DRAFT MINUTES

Children’s Kiva Montessori School

Children’s House - Board of Directors Meeting

07.17.17 @ 5:00 pm - Children’s House, 1204 E. Empire

  1. Work Session
  1. BOD Evaluation - Cayce
  1. Reviewed the ‘2017 BOD Evaluation Summary’
  2. Discussion: “Elevator Pitch” - a quick glance, bullet point document would be helpful.
  1. Alexia suggested using the Annual Appeal Supplement.
  2. Alexia: create a double-sided brochure (complete by September).
  1. Reviewed the ‘Community Goals and Expectations’
  1. The sections that pertain to the board can be used to evaluate the board and guide our strategic plan.
  2. Cayce and Alexia: using the ‘Community Goals and Expectations’ create a survey for the board (complete by September). 
  1. Strategic Plan
  1. Once the survey is filled out, the Board will then incorporate the findings into the Strategic Plan.
  2. BOD: review and comment on the following sections of the ‘CH Strategic Plan’ and be prepared to work on it at the next meeting.
  1. Value
  2. Championing the Cause

  1. Call to Order: Andrew called the meeting to order at 5:35 pm.

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

Absent from BOD: None

Staff: Alexia Hudson, CHD; Aaron Knox, FD

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: Mindfulness Practices in Education

Lead for next Montessori Article Discussion - Alexia: A New Definition of Rigor

  1. Approval of Previous Minutes
  1. 06.19.17 - 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. No discussion

  1. Staff Comments
  1. No staff present

  1. Consent Agenda
  1. Approve 17-18 Family Handbook
  2. Approve 17-18 CH Employee Handbook
  3. Approve the CH Finance Manual

Andrew moved to approve the Consent Agenda with all comments via Google being addressed and/or incorporated into the documents.  Motion seconded, no discussion, all in favor.  Motion carried.

Alexia: address and/or incorporate all comments via Google for the following documents:

  1. BOD Task Calendar
  1. July
  1. Adopt any changes to bylaws, and review every 3 years
  1. Discussion of comments, edits, suggestions.
  2. Andrew moved to adopt the amended bylaws.  Motion seconded, no discussion, all in favor.  Motion carried.
  3. Tamia: address and/or incorporate all comments via Google to the amended CH Bylaws.
  4. Andrew: sign amended CH bylaws.
  1. Appoint new board members
  1. Renew terms of board members staying:
  1. Tamia Hurst
  1. Private, unanimous vote needed for Tamia Hurst to renew for a third, consecutive term.
  2. The BOD held a private vote and Tamia was unanimously approved to renew for a third consecutive term.
  3. Tamia agreed to a third term ending July 2020.
  1. Gabi Morey
  1. Gabi agreed to a second term ending July 2020.
  1. Prepare for annual financial review - Budget and Financial Oversight Committee is on track with this item.
  2. Signed Board Agreement Letter - Tamia
  1. All board members, CHD, and FD signed the ‘Children’s Kiva montessori School 2017-2018 Board of Directors Agreement for both E/M S and CH Programs.’
  2. Tamia: scan signed Board Agreement Letter and give original to CHD.
  1. Signed Conflict of Interest - Tamia
  1. All board members reviewed ‘The Children’s Kiva Montessori Charter School Board Member Conflicts of Interest Policy’ and signed the ‘Conflict of Interest Disclosure Form.’
  2. Tamia: scan signed Conflict of Interest Disclosure Forms and give originals to CHD.
  1. Oath of Office - Tamia
  1. All board members took the ‘Oath of Office’ as read by Alexia, CHD.
  1. August
  1. Staffing review (prepared by admin) - Alexia: include in August CHD BOD Report
  2. BOD committees set annual goals 2-3 per year - reminder for individual committees to do this
  3. Review BOD evaluation goals/progress - August Work Session
  4. Back to School Night - Andrew and Cayce will attend
  5. Review Strategic Plan - August Work Session

  1. Reports:

  1. BOD President
  1. Exit interviews status
  1. Andrew: complete exit interviews.
  1. Submitting reports by Wednesday evening
  1. Everyone please upload your report(s) by the Wednesday at 5 pm prior to the BOD meeting.

