MINUTES

Children’s Kiva Montessori School

Elementary/Middle School - Board of Directors Meeting

10.23.17 at 5:30 pm – 18 N. Beech Street

BOD Approved on 11.27.17

  1. Work Session - 5:30 pm
  1. Charter Contract Renewal Application review / discussion
  1. Some information is still missing, Susan will input it once she receives it.
  2. Stacey brought up the option of adding a homeschooling program. It was decided not to move forward with this option at this time.
  3. Utilizing Google Docs, the document was discussed, reviewed, and edited.
  1. UIP review / discussion
  1. The document was discussed and questions clarified.
  1. Develop Board 360 questions
  1. Utilizing Google Docs, the document was discussed, reviewed, and edited.

  1. Call to Order: Nate called the meeting to order at 7 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: Gabi Morey, CH BOD member, Jonathan Smith

  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) – Kelli

  1. Approval of the Previous Minutes
  1. 09.25.17 - Regular Meeting

Kathy 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.  Discussion: Lori Hendrick will be calling in at 7:10 pm for the audit review and therefore item X.d.iiii needs to moved to the first item under X. Reports.  Kelli moved to approve moving item X.d.iiii to the first item under X. Reports.  Motion seconded, no further discussion, all in favor.   Motion carried.

  1. Community Member Forum
  1. No comments.

  1. Staff Comments
  1. No comments.

  1. Reports:

  1. Audit Review for 2016-17 school year (Lori Hendrick call in - 7:10)
  1. Lori reviewed the audit with the board via phone.

  1. BOD President -  Nate
  1. Resolution in support of mil-levy increase
  1. Kelli moved to approve the Resolution of Support 3B from the Children’s Kiva Montessori School Board of Directors.  Motion seconded, discussion surrounding how the funds will the distributed.  All in favor of the motion.  Motion carried.
  2. All board members signed the resolution.
  3. Nate: scan and mail the Resolution of Support 3B to Re1.
  4. Tamia: link the resolution of Support 3B into the minutes.
  1. Resolution of Support 3B
  1. Adopt Board 360 questions / process
  1. Kathy moved to adopt the Board 360 Evaluation Questions 2017-2018, seconded, discussion of how to distribute the survey.  All in favor of the motion.  Motion carried.
  2. Tamia: create a Board 360 Evaluation Google Survey.
  3. Tamia: send out the Board 360 Evaluation Google Survey to all staff and random selection of parents.

  1. Budget & Financial Oversight Committee - Chad
  1. Report
  1. Discussion of possible grants.
  1. Susan: email the board a list of possible grants.
  1. Discussion of mentor for Aaron.  The mentor will be in contact with Aaron.

  1. Head of School - Susan
  1. Report
  2. Updates to Master Calendar
  3. Charter Contract Renewal
  1. Tamia moved to approve the Charter Contract Renewal with implemented changes as discussed in the work session.  Motion seconded, discussion, all in favor.  Motion carried.
  2. Susan: implement all changes discussed to the Charter Contract Renewal.
  3. Susan: share the final draft of the Charter Contract Renewal with the board.
  4. Board: review final draft of the Charter Contract Renewal by November 2nd.
  1. Letter of Support for the Charter Contract Renewal
  1. Tamia moved to approve the Resolution of Support for the Charter Contract Renewal from the Children’s Kiva Montessori School Board of Directors.  Motion seconded, no discussion, all in favor.  Motion carried.
  2. All board members signed the resolution.
  3. Nate: scan and mail the Resolution of Support for the Charter Contract Renewal to Susan.
  1. UIP discussion
  1. Chad moved to approve the UIP 2017-2018 as presented, seconded, no discussion.  All in favor.  Motion carried.
  1. School Safety Plan
  1. Still in progress.
  1. Annual Appeal Letter discussion
  1. Needed: addition of pictures.
  2. Susan: provide final draft of Annual Appeal Letter to the board by the end of the month.
  1. STAR testing review
  1. Discussion of having a Kindergarten student.  Tabled until XII. New Business.
  1. Enrollment policy review
  1. Needs to be updated.
  2. Tabled until the November.
  3. Kathy: look into the history of the Enrollment Policy.
  1. Report on Strengths Finder results
  1. Susan presented the results.
  2. Kelli: take pictures of the results and share with the board.
  1. Discussion of night meetings
  1. Kelli: reach out to Susan and Aaron to come up with a plan regarding night meetings.  Share decision(s) with the board.

