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October 13, 2020 at 6:00 PM - Regular Meeting of the Board of Education

Minutes
1. Call to order and roll call:
Discussion:  Also present were the following:  Kelly Henderson, Dr. Tom Deighan, Dr. Channa Byerly, Merry Stone, James Kerr, Valerie Hill, Jim Quade, Baginda Sukma, Nicole Punneo, Ayden Pennypacker, Logan Hibson, Brilen Davis, Chrisie Young, Wade Hampton, Cory Jarboe, Trey Golden, Ethan Cosbrey, Christopher Harris, Ashton Lynn, Tamara Gregory, Lisha Elroy, Kelle Jeffrey, Vicki Nighswonger, Derek Abel, Jeremy Abel, Amanda Woods, David Ellis, Brandy Peters, Kim Ellis, Jeramy Haas, and Dawn Haas.
2. Flag Salute
Discussion:  Four High School FFA students were in attendance and led the flag salute.
3. Chicken Express Employees of the Month
Attachments: (2)
Discussion:  Certified, Teacher of the Month, Jeramy Haas of Duncan High School and Support Staff Employee of the Month, Amanda Woods of Duncan High School and Middle School Athletics were celebrated. Both employee's were given a plaque, drink card and free meal for the month from Chicken Express.
4. Public participation and/or discussion
Attachments: (1)
Discussion:  There was no public participation and/or discussion.
5. Site Presentation by Duncan High School
Rationale:  High School Principal Wade Hampton will present the dropout report, remediation report, and other updates to the board.
Discussion:  High School Principal Wade Hampton presented the dropout report, remediation report and other updates to the board.
6. Presentation of the district's Operational Budget by Dr. Channa Byerly
Attachments: (2)
Discussion:  Dr. Channa Byerly, Assistant Superintendent, Treasurer, and CFO for Duncan Public Schools presented the annual Operational Budget to the board.
7. Superintendent's Report
Discussion:  7A.  Chris Deal, Nicole Punneo, Sandy Stewart, and others were in attendance to present a check for $100,000.00 to Duncan Public Schools.  This is a donation from the Food 4 Kids auction held in partnership with the Duncan Chamber of Commerce, the Regional Food Bank of Oklahoma, and others.
7B.  Dr. Deighan updated the board regarding the first meeting of the Bond Oversight Committee from earlier in the day.  All details of the BOC meetings will be uploaded to the district website and copies are kept at the Superintendents Office for anyone to view at any time.  While this was the first meeting and not much has happened due to funds not yet being available the committee reviewed the promises made to the community.  They submitted their first report stating they "reviewed plans and met intent of the first round," stated Lisa Thomas, and the board voted to approve the report with 6 yes votes, and 0 no votes.
7C.  Assistant Superintendent Merry Stone, addressed the board and gave updates regarding virtual instruction.  Enrollment numbers, those who returned to the classroom, students with no progress/attendance, and athletic participation were all topics discussed.
7D.  The district went 3 full weeks with no COVID-19 reports to address.
7E.  Kerr3 President, James Kerr, and staff presented past projects and the early stages of plans for Duncan Public Schools projects.  Kerr3 toured facilities and met with staff throughout the day on September 23, 2020 and obtained a lot of feedback to help with possible upcoming projects.
7.A. Food 4 Kids with Chris Deal of the Duncan Chamber of Commerce
7.B. Bond Oversight Committee Report
7.C. Virtual Education Update and Information
7.D. District Update
7.E. Presentation by Kerr3
Rationale:  This presentation from Kerr3 is related to their contract for services which is included in the consent agenda. 
8. Presentation by Nate Ellis of Public Finance Law regarding the discussion and possible action of the following:
Rationale:  These agenda items, A-C, cannot be voted on with one vote. 
Each item needs to be approved separately.
8.A. Receive bids for the purchase of $2,525,000.00 Combined Purpose General Obligation Bonds, Series 2020 of the District and vote to award said Bonds to the lowest bidder complying with the Notice of Sale and Instructions to Bidders or to reject all bids.
Action(s):
Motion to accept bids and award The Baker Group LP the bid for the purchase of $2,525,000.00 Combined Purpose General Obligation Bonds, Series 2020 of the District and vote to award said Bonds to the lowest bidder complying with the Notice of Sale and Instructions. This motion, made by Eric Davis and seconded by Christopher Schreckengost, Passed.
