MINUTES

Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Annual and Regular Meetings

July 23, 2018 at 5:30 PM – First National Bank Cortez - Community Room

BOD Approved on 08.27.18

  1. Executive Committee Meeting 5:15
  1. Nate called the meeting to order at 5:27 pm
  2. There was no business to discuss.
  3. Meeting adjourned at 5:30 pm.
  1. Call to Order - Annual Meeting 5:30
  1. Nate called the annual meeting to order at 5:33 pm.

  1. Roll Call: Nate Seeley, President; Kelli Jackson, Vice President; Tamia Hurst, Secretary; Chad Fish, Treasurer; Stacey Weyand, Member

Absent from BOD: Kathy Clark, Member

Staff: Susan Likes, HOS; Urulu Yazzie, FD

Community Members: Cayce Hamerschlag, CH BOD member

  1. Motion to Adopt Agenda of Annual Meeting: Stacey moved to approve the agenda as presented.  Motion seconded.  No discussion.  All in favor of the motion.  Motion carried.

  1. Annual Meeting Business
  1. Appointment of new Board member(s)
  1. Nomination(s)
  1. Tamia moved to nominate Cayce Hamerschlag as a joint board member for the 2018-2019 fiscal year.  Motion seconded.  Cayce accepted the nomination.  No discussion.  Motion approved unanimously.  Motion carried.
  1. Review of Terms
  1. Tamia: 3rd term ends 7/2020
  2. Nate: 3rd term ends 7/2020
  3. Chad: 2nd term ends 7/2018
  1. Chad is willing to renew his term for two years (ending 7/2020), with the option of extending for a third year.  The board supports that decision.
  2. Chad renewed for a 3rd term to end 7/2020, with a possible one year extension to end 7/2021.
  1. Kathy: 1st term ends 7/2018
  1. Kathy will not be renewing for a 2nd term.
  1. Stacey: 1st term ends 7/2019
  2. Kelli: 1st term ends 7/2019
  3. Cayce: 1st joint board member term end 7/2019
  1. Election of Officers
  1. President
  1. Tamia moved to nominate Chad Fish for the office of E/M S BOD President for the 2018-2019 fiscal year.  Motion seconded.  Chad accepted the nomination.  No discussion.  Motion approved unanimously.  Motion carried.
  1. Vice President
  1. Tamia moved to nominate Kelli Jackson for the office of E/M S BOD Vice President for the 2018-2019 fiscal year.  Motion seconded.  Kelli accepted the nomination.  No discussion.  Motion approved unanimously.  Motion carried.
  1. Secretary
  1. Nate moved to nominate Tamia Hurst for the office of E/M S BOD Secretary for the 2018-2019 fiscal year.  Motion seconded.  Tamia accepted the nomination.  No discussion.  Motion approved unanimously.  Motion carried.
  1. Treasurer
  1. Tamia moved to nominate Nate Seeley for the office of E/M S BOD Treasurer for the 2018-2019 fiscal year.  Motion seconded.  Nate accepted the nomination.  No discussion.  Motion approved unanimously.  Motion carried.
  1. Conflict of Interest Forms
  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 and upload signed Conflict of Interest Disclosure Forms and place originals in the Board files at the school.
  3. Tamia: update the Conflict of Interest Disclosure Form.
  1. Board Agreements
  1. All board members, the HOS, and the FD signed the ‘Children’s Kiva montessori School 2018-2019 Board of Directors Agreement for both E/M S and CH Programs.’
  2. Tamia: scan and upload signed Board Agreement Letter and place original in the Board files at the school.
  1. Oath of Office (for new and renewing board members)
  1. Chad Fish and Cayce Hamerschlag took the ‘Oath of Office’ as read by Nate Seeley.
  1. Review Board Committee Assignments
  1. Updated.
  1. Review changes to Bylaws
  1. Complete.
  1. New Business
  1. Add Bank Resolution to the annual meeting agenda in the future.
  2. Chad: create an account for Cayce Hamerschlag.
  1. Adjournment: Nate moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 6:59 pm.

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

  1. Pledge of Allegiance

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

Absent from BOD: None

Staff: Susan Likes, HOS; Urulu Yazzie, 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 - 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 – Kelli

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

  1. Approval of the Previous Minutes
  1. 06.25.18 Regular Meeting

Kelli moved to approve the minutes as written, 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. No comments

  1. Staff Comments
  1. No comments

  1. Consent Agenda
  1. Approval of Student - Parent Handbook
  2. Approval of Employee Handbook
  3. Approval of Resolution for Dolores State Bank ACH Transfers
  4. Approval/Ratification of First Southwest Bank Loan Package Consent and Release
  5. Approval of revised Bylaws
  6. Adopt Bank Resolution for all officers to be signers on the school accounts

Tamia moved to approve the Consent Agenda.  Motion seconded.  Discussion: ratify the First Southwest Bank Loan Package Consent and Release.  No further discussion. All in favor.  Motion carried.

