MINUTES

Children’s Kiva Montessori School

Children’s House - Board of Directors Meeting

10.16.17 @ 5:00 pm - Children’s House, 1204 E. Empire

BOD Approved on 11.13.17

  1. Work Session
  1. CH BOD Bylaws revision
  1. Tamia made suggested amendments to the bylaws.
  2. Amendments were reviewed and suggestions made via Google Drive.
  1. CH Strategic Plan: Objectives and Priorities
  1. We reviewed, commented, and edited the above listed sections of the ‘CH Strategic Plan’ via Google Drive.
  1. CH BOD Task Calendar - Tabled
  1. Tamia: meet with Alexia regarding a new format for the Task Calendar.

Next work session:

  1. Call to Order: Andrew called the meeting to order at 5:32 pm.

  1. Roll Call: Andrew Campo, President; Gabi Morey, VP; Tamia Hurst, Secretary; Eric Ikenouye, Treasurer; Cayce Hamerschlag, Member

Absent from BOD: None

Staff: None (Alexia Hudson, CHD was sick)

Community Members: None

  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 - The Early Childhood Program at Children’s Kiva Montessori School uses authentic Montessori methods in a safe, nurturing, and developmentally appropriate environment to inspire students’ sense of wonder, innate desire to work and learn, and positive engagement with their community.


Montessori Article Discussion - Alexia

  1. Article for the Month: School is No Place for Class(ism)

Lead for next Montessori Article Discussion - Alexia

  1. Approval of Previous Minutes
  1. 09.18.17 - Regular CH BOD Meeting Minutes

Andrew moved to approve the minutes as written, seconded, no discussion, approved unanimously.  Motion carried.

  1. Approval of Agenda: Andrew moved to approve the agenda as presented, seconded, no discussion, approved unanimously.  Motion carried.

  1. Community Member Forum
  1. None present

  1. Staff Comments
  1. None present

  1. Consent Agenda - Not Applicable for this Meeting

  1. BOD Task Calendar
  1. October
  1. October count & budget revision - included in CHD report
  2. Academic update - included in CHD report
  1. November
  1. Annual fund drive - Alexia, CHD
  2. Annual report - Alexia, CHD
  3. Final budget approved - Alexia, CHD  / Budget and Financial Oversight Committee
  4. Register for CLC Conference
  1. Cayce is interested in potentially attending the conference.
  2. Tamia: email Alexia and Susan regarding Cayce’s potential attendance at the CLC Conference.
  1. Stone Soup - Development and Fundraising Committee

  1. Reports:

  1. BOD President
  1. Exit Interview with Susan Lucas
  1. Andrew: conduct exit interview with Susan Lucas via email.
  1. Approval of amended bylaws
  1. Andrew moved to approve the ‘CH Bylaws amended 10.16.17’, seconded, no discussion, all approved.  Motion carried.
  2. Tamia: finalize amendments to the bylaws and post updated version to our website.
  3. Andrew: sign amended bylaws.
  4. Tamia: scan the signed and amended bylaws into Google Drive and file the original at the school.

  1. Budget & Financial Oversight Committee
  1. Report
  2. Approval of the revised budget
  1. REVISED BUDGET 
  2. Alexia: upload the ‘Revised CH 2017-2018 Budget’ to the Board Packet - CH folder.
  3. Discussion and clarification.
  4. Andrew moved to approve the Revised CH 2017-2018 Budget as presented by Alexia, CHD.  Motion seconded, no discussion, all in favor.  Motion carried.
  1. Follow-up with DSB - Tamia
  1. Business Manager Service Notice
  1. Tamia provided Eric with a hard copy of the document.
  2. Eric: provide DSB with a signed copy of the Business Manager Service Notice.
  1. Resolution vs. Online Banking
  1. After meeting with Patty at DSB, Tamia provided Eric with the necessary information for online banking.
  2. Eric: meet with Alexia regarding the option of online banking, provide her with the information from the bank.

  1. Children’s House Director (Absent)
  1. Report
  2. Annual Appeal Letter
  1. Alexia: provide the BOD with the Annual Appeal letter ASAP.