No Action(s) have been added to this Agenda Item.
8.B. Consider and take action with respect to a Resolution providing for the issuance of Combined Purpose General Obligation Bonds, Series 2020 in the sum of $2,525,000.00 by Independent School District Number 1 of Stephens County, Oklahoma, authorized at an election duly called and held for such purpose; prescribing form of Bonds; providing for registration thereof; providing for levy of an annual tax for the payment of principal and interest on the same and fixing other details of the issue; approving the forms of a Continuing Disclosure Agreement and an Official Statement; and authorizing executions and actions necessary for the issuance and delivery of the Bonds.
Attachments: (1)
Action(s):
Motion to approve a Resolution providing for the issuance of Combined Purpose General Obligation Bonds, Series 2020 in the sum of $2,525,000.00 by Independent School District Number 1 of Stephens County, Oklahoma, authorized at an election duly called and held for such purpose; prescribing form of Bonds; providing for registration thereof; providing for levy of an annual tax for the payment of principal and interest on the same and fixing other details of the issue; approving the forms of a Continuing Disclosure Agreement and an Official Statement; and authorizing executions and actions necessary for the issuance and delivery of the Bonds. This motion, made by Eric Davis and seconded by Christopher Schreckengost, Passed.
No Action(s) have been added to this Agenda Item.
8.C. Consider and take action with respect to a Resolution approving a Lease Purchase Agreement pertaining to the acquisition and financing of improvements to school buildings and facilities; approving an Escrow and Paying Agent Agreement; approving the forms of Lease Purchase Agreement, Ground Lease Agreement, Tax Regulatory Agreement, Continuing Disclosure Agreement, and Official Statement; approving other documents and certificates related thereto; and containing other provisions related thereto.
Action(s):
Motion to approve a Resolution approving a Lease Purchase Agreement pertaining to the acquisition and financing of improvements to school buildings and facilities; approving an Escrow and Paying Agent Agreement; approving the forms of Lease Purchase Agreement, Ground Lease Agreement, Tax Regulatory Agreement, Continuing Disclosure Agreement, and Official Statement; approving other documents and certificates related thereto; and containing other provisions related thereto. This motion, made by Eric Davis and seconded by Christopher Schreckengost, Passed.
No Action(s) have been added to this Agenda Item.
9. Discussion and possible motion to approve, not approve, or table the following new additions, amendments, and/or changes to district policy and procedures:
Action(s):
Motion to approve the new additions, amendments, and/or changes to district policy and procedures as listed on items 9A, amendments to Policy 4030 Regulations for Personal Business of Administrators. This motion, made by Christopher Schreckengost and seconded by Greg Neal, Passed.
No Action(s) have been added to this Agenda Item.
9.A. Policy 4030 Regulations for Personal Business of Administrators - amendments
10. Consent Agenda
All of the following items, which concern reports and items of a routine nature normally approved at board meetings, will be approved by one vote unless any board member desires to have a separate vote on any or all of these items.  The Consent Agenda consists of the discussion, consideration, and approval of the following items:
Action(s):
Motion to approve Consent Agenda items #10A-10M and 10O as listed, read aloud and discussed. This motion, made by Eric Davis and seconded by Greg Neal, Passed.
Motion to approve 10N subject to the proposal being corrected and prepared for Duncan Public Schools, not Climate Pros. This motion, made by Eric Davis and seconded by Christopher Schreckengost, Passed.
No Action(s) have been added to this Agenda Item.
10.A. Minutes of the September 8, 2020 Regular Meeting
Attachments: (1)
10.B. Cafeteria Monthly Reports
Attachments: (2)
10.C. Financial Reports
Attachments: (3)
10.D. Activity Fund Reports
Attachments: (4)
10.E. District Fundraisers
Attachments: (1)
10.F. Encumbrance Reports
Attachments: (7)
10.G. Board of Education Regular Meeting dates for 2021 calendar year
Attachments: (1)
10.H. 2021 Election Resolution for Board Member Position #1
Rationale:  Purchase orders to cover these expenses have already been set up and approved by the board:
PO 11080 to the Stephens County Election board for $7,400.00 dated 07/01/2020 and
PO 11058 to the Duncan Banner for publication of the Legal Notice and Press Release for $35.00 also dated 07/01/2020.
