Board of Directors Meeting October 18, 2017

 18 October 2017, 5:30PM – 1160 N 645 West, Washington, Utah

Agenda Item Presenter Questions to answer Time
Workshop Start Chair 5:30
Review/Revise Policies Chair
  • Admissions Adjustment
  • Training Policy
  • Employment of Relatives Policy
  • Procurement Policy
 Strategy Discussion Chair
Workshop End 6:25
Board Meeting Call to Order Chair 6:30
Read Vision and Mission Statement Chair
Approve Minutes from Previous Meeting Secretary
Public Comment 6:35
Director’s Report

  • Short Celebration
  • Average Daily Membership
  • Academic Progress Report
  • Results of USOE Board Meeting


Director 6:45
Finance Report

  • Monthly Finance Statement
Business Manager How do actual expenses compare to the school’s budget? 7:00
Board Governance

  • Policy Review
  • Governance Training
Chair Are the following policies clear and do they align with the DMA’s Mission and Vision?  7:20
Reserved for Closed Session As needed
Adjourn Chair What did you like about this meeting, what did you dislike, what needs to be changed for the next meeting? 7:30


At DMA, our vision is to awaken within each child their unique potential that will enable them to make a valuable contribution to society.


The mission of Dixie Montessori Academy (DMA) is to provide a child-centered, individualized grade K-7 education founded upon the philosophy of Dr. Maria Montessori. DMA will foster a structured environment of freedom and discovery in which each child can reach his or her full academic, social, and personal potential. Graduates of DMA will demonstrate creative thinking, self-discipline, respect, and cooperation, and will build a solid foundation for future success.


Admissions Adjustment

Board Approved 13 Aug 2014

The Director will adjust admissions as necessary to achieve the long term goals of the school.

Training Policy

Board Approved 18 Mar 2014

Dixie Montessori Academy (DMA) provides Board Member and Employee training as a means to ensure compliance to applicable regulatory requirements and to help Employees develop and/or enhance their professional skills and to assist them with their career development goals.

Mandatory Training and Education

The DMA Board Members and Employees, primarily the Director and the Treasurer may be required to complete training as defined by the Utah State Office of Education (USOE) to comply with Public and Charter School requirements.  Training may consist of online training modules, individual and group course based training among other methods.  The Director will advise the Governing Body of upcoming mandatory trainings.  If completion of the training will require travel, costs will be reimbursed in accordance with the Travel and Expense Policy.  Governing Body approval is not required for Mandatory Training and Education.

Non-Mandatory Training and Education

From time to time a Board Member or Employee may benefit from specific online courses or training sessions, or the employee may request permission to take specific courses.  The Director will review and make recommendations to the Board, to include costs, benefits and alternatives to the training.  Subject to budgetary review, the Board will conduct timely review and disposition of the request.  If approved, costs will be reimbursed in accordance with the Travel and Expense Policy.

Cost Controls

Performance to budget will be periodically reviewed by the Treasurer and the Board.  The Director and Business Administrator will identify when Training-related costs are exceeding the pro-rated Training Budget for the year and make recommendations of measures to bring costs under control.

Training for LEA Fiscal and Accountability Oversight Policies.

The Board will train all members annually on all Local Education Agency (LEA) Fiscal Policies and Accountability Oversight Policies including all applicable state laws and USOE Board Rules.

Employment of Relatives Policy

Board Approved 31 Dec 2012

The purpose of our policy and procedures regarding the employment of relatives is to ensure employment at the school is based solely on merit and job availability, and secondly, to avoid the actual or perceived preferential treatment of relatives.
(1) DMA Operating Board members will not be related to DMA employees.
(2) Any decision regarding the hiring, termination, job performance review, salary or discipline of a DMA employee shall not be made by a relative;
(3) Candidates for employment at DMA must disclose any family relationships prior to employment; and
(4) Relatives may not act in a direct supervisory role over one another.
For purposes of this section, “relative” is defined as father, mother, husband, wife, son, daughter, sister, brother, aunt, uncle, mother-in-law, father-in-law, brother-in-law, sister-in-law, son-in-law, or daughter-in-law.  Further protections against preferential treatment will also be contained in DMA’s conflict of interest policy which will require Board Members to disclose all financial interests they have in any service provided to the school.

Procurement Policy

Board Approved 18 Mar 2014

Dixie Montessori Academy (DMA) will be required to procure goods and services.  This policy will establish the basic requirements and procedure required to comply with Utah State Office of Education (USOE) Public and Charter School requirements as well as other applicable guidance.

The Director and the Business Manager will establish, maintain and comply with a procedure that defines:

  • Cost Categories
  • Definitions for types of Purchases
    • Small purchase
    • Public notice
    • Sole Source
    • Emergency Purchase requirements
    • Multi-year Contracts
  • Controls required for each cost category
  • Proper use of Local Education Agency tax exempt status number
  • Cash Handling requirements
  • Construction and Improvements
  • Documentation required
  • Record Retention Requirements
  • Minimum requirements for Vendors
  • Potential Vendor Lists
  • Contributions from Vendors
  • Prohibited Practices


Possible Additions/Changes:
All checks must be made payable to Dixie Montessori Academy or DMA.
DMA will adhere to the Utah State Archives and records requirements for districts on all record retention requirements