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March 9, 2021 at 6:00 PM - Regular Meeting of the Board of Education

Minutes
1. Call to order and roll call:
Cox     Davis     Lolar     Neal     Schreckengost
Attachments: (1)
Discussion:  Also present were the following:  Kelly Henderson, Dr. Tom Deighan, Dr. Channa Byerly, Nate Ellis, Tim Rosser, Zoey Powell, Shelly Ferrar, LeeAnn Millan, Devera Albertson, Tamara Gregor, J.D. Taylor, Cathy Barker, Sonia Norton, Jeramy Haas, Rodney Strutton, Christy McIntyre Glasscock, Patti Thaxton, John Pace, Donna Pace, Matt Tucker, Allison Lovett, Bud Conway, James Kerr, and Merry Stone.
2. Flag Salute
Discussion:  The flag salute was led by Zoey Powell, an art student at Duncan Middle School.
3. Chicken Express Employees of the Month
Attachments: (2)
Discussion:  Certified, Teacher of the Month, Patti Thaxton of Duncan Middle School and Support Staff Employee of the Month, Vivian Stough of Mark Twain Elementary were celebrated. Both employee's were given a plaque, drink card and free meal for the month from Chicken Express.
4. Site Presentation by Duncan Middle School
Discussion:  Ms. Shelly Ferrar, Art Teacher of Duncan Middle School, gave an update to the board regarding all things students are learning.  She showed examples of the students artwork and explained that they are not only learning to create art but the history behind where it comes from.  Much of the students artwork can be found not only at the Middle School but throughout the community.  Tim Rosser, an art student at the Middle School, spoke to the board about how art has changed his outlook on the future.
5. Presentation on GearUp for FY 20-21 by Allison Lovett
Attachments: (1)
Discussion:  Allison Lovett, of Duncan Public Schools, updated the board regarding the impact of GearUp throughout the district.  For example, this year, GearUp has been able to pay for concurrent enrollment college fees for DPS students.  GearUp and the Oklahoma State Regents for Higher Education have provided tremendous benefits through the years for the students of Duncan Public Schools.
6. Public participation and/or discussion
Attachments: (1)
Discussion:  There was no public participation and/or discussion.
7. Superintendent's Report
Attachments: (1)
7.A. Bond Projects Update by Kerr3 Architects
Discussion:  James Kerr, of Kerr3 Architects, informed the board that once a CMAR (Contract Manager At-Risk) is selected by the district, Kerr3 will begin weekly design meetings with district staff and the CMAR to help everyone get up to speed on the projects of the DPS 2020 Vision Bond.  Mr. Kerr gave the board detailed plans of the Tennis/Softball/Baseball Parking Lot with the final property lines of a property in question being confirmed.  Plans were also reviewed for Halliburton Stadium regarding the new concession/field house and ADA access, with flood areas discussed.
7.B. Consider and take action with respect to a Resolution approving a Lease Purchase Agreement pertaining to the acquisition and financing of certain improvements to and equipment and curriculum materials at various facilities within the School District; approving an Escrow and Paying Agent Agreement; approving a Tax Regulatory Agreement; establishing the School District’s reasonable expectation with respect to issuance of tax-exempt obligations for calendar year 2021 and designating the Lease Purchase Agreement as a qualified tax-exempt obligation; approving other documents and certificates related thereto; and containing other provisions related thereto
Attachments: (2)
Discussion:  Nate Ellis of the Public Finance Law Group, Bond Counsel for the district, was in attendance to discuss and answer any questions from the board regarding this agenda item.  He presented the board with a listing of the bids received which reflected Duncan's local BancFirst as the lowest bid and winner of the bid. Mr. Ellis spoke with Zack Robinson of BOK Financial, Financial Advisors for the district bond, and reported that Mr. Robinson was in agreement the selection of BancFirst.
Action(s):
Motion to approve a Resolution approving a Lease Purchase Agreement pertaining to the acquisition and financing of certain improvements to and equipment and curriculum materials at various facilities within the School District; approving an Escrow and Paying Agent Agreement; approving a Tax Regulatory Agreement; establishing the School District's reasonable expectation with respect to issuance of tax-exempt obligations for calendar year 2021 and designating the Lease Purchase Agreement as a qualified tax-exempt obligation; approving other documents and certificates related thereto; and containing other provisions related thereto. This motion, made by Christopher Schreckengost and seconded by Demetra Cox, Passed.
