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April 15, 2020 at 12:00 PM - Special Meeting of The Board of Education Independent School District Number 33, Creek County

Minutes
Call the meeting to order. (Except for items I and II, any agenda item may be considered and acted on in any order)
Discussion:  President Hoover called the meeting to order at 12:03 p.m.
President's Statement:
In the event the audio signal from this meeting is interrupted, a maximum of thirty (30) minutes will be used to attempt to restore the audio, and if that time elapses, the meeting will be reconvened and a timely public notice as to the date, time, place, and manner of the reconvened meeting will be given in accordance with the provisions of the Open Meeting Act.
Formal Adoption of the Agenda.
Motion, discussion, and vote on Motion to formally adopt Agenda.
Action(s):
To formally adopt the Agenda passed with a motion by Melinda Ryan and a second by Steve McCormick.
No Action(s) have been added to this Agenda Item.
Consent Agenda
Approval of the 03.09.2020 Regular Meeting Minutes.
Approval of 2019-20 General Fund Purchase Order Encumbrance numbers 1034 through 1058.
Approval of 2019-20 Building Fund Purchase Order Encumbrance number 146 through 151.
Approval of 2019-20 Child Nutrition Fund Purchase Order Encumbrance number 84.
Approval 2019-20 Bond Fund 33 Purchase Order Encumbrance numbers 74 through 76.
Approval of 2019-20 Insurance Reimbursement Fund (86) Purchase Order Encumbrance number 24.
Approval of the monthly financial reports of the School Activity Funds Account.
Approval of the Treasurer's Report on the status of Funds and Investments.
Approval of the following 2020 Summer Programs
Summer Academic Programs 9 - 12
Summer School Programs 
Driver's Education
Summer Splash/Reading Academy
Camp Invention
Extended School Year
Summer Child Nutrition
Arts Explore
Band Camp
Rookie Camp 8th grade
SPARK
School Zone
Summer Athletic Camps
EL
Approval of 2020 Neosho Basketball Contract.
Approval of 2020 Bixby Invitational BB Tournament Contract. 
Approval of the 2020-21 School Work Study Agreement between Sapulpa Public Schools and the State of OK Dept of Rehabilitation Services. 
Approval of generous donation of $250 from Waste Management to be deposited into the general fund.
Approval of Out of State Activity Trip as per attachment.
Approval of Fundraisers as per attachment.
Action(s):
To approve Consent Agenda Items A-O passed with a motion by Steve McCormick and a second by Sarah Havenstrite.
No Action(s) have been added to this Agenda Item.
Hearing from the public
Discussion:  None
Information and Discussion
Superintendent Comments
Discussion:  Superintendent Armstrong started his comments with congratulating Darlean Calip and Kyle Blevins for being Oklahoma Coaches Association Region 2 Coach of the Year!! He gave a tremendous thank you to Carla Cale and her team as they successfully handed out Chromebooks to parents/students. As well as to Nancy Sitler and her team for the thousands of meals they have handed out to families since Spring Break. These plus teachers and staff are working together to make the best of the situation. We would definitely rather be in school but we will continue to follow state and school board regulations, doing the best we can for all of our students. Very proud of our District!

Special Board Meeting coming up on April 21, 2020, to sell $9.9 million dollar Bonds. 

Mr. Rose, Athletic Director, confirmed that it has been decided, by OSSAA Board, that Spring Sports will not be played and Basketball Championships will not happen. The focus is on the next school year.

Mrs. Kenda Terrones, Chief Financial Officer, reported that at this time, the District is where it projected to be with finances. There could be savings with fuel since bus routes aren't being run. Cuts are being discussed but nothing has been made official. 



