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April 13, 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
Discussion:  Also present were the following:  Dr. Tom Deighan, Kelly Henderson, LeeAnn Millan, Ken Shaw, Butch Lawson, Cathy Barker, Sonia Norton, Devera Albertson, Jeramy Haas, Dawn Haas, Tamara Gregor, Janice Hodges, Chuck Willhite, Renee Willhite, Angie Holthaus, Kelly Holthaus, Jami Cole, Dana Lohrer, Brandi Jones, Tereasa Vachon, Allison Lovett, David Ellis, Jonathan Jeffrey, Melissa Massie, Stacy Smith, Nate Ellis, Dr. Vicki Nighswonger, Merry Stone, and Dr. Channa Byerly.
2. Flag Salute
Discussion:  The flag salute was led by students of Horace Mann Elementary.
3. Induction of Christopher Schreckengost, Board Member for Office #1
Rationale:  Mr. Schreckengost ran unopposed in the election this term.  Elected for the first time in 2016, Duncan Public Schools appreciates the continued dedication of its board members.
Discussion:  Mr. Schreckengost ran unopposed in the election this term.  Elected for the first time in 2016, Duncan Public Schools appreciates the continued dedication of its board members.
4. Election of Officers:
Rationale:  This cannot legally be done until after the April 6th election (if already certified), after April 9th if there was an election that needed certification.
4.A. Nomination for President
Action(s):
Motion to nominate, elect, and approve Eric Davis for President. This motion, made by Demetra Cox and seconded by Christopher Schreckengost, Passed.
No Action(s) have been added to this Agenda Item.
4.B. Nomination for Vice President
Action(s):
Motion to nominate, elect, and approve Christopher Schreckengost for Vice President. This motion, made by Demetra Cox and seconded by Krista Lolar, Passed.
No Action(s) have been added to this Agenda Item.
5. Chicken Express Employees of the Month
Attachments: (1)
Discussion:  Certified, Teacher of the Month, Stacy Smith, district Gifted and Talented of the 9th Street Family Education Center and Support Staff Employee of the Month, Melissa Massie, of Central Office were celebrated. Both employee's were given a plaque, drink card and free meal for the month from Chicken Express.
6. Site Presentation by Horace Mann Elementary
Discussion:  Top Finalists in the 5th grade Science Project from Horace Mann Elementary presented their findings to the board.
7. Public participation and/or discussion
Attachments: (1)
Discussion:  There was no public participation and/or discussion.
8. Superintendent's Report
Attachments: (1)
8.A. Bond Projects Update by Kerr3 Architects
Attachments: (1)
8.B. Bond Oversight Committee Report
8.C. Consent Agenda items:  Summit Bus & Dell Computers 
Rationale:  Purchases for buses and computers will be used from both old and new bond funds.  These purchases will completely close-out the old bond funds (Fund 32 is the 2017 Technology Bond and Fund 33 is the 2017 Transportation Bond).
Discussion:  Purchases for buses and computers will be used from both old and new bond funds.  These purchases will completely close-out the old bond funds (Fund 32 is the 2017 Technology Bond and Fund 33 is the 2017 Transportation Bond).
8.D. Discussion and motion to approve, not approve, or table an Agreement with a CMAR, Contract Manager At-Risk, for the DPS 2020 Vision Bond Projects
Attachments: (1)
Action(s):
Motion to approve an Agreement with Hope Equipment and Construction Inc. as CMAR, Contract Manager At-Risk, for the DPS 2020 Vision Bond Projects. This motion, made by Demetra Cox and seconded by Krista Lolar, Passed.
No Action(s) have been added to this Agenda Item.
8.E. Discussion and motion to approve, not approve, or table a License Agreement with DPSF, Duncan Public Schools Foundation, for an Indoor Batting Facility 
Attachments: (2)
Action(s):
Motion to approve a License Agreement with DPSF, Duncan Public Schools Foundation, for an Indoor Batting Facility. This motion, made by Demetra Cox and seconded by Krista Lolar, Passed.
No Action(s) have been added to this Agenda Item.
8.F. Discussion and motion to approve, not approve, or table a License Agreement with DPSF, Duncan Public Schools Foundation, for renovations to the Hoover Family Wrestling Facility
Action(s):
Motion to approve a License Agreement with DPSF, Duncan Public Schools Foundation, for renovations to the Hoover Family Wrestling Facility. This motion, made by Krista Lolar and seconded by Demetra Cox, Passed.
No Action(s) have been added to this Agenda Item.
