Public Meeting Minutes: September 4, 2018 at 6:30 PM - Board of Education Regular Meeting

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September 4, 2018 at 6:30 PM - Board of Education Regular Meeting Minutes

September 4, 2018 at 6:30 PM - Board of Education Regular Meeting
1. Invocation and Flag Salute
1.A. Invocation- Pastor Chad Penner - Canadian Hills Nazarene
Speaker(s):  Mr. Rex Van Meter
1.B. Flag Salute - Troup 365 will present colors
Discussion:  Troup 390 presented the colors and led the flag salute.
2. Call to Order and Roll Call
2.A. Call to Order and Roll Call
Speaker(s):  Mr. Rex Van Meter
Discussion:  Roll was called at 6:30 p.m.  Others in attendance included:  Dr. Jason Simeroth, Superintendent; Dr. Jason Brunk, Assistant Superintendent; Dr. Sheli McAdoo, Assistant Superintendent; Jim Fenrick, Chief Financial Officer; Deanne Rowe, Executive Assistant/Board Minutes Clerk; administrative staff, students, parents, members of the press, and members of the community.
3. Reports/ Comments from Superintendent and/or Staff
Speaker(s):  Dr. Jason Simeroth
Rationale:  Diana Lebsack will present Kody Hookstra who will speak about the broadcast journalism program available to students at Yukon Middle School.
Diedre Bradley will present highlights from Shedeck Elementary School.
Dr. Simeroth to announce the new board agenda distribution e-mail service.
The Yukon Public Schools’ Board of Education has decided to take advantage of a change in law made during the 2017 legislative session and post the agenda for school board meetings electronically.  You may access a listing of regular and special meetings on the Yukon Public Schools’ website at www.yukonps.com.  In order to be able to only post the agenda electronically, state law also requires that we create an email distribution system for delivery of regular and special meeting agendas.  If you would like to sign-up to receive an e-mail letting you know the agenda is posted, please go to the website listed above, click "Board of Education" then click "Board Agendas and Emeeting System", scroll to the bottom of the page and click the "Subscribe" button.  You will receive an email at least 24 hours prior to regular board meetings and at least 48 hours prior to special board meetings.
 
Discussion:  Mr. Hookstra gave a brief overview of his broadcast journalism class.  Their focus is to ASK, LISTEN, DECIDE, and TELL.  Teaching students to create valuable content because it is easy to create terrible content.  He showed videos created by his class last year. 
Mr. Van Meter asked how often did the school get to see content created by this class.  Last year it was hit and miss as they were learning together.  This year, the goal is weekly.  Mr. Van Meter asked how many students are in the class.  Last year there were 18 and this year there are 20.   Mr. Wells asked if we will be able to do promotional work for other schools.  Yes, I believe during second semester, that could happen.
Ms. Bradley wanted to spotlight three ways Shedeck is changing class to change community:  End of Day - an intervention that provides additional support on lessons during the last 30 minutes of the day on Monday thru Thursday and STEM Fridays.  Partnership with community - such as Canadian Hills Nazarene who sponsors shoes for kids, provided lots of flu support last year and they are always there to provide all they can when we need.  Reading time with Principal Bradley - on Sundays Ms. Bradley reads to students live on the Shedeck Facebook page.   It is an opportunity to share with families.
3.A. Beginning of a 30-day public comment and review of the proposed policy EFA-R1 with the intent of a second reading and board action during the October 1, 2018, regular board meeting.
Speaker(s):  Desarae Witmer
Attachments:
3.B. Beginning of a 30-day public comment and review of the changes to policy EIED - Graduation Requirements with the intent of a second reading and board action during the October 1, 2018, regular board meeting.
Attachments:
3.C. Beginning of a 30-day public comment and review of the changes to policy DEC-Personnel Leave Program with the intent of a second reading and board action during the October 1, 2018, regular board meeting.
Attachments:
4. Board Member Communications and Announcements
4.A. Individual Board Member Comments
Discussion: 
Mr. Rowe:  I had a good time Friday at a GREAT game.
Mr. Behymer:  no comment
Mr. Wells:  I had opportunity to attend the legislative breakfast this morning.  I was at Friday night's big win!  I encourage you to go attend activities at the schools.
Mr. Van Meter:  Thank you Superintendent Simeroth and your team, thank you site leaders for preparing for the opening of the school year.  Everything seems to be running smoothly due to your diligence.
4.B. Upcoming Meetings/ Events:
Rationale: 
SEPTEMBER:
18 - Special Board Meeting - YPS Admin. Bldg., Board Room, 600 Maple,        Yukon, OK 12:00 p.m. (noon)
25 - OSSBA Region 10 Meeting-Redlands Community College, ElReno, OK -  5:30-8:30p.m.
OCTOBER:
1 - Regular Board Meeting - YPS Admin. Bldg., Board Room, 600 Maple,       Yukon, OK 6:30p.m.
2 - Legislative breakfast - 7 a.m. Yukon Police Department, 100 S Ranchwood Blvd.
18-22 - Fall Break

