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August 4, 2020 at 6:00 PM - Board of Education Special Meeting

Minutes
1. Call to Order and Roll Call
Speaker(s):  Mrs. Suzanne Cannon
2. Vote to convene or not to convene in executive session pursuant to 25 O.S.307 (B)(1) and 70 O.S. 5-118 to discuss the appointment of an individual and/or interview candidates to be appointed to school board seat number 5.
Attachments: (2)
Action(s):
I move we enter into executive session Passed with a motion by Mr. Leonard Wells and a second by Mr. Chris Cunningham.
No Action(s) have been added to this Agenda Item.
Discussion:  Board entered into executive session at 6:02pm.
2.A. Acknowledge the board has returned from executive session.  Executive session minutes' compliance announcement.
Discussion:  The board returned from executive session at 7:10 pm.
2.B. Discussion and possible action to appoint a school board member to seat number 5.  Member to be sworn in at the September 8, board meeting.
Action(s):
I move we vote to appoint Mr. Rowe to empty board seat number 5 Passed with a motion by Mr. Leonard Wells and a second by Mrs. Michele Hawthorne.
No Action(s) have been added to this Agenda Item.
3. Reports/ Comments from Superintendent and/or Staff
Speaker(s):  Dr. Jason Simeroth
Discussion:  Dr. Simeroth addressed a majority of the frequent questions on the district FAQ page.
 
4. Board Member Communications and Announcements
4.A. Beginning of a 30-day public comment and review of the new policies DABB, DMB, DNB, DCBE, DH, DPB, ECA, DLA, DPAA, EKBA, DA-R2, and DA-R3.  Full policies can be viewed here:  https://sites.google.com/a/yukonps.com/policy/
4.B. Individual Board Member Comments
Discussion:  Mrs. Hawthorne: Thank you teachers and staff, we are forging uncharted territory and you are doing the best you can.
Mr. Cunningham:  Shout out to Mrs. Green from Skyview - Congratulations and thank you for your time with YPS.  And I agree with Mrs. Hawthorne, thank you all for your hard work.
Mr. Wells:  I attended graduation and while it was not attended by all, those who were there appreciated it.  Going to this continuous learning plan is not pleasant, but a necessity and most will agree it is the right thing to do.
Mrs. Cannon:  Thank you to both candidates for board seat #5.  Mr. Rowe I look forward to working with you and Mr. Matthews thank you for your willingness to serve.  Teachers thank you - we always come to you when we need assistance.  We are aiming at a moving target.  Thanks for being hardworking and flexible.
5. 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):  Mrs. Suzanne Cannon
Action(s):
I move we vote to approve all business items on the Finance Consent Docket Passed with a motion by Mr. Leonard Wells and a second by Mr. Chris Cunningham.
No Action(s) have been added to this Agenda Item.
Discussion:  Mr. Wells asked: general fund report-reserve numbers changing from 18% to 8% for 20/21 school year, Mr. Fenrick can you shed some light on this?  Mr. Fenrick's response: Our historically high reserve is predicted at a low 8 to 7% trending down but not alarmingly so.  We are restraining our spending but trending down due to spending more than income.  Dr. Simeroth indicated a reason we got it up so high over the past few years was knowing we were going to be spending a great amount on payroll.  We will be working on getting it back up but with a reduction in state aide this year and COVID-19 preparedness is a large educational cost.  Second question on child nutrition report, with all of the expenses at the end of the year and over the summer are we being reimbursed for all of that or will we be short on reimbursements?  Dr. Simeroth indicated we are always short some families end the year with unpaid lunch balances but there were several waivers from the state for reimbursements.
5.A. Encumbrances and Change Orders as recommended by Dr. Jason Simeroth, Superintendent, and Jim Fenrick, Chief Financial Officer
Attachments: (1)
5.B. Treasurer's Report(s) and General Fund Report(s)
Attachments: (2)
5.C. Child Nutrition Report
Attachments: (1)
6. Business 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):  Mrs. Suzanne Cannon
Action(s):
I move we vote to approve Consent Docket items 6B-6G as presented Passed with a motion by Mr. Chris Cunningham and a second by Mrs. Michele Hawthorne.
I move we approve item 6A Passed with a motion by Mrs. Michele Hawthorne and a second by Mr. Chris Cunningham.
I move we approve item 6H Passed with a motion by Mr. Chris Cunningham and a second by Mrs. Michele Hawthorne.
I move we approve items 6I and 6J Passed with a motion by Mr. Leonard Wells and a second by Mrs. Michele Hawthorne.
No Action(s) have been added to this Agenda Item.
Discussion:  Mr. Wells requested 6A be voted separately.  Mr. Wells brought to light his internet connectivity issues in the last meeting.
Due to a miscommunication, the votes are as follows:  6 B-G, 6 A, 6 H, and 6 I-J.
6.A. Minutes of the July 7, 2020, board meeting.
Attachments: (1)
Discussion:  Mr. Wells asked about the high number of resignations.  Dr. Simeroth indicated we only have 56 new teachers and that is about 40 less than the last couple of years.
6.B. Renewed Big 5 LEA Agreement.  
Rationale:  This agreement is to describe the responsibilities of each entity and provide guidance for local cooperation and coordination.  The contracts have already been approved.  
Attachments: (1)
6.C. Surplus items 
Attachments: (2)
6.D. SRO agreement for 20-21 school year.
Rationale:  The only change in this contract is the addition of a fourth SRO and the cost of that SRO.
Attachments: (1)
6.E. Sanctioning for school groups / organizations
Attachments: (20)
6.F. Activity Fund transfers.
Attachments: (1)
6.G. Student Handbook
Rationale:  To reflect district changes, state requirements, and law changes, the 2020-2021 Student Handbook has been updated.

 
6.H. VACAVA - Achieve More
Rationale:  This is a continuing contract for a program that manages student enrollments in Rethink intervention programs.  The only change is the way we will pay for the program: Instead of a full year contract, we will pay for 3 months up front and the remainder of the contract will be month to month in the event we launch our continuous learning plan.
Attachments: (2)
6.I. Discussion and possible action on new policies FNCA, FNC, FNCD, EK-E, FNCD-P, FNCD-R, FNCC, FNCE, FNFA, FMC, FNF-R, CFBB, and FO initially posted at the July 7, 2020, board meeting.  The full policies can be found by clicking on the link:  https://sites.google.com/a/yukonps.com/policy/
6.J. Discussion and possible action on new policies: EHDF, CKF, and FDC-R1 the full policies can be reviewed here:  https://sites.google.com/a/yukonps.com/policy/
7. Discussion and possible action on attached list of personnel.
Speaker(s):  Mrs. Suzanne Cannon
Attachments: (2)
Action(s):
I move we vote to approve all personnel items as presented. Passed with a motion by Mrs. Michele Hawthorne and a second by Mr. Chris Cunningham.
No Action(s) have been added to this Agenda Item.
Discussion:  Mr. Wells asked about the high number of resignations.  Dr. Simeroth indicated we only have 56 new teachers and that is about 40 less than the last couple of years.
8. Adjournment
Action(s):
I move we vote to adjourn Passed with a motion by Mrs. Michele Hawthorne and a second by Mr. Chris Cunningham.
No Action(s) have been added to this Agenda Item.
Discussion:  Time: 7:55pm
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