  1. Finance Director - Aaron
  1. Report
  1. Statement of Financial Position 09/30/17
  2. Statement of Activities July – September 2017
  3. Cashflows Statement Ended September 2017
  4. October Revision
  1. Review September Financial Statements
  2. Approval of 2017-18 Budget October revision
  1. Chad moved to approve the 2017-18 Budget October Revision.  Motion seconded, no discussion, all in favor.  Motion carried.
  1. Audit Discussion
  1. Payroll
  1. Aaron stated that as of January 1, 2018 we will be using Infinite Visions - a service that we already pay for.
  1. Reconciliations
  1. Aaron will add reconciliations to the Budget and Financial Oversight Committee meeting agendas.
  1. Debit card usage
  1. Aaron: bring information regarding debit card usage to the November Budget and Financial Oversight Committee meeting.
  1. Audit Review for 2016-17 school year
  1. Chad moved to approve the 2016-17 Audit as presented, seconded, discussion.  All in favor of the motion.  Motion carried.
  2. Aaron: include implementation of all recommendations from the audit in your next board report.

  1. Building & Location Committee (Stacey)
  1. Report
  2. Discussion regarding location for next year and subsequent years
  3. Discussion regarding the potential location behind CH
  4. Discussion regarding the potential church / gym Empire Street location
  5. Discussion regarding how the Board would like to proceed on location issues
  6. Decision on how to proceed to meet our agreed-upon goals
  7. Kelly moved to proceed with the acquisition of the property on 2306 and 2310 East Empire for the 2017-2018 school year and proceed with a Letter of Intent to apply for the BEST grant in February 2018.  Motion seconded.  Discussion of action items.  All in favor in of the motion.  Motion carried.
  1. Nate: call Mitchell Toms regarding 2306 and 2310 East Empire.
  2. Nate: contact Stormy’s ATC Gymnastics.
  3. Nate: obtain loan requirements from Dolores State Bank.
  4. Nate: file the building corp paperwork.
  5. Chad: follow-up with Spencer Smith.
  6. Stacey: follow-up with Ricky regarding board decision.
  7. Stacey: obtain loan requirement from First National Bank.
  8. Stacey: obtain loan requirement from Alpine Bank.
  9. Kelli: obtain loan requirement from Vectra Bank.
  10. Kelli: Draft a letter to the community regarding building and location.
  11. Board: provide edits to the letter to the community.
  12. Tamia: email Susan the final letter to the community.
  13. Susan: send out the letter to the community from the board.

  1. External Networking Report(s)

  1. New Business
  1. Google for Education (Tamia)
  1. Procedure document regarding Super Admin.
  1. Aaron and Tamia: draft a procedure document regarding Google for Education Super Admin.
  1. Currently all document are stored under the kivamontessorischools@gmail.com account.  However, all of our google accounts are under the kivacharter.org account.  Therefore, eventually all documents either need to be transferred over to the .org account or permanently archived under the .com account.
  1. Kindergarten Issue
  1. Further discussion.  Susan assured the board that all procedures were followed as outlined by the Curriculum Committee.  Susan is the one inputting this students information into Teaching Strategies Gold.  No answers were provided as to any regulations surrounding the age of the student.
  1. Development and Fundraising Committee - Kathy
  1. The Friendraising event scheduled for October 26 might be changed to November 9.  Kathy will let us know as soon as a decision is made.