No Action(s) have been added to this Agenda Item.
7.C. Update: Middle School Chromebook replacement plan and Chromebooks originally purchased for 6th grade to elementary schools. 
Rationale:  In the fall, DPS purchased ChromeBooks for the 6th grade.  Receipt of those computers were delayed, due to the pandemic, and meanwhile, DPS passed a bond that includes student devices.  The computers purchased for 6th grade will now be used for the elementary schools to help replace aging units, and DPS will replace 6th, 7th, and 8th grade chromebooks to ensure uniformity in DMS. 
Discussion:  In the fall, DPS purchased chromebooks for the 6th grade.  Receipt of those chromebooks was delayed, due to the pandemic, and meanwhile, DPS passed the DPS 2020 Vision Bond that includes student devices.  The chromebooks purchased for 6th grade will now be used for the elementary schools to help replace aging units, and DPS will replace 6th, 7th, and 8th grade chromebooks with Bond Funds to ensure uniformity at Duncan Middle School. 
7.D. Consideration and possible action regarding the approval for the DPS Baseball/Softball Batting Cage project in cooperation with DPSF
Rationale:  DPSF presented tentative plans for a batting cage 2 years ago. Funds are now available to purchase the batting cage using an engineered steel building.  DPSF and DPS have identified project contacts/managers as well as availability of our CMAR and Architect as needed.  Approval by the DPSF board and adoption of the appropriate agreement (MOU)  will be needed before construction can be started.  The building will be constructed adjacent to the new Softball/Tennis parking lot, and DPS will incorporate the foundation/stem wall into the parking lot design and costs.  Deveral Albertson will be the DPS contact for the project.  Coaches Hughes and Cowan will manage the project for DPSF with assistance of DPS as necessary. 
Discussion:  The Duncan Public Schools Foundation presented tentative plans for batting cage 2 years ago.  Funds are now available to purchase the batting cage using an engineered steel building.  DPSF and Duncan Public Schools have identified project contacts/managers for this project, as well as the availability of our pending CMAR (Contract Manager At-Risk) and Architect as needed.  Approval by the DPSF board and adoption of the appropriate agreement (MOU/License Agreement) will be needed before construction can be started.  The building will be constructed adjacent to the new Softball/Tennis parking lot, and DPS will incorporate the foundation/stem wall into the parking lot design and costs which are part of the DPS 2020 Vision Bond Project.  Devera Albertson, DPS Maintenance Director, will be the district contact for the project.  Coaches Hughes and Cowan will manage the project for DPSF with assistance of DPS as necessary. 
The board is in favor and supports the DPSF, Duncan Public Schools Foundation, moving forward with the preparation of the MOU/License Agreement regarding batting cages and all the project entails.
7.E. District Update
Discussion:  A detailed listing is attached to this agenda item 7 above.
District COVID-19 numbers continue to go down.  Last week employee absences averaged 32 and students in quarantine averaged 21 throughout the district.  As compared to employees at 48 and students at 229 the last week before Christmas Break.
Staff members have been vaccinated in large numbers and our local Health Department has been instrumental in making sure it has happened smoothly.
The community was impacted by snow storm that caused schools to be closed for a full week.  Our Maintenance Department was prepared, proactive, and the district is happy to report no major problems like may other districts.  Everyone worked together and only a few small leaks were reported and quickly fixed.
The concrete overhang and walkway into Lee Elementary, that houses the Maintenance Department, has suffered years of damage.  Quotes have been obtained and the structure will soon be demolished.
The second meeting of the Bond Oversight Committee will be next month.  They will have a lot of information to review next month and a report for the board at the next Regular Meeting.
The DPS 2020 Vision Bond Building Subcommittee met and was able to visit with Kerr3 Architects.  The Subcommittee, Kerr3, and district staff will start meeting weekly once the district selects a CMAR (Contract Manager At-Risk) due to the high volume of projects.
The following DPS 2020 Vision Bond Purchases are on the agenda for approval tonight.  Band Uniforms, HS Band Teacher, Jeramy Haas, was in attendance and presented the new band uniforms.  It has been 11 years since they've had new uniforms.  Buses, the district is requesting the purchase of new buses tonight as part of the continuation of their ongoing strategic plan.  Security upgrades, a card entry security system and cameras for students at the High School.  Child Nutrition vehicles, the district is requesting the purchase of two vans for Child Nutrition Department.