8.G. Consider for approval, discuss and take action with respect to a Resolution fixing the amount of Combined Purpose General Obligation Bonds, Series 2021 to mature each year; fixing the time and place the Bonds are to be sold; designating a Registrar/Paying Agent for the Bonds; approving the Preliminary Official Statement and distribution thereof; authorizing the Clerk to give notice of said sale as required by law and approving other matters related to the issuance of said Bonds
Action(s):
Motion to approve a Resolution fixing the amount of Combined Purpose General Obligation Bonds, Series 2021 to mature each year; fixing the time and place the Bonds are to be sold; designating a Registrar/Paying Agent for the Bonds; approving the Preliminary Official Statement and distribution thereof; authorizing the Clerk to give notice of said sale as required by law and approving other matters related to the issuance of said Bonds. This motion, made by Demetra Cox and seconded by Krista Lolar, Passed.
No Action(s) have been added to this Agenda Item.
8.H. Consider for approval, discuss and take action with respect to an Engagement Letter with BOK Financial Securities, Inc., as Financial Advisor to the School District
Action(s):
Motion to approve the Engagement Letter with BOK Financial Securities, Inc., as Financial Advisor to the School District. This motion, made by Krista Lolar and seconded by Demetra Cox, Passed.
No Action(s) have been added to this Agenda Item.
8.I. District Update
Attachments: (1)
Discussion:  COVID-19 numbers remain low throughout the district with the student average at 1 for the entire district last week.
High School Graduation has had a location change and will be held at the Stephens County Fair & Expo Center, date and time remain the same.
A big thank you to the Board of Education from district staff for the incentive bonuses recently.
The Bond Sub-Committee met and approved of the ongoing projects within the district under the DPS 2020 Vision Bond Program.
Consent Agenda Highlights:  Summer School, STEM Camp, and ESY are all on the agenda to help students academically address the COVID-19 gap; Teacher laptops (not chromebooks) have been ordered as part of the ongoing Strategic Plan and DPS 2020 Vision Bond promises; and an MOU with One True Light Mentoring Program.
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:
Action(s):
Motion to approve Consent Agenda items #9A-9AD as listed, read aloud and discussed. This motion, made by Krista Lolar and seconded by Christopher Schreckengost, Passed.
No Action(s) have been added to this Agenda Item.
9.A. Minutes of the March 9, 2021 Regular Meeting
Attachments: (1)
9.B. Minutes of the March 31, 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. District Fundraisers
Attachments: (3)
9.G. Encumbrance Reports
Attachments: (5)
9.H. Out-of-State Travel - annual High School Band trip on May 8, 2021 to Dallas, TX
Attachments: (1)
9.I. Out-of-State Travel - HS Band trip March 10-15, 2022 to Orlando, FL
Rationale:  This is a deposit to secure the trip for next fiscal year, 2021-2022.
This expenditure includes hotel, motor coach, Walt Disney World (2 day passes), Universal Orlando (2 day passes), and meals. 
Students will have the opportunity to do fundraisers for this trip and/or make monthly payments.
The band will perform while in Orlando.
Fundraiser request(s) and approval for out-of-state travel will be sought in FY 21-22.
Attachments: (1)
Discussion:  This is a deposit to secure the trip for next fiscal year, 2021-2022.
This expenditure includes hotel, motor coach, Walt Disney World (2 day passes), Universal Orlando (2 day passes), and meals. 
Students will have the opportunity to do fundraisers for this trip and/or make monthly payments.
The band will perform while in Orlando.
Fundraiser request(s) and approval for out-of-state travel will be sought in FY 21-22.
9.J. T-Mobile - Hot Spot Internet Access for student instructional chromebook use incentive to complete FY 20-21 in the amount of $50,000.00 paid by Activity Funds
Attachments: (1)
9.K. Summer School - host one session of Summer Credit Recovery in Math, Science, English, and History from May 24 - June 24, 2021 at Duncan High School
Rationale:  Due to COVID disruptions and the number of students on virtual learning, DPS will provide summer school to address learning gaps in students who can participate.
Attachments: (1)
Discussion:  Due to COVID disruptions and the number of students on virtual learning, DPS will provide summer school to address learning gaps in students who can participate.
9.L. Summer Reading and Math Academy for district grades K-8
Rationale:  Due to COVID disruptions and the number of students on virtual learning, DPS will provide summer school to address learning gaps in students who can participate.
Attachments: (1)
Discussion:  Due to COVID disruptions and the number of students on virtual learning, DPS will provide summer school to address learning gaps in students who can participate.
