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January 12, 2021 at 6:00 PM - Regular Meeting of the Board of Education

Minutes
1. Call to order and roll call
Attachments: (1)
Discussion:  Also present were the following:  Kelly Henderson, Dr. Tom Deighan, James Kerr, Brandy Peters, Sharon Banks, Cathy Barker, Sonia Norton, Tamara Gregor, John Laughy, Chelsey Ward, Jason Ward, Angelia Warren, Kaytlyn Reames, Alice Bonds, Lisa Reames, Bud Conway, David Gardner, Jana Gardner, Chrisie Young, Edwina Gonzalez, Nichole Hudson, Joy Tidwell, Vicki Nighswonger, Jonathan Jeffrey, Merry Stone, Dr. Channa Byerly, Cassie Berthold, Georgia Atkinson, Courtney Odom, and David Shaw.
2. Flag Salute
Discussion:  The flag salute was led by students of Mark Twain Elementary.
3. Chicken Express Employees of the Month
Attachments: (2)
Discussion:  Certified Teacher of the Month, Jana Gardner of Plato Elementary, and Support Staff Employee of the Month, Georgia Atkinson of Woodrow Wilson Elementary, were celebrated. Mrs. Gardner is a virtual teacher for the district this year with students at Plato, Horace Mann, and Emerson Elementary's.  Ms. Atkinson is a nurse in the district serving students at Woodrow Wilson and Horace Mann Elementary's.  Both employee's were given a plaque, drink card and free meal for the month from Chicken Express.
4. Site Presentation by Mark Twain Elementary
Discussion:  Mark Twain Counselor, Mrs. Bridges, presented with a slideshow highlighting PLTW (Project Lead the Way) learning and instruction with students.
5. Public participation and/or discussion
Attachments: (1)
Discussion:  There was no public participation and/or discussion.
6. Superintendent's Report
Attachments: (1)
6.A. Presentation by Jonathan Jeffrey, Executive Director, of the Duncan Public Schools Foundation
Rationale:  Mr. Jeffrey will formally introduce himself to the Board of Education and share some information about DPSF vision, projects, and plans. 
Discussion:  Jonathan Jeffrey introduced himself to the board, he has been in the position since March of 2020.  Jonathan reminded the board that the DPSF wants to help in any way the can.  They (DPSF) began in the 1980's and provide DEX awards/grants among many other benefits to help the district.  Currently, the indoor baseball facility is the big project that is on the forefront.  They have plans to help with the Special Education Department next.  The DPSF is excited to continue their work for Duncan Public Schools.
6.B. Presentation, discussion and motion to approve, not approve, or table the acceptance of the FY20 Audit by the office of Kerry Patten, CPA
Rationale:  All public schools in the state of Oklahoma must audited annually.  This is the annual report of those audit results to the Board of Education. 
Attachments: (2)
Discussion:  Presented by Courtney Odom from the office of Kerry Patten, CPA.
Action(s):
Motion to accept the FY20 Audit by the office of Kerry Patten, CPA. This motion, made by Greg Neal and seconded by Eric Davis, Passed.
No Action(s) have been added to this Agenda Item.
6.C. Discussion and motion to approve, not approve, or table the TLE Qualitative Evaluation Waiver and Assurances regarding teacher evaluations for FY 20-21
Rationale:  TLE is the evaluation tool mandated by the Oklahoma State Department of Education for Oklahoma's certified teachers and principals.  The OKSDE is allowing districts to waive the qualitative component of this evaluation model (the observational data) due to the disruptiveness of COVID on staff's ability to meet the TLE requirements with fidelity.  
Attachments: (1)
Discussion:  Superintendent, Dr. Tom Deighan, explained to the board that TLE is the evaluation tool mandated by the Oklahoma State Department of Education for Oklahoma's certified teachers and principals.  The OKSDE is allowing districts to waive the qualitative component of this evaluation model (the observational data) due to the disruptiveness of COVID on staff's ability to meet the TLE requirements with fidelity.
