Board of Directors Meeting March 26, 2020

26 March 2020, 6:00PM – 1160 N 645 West, Washington, Utah

This meeting is conducted via Zoom at the following link:

https://zoom.us/j/556409519?pwd=TkhFM0NablNWNTdpOUl6bjI3K2hHUT09

Meeting ID: 556 409 519
Password: 747903

The meeting will also be available via phone at +1 669 900 6833 US (San Jose); +1 346 248 7799 US (Houston); +1 301 715 8592 US; +1 312 626 6799 US (Chicago); +1 646 876 9923 US (New York); +1 253 215 8782 US

Meeting ID: 556 409 519

Board Meeting:

Call to Order | Chair Metcalf | 6:00pm

Vision & Mission Statement Approve minutes

Administrative Report | Director Bergeron

  • Enrollment
  • Math Curriculum
  • Closure Plan
  • Testing Cancelled

Turnaround Report | Chair Metcalf

  • Meeting with Paul
  • Interview outcomes Shepherd

Finance Report | Steve Finley

  • Financial overview
  • Impact of moving online

Committee Reports | Chair Metcalf

No reports at this time

Action Items | Chair Metcalf

No actions at this time

Reserved for Closed Session | Chair Metcalf

Adjourn

Next meeting: April 9, 2020

 

Vision

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

Mission

The mission of Dixie Montessori Academy (DMA) is to provide a child-centered, individualized 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.

Board of Director’s Phone Meeting February 19, 2020

19 February 2020, 6:30PM – 1160 N 645 West, Washington, Utah

Agenda Item Presenter Questions to answer Time
Board Meeting Call to Order Chair

 

5:30
Math Curriculum Quotes   Do one of these providers meet the school’s needs for the next 2 years?  
Adjourn Chair What did you like about this meeting, what did you dislike, what needs to be changed for the next meeting? 5:45

Vision

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

Mission

The mission of Dixie Montessori Academy (DMA) is to provide a child-centered, individualized 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.

Board of Directors Meeting February 13, 2020

13 February 2020, 6:00PM – 1160 N 645 West, Washington, Utah

Agenda Item Presenter Questions to answer Time
Board Meeting Call to Order Chair

 

6:00
Read Vision and Mission Statement Chair    
Approve Minutes from Previous Meeting Secretary January 9th, January 16th phone meeting  
Public Comment   Note: The Board will not formally discuss or act on an item introduced during this portion of the agenda pursuant to Utah code 52-4-202(6)(b).  
Turnaround Update ED Direction ED Direction  
Director’s Report
  • Short Celebration
  • Enrollment
  • Academic Progress Report
  • MOY testing and benchmark assessments report
Chair    
Finance Report Committee Chairs

• Budget report and findings
• Public Treasure’s Investment Fund

 
Board Governance
  • Policy Review
  • Math Curriculum
  • Change March board meeting?
  • Status of Reports due in Dec.
    • See Board Packet
Chair

Are the following policies clear and do they align with the DMA’s Mission and Vision?

  • Purchasing Policy
  • Review Quotes
  • AMS conference is March 10th -15th
  • Board Documents and Training
7:15
Reserved for Closed Session Chair

As needed under Utah Code 52-4-205(1)

  • Payroll
 
Next meeting   Thursday March 12th  
Adjourn Chair What did you like about this meeting, what did you dislike, what needs to be changed for the next meeting? 7:30

Vision

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

Mission

The mission of Dixie Montessori Academy (DMA) is to provide a child-centered, individualized 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.

 

Purchasing Policy

Board Approved: 20 Apr 2016

DMA will purchase only those items and services that are required to perform the school’s mission and/or fill a bona fide need.  Procurements will be made using “Best Value Purchasing” which includes assessing the best value considering quality, performance and price.

Purchasing Objectives: DMA personnel will adhere to the following when purchasing:

  • Deal fairly and impartially with all vendors; Procurements will be based strictly on the merits of supplier and contractor proposals and applicable related considerations such as delivery, quantity, etc.;
  • All purchases will in the best interests of the school and its funding sources;
  • Obtain quality supplies/services needed for delivery at the time and place required;
  • Buy from responsible and dependable sources;
  • Obtain maximum value for all expenditures;
  • Be above suspicion of unethical behavior at all time and avoid any conflict of interest, dealings with related parties or even the appearance of a conflict of interest in DMA’s supplier relationships.
  • Plan in advance; whenever possible approval should be obtained before purchasing and reimbursements avoided. 

 

Purchase Approval: The following approvals must be obtained in writing before any purchase is made:

  • All purchases: Approval by the Business Manage and a filled requisition form.
  • All curriculum purchases: Approval by the Director.
  • Purchases of $500 or more: Approval by the Director.
  • Purchases of $5,000 or more: Approval by the Board.
  • Purchases more than 30% of a single budget line item: Approval by the Board.