Next week is Spring Break - we made it!  Knowing that tomorrow night is the one-year anniversary of the COVID-19 pandemic announcement, please know that DPS will return from Spring Break this year.
District athletes performed very well during Winter sports and are looking forward to the Spring season.
8. Discussion and possible motion to approve, not approve, or table the following new addition to district Policy and Procedures:
Discussion:  Oklahoma has extended options for virtual meetings under the Open Meetings Act due to the Coronavirus pandemic.  This adopts those changes.
Action(s):
Motion to approve the new addition to district Policy and Procedures agenda item 8A, new policy, Policy 9007 Board of Education Meetings Teleconferencing or Videoconference Regulations. This motion, made by Demetra Cox and seconded by Eric Davis, Passed.
No Action(s) have been added to this Agenda Item.
8.A. Policy 9007 Board of Education Meetings Teleconference or Videoconference Regulations - new policy
Rationale:  Oklahoma has extended options for virtual meetings under the Open Meetings Act due to the Coronavirus pandemic.  This adopts those changes. 
9. 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:
Discussion:  Regarding agenda item# 9I:  The state of Texas recently decided to 'open-up' and remove all restrictions put in place regarding the COVID-19 pandemic.  The board would like to wait on this agenda item since the trip is not until May of 2021 and see how things change in Texas to better gage the safety of the health our students.
Action(s):
Motion to approve item 9G with the removal of the Lollipop Fundraiser requested by the Middle School Robotics Club. This motion, made by Christopher Schreckengost and seconded by Demetra Cox, Passed.
Motion to take No Action on Consent Agenda item# 9I, Out-of-State Travel for the HS Band. This motion, made by Demetra Cox and seconded by Christopher Schreckengost, Passed.
Motion to approve Consent Agenda items # 9A-9F and 9H and 9J-9S as listed, read aloud and discussed. This motion, made by Demetra Cox and seconded by Christopher Schreckengost, Passed.
No Action(s) have been added to this Agenda Item.
9.A. Minutes of the February 9, 2021 Regular Meeting
Attachments: (1)
9.B. Minutes of the March 1, 2021 Special Meeting
Attachments: (1)
9.C. Cafeteria Monthly Reports
Attachments: (1)
9.D. Financial Reports
Attachments: (3)
9.E. Activity Fund Reports
Attachments: (4)
9.F. Addition to Activity Fund Sub-accounts
Attachments: (1)
9.G. District Fundraisers
Attachments: (1)
9.H. Encumbrance Reports
Attachments: (5)
9.I. Out-of-State Travel - annual High School Band trip on 05/08/2021 to Dallas, TX
Attachments: (1)
9.J. Marianne's Rentals - rental of decor items for the Junior/Senior Prom 05/01/2021 in the amount of $9,500.00 paid by Activity Funds
Attachments: (1)
9.K. Cameron University - Concurrent Enrollment Student Fee's for the Spring Term of FY 20-21 in the amount of $19,167.00 paid by GearUp
Attachments: (1)
9.L. Dillon White - district Lawn Maintenance for Spring 2021 in the amount of $48,608.00 paid by the Building Fund
Attachments: (1)
9.M. WW Builders - district wide emergency snow removal in the amount of $11,000.00 paid by the Building Fund
Attachments: (2)
9.N. Tyler Technologies - annual Maintenance and Support System renewal for district transportation in the amount of $8,870.40 paid by Bond Funds
Rationale:  This is an annual renewal, last approved at the March 10, 2020 meeting on item# 11.P. for $8,448.00 and will be paid with 2017 Transportation Bond Funds.
Attachments: (1)
9.O. David Stanley Dodge - DPS 2020 Vision Bond purchase of two High Roof Promaster Vans in the amount of $84,602.00 paid with Bond Funds
Rationale:  These vans will replace the child nutrition delivery trucks currently in use.  
Attachments: (1)
9.P. Fruhauf Uniforms, Inc. - DPS 2020 Vision Bond purchase of High School Band Uniforms in the amount of $65,000.00 paid with Bond Funds
Rationale:  Band uniforms require several months to manufacture.  Extra-curricular bond funds have not yet been fully allocated, but Band will be allowed to order from Bond funds in order to have uniforms in early fall.  Their current uniforms are over 10 years old. This purchase will obligate the majority of (if not all)  band bond funds for the next five years.   