Tamia: prepare revised bylaws for signature by the Board President.

Chad: sign revised bylaws and return to Tamia.

Tamia: scan and upload the revised, signed bylaws and place original in the Board files at the school.

Tamia: Update Bank Resolution.

  1. Reports:

  1. BOD President
  1. Acknowledgement of how much Nate Seeley has done for this school.

  1. Budget & Financial Oversight Committee
  1. Report, no report as a meeting was not held.
  2. Action Items
  1. Finance Committee meeting for E/M S on August 13, 2018 at 5 pm at Seeley Oil Co.

  1. Head of School - Susan
  1. Report
  2. Action Items
  1. Registration Packets

  1. Finance Director - Urulu
  1. Report, no report
  2. Action Items
  1. Assurances for Audit and RE-1

  1. Hiring and Evaluation Committee
  1. Report, no report
  2. Action Items
  1. Employee Goals and 360 Schedule

  1. Building & Location Committee
  1. Report
  2. Action Items

  1. Master Calendar
  1. August
  1. Staffing Review from HOS
  2. Testing Calendar from HOS
  3. Employee Goals and 360 Schedule - HOS
  4. Welcome Letter to Families - HOS
  5. Approve Communication Pathways - HOS
  6. Approve FD Evaluation Tool - Hiring Committee
  7. Approve HOS Evaluation Tool - Hiring Committee

  1. September
  1. Letter Home Regarding Normalization - HOS
  2. Audit is Complete - FD
  3. MD&A Written and Approval - FD

  1. External Networking Report(s)

  1. New Business
  1. Google for Education - Super Admin
  1. Chad will continue as the Super Admin.
  1. Board: Thank you to Kathy Clark.

  1. BOD Report to Kiva Kids Newsletter
  1. Tamia: submit an email to Susan from the board regarding annual meeting.

The Children's Kiva Montessori Elementary/Middle School Board of Directors held their Annual Meeting on July 23, 2018.  Kathy Clark completed her term and will not be returning.  We wish to thank Kathy for her service to our school and wish her the best in her future endeavors.  She will be missed!  Chad Fish agreed to a second term on the board.  We are grateful for his continued service to our school.  Cayce Hamerschlag joined our board for a one-year term as a joint board member.  We are excited to have Cayce as part of our team.

The 2018-2019 Board of Directors are:

Chad Fish, President

Kelli Jackson, Vice President

Tamia Hurst, Secretary (Joint Board Member with Children's House)

Nate Seeley, Treasurer

Stacey Weyand, Member

Cayce Hamerschlag, Member (Joint Board Member with Children's House)

As always, all board meetings are open to the public and we welcome your presence.  Our meeting calendar will soon be posted on our website under the Board of Directors tab and also posted on the "announcement board" in front of the school during drop off and pick up.  If you need to contact the Board, you may do so via email at bod@kivacharter.org.  We look forward to another successful year at the Kiva!

  1. Shared Board Information
  1. CH to E/M S: Congratulations on the building!!!
  2. E/M S to CH: We are excited to have Cayce as another joint board member.

  1. Community Member Forum
  1. No comments

  1. Items for Future Agenda(s) – BOD President
  1. Next work session
  1. August
  1. Strategic Plan
  2. Calendar of Work Sessions
  1. Master Calendar
  1. August, incorporated into the agenda
  2. September
  3. October

  1. Calendaring – BOD President
  1. Upcoming events
  1. First day of school August 20
  2. Children’s House BOD Meeting, August 20 (Nate to attend)

  1. Next BOD meeting
  1. August 27, 2018 at First National Bank Cortez - Community Room
  1. Work session at 5:30 pm, Regular meeting at 7 pm

  1. Status of previous meeting’s action items – Tamia
  1. Kelli: provide insight on where we stand on the strategic plan.

  1. Review all Action Items – Tamia
  1. Next Montessori Moment: Nate
  2. Tamia: scan and upload signed Conflict of Interest Disclosure Forms and place originals in the Board files at the school.
  3. Tamia: update the Conflict of Interest Disclosure Form.
  4. Tamia: scan and upload signed Board Agreement Letter and place original in the Board files at the school.
  5. Chad: create an account for Cayce Hamerschlag.
  6. Tamia: prepare revised bylaws for signature by the Board President.
  7. Chad: sign revised bylaws and return to Tamia.
  8. Tamia: scan and upload the revised, signed bylaws and place original in the Board files at the school.
  9. Tamia: Update Bank Resolution.
  10. Board: Thank you to Kathy Clark.
  11. Tamia: submit an email to Susan from the board regarding annual meeting.
  12. Nate: attend Children’s House BOD Meeting, August 20.

  1. Adjournment: Stacey moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 7:54 pm.

Prepared by Tamia Hurst, BOD Secretary

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