 
5. Communications
5.A. Communications- Request from Patrons to Address the Board- Pursuant to Board Policy AF. Comments can be made only by district patrons, concerning items listed on this agenda.
Speaker(s):  Mr. Rex Van Meter
Discussion:  There are no requests to address the board.
6. Business Items: Finance Consent Docket- All of the finance consent items will be discussed, considered and approved or disapproved by one vote unless a board member desires to have a separate vote on any or all of the consent items.
Speaker(s):  Mr. Rex Van Meter
Action(s):
I move to approve all business items on the Finance Consent Docket Passed with a motion by Mr. Jeff Behymer and a second by Mr. Don Rowe.
No Action(s) have been added to this Agenda Item.
Discussion:  Mr. Wells asked about the general fund report - is the OG&E valuation included?  Mr. Fenrick stated it is included in the budget, but not certain if it may increase as the year progresses.
6.A. Encumbrances and Change Orders as recommended by Dr. Jason Simeroth, Superintendent, and Jim Fenrick, Chief Financial Officer
Attachments:
6.B. Treasurer's Report(s) and General Fund Report(s)
6.C. Child Nutrition Report
7. Business Items Consent Docket: All of the consent items will be discussed, considered and approved or disapproved by one vote unless a board member requests to have a separate vote on any or all of the consent items.
Speaker(s):  Mr. Rex Van Meter
Action(s):
I move that we accept and approve all items in the business consent docket Passed with a motion by Mr. Jeff Behymer and a second by Mr. Leonard Wells.
No Action(s) have been added to this Agenda Item.
Discussion:  Mr. Wells inquired as to the number of out of state travel requests.  Dr. Simeroth pointed out that Ms. Rowe imposed stricter travel request guidelines to ensure more data is available to the board for their consideration to approve the travel and ensure purchase orders are open so reimbursements can be made in a timely fashion.  Mr. Wells then asked if we have a process to evaluate the value of trips?  Dr. Simeroth indicated when most travelers return, they present in their PLCs, demonstrate in future competitions, and then there is increased student achievement - which is the ultimate goal.
7.A. Accept and approve the minutes from the Special Board Meeting, August 6, 2018, which may be approved as presented or approved following modifications.
Attachments:
7.B. Accept and approve the minutes from the Regular Board Meeting August 6, 2018, which may be approved as presented or approved following modifications.
Attachments:
7.C. Accept and approve the minutes of the August 20, 2018, Special Board Meeting which may be approved as presented or with modifications indicated.
Attachments:
7.D. Accept and approve the contract between Supplemental Health Care and Yukon Public Schools.
Rationale:  This contract is to provide supplemental staffing services to students on an as-needed basis.  
Cost Analysis:  Will not exceed $50,000.00
 