 
Action Items
Discussion, motion, and vote on a motion to adopt Policy BE-E (New), Board of Education Meetings Teleconferencing or Videoconference Regulations Sample Notice and Agenda.
Action(s):
To adopt Policy #947 BE-E (New), Board of Education Meetings Teleconferencing or Videoconference Regulations Sample Notice and Agenda passed with a motion by Melinda Ryan and a second by Sarah Havenstrite.
No Action(s) have been added to this Agenda Item.
Discussion, motion, and vote on a motion to adopt Policy BE-R2 (New), Board of Education Meetings Teleconferencing or Videoconference Regulations. 
Action(s):
To adopt Policy #948 BE-R2 (New), Board of Education Meetings Teleconferencing or Videoconference Regulations passed with a motion by Melinda Ryan and a second by Sarah Havenstrite.
No Action(s) have been added to this Agenda Item.
Discussion, motion, and vote on a motion to adopt Policy BED Board of Education Meeting Public Participation.
Action(s):
To adopt Policy #949 BED Board of Education Meeting Public Participation passed with a motion by Sarah Havenstrite and a second by Wayne Richards.
No Action(s) have been added to this Agenda Item.
Discussion, motion, and vote on a motion to adopt Resolution to Change School Calendar and Ensure Employee Pay. 
Action(s):
To adopt Resolution to Change School Calendar and Ensure Employee Pay passed with a motion by Sarah Havenstrite and a second by Wayne Richards.
No Action(s) have been added to this Agenda Item.
Discussion, motion, and vote on a motion to adopt Basic Components of Pandemic Planning.
Action(s):
To adopt Basic Components of Pandemic Planning as Policy #950 passed with a motion by Sarah Havenstrite and a second by Wayne Richards.
No Action(s) have been added to this Agenda Item.
Discussion:  10 minute interruption for Live stream issues. Fixed the problem by using Facebook Live, back tracked to formal adoption of the agenda to complly with public view of the meeting. 
Discussion, motion, and vote on a motion to approve/disapprove the application for temporary appropriations for the 2020-21 fiscal year as per attachment.
Action(s):
To approve the application for temporary appropriations for the 2020-21 fiscal year, changing the incorrect Sapulpa County to Creek County on the attachment passed with a motion by Melinda Ryan and a second by Steve McCormick.
No Action(s) have been added to this Agenda Item.
Discussion:  As the motion was being made, a typo was found in the attachment, Sapulpa County instead of Creek County. no second, no vote. New motion made.
The Proposed Executive Session will be conducted entirely by videoconferencing in a separate virtual meeting. Those present at the remote locations will be: Larry Hoover-President, Melinda Ryan-Vice President, Wayne Richards-2nd Vice President, Steve McCormick-Member, Sarah Havenstrite-Member, and Rob Armstrong-Superintendent.
Proposed Executive Session to discuss personnel as listed as authorized by 25 O.S. Section 307(B)(1) and (7) of the Oklahoma Open Meeting Act.
Statement of Executive Session Minutes
Discussion:  The Board of Education went into executive session at 1:07 p.m. to discuss Personnel listed below as authorized by 25 O.S. Section 307(B)(1) and (7) of the Oklahoma Open Meeting Act. During the executive session, the Board discussed these items and no other items. The Board returned to open session at 1:17 p.m. Present in executive session were Sarah Havenstrite, Steve McCormick, Wayne Richards, Melinda Ryan, Larry Hoover, and Rob Armstrong, all via videoconferencing. No action was taken. This constitutes the minutes of the executive session.
To acknowledge the Board has returned to Open Session
Discussion:  President Hoover acknowledged the Board's return at 1:17 p.m.
Vote to convene in Executive Session
Action(s):
To convene in Executive Session at 1:07 p.m. passed with a motion by Melinda Ryan and a second by Sarah Havenstrite.
No Action(s) have been added to this Agenda Item.
Personnel
Vote to approve/disapprove employing Personnel as per attachment.
Action(s):
To approve employing Personnel as per attachment tabled with a motion by Sarah Havenstrite and a second by Wayne Richards.
No Action(s) have been added to this Agenda Item.
Vote to approve/disapprove FMLA for Madison Noble, effective April 20, 2020, through June 2, 2020.
Action(s):
To approve FMLA for Madison Noble, effective April 20, 2020, through June 2, 2020 tabled with a motion by Wayne Richards and a second by Melinda Ryan.
No Action(s) have been added to this Agenda Item.
Vote to approve/disapprove FMLA for Angela Lindsay, effective May 1, 2020, through July 23, 2020.
Action(s):
To approve FMLA for Angela Lindsay, effective May 1, 2020, through July 23, 2020 tabled with a motion by Wayne Richards and a second by Melinda Ryan.
No Action(s) have been added to this Agenda Item.
Vote to accept Resignations received since the last board meeting.
Action(s):
To accept Resignations received since the last board meeting tabled with a motion by Wayne Richards and a second by Melinda Ryan.
No Action(s) have been added to this Agenda Item.
Adjournment
Action(s):
To adjourn at 1:21 p.m. tabled with a motion by Wayne Richards and a second by Steve McCormick.
No Action(s) have been added to this Agenda Item.
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