MINUTES

Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Meeting

03.19.18 at 5:30 pm – 18 N Beech Street

BOD Approved on 04.23.18

  1. Work Session - 5:30 pm
  1. Prioritize subjects for future work sessions and set schedule
  1. April
  1. Strategic Plan
  2. 360 BOD Evaluation Review
  1. May
  1. Google for Education
  2. Hiring and Evaluation Committee: Present 360 Evaluations Process / Calendar / Documents
  1. June
  1. BOD Master Calendar
  1. July
  1. Governance Training
  1. Accountability specifics
  1. Hiring and Evaluation Committee: meeting on April 13th at 10:15 am, prep 360 Evaluation Processes.

  1. Call to Order - 6:15 pm
  1. Kelli called the meeting to order at 6:18 pm.

  1. Executive Session - Pursuant to C.R.S. 24-6-402 (4)(f)(I) to discuss a personnel matter

*Recorded on Tamia’s IPhone

  1. At 6:18 pm Kelli moved to enter into Executive Session pursuant to C.R.S. 24-6-402 (4)(f)(I) to discuss a personnel matter.  Kelli stipulated that all E/M S BOD members and Aaron Knox, FD be in attendance with no other persons invited to attend.  Motioned seconded.  Discussion: Nate will be a few minutes late.  No further discussion.  Motion approved unanimously.  Motion carried.
  2. Kelli moved to exit out of Executive Session at 7:00 pm.  Motion seconded, no discussion, approved unanimously.  Motion carried.
  3. Note: no action was taken during the Executive Session.
  1. Regular Meeting - 7:00
  1. Nate called the meeting to order at 7:00 pm.

  1. Pledge of Allegiance

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

Absent from BOD: None

Staff: Susan Likes, HOS; Aaron Knox, FD

Community Members: Alexia McGrath-Hudson, CHD; Gabi Morey, CH BOD member; Cayce Hamerschlag, CH BOD member, 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 – Susan

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

  1. Approval of the Previous Minutes
  1. 02.26.18 Regular Meeting

Kelli 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 as presented.  Motion seconded.  Discussion: Kelli requested to add Letter from FD under XVI. New Business.  No further discussion.  All in favor of the motion.  Motion carried.

  1. Community Member Forum
  1. Alexia distributed and read a letter of support for E/M S.  She will distribute the letter with the Children’s House community and forward it to Susan to share with the E/M S community.
  2. Emily Wisner distributed and read a letter to the board regarding some concerns.  She will email the letter to Tamia to keep on file.

  1. Staff Comments
  1. No additional staff present.

  1. Consent Agenda

  1. Reports:

  1. BOD President -  Nate
  1. Modeling Expectations - a reminder to all board members, administration, staff, and audience:
  1. Respectful voices
  2. Listening to the speaker
  3. No side conversation
  4. Be kind to one another
  5. Level one voices
  1. Letter of Hire
  1. Stacey moved to offer Susan Likes a Letter of Hire for the Head of School position for the 2018-2019 school year.  Motion seconded.  Discussion: the Letter of Hire will be issued once it is finalized with the attorney.  All in favor of the motion.  Motion carried.
  2. Hiring and Evaluation Committee: finalize and present Letter of Hire to Susan.
  1. Request from CHD regarding financial services
  1. Tamia recused herself from the discussion and voting.
  2. Susan: supports having E/M S pay for the expenses incurred.
  3. Aaron: acknowledged the charges were incurred due to his errors.
  4. Kelly moved to pay the invoice of $785 to Roger’s & Company, P.C. Motion seconded, no discussion, all in favor.  Motion carried.
  1. Aaron: submit payment to Roger’s & Company, P.C. in the amount of $785.
  1. Revisit Strengths Finder training results
  1. Each board member and administrator shared the following:
  1. Based on your talents/strengths identify:
  1. How you would like to use your talents for the board all the time.
  2. How you would like to use your talents for the board for specific tasks.
  3. In what ways you would rather not be asked to use your talents.
  1. How to move forward on internal audit
  1. Suggestions / discussion:
  1. Roger’s & Company
  1. Chad recused himself from commenting.
  1. Chris Majors of Majors and Haley
  1. Kelli moved to have Chad contact Chris Majors regarding an internal audit.  Motion seconded, no discussion, all in favor.  Motion carried.
  1. Chad: contact Chris Majors regarding an internal audit.