  1. Additional Committee Reports
  1. Development and Fundraising Committee
  1. Report
  1. “Friendraising” Event
  1. Invitation: Thursday, October 26th at 5:30 pm @ Kathy Clark’s house.
  1. Stone Soup - Silent Auction
  1. Meet with PTO officers to discuss Stone Soup and fundraising options.

  1. Unfinished Business
  1. None

  1. New Business
  1. Board email - Tamia
  1. chbod@childrenskiva.org
  2. Tamia will forward all emails from the board email address to all board members.
  1. Status of potential board members - Tamia
  1. Discussion of potential board members.
  2. All board members will continue to follow-up with potential board members.
  3. Gabi would like more clarification on the process for board membership.
  1. Nominations and Board Development is currently in the process of working on this.
  1. Eric: ask Alexia about background check for board members.

  1. BOD Report for Monthly Newsletter
  1. Gabi: submit a board report for the school newsletter to Alexia.

  1. Shared Board Information
  1. None

  1. Items for Future Agenda(s) – BOD President
  1. Work Session
  1. CH Strategic Plan: People Development Plan
  1. Cayce and Alexia: using the ‘Community Goals and Expectations’ create a survey for the board (complete by September 2017).  Moved to November 2017.
  1. Discussion - Cayce feels that this should be a survey (self check-in tool) for all stakeholders, not just the board.
  2. Cayce: meet with Alexia regarding ‘Community Goals and Expectations’ and how to move forward with its implementation.
  1. Annual fund drive - Alexia, CHD
  2. Annual report - Alexia, CHD
  3. Final budget approved - Alexia, CHD / Budget and Financial Oversight Committee
  4. Stone Soup - Development and Fundraising Committee

  1. Calendaring – BOD President
  1. Upcoming events
  1. October 18th - Family Visiting Day
  2. Oct 26th @ 9:30 am - Fire Prevention Day
  3. Oct 31st - Pajama Day
  4. Nov. 3rd - Parent/Teacher Conferences
  5. Nov 3rd- Conscious Discipline, a workshop sponsored by MECC
  1. Next BOD meeting
  1. November 13, 2017 at 5:00 pm - Children’s House
  1. Work Session
  1. CH Strategic Plan: People Development Plan
  1. E/M S BOD Meeting, October 23, 2017 @ 5:30 pm (Gabi to attend)
  2. E/M S BOD Meeting, November 27, 2017 @ 5:30 pm (Andrew to attend)

  1. Status of previous meeting’s action items – Tamia
  1. Alexia: create a double-sided brochure (complete by September, Alexia requested it be moved to November).
  2. Cayce and Alexia: using the ‘Community Goals and Expectations’ create a survey for the board (complete by September, Alexia requested it be moved to November).
  3. Everyone: using the CH Board Matrix determine the best approach for potential board members.  Follow-up as applicable.  September
  4. Nominations and Board Development Committee: follow-up with CH taking the Gallup Strengths Finder.  September

  1. Review all Action Items – Tamia
  1. Next Montessori Article: Alexia
  2. Tamia: meet with Alexia regarding a new format for the Task Calendar.
  3. Everyone: review and comment on the following section of the CH Strategic Plan: People Development Plan.
  4. Tamia: email Alexia and Susan regarding Cayce’s potential attendance at the CLC Conference.
  5. Andrew: conduct exit interview with Susan Lucas via email.
  6. Tamia: finalize amendments to the bylaws and post updated version to our website.
  7. Andrew: sign amended bylaws.
  8. Tamia: scan the signed and amended bylaws into Google Drive and file the original at the school.
  9. Alexia: upload the ‘Revised CH 2017-2018 Budget’ to the Board Packet - CH folder.
  10. Eric: provide DSB with a signed copy of the Business Manager Service Notice.
  11. Eric: meet with Alexia regarding the option of online banking, provide her with the information from the bank.
  12. Alexia: provide the BOD with the Annual Appeal letter ASAP.
  13. Eric: ask Alexia about background check for board members.
  14. Gabi: submit a board report for the school newsletter to Alexia.
  15. Cayce: meet with Alexia regarding ‘Community Goals and Expectations’ and how to move forward with its implementation.

  1. Adjournment: Andrew moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 6:48 pm.

Prepared by Tamia Hurst, BOD Secretary

Page  of