Attachments: (1)
9.Q. Trinity Technologies - DPS 2020 Vision Bond purchase of Door Controls for student security access at the High School in the amount of $77,656.00 paid with Bond Funds
Rationale:  DPS Vision Program highlighted the need for increased security at our campuses, especially at the high school. DPS entry doors are currently locked to limit visitors, for student/staff safety.  DHS is the only campus that cannot limit visitors to only one entrance point, so locking doors presents special challenges for students during class changes.  This system will enable students to utilize "card passes," which will also double as student ID's, to move between buildings with locked doors. Each door with a card pass will also have a security camera.  Cards can be programmed for limited access as well as be decommissioned if ever lost/stolen. 
Attachments: (1)
9.R. Kerr3 Architects, Inc. - DPS 2020 Vision Bond Architect Fee's for Roofing Projects in the amount of $60,000.00 paid with Bond Funds
Attachments: (1)
9.S. Summit Bus Company - DPS 2020 Vision Bond purchase of two 71 passenger Busses in the amount of $194,416.00 paid with Bond Funds
Attachments: (1)
10. Proposed Executive Session to discuss:  (a) Pursuant to 25 O.S. § 307 (B)(1) Resignations, hiring of employees, and employment contracts of current and prospective District employees as outlined on Schedule A, inclusive; (b) Pursuant to 25  O.S. § 307 (B)(2) Discussing negotiations concerning certified and support employees and representatives of employee groups; (c) Pursuant to 25 O.S. § 307 (B)(1) Ongoing formative employment evaluation of the Superintendent; and (d) Pursuant to 25 O.S. § 307 (B)(3) the possible 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 Demetra Cox, Passed.
No Action(s) have been added to this Agenda Item.
11. 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, hiring of employees, and employment contracts of current and prospective District employees as outlined on Schedule A, inclusive; (b) Pursuant to 25  O.S. § 307 (B)(2) Discussing negotiations concerning certified and support employees and representatives of employee groups; (c) Pursuant to 25 O.S. § 307 (B)(1) Ongoing formative employment evaluation of the Superintendent; and (d) Pursuant to 25 O.S. § 307 (B)(3) the possible purchase or appraisal of real property.  No action will be taken in Executive Session.
Discussion:  The following board members were present in Executive Session:  Demetra Cox, 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 8:49 P.M. 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 resignations and employment as listed on Schedule A
Attachments: (1)
Action(s):
Motion to approve resignations and employment as listed on Schedule A. This motion, made by Christopher Schreckengost and seconded by Eric Davis, Passed.
No Action(s) have been added to this Agenda Item.
13. Discussion and possible action regarding the re-employment of District Administrators for FY 21-22 as listed on Schedule A1
Attachments: (1)
Action(s):
Motion to approve the re-employment of District Administrators for FY 21-22 as listed on Schedule A1. This motion, made by Eric Davis and seconded by Demetra Cox, Passed.
No Action(s) have been added to this Agenda Item.
14. Discussion and possible action regarding the re-employment of Certified Personnel for FY 21-22 as unassigned and listed on Schedule A2 - Regular Contract Teachers #1-172
Attachments: (1)
Action(s):
Motion to approve the re-employment of Certified Personnel for FY 21-22 as unassigned and listed on Schedule A2 - Regular Contract Teachers #1-172. This motion, made by Eric Davis and seconded by Christopher Schreckengost, Passed.
No Action(s) have been added to this Agenda Item.
15. Discussion and possible action to Open Negotiations for ADE (Association of Duncan Educators), and DESA (Duncan Educational Support Association) for FY 21-22
Attachments: (2)
Action(s):
Motion to approve to Open Negotiations for ADE (Association of Duncan Educators), and DESA (Duncan Educational Support Association) for FY 21-22. This motion, made by Demetra Cox and seconded by Christopher Schreckengost, Passed.
No Action(s) have been added to this Agenda Item.
16. 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.
17. The next Regular Meeting of the Board of Education will be held on Tuesday, April 13, 2021 at 6:00 P.M. at the Administration Building at 1706 W. Spruce, Duncan, OK
18. Vote to Adjourn
Action(s):
This concludes the business that came before the Board on March 9, 2021 and the motion was made to adjourn at 8:51 P.M. This motion, made by Eric Davis and seconded by Demetra Cox, Passed.
No Action(s) have been added to this Agenda Item.
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