  1. Building & Location Committee / Building Corp
  1. Report
  2. USDA Loan Application.
  1. Susan: complete the USDA Loan Application.
  1. Closing date is set for April 30.
  2. Enrollment: planning on 142 students.
  3. Concern: need approximately $150k reserve.
  4. Banks: First National Bank of Cortez, Dolores State Bank, First Southwest Bank of Durango

  1. Budget & Financial Oversight Committee - Chad
  1. Report
  2. Resolution to allow HOS & FD online access to bank statements.
  1. Kelly moved to allow HOS & FD online access to bank statements.  Motion seconded, no discussion, all in favor.  Motion carried.
  1. The committee continues to work on the Financial Manual.
  2. Aaron: provide revised draft PTO Procedure to the board via email by Friday, March 23.

  1. Head of School - Susan
  1. Report
  2. BOD: provide feedback regarding General Brochure by Friday, March 23.
  3. Discussion of calendars.
  4. Packet: Alternative Licensure for Principal Authorization
  1. Chad moved to approve the Alternative Licensure for Principal Authorization for Susan Likes.  Motion seconded, no discussion, all in favor.  Motion carried.
  2. Nate: sign the Alternative Licensure for Principal Authorization.
  1. Financial Manual
  1. Kelli moved to approve the Financial Manual as uploaded to the Drive.  Motion seconded, no discussion, all in favor.  Motion carried.

  1. Finance Director - Aaron
  1. Report
  1. PTO Procedure – altered to reflect requests from Budget and Financial Oversight Committee.  See XIII.c.iv.
  1. Review Financials
  1. 18-19 Budget Preliminary Draft
  1. Tamia asked if it is the recommendation of the Budget and Financial Oversight Committee to approve the budget.  Chad replied that it was.
  2. Stacey moved to approve the 18-19 Budget Preliminary Draft and have it submitted to Re1.  Motion seconded.  No discussion.  All in favor.  Motion carried.
  3. Aaron: submit 18-19 Budget Preliminary Draft to Re1 by Friday, March 23.
  1. Statement of Financial Position 2/28/18
  2. Statement of Activities July 2017-February 2018
  3. Cashflows Statement Ended February, 2018

  1. Master Calendar
  1. March
  1. Review and Approve Draft 18-19 Budget - Aaron and Budget & Financial Oversight Committee  Complete
  2. Review SAC presentation on Parent Survey - Susan / John Whitehead  Complete
  3. MOU between CH and CKMS review - Susan  Moved to May
  4. Governance Training - Presentations from CLC Conference  Moved to Future Agenda Items
  5. Send out 360 Questions for - Nate will send lists to Tamia  Nate: send Tamia the  list of recipients for the 360 Evaluations.  Tamia: send out 360 Evaluations on April 2 with a return date of April 9.
  1. BOD
  2. HOS
  3. FD
  1. Letters of hire to Staff - Hiring and Evaluation Committee Hiring and Evaluation Committee: finalize and present Letter of Hire to Susan.
  2. Invitations to Innovation Fair - All: email Susan any individuals / businesses that you would like to receive an invitation to the Innovation Fair.  In progress
  1. April
  1. Contract/Non-Renewal to HOS and FD - Hiring and Evaluation Committee
  2. Conditional Use Permits - Building and Location Committee
  3. Charter Renewal - Any Conditions from RE-1 - Susan
  4. RE-1 PSA Renewal - Susan
  5. Review 360 questions for BOD, FD and HOS - Hiring and Evaluation Committee
  6. Quarterly Review of - Hiring and Evaluation Committee
  1. HOS
  2. FD
  1. Review Calendar if available - Susan / BOD

  1. External Networking Report(s)

  1. New Business
  1. Letter from FD
  1. Kelli moved to accept the FD’s Letter of Resignation effective June 30, 2018 with the qualifying that he continue to complete the performance improvement plan at 100 percent.  Motion seconded.  Discussion: Chad made sure Aaron understood the terms of the performance improvement plan, he agreed he did.  No further discussion.  All in favor of the motion.  Motion carried.
  2. Hiring and Evaluation Committee: begin advertising the FD position.