9.M. Summer STEM Camp for district Gifted and Talented students in grades 3-5
Attachments: (1)
9.N. District Special Education Extended School Year Services:
Attachments: (1)
9.N.1. Host ESY services, as required by student IEP's, June 1-24, 2021
Staff times are 8:15-11:45 A.M. Monday-Thursday
Student times are 8:30-11:30 A.M. Monday-Thursday
Attachments: (1)
9.N.2. Hire 3 Special Education Teachers working 3.5 hours, 4 days per week
Attachments: (1)
9.N.3. Hire 8 Special Education Paraprofessionals working 3.5 hours, 4 days per week
Attachments: (1)
9.N.4. Hire 1 Speech Language Pathologist working 6 hours per week
Attachments: (1)
9.N.5. Hire 1 Occupational Therapist working 6 hours per week
Attachments: (1)
9.N.6. Hire 1 Physical Therapist working 6 hours per week
Attachments: (1)
9.O. District Child Nutrition Summer Food Service Program:
Attachments: (1)
9.O.1. Extra Service of Employees - Site Supervisor, Site Monitor, and 2 Site Program Adults
June 1 - August 6, 2021 for 5 days per week
Attachments: (1)
9.O.2. Cable Meat Center - Food Items in the amount of $500.00 paid by Federal Funds
Attachments: (1)
9.O.3. Flowers Baking Co. - Bread Items in the amount of $500.00 paid by Federal Funds
Attachments: (1)
9.O.4. Hiland Dairy - Milk and Juice Items in the amount of $2,000.00 paid by Federal Funds
Attachments: (1)
9.P. Hire a Summer Paint Crew for annual district maintenance
Attachments: (1)
9.Q. Beyond the Blackboard - K-5 Trade Books for Summer Reading Instruction for all sites in the amount of $19,284.34 paid by Federal Funds 
Attachments: (1)
9.R. TwoTrees Technologies, LLC - Chromebooks for student instruction at Horace Mann Elementary in the amount of $11,000.00 paid by Federal Funds
Attachments: (1)
9.S. TwoTrees Technologies, LLC - Chromebooks for student instruction at Mark Twain Elementary in the amount of $10,500.00 paid by Federal Funds
Attachments: (1)
9.T. VEX Robotics, Inc. - update the VEX Cortex of STEM Robotic Equipment for student instruction at the Middle School and High School in the amount of $14,692.67
Attachments: (1)
9.U. Piraino Consulting - 3 Smartboards for classroom instruction at Emerson Elementary in the amount of $9,156.00 paid by the Building Fund
Attachments: (1)
9.V. Piraino Consulting - 3 Smartboards for classroom instruction at Woodrow Wilson Elementary in the amount of $8,956.00 paid by the Building Fund
Attachments: (1)
9.W. DELL Computers - DPS 2020 Vision Bond purchase of new laptops for district teachers in the amount of $106,762.50 paid with Bond Funds
Rationale:  This is a device refresh, replacing obsolete ASUS chromebooks with Dell Latitude laptops as promised in the DPS 2020 Vision Bond and as part of the districts Strategic Plan.
Instead of paying it all out of the new bond fund (34), we are requesting to split it between new and old bond funds.  This will allow us to close out the old bond fund (32).
Attachments: (1)
Discussion:  This is a device refresh, replacing obsolete ASUS chromebooks with Dell Latitude laptops as promised in the DPS 2020 Vision Bond and as part of the district Strategic Plan.  Instead of paying it all out of the new bond fund (34), we are requesting to split it between new and old bond funds.  This will allow us to close out the old bond fund (32).
9.X. Summit Bus Company - DPS 2020 Vision Bond purchase of two 71 passenger busses in the amount of $194,416.00 paid with Bond Funds
Rationale:  This item was approved last month on the March 9th agenda under item 9S.
Instead of paying it all out of the new bond fund (35), we are requesting to split it between new and old bond funds.  This will allow us to close out the old bond fund (33).
Attachments: (1)
Discussion:  This item was approved last month on the March 9th agenda under item 9S.
Instead of paying it all out of the new bond fund (35), we are requesting to split it between new and old bond funds.  This will allow us to close out the old bond fund (33).
9.Y. One True Light Memorandum of Understanding - partnership to provide a Mentoring Program for students in need for FY 21-22
Attachments: (1)
9.Z. University of Oklahoma College of Nursing - agreement renewal of Clinical Nursing Program for students pursuing a degree in nursing for FY's 21-24
Rationale:  This is a 3-year agreement with terms from July 1, 2021 through June 30, 2024.
The current agreement expires June 30, 2021.
