Dixie Montessori Academy
Board Meeting Agenda and Minutes for January 8, 2014
53 N. Main, St. George Utah
Board Members in Attendance: Julie Wand, Michael Wand, Kevin Groke, Tracy Mitchell, Russell Armstrong, Jacqueline “Jacque” Newman, Brian Poe
Michael Currie is absent due to hospitalization and has consented that Julie Wand vote by proxy on his behalf
MOTION: Call to order at 7:15PM by Kevin Groke
Note: Paula Nelson has submitted her resignation as Board Treasurer to Kevin by telephone today.
Reading of Vision and Mission Statements by Julie Wand and Michael Wand
Review minutes from November 20, 2013 board meeting: Jacque Newman
MOTION: Kevin proposes we accept meeting minutes.
Tracy Mitchell seconded
Training: article written by Brian Carpenter -Five Reasons Why MOST Charter School Boards are Ineffective, and What to Do About It.
One of the things Marlies Burns has asked is that we have policies written and revised by January 22 workshop. Julie Wand suggests we have a policy that any new Board Members coming on be required to read the Charter and required to sign off that they have read it.
Note: Board Member Brian Poe enters board meeting at 7:32pm
Discussion commences on the transition of the Board from Founding to Governing. It is recommended that there is ongoing training for the Board.
In concluding thoughts of the training section, we as a board should have a calendar with reoccurring events on it for the ongoing years of the school.
Michael Wand will get together with Paula Nelson and Brian Poe to go over transitioning the Treasurer position.
MOTION: Michael Wand proposes that Brian Poe be elevated to the position of Board Treasurer. He will also retain the position of Accountability through the transition period.
Roll Call Voting:
Voting by proxy for Mike Currie-yes
Finance update by Brian Poe: The defining document for the guidelines that the USOE set out for the categories of spending we are turning into our PP&P’s. We will continue to follow those. The purchases policy for purchases made for the board have not been officially adopted. We have to be knowledgeable that the State auditors are going to be auditing us and that we have policies and procedures for safeguarding assets.
Facilities update by Tracy Mitchell: review DMA Pre-construction checklist update. Michael Glausser has been in contact with Marlies Burns continuously throughout the Washington City planning meetings.
MOTION: Kevin motions that we go into closed session to discuss financial details of the property.
Roll call voting-
Closed session begins at 8:15pm
MOTION: Move into open session by Kevin Groke
Open session commences at 8:35pm
Furniture update: Julie Wand has found a really good website. She is asking for help with decisions. Using this website would save in the budget considerably. Discussion on the storage and holding for furniture pieces until school is ready for move in. Julie and Scott Nielson are going to coordinate on negotiations and research for furniture direct from factory in China which would save even more.
Marketing and PR- We are at 493 in the lottery as of current. Discussion on Facebook targeted advertising. There is a company that has a lottery conducting software service and other business management software. Julie will be speaking with him on Friday. Michael spoke with a student’s parent that has a company that does Intercoms, security, etc. When the school is starting to be built Tracy has suggested we have a meeting with Gary Took and MRW Designs and decide whose responsibility lies where. We will hold on Facebook advertising for now. Julie is proposing that we buy used Montessori materials from Dayspring Montessori. There are two 6-9 year fully stocked classrooms and one 9-12 year fully stocked classroom. It is all inventoried and gone through to check for missing pieces and well documented. Michael Wand has said she has done her due diligence. We can fund each room for half the cost of purchasing new. Discussion goes on to ensure conflict of interest. Julie has done research on doing inventory for each piece of equipment. She feels it is important and part of accountability. We need an inventory control piece.
Board asks Julie to step out for Board consideration and discussion for buying Montessori materials.
Michael Wand feels from a complete financial standpoint that it makes complete sense to buy this material. Tracy Mitchell says as long as the paperwork trail is complete and clean so the time of the transaction takes place after the school year. We can make the agreement prior, then complete at the end of the school year. Someone will take inventory as we receive it.
MOTION: Tracy Mitchell proposes that we buy the Montessori materials from Dayspring Montessori.
Brian Poe seconds
Break at 9:26pm
Commence meeting at 9:30pm
Discussion for the groundbreaking ceremony and other public functions we as a board have professional shirts made. Item has been moved to committee.
Accountability by Brian Poe- Discussion on burn down lists. Finance and facilities are the biggest concern. We need to move to getting more efficient in our board meetings. We can do that by getting everything loaded into burn down lists automatically. Tracy has requested a meeting with Brian to go over the technical aspect.
Kevin has asked that we move the board meetings from Tuesdays to Wednesdays in August once school is in session. This move will require updates on Parent handbook, student manual and the online calendar.
We need to get Marlies Burns a letter to show her where we are at and what we are doing. Contracts and physical items need to be handed to her at the 22nd meeting. We need policies and procedures to be aligned and finalized. Deadlines approaching for mandatory reports sent to the state. We need to have a calendar for recurring events for the next year, how are we functioning in meetings and reviews for accountability.
Teacher Development and Hiring Update by Julie Wand: We are doing interviews all month for teacher development and hiring. Meeting went well with a few prospects last night. There were 3 at the meeting. There is more interest coming from the Salt Lake City and surrounding areas. Suggestions to do a presentation at Dixie State University, UNLV, and SUU to get prospective interest from current graduating class.
MOTION: Kevin Groke motions the meeting adjourned at 10:04pm