7.E. Approve a new Yukon High School Activity Fund account for YHS School Spirit.
7.F. Approve Out of State Travel Request for A. Wingard, YPS Administration to attend the National Gifted Education Conference in Minneapolis, MN, 11/15-11/18/2018.
Rationale:  Cost Analysis:  $1220.21 will be paid by the district's gifted education budget.
7.G. Approve Out of State Travel Request for D Lebsack, YMS to attend the AMLE National Conference in Orlando FL, October 24-October 27, 2018.
Rationale:  Cost Analysis:  There will be no cost to the district as CCOSA is paying the full cost of the trip.
7.H. Approve the Out of State Travel Request for E. Meek, YMS to attend the National Gifted Education Conference in Minneapolis, MN, 11/15-11/18/2018.
Rationale:  Cost Analysis:  $1220.21 will be paid by the district's gifted education budget.
7.I. Approve the Out of State Travel Request for K. Smith, IES to attend the National Gifted Education Conference in Minneapolis, MN, 11/15-11/18/2018.
Rationale:  Cost Analysis:  $1220.21 will be paid by the district's gifted education budget.
 
7.J. Approve the Out of State Travel Request for M. Poarch, YHS to attend the William Inge Theatre Festival in Independence, KS, 5/8-5/12/2019.
Rationale:  Cost Analysis:  The district's theater department will cover the $1,000.00 expenses.
7.K. Approve Out of State Travel Request for K. Garner, YHS to attend the DCDT International Conference October 24-27, 2018, in Cedar Rapids, IA.
Rationale:  Cost Analysis:  The University of Oklahoma is paying for all expenses except the substitute for three days paid from Yukon High School Professional Development Funds.
 
7.L. Approve Out of State Travel Request for K. James, YHS to attend a Spring Break Baseball Tournament in Phoenix, AZ, March 14-22, 2019.
Rationale:  Cost Analysis:  All expenses will be covered by the Booster Club.  The cost is estimated at $430.00 per person.  Approximately 25 students will travel on this  trip. 
 
7.M. Approve Out of State Travel Request for R. Shoaf, YHS to attend UCS Conference in San Diego, CA, February 4-8, 2019.
Rationale:  Cost Analysis:  Special Olympics is covering the cost of this trip.  The district professional development fund is covering the cost of a substitute.
7.N. Approve Out of State Travel Request for D. Chapin, YHS to attend the Vocal Jazz Festival in Kansas City, M, January 22-24, 2019.
Rationale:  Cost Analysis: In addition to a school vehicle, the cost of $300 is covered by the YHS Choir Activity Account. Each student attending will have to pay 80.00.  There will be approximately 12 students and 4 parents traveling.
7.O. Approve Out of State Travel Request for J. Schneider, YHS, to attend the Varsity Wrestling Tournament in Fayetteville, AR, December 21-22, 2018.
Rationale:  Cost Analysis:  The total cost for 20 students and 4 parents to travel in a district vehicle (approximately $2500) is being covered by the booster club.  The cost of a substitute will be covered by the district general fund.
7.P. Approve Out of State Travel Request for D. Chapin, YHS to attend the International Chamber Choir Competition in Richardson, TX, March 8-10, 2019.
Rationale:  Cost Analysis:  YPS will provide the vehicle, the cost of which will be covered by the Choir Activity Fund.  Each individual will cover his/her own expenses of approximately $150.00.  Approximately 15 students and 3 parents will travel to this event.
7.Q. Approve Out of State Travel Request for S. Stevens, YHS to Kansas City, MO, October 17-21, 2018, for the American Royal Livestock Show.
Rationale:  Cost Analysis:  District Ag funds to pay approximately $400.00.  It is estimated 6 students and 3 adults will travel.
7.R. Approve Out of State Travel Request for K. Kerner, YMS to attend the NAGC Conference in Minneapolis, MN, November 15-18, 2018.
Rationale:  Cost Analysis:  $1220.21 to be paid by the district's gifted fund.
7.S. Approve Out of State Travel Request for G. Bunch, YMS, to attend the NAGC Conference in Minneapolis, MN, November 15-18, 2018.
Rationale:  Cost Analysis:  $1220.21 will be paid by the district's gifted education budget.
 