 

Competitive Bids: DMA will use the following competitive procurement process:

  • Purchases of $1,000 or more require the use of Purchase Order.
  • Purchases of $2,500 to $20,000, inclusive, require three written quotes.
  • Purchases greater than $20,000 require the use of a formal bid process.
  • Payment is only authorized for the quoted amount, any additional payment or changes require the use of one or more Change Order which will be treated as separate purchases.

Board of Director’s Phone Meeting January 16, 2020

16 January 2020, 6:30PM – 1160 N 645 West, Washington, Utah

Agenda Item Presenter Questions to answer Time
Board Meeting Call to Order Chair

 

5:15
Proposals for Business Services      
Adjourn Chair What did you like about this meeting, what did you dislike, what needs to be changed for the next meeting? 5:30

Vision

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

Mission

The mission of Dixie Montessori Academy (DMA) is to provide a child-centered, individualized 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.

Board of Directors Meeting January 9, 2020

9 January 2020, 6:30PM – 1160 N 645 West, Washington, Utah

Agenda Item Presenter Questions to answer Time
Board Meeting Call to Order Chair

 

6:00
Read Vision and Mission Statement Chair    
Approve Minutes from Previous Meeting Secretary December 10th and December 14th  
Public Comment   Note: The Board will not formally discuss or act on an item introduced during this portion of the agenda pursuant to Utah code 52-4-202(6)(b).  
Turnaround Update ED Direction ED Direction  
Director’s Report
  • Short Celebration
  • Attendance
  • Academic Progress Report
  • BA hiring report
Chair    
Committee Reports Committee Chairs

Policy Committee: next meetings policy’s to review?

 

Math Curriculum Committee

  • Who is on the committee and when will they meet?
 
Board Governance
  • Policy Review
  • Math Curriculum
  • Notice of Concern
  • Status of Reports due in Dec.
    • See Board Packet
Chair

Are the following policies clear and do they align with the DMA’s Mission and Vision?

  • Policy 1 – Enrollment Policy
  • ​Policy 2 – Denial of Enrollment Policy
7:15
Reserved for Closed Session Chair

As needed under Utah Code 52-4-205(1)

  • Budget Discrepancies
 
Next meeting   Thursday February 13th  
Adjourn Chair What did you like about this meeting, what did you dislike, what needs to be changed for the next meeting? 7:30

Vision

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

Mission

The mission of Dixie Montessori Academy (DMA) is to provide a child-centered, individualized 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.

 

Enrollment Policy

Board Approved: 28 May 2015

As outlined in its charter, Dixie Montessori Academy offers enrollment for students in grades K-7, and complies with all federal and state laws relative to admission policies. Dixie Montessori Academy does not discriminate on the basis of race, creed, color, national origin, religion, age, gender, handicap, or any other classification protected by law. Admission to Dixie Montessori Academy is open to all students regardless of socio-economic status, geographical location or learning level

Denial Of Enrollment Policy

Board Approved: 28 May 2015

DMA may deny enrollment of a student for reasons identified in R277-437-1I “Serious infraction of the law or school rules which means chronic misbehavior by a student which is likely, if it were to continue after the student was admitted, to endanger persons or property cause serious disruptions in the school, or to place unreasonable burdens on school staff.”

Board of Directors Emergency Meeting December 14, 2019

14 December 2019, 6:30PM – 1160 N 645 West, Washington, Utah

Agenda Item Presenter Questions to answer Time
Board Meeting Call to Order Chair

 

8:30
Reserved for Closed Session Chair

As needed under Utah Code 52-4-205(1)

  • Status of business services at Dixie Montessori Academy
 
Adjourn Chair What did you like about this meeting, what did you dislike, what needs to be changed for the next meeting? 9:30

Vision

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

Mission

The mission of Dixie Montessori Academy (DMA) is to provide a child-centered, individualized 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.

Board of Directors Meeting December 10, 2019

10 December 2019, 6:30PM – 1160 N 645 West, Washington, Utah

Agenda Item Presenter Questions to answer Time
Board Meeting Call to Order Chair

 

6:00
Read Vision and Mission Statement Chair    
Approve Minutes from Previous Meeting Secretary    
Public Comment   Note: The Board will not formally discuss or act on an item introduced during this portion of the agenda pursuant to Utah code 52-4-202(6)(b).  
Turnaround Update ED Direction Report from ED Direction  
Director’s Report
  • Short Celebration
  • Attendance
  • Academic Progress Report
  • Voluntary School Improvement Process (VISP)
Chair    
Policy Committee Report Committee Chair

Policy Committee: next meetings policies to review?

  • Handbook review – dress code update
  • Marketing committee update.  
 

Finance Report

  • Monthly Finance Statement
  • Mountain America CD’s
  • Payroll account change
Business Manager

How do actual expenses compare to the school’s budget?

change payroll from monthly to bi-weekly?