Both PO's were approved and listed on the Encumbrance Report, item 8G, of the 07/09/2020 Regular Meeting.
Attachments: (4)
10.I. Kerr3 - Architect Agreement
Attachments: (1)
10.J. Book Systems, Inc. - Atrium and Booktracks Express Support renewal for library and textbook/equipment inventory system in the amount of $10,575.00 
Rationale:  This amount is the same as last year (07/09/2019 agenda item #8F5).
Attachments: (1)
10.K. Glenn Coffee & Associates PLLC - district Legal Attorney fee's for FY 20-21 in the amount of $40,000.00
Rationale:  This is the same amount as last year for district legal attorney fees.
Attachments: (1)
10.L. Lawns Like Greens - district Weed and Grass Control in the amount of $22,500.00 paid by the Building Fund
Attachments: (1)
10.M. Orkin - district Pest Control in the amount of $17,289.00 paid by the Building Fund
Attachments: (1)
10.N. Trane - HVAC units for the Middle School Gym in the amount of $45,200.00 paid by Bond Funds
Attachments: (1)
10.O. DIRSEC - district Upgrade for Palo Alto Firewall in the amount of $18,464.90 paid by Bond Funds
Attachments: (1)
11. Proposed Executive Session to discuss:  (a) Pursuant to 25 O.S. § 307 (B) (1) Retirements, resignations, hiring of employees, employment, rehiring and changes to employment contracts of current and prospective district employees as outlined on Schedule A, inclusive; and (b) Pursuant to 25 O.S. § 307 (B) (3) Discussing the purchase or appraisal of real property.
Vote to convene or not convene into Executive Session
Action(s):
Motion to convene into Executive Session at 7:31 P.M. This motion, made by Greg Neal and seconded by Christopher Schreckengost, Passed.
No Action(s) have been added to this Agenda Item.
12. Vote to acknowledge the Board’s return to Open Session
Executive Session Minutes Compliance Announcement/Statement:  The matters considered, Proposed Executive Session to discuss:  (a) Pursuant to 25 O.S. § 307 (B) (1) Retirements, resignations, hiring of employees, employment, rehiring and changes to employment contracts of current and prospective district employees as outlined on Schedule A, inclusive; and (b) Pursuant to 25 O.S. § 307 (B) (3) Discussing the purchase or appraisal of real property.  No action was taken in Executive Session.
Discussion:  The following board members were present in Executive Session:  Eric Davis, Krista Lolar, Greg Neal and Christopher Schreckengost.  In addition the following person(s) were present in Executive Session:  Dr. Tom Deighan.
Action(s):
Motion to acknowledge the Board's return to Open Session at 8:48 P.M. This motion, made by Greg Neal and seconded by Christopher Schreckengost, Passed.
No Action(s) have been added to this Agenda Item.
13. Discussion and possible action regarding retirements, resignations, employment, and changes of contract as listed on Schedule A attached
Attachments: (1)
Action(s):
Motion to approve the retirements, resignations, employment, and changes of contract as listed on Schedule A. This motion, made by Eric Davis and seconded by Christopher Schreckengost, Passed.
No Action(s) have been added to this Agenda Item.
14. Discussion and possible action regarding declaration of miscellaneous items as surplus
Attachments: (3)
Action(s):
Motion to declare miscellaneous items as surplus. This motion, made by Christopher Schreckengost and seconded by Greg Neal, Passed.
No Action(s) have been added to this Agenda Item.
15. Discussion and possible action regarding New Business
Rationale:  In accordance with Oklahoma Statues, title 25-311 (A) (9), New Business is limited to any matter not known about or which could not have been reasonably foreseen prior to the time of the posting of this agenda.
Discussion:  There was no New Business.
16. The next Regular Meeting of the Board of Education will be held on Tuesday, November 10, 2020 at 6:00 P.M. at the Administration Building at 1706 W. Spruce, Duncan, OK
17. Vote to Adjourn
Action(s):
This concludes the business that came before the Board on October 13, 2020 and the motion was made to adjourn at 8:49 P.M. This motion, made by Greg Neal and seconded by Christopher Schreckengost, Passed.
No Action(s) have been added to this Agenda Item.
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