Attachments: (1)
Discussion:  This is a 3-year agreement with terms from July 1, 2021 through June 30, 2024.
The current agreement expires June 30, 2021.
9.AA. ADPC - annual district Accounting Software and Support Agreement in the amount of $13,440.00 for FY 21-22
Rationale:  This will not be encumbered until July 1, 2021.
Attachments: (1)
Discussion:  This will not be encumbered until July 1, 2021.
9.AB. AT&T - ERATE Resolution for schools and libraries universal services in the amount of $27,386.64 for FY 21-22
Attachments: (2)
Discussion:  This will not be encumbered until July 1, 2021.
9.AC. Frontline Technologies Group LLC - annual subscription renewal of district Absence and Time Management System in the amount of $26,979.20 for FY 21-22
Rationale:  This will not be encumbered until July 1, 2021.
Attachments: (1)
Discussion:  This will not be encumbered until July 1, 2021.
9.AD. Kerry John Patten, CPA - annual contract for district Auditing Services in the amount of $14,100.00 for FY 21-22
Rationale:  This will not be encumbered until July 1, 2021.
Attachments: (1)
Discussion:  This will not be encumbered until July 1, 2021.
10. Proposed Executive Session to discuss:  (a) Pursuant to 25 O.S. § 307 (B)(1) 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)(1) the re-employment of Certified Personnel for FY 21-22 as unassigned and outlined on Schedule A1 - Regular Contract Teachers #1-27; (c) Pursuant to 25 O.S. § 307 (B)(1) the re-employment of Certified Personnel for FY 21-22 as unassigned and outlined on Schedule A2 - Temporary Contract Teachers #1-16; (d) Pursuant to 25 O.S. § 307 (B)(1) ongoing formative employment evaluation of the Superintendent; and (e) 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 6:38 P.M. This motion, made by Krista Lolar and seconded by Christopher Schreckengost, 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) 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)(1) the re-employment of Certified Personnel for FY 21-22 as unassigned and outlined on Schedule A1 - Regular Contract Teachers #1-27; (c) Pursuant to 25 O.S. § 307 (B)(1) the re-employment of Certified Personnel for FY 21-22 as unassigned and outlined on Schedule A2 - Temporary Contract Teachers #1-16; (d) Pursuant to 25 O.S. § 307 (B)(1) ongoing formative employment evaluation of the Superintendent; and (e) Pursuant to 25 O.S. § 307 (B)(3) the possible 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, 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 7:17 P.M. This motion, made by Christopher Schreckengost and seconded by Demetra Cox, 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 the resignations and employment as listed on Schedule A. This motion, made by Christopher Schreckengost and seconded by Krista Lolar, Passed.
No Action(s) have been added to this Agenda Item.
13. Discussion and possible action regarding the re-employment of Certified Personnel for FY 21-22 as unassigned and listed on Schedule A1 - Regular Contract Teachers #1-27
Attachments: (1)
Action(s):
Motion to approve the re-employment of Certified Personnel for FY 21-22 as unassigned and listed on Schedule A1 - Regular Contract Teachers #1-27. This motion, made by Demetra Cox and seconded by Christopher Schreckengost, 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 - Temporary Contract Teachers #1-16
Attachments: (1)
Action(s):
Motion to approve the re-employment of Certified Personnel for FY 21-22 as unassigned and listed on Schedule A2 - Temporary Contract Teachers #1-16. This motion, made by Christopher Schreckengost and seconded by Krista Lolar, Passed.
No Action(s) have been added to this Agenda Item.
15. Discussion and possible motion regarding Temporary Appropriations for FY 2021-2022
Attachments: (1)
Action(s):
Motion to approve Temporary Appropriations for FY 2021-2022. This motion, made by Krista Lolar and seconded by Demetra Cox, Passed.
No Action(s) have been added to this Agenda Item.
16. Discussion and possible action regarding declaration of miscellaneous items as surplus
Attachments: (4)
Action(s):
Motion to declare miscellaneous items as surplus. This motion, made by Krista Lolar and seconded by Demetra Cox, Passed.
No Action(s) have been added to this Agenda Item.
17. 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.
18. The next Regular Meeting of the Board of Education will be held on Tuesday, May 11, 2021 at 6:00 P.M. at the Administration Building at 1706 W. Spruce, Duncan, OK
19. Vote to Adjourn
Action(s):
This concludes the business that came before the Board on April 13, 2021 and the motion was made to adjourn at 7:20 P.M. This motion, made by Christopher Schreckengost and seconded by Krista Lolar, Passed.
No Action(s) have been added to this Agenda Item.
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