discussion: Stacey will submit the Letter of Intent.  No further discussion.  All in favor of the motion.  Motion carried.
  1. Stacey: submit the Letter of Intent to apply for the BEST Grant.

  1. Fundraising Committee - Alexia
  1. Report
  1. Alexia: follow-up with Emily Wisner regarding fundraising approval forms.
  1. Annual Appeal
  1. Work in progress.
  1. Grants
  1. Opportunities and progress.

  1. SAC - Alexia
  1. Report, no new report
  2. Status of UIP - previously discussed

  1. Board Development Committee
  1. Report
  1. Note: At the December meeting Holley Christensen will be relieved of her temporary role on the E/M S Board.
  1. Board Retreat Discussion - previously discussed.
  2. Tamia: prepare and email out the Board Evaluation survey.

  1. BOD Report to Kiva Konnect Newsletter or Community
  1. Stacey: submit Building and Location update to Morgan and Alexia.
  2. Kelli: submit thank you to CCAC to Morgan and Alexia.

  1. Shared Board Information
  1. CH to E/M S will share the following information:
  1. Reminder that “CKMS” refers to both programs.  We need to use our program names: Children's House and Elementary/Middle School.
  1. E/M S to CH - no shared information at this time.

  1. Master Calendar
  1. December
  1. Approve UIP (HOS / BOD)
  2. Register for CLC (FD)
  3. Review Mid Year Date (Staff)
  4. Mid Year Reporting to Parents (Staff)
  5. Mid Year Notes home to Parents (Staff)
  1. January
  1. Review Star Data (SAC)
  2. Report on Mid Year Evals of Staff (HOS)
  3. Adjust Yearly Goals, if needed (HOS)
  4. Adjust Yearly Goals, if needed (FD)
  5. Report on Mid Year Testing (HOS)
  6. Board Retreat (BOD)
  7. Approved Revised Annual Budget (FD)
  8. Adjust Personal Goals based on Mid Year Review (Staff)
  9. Sent out Parent Survey (SAC)

  1. Community Member Forum
  1. Carter - requested additional information about Stone Soup.

  1. New Business
  1. None

  1. Items for Future Agenda(s) – BOD President
  1. Next work session
  1. TBD
  1. Master Calendar
  1. December, incorporated into the agenda
  2. January
  1. December: Holley Christensen will be relieved of her temporary role on the E/M S Board.

  1. Calendaring
  1. Upcoming Events
  1. Stone Soup - Thursday, November 29 at 5:30 pm at Montezuma County Annex
  1. Next BOD meeting(s)
  1. Children’s House Board meeting - 5 pm (Work Session), 5:30 pm (Regular Meeting) on Monday, December 10, 2018 at 1204 E Empire
  2. E/M S Regular Board Meeting - 5:30 pm (Work Session), 7 pm (Regular Meeting) on Monday, December 17, 2018 at TBD
  3. E/M S Special Meeting - 4:30 pm (Work Session), 5 pm (Special Meeting) on Friday, November 30, 2018 at Children’s House

  1. Status of previous meeting’s action items - Tamia
  1. Cayce: draft a letter to reach out to former families. (10.05.18)
  2. Board Development: review grievance policy/procedure and develop a plan for communicating this with our Kiva Community. (10.22.18)
  3. SAC / HOS: Present UIP to Re1 Board in December. (10.22.18)
  4. HOS / BOD: Submit to CDE by January 15, 2019. (10.22.18)
  5. Kelli: follow up with a potential Finance Committee member. (10.22.18)
  6. SAC: discuss the best meeting day / time to allow others to participate. (10.22.18)
  7. Urulu: provide names and costs of local auditors to the Finance Committee. (10.22.18)
  8. Urulu: email Kelli the specifics (cost, billing date, location) on our storage units. (10.22.18)

  1. Review all Action Items - Tamia
  1. Next Montessori Moment: Jordan
  2. Urulu: make final payment to Lori Hendrick, LLC.  Complete
  3. Cayce: begin developing a contract for IHOS position.
  4. All: email Tamia agenda items and ideas for our Board Retreat.
  5. Alexia: upload the UIP Snapshot to the Drive.
  6. Alexia: distributed the revised E/M S calendar.
  7. Stacey: submit the Letter of Intent to apply for the BEST Grant.
  8. Alexia: follow-up with Emily Wisner regarding fundraising approval forms.
  9. Tamia: prepare and email out the Board Evaluation survey.
  10. Stacey: submit Building and Location update to Morgan and Alexia.
  11. Kelli: submit thank you to CCAC to Morgan and Alexia.

  1. Adjournment: Tamia moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 7:52 pm.

Prepared for publishing by Tamia Hurst, BOD Secretary

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