  1. BOD Report to Kiva Kids Newsletter
  1. Kelli: submit BOD Report to Susan.

  1. Shared Board Information
  1. Great joint training!

  1. Community Member Forum
  1. Gabi expressed concerning regarding the 2018-2019 calendar.

  1. Items for Future Agenda(s) – BOD President
  1. Next work session
  1. Strategic Plan
  2. 360 BOD Evaluation Review
  3. Kelli, Tamia, Susan, and Aaron to present on CLC Conference
  1. Master Calendar
  1. April
  2. May
  1. Recruitment, Retention, and Enrollment Policy - Third & Final Reading (TBD - waiting on Re1)
  2. PTO Procedure (Spring)

  1. Calendaring – BOD President
  1. Upcoming events
  1. Montessori Philosophy Night, April 5th (Note date change)
  2. Innovation Fair, April 19th during the school day (set up on the 18th)

  1. Next BOD meeting
  1. April 23, 2018
  1. Work Session, 5:30 to 7:00 pm
  2. Regular Meeting, 7:00 pm
  1. Children’s House BOD Meeting (Stacey to Attend)
  1. April 16, 2018 @ 5:00 pm (Work Session), 5:30 (Meeting)

  1. Status of previous meeting’s action items – Tamia
  1. Susan / Kathy: create an Annual Appeal follow-up document.  (January 2018) Waiting for Building
  2. Nate: review HOS and FD Job Descriptions and Letters of Hire, present to the board in February. (February 2018)
  3. Kelli: align a summary of the Board’s 360 and Self-Evaluations. (February 2018)
  4. Hiring and Evaluation Committee: revise the Board’s 360 Evaluation for future use. (February 2018)
  5. Nominations and Board Development Committee: compile results of the board’s self-evaluation and present at a future work session. (February 2018)
  6. Kelli: prepare finalized Strategic Plan and present to the board. (February 2018)
  7. Chad: review master calendar for BOD. (February 2018)
  8. Hiring and Evaluation Committee: add Executive Session: Personnel to each evaluation sheet. (February 2018)
  9. Nate: talk with Lori Haukeness regarding contracts for administration. (February 2018)
  10. Nate: sign and upload amended bylaws. (February 2018)
  11. Susan: continue to revise the employee contract and present it to the board when ready. (February 2018) Has been emailed to board
  12. Nate: send Tamia a list for the following 360 evaluations (March). (February 2018)
  1. BOD
  2. HOS
  3. FD
  1. Hiring and Evaluation Committee: prepare letters of hire (March). (February 2018)
  2. All: email Susan any individuals / businesses that you would like to receive an invitation to the Innovation Fair. SW-Complete (February 2018)

  1. Review all Action Items – Tamia
  1. Next Montessori Moment: Chad
  2. Hiring and Evaluation Committee: meeting on April 13th at 10:15 am, prep 360 Evaluation Processes.
  3. Hiring and Evaluation Committee: finalize and present Letter of Hire to Susan.
  4. Aaron: submit payment to Roger’s & Company, P.C. in the amount of $785.
  5. Chad: contact Chris Majors regarding an internal audit.
  6. Susan: complete the USDA Loan Application.
  7. Aaron: provide revised draft PTO Procedure to the board via email by Friday, March 23.
  8. BOD: provide feedback regarding General Brochure by Friday, March 23.
  9. Nate: sign the Alternative Licensure for Principal Authorization.
  10. Aaron: submit 18-19 Budget Preliminary Draft to Re1 by Friday, March 23.
  11. Nate: send Tamia the list of recipients for the 360 Evaluations.
  12. Tamia: send out 360 Evaluations on April 2 with a return date of April 9.
  13. Hiring and Evaluation Committee: finalize and present Letter of Hire to Susan.
  14. All: email Susan any individuals / businesses that you would like to receive an invitation to the Innovation Fair.
  15. Hiring and Evaluation Committee: Contract/Non-Renewal to HOS and FD (April Master Calendar)
  16. Building and Location Committee: Conditional Use Permits (April Master Calendar)
  17. Susan: Charter Renewal - Any Conditions from RE-1 (April Master Calendar)
  18. Susan: RE-1 PSA Renewal (April Master Calendar)
  19. Hiring and Evaluation Committee: Review 360 questions for BOD, FD and HOS (April Master Calendar)
  20. Hiring and Evaluation Committee: Quarterly Review of (April Master Calendar)
  1. HOS
  2. FD
  1. Susan / BOD: Review Calendar if available (April Master Calendar)
  2. Hiring and Evaluation Committee: begin advertising the FD position.
  3. Kelli: submit BOD Report to Susan.
  4. Stacey: attend the upcoming Children’s House BOD Meeting

  1. Adjournment: Kathy moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 8:50 pm.

Prepared by Tamia Hurst, BOD Secretary

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