Action(s):
Motion to approve the TLE Qualitative Evaluation Waiver and Assurances regarding teacher evaluations for FY 20-21. This motion, made by Demetra Cox and seconded by Eric Davis, Passed.
No Action(s) have been added to this Agenda Item.
6.D. Bond Projects Update by Kerr3 Architects
Attachments: (1)
Discussion:  James Kerr of Kerr3 Architects reported that several land surveys have recently taken place and the design process will start once those are reviewed.  Kerr3 plans to bring designs to the next several regular board meetings.
6.E. District Update
Attachments: (1)
Discussion:  Board Appreciation Month.  January is board member appreciation month!  Board members were recognized and celebrated.
Chris Schreckengost unopposed.  Board Member, Christopher 'Kris' Schreckengost, is unopposed in his Position for Seat No. 1 and will continue serving on the Board of Education for Duncan Schools.  Congratulations Mr. Schreckengost and thank you for your service!
Consent Agenda Highlights.  Notice on the Consent Agenda that there are two items regarding the Tennis Courts:  resurfacing and fencing updates.  Four courts have already been resurfaced, this will ensure that all courts will be updated for use.
OKVEC (Virtual Consortium) Update.  8 districts throughout Oklahoma have agreed to join, 5 have already signed on.  Consortium founders have met with State Superintendent, Joy Hofemeister, the SDE Accreditation Department, and the SDE Legal Team and are prepared to present it to their board at their February meeting.
COVID Report:  
Last week the district had an average of 92 students in quarantine.
Extra-curricular activities.  The district has followed the Governors orders.  The staff has done a great job at events to help limit capacity and the number of family per participant to align with COVID-19 guidelines and policy.
COVID leave expiration and DPS solution.  Federal COVID leave expired January 1st, the state had no provisions, and the district has decided to follow the recommendation of the OSSBA in allowing Administrator approved Administrative leave for employees moving forward.  Additional help has also been provided by the 2 policies presented to the board tonight under agenda items 7A and 7B.
Governor Stitt's COVID Quarantine Changes.  The short version is that the Governor is recommending no symptoms, no quarantine if a mask mandate is in place.  This excludes athletic activities, practices, etc.  The Health Department sent the Governors message to the school district and seems to support it.  The board felt like this was an administrative decision and not something that the needed to act upon.
District Calendar 21-22 Preview.  Board members were given the current fiscal year calendar and a draft copy of next year's fiscal calendar to review.  The district will present the 21-22 school calendar next month at the February 9th regular meeting to seek approval.
Lease Purchase Option for Bond Equipment and District Vehicles.
CMAR Process.  8 companies submitted RFQ's and the board recommended that the district narrow the list down before they get involved in the interviewing process, citing the previous process as a good guideline and preferred expectation in moving forward.  The board then discussed requirements, concerns and qualifications that they wanted regarding CMAR's in these projects.
7. Discussion and possible motion to approve, not approve, or table the following new additions to district policy and procedures:
Action(s):
Motion to approve the adoption of two new COVID-19 policies: Policy 9005 Absences and Wellness Days and Policy 9006 Absences and Donated Sick Leave. This motion, made by Eric Davis and seconded by Demetra Cox, Passed.
No Action(s) have been added to this Agenda Item.
7.A. Policy 9005 COVID-19 Related Absences and Wellness Days - new policy adoption
Attachments: (1)
7.B. Policy 9006 COVID-19 Related Absences and Donated Sick Leave - new policy adoption
Attachments: (1)
8. 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 # 8A-8F and 8H-8K as listed, read aloud and discussed. This motion, made by Eric Davis and seconded by Demetra Cox, Passed.
Motion to have a separate vote on item 8G, between agenda items 14 and 15, later in this meeting. This motion, made by Eric Davis and seconded by Demetra Cox, Passed.
No Action(s) have been added to this Agenda Item.