7.T. Approve Out of State Travel Request for D. Castleberry, YHS to attend the College Board Forum in Dallas TX, from October 22-24, 2018.
Rationale:  Cost Analysis:  The estimate $1100 per person expense will be covered by our Advanced Placement budget.
 
7.U. Approve Out of State Travel Request for S. Stevens, YHS to Denver, CO, January 20-26, 2019, for the National Western Lifestock Show.
Rationale:  Cost Analysis:  $600.00 to be paid with district Ag funds.  There are estimated to be 5 students and 3 adults traveling.
7.V. Approve Out of State Travel for T. Pipkin, YHS to Dallas, TX, June 15-23, 2019, for the National Speech and Debate Tournament.
Rationale:  Cost Analysis:  Approximately $5,000.00 paid by the Speech and Debate Activity Fund and per student cost to parents of approximately $500.00.  An estimated 25 students and 5 parents  will travel.
7.W. Approve Out of State Travel for D. Andrews, YHS to attend CADASC in San Diego, CA February 25-March 2, 2019.
Rationale:  Cost Analysis: The only cost to the district will be for a three day substitute.
7.X. Approve the Fund Raising Requests as listed on Exhibit Z
8. New Business:
Action(s):
I move we accept the Estimate of Needs as presented. Passed with a motion by Mr. Leonard Wells and a second by Mr. Jeff Behymer.
No Action(s) have been added to this Agenda Item.
Discussion:  After 5 this evening we received the Estimate of Needs from the state department of education.  We did not expect this until mid-month.  It shows the total appropriated budget for the 2018-2019 school year.  
8.A. New Business-This business, in accordance with Oklahoma Statues, title 25- 311 (A)(9), is limited to any matter not known about or which could not have been reasonably foreseen prior to the time of posting this agenda.
Discussion:  There is no new business.
9. Personnel Docket:
Goals:
  • PERSONNEL- We will recruit, retain, and compensate highly motivated educators that are committed to professional growth and excellence.
9.A. Personnel-Vote to convene or not to convene in executive session pursuant to 25 O.S.307 (B)(1) to discuss the resignations, employment of support and certified personnel, promotions, recommendation of change of assignment, and/or transfers as listed on the attached Exhibit A.
Speaker(s):  Mr. Rex Van Meter
Attachments:
Action(s):
I move to not convene in executive session Passed with a motion by Mr. Jeff Behymer and a second by Mr. Don Rowe.
No Action(s) have been added to this Agenda Item.
Discussion:  At 6:59 p.m. a motion was made, seconded, and after roll call passed to NOT enter into executive session.
9.B. Acknowledge the board has returned from executive session. Executive session minutes' compliance announcement.
Speaker(s):  Mr. Rex Van Meter
Discussion: 

As the board did NOT enter executive session, this announcement was not made.

9.C. Approval of Personnel Items as listed.
Action(s):
I move we approve all personnel items as presented Passed with a motion by Mr. Don Rowe and a second by Mr. Leonard Wells.
No Action(s) have been added to this Agenda Item.
Discussion:  At 6:59 p.m. a motion was made, seconded, and after roll call passed to approve all personnel items as presented.
10. Adjournment
Discussion:  Time:
10.A. Consideration of and motion to adjourn the meeting
Action(s):
I move we adjourn this meeting Passed with a motion by Mr. Jeff Behymer and a second by Mr. Leonard Wells.
No Action(s) have been added to this Agenda Item.
Discussion:  Meeting adjourned at 7:00 p.m.
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