7:10
Board Governance
  • Policy Review
  • Math Curriculum
  • Notice of Concern
  • Status of Reports due in Oct.
    • See Board Packet
Chair

Are the following policies clear and do they align with the DMA’s Mission and Vision?

  • Policy 1 – Enrollment Policy
  • ​Policy 2 – Denial of Enrollment Policy
  • Staff handbook – Dress Code
7:15
Reserved for Closed Session Chair

As needed under Utah Code 52-4-205(1)

  • Parent Dissatisfaction
  • Staff Complaint
  • Specific Staff Member Behavior
 
Next meeting   Thursday, January 9th  
Adjourn Chair What did you like about this meeting, what did you dislike, what needs to be changed for the next meeting? 7:30

Vision

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

Mission

The mission of Dixie Montessori Academy (DMA) is to provide a child-centered, individualized 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.

 

Enrollment Policy

Board Approved: 28 May 2015

As outlined in its charter, Dixie Montessori Academy offers enrollment for students in grades K-7, and complies with all federal and state laws relative to admission policies. Dixie Montessori Academy does not discriminate on the basis of race, creed, color, national origin, religion, age, gender, handicap, or any other classification protected by law. Admission to Dixie Montessori Academy is open to all students regardless of socio-economic status, geographical location or learning level

Denial Of Enrollment Policy

Board Approved: 28 May 2015

DMA may deny enrollment of a student for reasons identified in R277-437-1I “Serious infraction of the law or school rules which means chronic misbehavior by a student which is likely, if it were to continue after the student was admitted, to endanger persons or property cause serious disruptions in the school, or to place unreasonable burdens on school staff.”

Board of Directors Meeting November 12, 2019

12 November 2019, 6:30PM – 1160 N 645 West, Washington, Utah

Agenda Item Presenter Questions to answer Time
Board Meeting Call to Order Chair

 

6:00
Read Vision and Mission Statement Chair    
Approve Minutes from Previous Meeting Secretary    
Public Comment   Note: The Board will not formally discuss or act on an item introduced during this portion of the agenda pursuant to Utah code 52-4-202(6)(b). 6:35
Turnaround Update ED Direction Report from ED Direction  
Director’s Report
  • Short Celebration
  • Attendance
  • Academic Progress Report
  • Voluntary School Improvement Process (VISP)
Chair   6:45
Policy Committee Report Committee Chair

Policy Committee: next meetings policy’s to review?

Requested policy review – Dress Code Policy, Not under board governance.  Does it need to be?
 

Finance Report

  • Monthly Finance Statement
Business Manager How do actual expenses compare to the school’s budget? 7:10
Board Governance
  • Policy Review
  • Status of Reports due in Oct.
    • See Board Packet
Chair

Are the following policies clear and do they align with the DMA’s Mission and Vision?

  • Policy 1
  • ​Policy 2
7:15
Reserved for Closed Session Chair

As needed under Utah Code 52-4-205(1)

 
Adjourn Chair What did you like about this meeting, what did you dislike, what needs to be changed for the next meeting? 7:30

Vision

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

Mission

The mission of Dixie Montessori Academy (DMA) is to provide a child-centered, individualized 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.

 

Board Committee Principles

Board Approved 18 Mar 2014 Last Reviewed 14 Sep 2016

Board committees are recommending bodies assigned to fulfill board tasks.

  1. Board committees may not speak or act for the Board except when formally given such authority for specific and time-limited
    purposes. Expectations and authority will be carefully stated in order to prevent conflict with authority delegated to the Director.
  2. Board committees cannot exercise authority over staff.
  3. Board committees will not be used to monitor organizational performance.
  4. Board committees are composed of multiple stakeholders.

This policy applies to any group that is formed by Board action, whether or not it is called a committee and regardless of whether the group includes Board members. It does not apply to committees formed under the authority of the Director.

Policy Development Policy

Board Approved: 9 Sep 2015
The policy committee will recommend adoption of new policies or amendment of existing policies to the Dixie Montessori Academy Board of Directors. New or amended policies shall be adopted and implemented only by a majority vote of a quorum of Board members present when such action has been scheduled on the agenda of a regular or special meeting.

Board of Directors Meeting October 3, 2019

3 October 2019, 6:30PM – 1160 N 645 West, Washington, Utah

Agenda Item Presenter Questions to answer Time
Board Meeting Call to Order Chair

 

6:30
Read Vision and Mission Statement Chair    
Approve Minutes from Previous Meeting Secretary    
Public Comment   Note: The Board will not formally discuss or act on an item introduced during this portion of the agenda pursuant to Utah code 52-4-202(6)(b). 6:35
Turnaround Update ED Direction Report from ED Direction  
Director’s Report
  • Short Celebration
  • Attendance/Enrollment
  • Academic Progress Report
Chair   6:45
Policy Committee Report Committee Chair Meal Charge Policy  

Finance Report

  • Monthly Finance Statement
  • Play Structure Repairs Update
Business Manager How do actual expenses compare to the school’s budget? 7:10
Board Governance
  • Policy Review
  • SB 245 School Community Awareness
  • PTO Findings
  • Exhibit A Update
Chair

Are the following policies clear and do they align with the DMA’s Mission and Vision?