8.A. Minutes of the December 8, 2020 Regular Meeting
Attachments: (1)
8.B. Cafeteria Monthly Reports
Attachments: (1)
8.C. Financial Reports
Attachments: (3)
8.D. Activity Fund Reports
Attachments: (4)
8.E. District Fundraisers
Attachments: (1)
8.F. Encumbrance Reports
Attachments: (7)
8.G. Superintendent Contract
Rationale:  The superintendent's contract currently expires June 30, 2021 and will extend his contract to 2023.  This contract establishes the superintendent's index at a rate equivalent with his first year at DPS and removes future  bonuses as well as interim consulting language that is no longer applicable.   
Attachments: (1)
8.H. Tonya Carnes, MS, CCC-SLP - contracted Speech Language Therapy Services for FY 20-21 in the amount of $50,000.00
Attachments: (1)
8.I. Merritt Tennis & Track Systems - Resurfacing of Tennis Courts in the amount of $49,900.00 paid by the Insurance Fund
Rationale:  This will enable resurfacing of the remaining courts at Central Office and DHS (DHS courts are in severe disrepair).  An insurance claim enabled the district to resurface 1/2 of the courts at Central Office last fiscal year. 
Attachments: (1)
8.J. SML Fencing - Fencing around Tennis Courts in the amount of $11,870.00 paid by Activity Funds
Attachments: (1)
8.K. Coach Comm - Headsets for Football Coaches in the amount of $8,600.00 paid by Activity Funds
Attachments: (1)
9. Proposed Executive Session to discuss:  (a) Pursuant to 25 O.S. § 307 (B)(1) resignations, employment, and changes of contract of current and prospective District employees as outlined on Schedule A, inclusive; (b) Pursuant to 25 O.S. § 307 (B)(1) the re-employment of district Assistant Superintendents as outlined on Schedule A1, inclusive; and (c) Pursuant to 25 O.S. § 307 (B)(3) 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 7:21 P.M. This motion, made by Greg Neal and seconded by Demetra Cox, Passed.
No Action(s) have been added to this Agenda Item.
10. 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) resignations, employment, and changes of contract of current and prospective District employees as outlined on Schedule A, inclusive; (b) Pursuant to 25 O.S. § 307 (B)(1) the re-employment of district Assistant Superintendents as outlined on Schedule A1, inclusive; and (c) Pursuant to 25 O.S. § 307 (B)(3) the purchase or appraisal of real property.  No action was taken in Executive Session.
Discussion:  The following board members were present in Executive Session:  Demetra Cox, Eric Davis, Krista Lolar, and Greg Neal.  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 8:21 P.M. This motion, made by Demetra Cox and seconded by Greg Neal, Passed.
No Action(s) have been added to this Agenda Item.
11. Discussion and possible action regarding resignations, employment, and changes of contract as listed on Schedule A
Attachments: (1)
Action(s):
Motion to approve the resignations, employment, and changes of contract as listed on Schedule A. This motion, made by Demetra Cox and seconded by Greg Neal, Passed.
No Action(s) have been added to this Agenda Item.
12. Discussion and possible action regarding the re-employment of District Assistant Superintendents as listed on Schedule A1
Attachments: (1)
Action(s):
Motion to approve the re-employment of District Assistant Superintendents, Merry Stone and Dr. Channa Byerly, as listed on Schedule A1. This motion, made by Demetra Cox and seconded by Eric Davis, Passed.
No Action(s) have been added to this Agenda Item.
13. Discussion and possible action to authorize the Superintendent, Dr. Tom Deighan, as executive officer of the Board, to sign on behalf of the District at the closing for the Purchase of Real Property from LB Holdings II LLC
Discussion:  There was No Action on this item and the meeting continued.
14. Discussion and possible action regarding the proposed Degreed Salary Index
Attachments: (1)
Action(s):
Motion to approve the proposed Degreed Salary Index beginning January 1, 2021. This motion, made by Greg Neal and seconded by Eric Davis, Passed.
Motion to approve Consent Agenda item 8G, Superintendent Contract. This motion, made by Greg Neal and seconded by Demetra Cox, 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, February 9, 2021 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 January 12, 2021 and the motion was made to adjourn at 8:24 P.M. This motion, made by Greg Neal and seconded by Demetra Cox, Passed.
No Action(s) have been added to this Agenda Item.
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