  1. Budget & Financial Oversight Committee
  1. Report (no report filed)
  1. Nothing to report at this time.
  2. Alexia suggested that the BOD Reports be generated at the Budget & Financial Oversight Committee meeting.

  1. Children’s House Director
  1. Report
  1. MOU Cost Share
  1. MOU for 2017-2018 still needs to be signed.
  2. Note: previous Action Item.
  1. Changed the date of the Parent Education Night in September.
  2. Discussed new staffing.
  1. Receive feedback from CHD on evaluation process
  1. Alexia thanked the board for the evaluation.  Areas of Improvement - reminder that the acronym “STEAM” is not in the CH Vision and/or Mission; however, it is completely incorporated into the Montessori curriculum.

  1. Finance Director
  1. Report
  2. Discussion: Direct Deposit will cost less than $2 per check.  The CHD and FD feel that there are enough checks and balances in place to override the need for two signatures.  They also feel there are sufficient funds to cover the expense.
  1. FD suggested that a Payroll Summary Report be printed off and signed by the BOD Treasurer and one additional board member.  The document will be filed in the Payroll File.
  2. Alexia: amend the Financial Manual to include Direct Deposits.
  3. Andrew moved to approve the implementation of Direct Deposits for CH Payroll.  Motion seconded, no discussion, all in favor.  Motion carried.
  1. Resolution: Signatures on Checking Account(s)
  1. Tamia: sign and take the new Resolution to DSB.
  2. BOD: signatures needed at DSB.

  1. Unfinished Business
  1. None

  1. New Business
  1. Tamia has created and uploaded the ‘2017-2018 E/M S and CH BOD Calendar.’
  1. Tamia: upload the ‘2017-2018 E/M S and CH BOD Calendar’ to the website.

  1. BOD Report for Monthly Newsletter
  1. n/a at this time.

  1. Shared Board Information
  1. None

  1. Items for Future Agenda(s) – BOD President
  1. BOD Task Calendar
  2. Work Session: Board Evaluation Review & Strategic Plan - Values and Championing the Cause

  1. Calendaring – BOD President
  1. Upcoming events
  1. None
  1. Next BOD meeting
  1. August 21, 2017 at 5:00 PM - Children’s House
  1. Work Session: Board Evaluation Review & Strategic Plan - Values and Championing the Cause

  1. Status of previous meeting’s action items – Tamia
  1. Tamia and Chad: inquire of BSA’s interest in taking on an outdoor project. (May 2017)
  2. Aaron: follow-up with Mark Knox re: Super Admin of our Google for Education accounts. (June 2017)
  3. Aaron and Tamia: meet to finalize the Google for Education transition for the E/M S. (June 2017)
  4. Budget and Financial Oversight Committee: address a plan for CH’s refinancing note at DSB at the next meeting. (June 2017)
  5. Alexia, Aaron, Treasurer: MOU-cost share. (June 2017)

  1. Review all Action Items – Tamia
  1. Next Montessori Article: Alexia  A New Definition of Rigor
  2. Alexia: create a double-sided brochure (complete by September).
  3. Cayce and Alexia: using the ‘Community Goals and Expectations’ create a survey for the board (complete by September).
  4. BOD: review and comment on the following sections of the ‘CH Strategic Plan’ and be prepared to work on it at the next meeting.
  1. Value
  2. Championing the Cause
  1. Alexia: address and/or incorporate all comments via Google for the following documents:
  1. 17-18 Family Handbook
  2. 17-18 CH Employee Handbook
  3. CH Finance Manual
  1. Tamia: address and/or incorporate all comments via Google to the amended CH Bylaws.
  2. Andrew: sign amended CH bylaws.
  3. Tamia: scan signed Board Agreement Letter and give original to CHD.
  4. Tamia: scan signed Conflict of Interest Disclosure Forms and give originals to CHD.
  5. Alexia: include staffing review in August CHD BOD Report
  6. Andrew: complete exit interviews.
  7. Alexia: amend the Financial Manual to include Direct Deposits.
  8. Tamia: sign and take the new Resolution to DSB.
  9. BOD: signatures needed at DSB.
  10. Tamia: upload the ‘2017-2018 E/M S and CH BOD Calendar’ to the website.

  1. Adjournment: Andrew moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 6:57 pm.

Prepared by Tamia Hurst, BOD Secretary

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