  1. BOD Report to Kiva Kids Newsletter
  1. Resolution in support of 3B.

  1. Shared Board Information
  1. Nothing to report.

  1. Items for Future Agenda(s) – BOD President
  1. Next Work session: Strategic Plan
  2. Enrollment Policy (November)

  1. Calendaring – BOD President
  1. Upcoming events
  1. Friendraising evening, Thursday, October 26 at 5:30 pm, Kathy Clark’s residence - possibly being rescheduled for November 9.
  2. Stone Soup evening, November 16
  1. Next BOD meeting
  1. November 27, 2017 @ 5:30
  1. Work Session
  1. Strategic Plan (90 minutes)
  1. Regular Meeting @ 7:00 pm
  1. Children’s House BOD Meeting (Nate to attend)
  1. November 13, 2017 @ 5 pm (work session), 5:30 pm (regular meeting)

  1. Status of previous meeting’s action items – Tamia
  1. Chad: collect estimate costs and information regarding steel buildings.

  1. Review all Action Items – Tamia
  1. Next Montessori Moment: Kelli
  2. Nate: scan and mail the Resolution of Support 3B to Re1.
  3. Tamia: link the resolution of Support 3B into the minutes.
  4. Tamia: create a Board 360 Evaluation Google Survey.
  5. Tamia: send out the Board 360 Evaluation Google Survey to all staff and random selection of parents.
  6. Susan: email the board a list of possible grants.
  7. Susan: implement all changes discussed to the Charter Contract Renewal.
  8. Susan: share the final draft of the Charter Contract Renewal with the board.
  9. Board: review final draft of the Charter Contract Renewal by November 2nd.
  10. Nate: scan and mail the Resolution of Support for the Charter Contract Renewal to Susan.
  11. Susan: provide final draft of Annual Appeal Letter to the board by the end of the month.
  12. Kathy: look into the history of the Enrollment Policy.
  13. Kelli: take pictures of the results and share with the board.
  14. Kelli: reach out to Susan and Aaron to come up with a plan regarding night meetings.  Share decision(s) with the board.
  15. Aaron: bring information regarding debit card usage to the November Budget and Financial Oversight Committee meeting.
  16. Aaron: include implementation of all recommendations from the audit in your next board report.
  17. Nate: call Mitchell Toms regarding 2306 and 2310 East Empire.
  18. Nate: contact Stormy’s ATC Gymnastics.
  19. Nate: obtain loan requirements from Dolores State Bank.
  20. Nate: file the building corp paperwork.
  21. Chad: follow-up with Spencer Smith.
  22. Stacey: follow-up with Ricky regarding board decision.
  23. Stacey: obtain loan requirement from First National Bank.
  24. Stacey: obtain loan requirement from Alpine Bank.
  25. Kelli: obtain loan requirement from Vectra Bank.
  26. Kelli: Draft a letter to the community regarding building and location.
  27. Board: provide edits to the letter to the community.
  28. Tamia: email Susan the final letter to the community.
  29. Susan: send out the letter to the community from the board.
  30. Aaron and Tamia: draft a procedure document regarding Google for Education Super Admin.
  31. Nate: attend Children’s House BOD Meeting on November 13, 2017 @ 5 pm (work session), 5:30 pm (regular meeting).

  1. Executive Session

C.R.S. 24-6-402(4)(f) for personnel matters.

  1. Recorded on Tamia’s IPhone
  2. At 10:31 pm Kelli moved to enter into Executive Session according to C.R.S. 24-6-402 (4)(f) for personnel matters.  Nate stipulated that all E/M S BOD members, Susan Likes, HOS, and Aaron Knox, FD  be in attendance with no other persons invited to attend.  Motioned seconded, no discussion, approved unanimously.  Motion carried.  All invited individuals were present with the exception of Aaron.
  3. Kelli moved to exit out of Executive Session at 10:38 pm.  Motion seconded, no discussion, approved unanimously.  Motion carried.  No action was taken during the Executive Session.

  1. Adjournment: Chad moved to adjourn the meeting, unanimously approved.  Motion carried.  Meeting adjourned at 10:38 pm.

Prepared by Tamia Hurst, BOD Secretary

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