  • Policy 1
  • ​Policy 2

SB 245 Annual turnaround Notice

How do we compare to similar schools PTO

7:15
Reserved for Closed Session Chair

As needed under Utah Code 52-4-205(1)

  • Ed Direction
  • Attorney review of pending employee matter
  • Teacher on extended leave
  • Director 90 day review
 
Adjourn Chair What did you like about this meeting, what did you dislike, what needs to be changed for the next meeting? 7:30

Vision

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

Mission

The mission of Dixie Montessori Academy (DMA) is to provide a child-centered, individualized 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.

 

Policy 1 (Review)

Board Committee Principles 

Board Approved 18 Mar 2014 Last Reviewed 14 Sep 2016

Board committees, when used, will be assigned so as to reinforce the wholeness of the Board’s job and so as never to interfere with delegation from Board to Director. 

Board committees are to help the Board do its job, never to help or advise the staff.  Committees ordinarily will assist the Board by preparing policy alternatives and implications for Board deliberation.  In keeping with the Board’s broader focus, Board committees will not have direct dealings with current staff operations in an official capacity. 
Board committees may not speak or act for the Board except when formally given such authority for specific and time-limited purposes.  Expectations and authority will be carefully stated in order to prevent conflict with authority delegated to the Director. 
Board committees cannot exercise authority over staff.  The Director works for the full Board, and will therefore not be required to obtain the approval of a Board committee before an executive action. 
Board committees are to avoid over-identification with organizational parts rather than the whole.  Therefore, a Board committee that has helped the Board create policy on some topic will not be used to monitor organizational performance on that same topic. 
Committees will be used sparingly and ordinarily in an ad hoc capacity. 
This policy applies to any group that is formed by Board action, whether or not it is called a committee and regardless of whether the group includes Board members.  It does not apply to committees formed under the authority of the Director. 

 

Policy 2 (Review)

Policy Development Policy

Board Approved:  9 Sep 2015

Adoption of new policies or amendment of existing policies is solely the responsibility of the Dixie Montessori Academy Board of Directors. New or amended policies shall be adopted and implemented only by the vote of a majority of a quorum of the Directors present when such action has been scheduled on the agenda of a regular or special meeting. With the exception of statutory requirements or instances where specific application of a policy is essential to the long- term welfare of the school, policies should be flexible enough to allow for extenuating circumstances or circumstantial changes. Policies may contain delineation of guidelines and/or procedures deemed necessary by the Board of Directors in order to meet the intent of the policy, however where possible the procedures will be kept separate from the policy so that they may be modified as needed by the administration.

Board of Directors Meeting September 12, 2019

12 September 2019, 6:30PM – 1160 N 645 West, Washington, Utah

Agenda Item Presenter Questions to answer Time
Board Meeting Call to Order Chair

 

6:30
Read Vision and Mission Statement Chair    
Approve Minutes from Previous Meeting Secretary    
Public Comment   Note: The Board will not formally discuss or act on an item introduced during this portion of the agenda pursuant to Utah code 52-4-202(6)(b). 6:35
Turnaround Update ED Direction Report from ED Direction  
Director’s Report
  • Short Celebration
  • Enrollment
  • Academic Progress Report
  • Deaf Classroom Presentation
  • Montessori Training
Chair   6:45
Policy Committee Report Committee Chair Meal Charge Policy  

Finance Report

  • Monthly Finance Statement
  • Financial Investments Report
  • Audit Update
  • Food Service Program
  • Marketing
  • Purchase Orders for Kitchen Equipment
  • Grants
  • Teacher License – NCLB Status
Business Manager How do actual expenses compare to the school’s budget? 7:10
Board Governance
  • Proposed Policy
Chair

Are the following policies clear and do they align with the DMA’s Mission and Vision?

7:15
Reserved for Closed Session Chair

As needed under Utah Code 52-4-205(1)

 
Adjourn Chair What did you like about this meeting, what did you dislike, what needs to be changed for the next meeting? 7:30

Vision

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

Mission

The mission of Dixie Montessori Academy (DMA) is to provide a child-centered, individualized 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.

 

Meal Charge Policy (Proposed)

It is the policy of Dixie Montessori Academy (DMA) to minimize the amount of unpaid meal charges and to establish procedures for collecting them. DMA procedures are intended to ensure that employees, students, and parents have a shared understanding of the expectations for payment and collection of meal charge.