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May 11, 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, Sonia Norton, Cathy Barker, Tammy Bennett, Tamara Gregor, MongQuynh.CongHuyen, LeeAnn Millan, Rosie Castle, Renea Lawler, Derrick Miller, Dr. Channa Byerly, Charlsie Harty, Brandy Peters, Chrisie Young, David Ellis, Kim Ellis, Merry Stone, James Kerr, Ken Shaw, Tabitha Sale, Nate Ellis, Georgia Atkinson, Becca Cross, Presslie Womack, Kassie Hekia, and Terry Burdine.
2. Flag Salute
3. Chicken Express Employees of the Month
Attachments: (3)
Discussion:  Certified, Teacher of the Month, Hannah Alsobrook (not in attendance) of Woodrow Wilson Elementary and Support Staff Employee of the Month, Mong Quynht "Queen" Cong Huyen, of Emerson Elementary were celebrated. Both employees received 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. Superintendent's Report
Attachments: (1)
5.A. Endurance Federal Credit Union Duncan Demon Debit Card donation
Rationale:  Each year Endurance FCU presents Duncan Public School with a donation from their Duncan Demon Debit Card program at the award's assembly. Representatives from Endurance will be in attendance to present a check to Duncan Public Schools.
Attachments: (1)
Discussion: 

Each year Endurance FCU presents Duncan Public School with a donation from their Duncan Demon Debit Card program at the award's assembly. Charlsie Harty, Chief Marketing Officer, was in attendance to present a check for $7,000.00 as a donation to Duncan Public Schools.

5.B. Spring Accreditation Audit Report
Discussion:  Dr. Deighan stated that the district had a clean audit, with no exceptions.  This is a tremendous accomplishment in this challenging year and truly a great accomplishment of Assistant Superintendent Merry Stone, principals, and staff.
5.C. Recognition of DPS School Nursing Staff for 2020-21 School Year
Attachments: (1)
Discussion:  DPS nursing staff provided frontline service for our staff and students during the COVID-19 pandemic.  We are truly blessed to have such a dedicated and talented staff.  The nursing staff was in attendance, given gifts, and recognized for their dedication to the district.
5.D. Student recognition of 5 High School Crossman candidates
Rationale:  The 2021 Crossman candidates are Tristin Blackburn, Kenadi Kelly, Sydney Reames-White, Madison Reeves, and Zachary Schreckengost.
Good Luck to each of them!
The Crossman will be announced at the conclusion of the Awards Assembly on Wednesday, May 12, 2021.
Discussion:  The 2021 Crossman candidates are Tristin Blackburn, Kenadi Kelly, Sydney Reames-White, Madison Reeves, and Zachary Schreckengost.
The Crossman will be announced at the conclusion of the Awards Assembly on Wednesday, May 12, 2021.
5.E. Innovation Hub Presentation, Halliburton STEM Lab and the Opal Lowery Art Complex
Discussion:  Tammy Bennett of Duncan High School presented a slideshow to update the board regarding how all sites and students have used the Opal Lowery STEM Innovation Huband Art Complex for learning and what an asset it has been.
5.F. Legislative Advocacy Team Annual Update
Discussion:  Middle School teacher and Legislative Team member, Derrick Miller, expressed his gratitude and presented an annual update to the board regarding all of the communication, relationships, and input that they have been able to bring to the capital to represent students and educators state-wide.
5.G. Bond Projects Update by Kerr3 Architects and/or Hope Construction
Attachments: (1)
Discussion:  Architect, James Kerr of Kerr3, was in attendance to present a monthly update to the board regarding bond projects.  CMAR, Ken Shaw of Hope Construction and Equipment, also reported that bids for the first project, ADA access at Halliburton Stadium, will be opened next week.  The district anticipates needing a special meeting on May 24th to act on those bids.
5.H. Receive bids for the purchase of $2,525,000.00 Combined Purpose General Obligation Bonds, Series 2021 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 the bids for the purchase of $2,525,000.00 Combined Purpose General Obligation Bonds, Series 2021 of the District and vote to award said Bonds to Country Club Bank, lowest bidder, complying with the Notice of Sale and Instructions to Bidders. This motion, made by Christopher Schreckengost and seconded by Demetra Cox, Passed.
No Action(s) have been added to this Agenda Item.
5.I. Consider and take action with respect to a Resolution providing for the issuance of Combined Purpose General Obligation Bonds, Series 2021 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; establishing the School District's reasonable expectation with respect to issuance of tax-exempt obligations for the calendar year 2021 and designating the Bonds as qualified tax-exempt obligations; and authorizing executions and actions necessary for the issuance and delivery of the Bonds
Action(s):
Motion to approve with respect to a Resolution providing for the issuance of Combined Purpose General Obligation Bonds, Series 2021 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; establishing the School District's reasonable expectation with respect to issuance of tax-exempt obligations for the calendar year 2021 and designating the Bonds as qualified tax-exempt obligations; and authorizing executions and actions necessary for the issuance and delivery of the Bonds. This motion, made by Demetra Cox and seconded by Krista Lolar, Passed.
No Action(s) have been added to this Agenda Item.
5.J. Ratify, approve, and confirm for the fiscal year ending June 30, 2022, that certain Lease Purchase Agreement dated as of December 15, 2020, by and between the Stephens County Educational Facilities Authority, as Lessor, and Independent School District No. 1 of Stephens County, State of Oklahoma, as Lessee
Attachments: (1)
Action(s):
Motion to ratify, approve, and confirm for the fiscal year ending June 30, 2022, that certain Lease Purchase Agreement dated as of December 15, 2020, by and between the Stephens County Educational Facilities Authority, as Lessor, and Independent School District No. 1 of Stephens County, State of Oklahoma, as Lessee. This motion, made by Demetra Cox and seconded by Christopher Schreckengost, Passed.
No Action(s) have been added to this Agenda Item.
5.K. Ratify, approve, and confirm for the fiscal year ending June 30, 2022, that certain Lease Purchase Agreement dated as of March 18, 2021, by and between BancFirst, Duncan, Oklahoma, as Lessor, and Independent School District No. 1 of Stephens County, State of Oklahoma, as Lessee
Attachments: (1)
Action(s):
Motion to ratify, approve, and confirm for the fiscal year ending June 30, 2022, that certain Lease Purchase Agreement dated as of March 18, 2021, by and between BancFirst, Duncan, Oklahoma, as Lessor, and Independent School District No. 1 of Stephens County, State of Oklahoma, as Lessee. This motion, made by Greg Neal and seconded by Demetra Cox, Passed.
No Action(s) have been added to this Agenda Item.
5.L. District Update
Attachments: (1)
Discussion:  Tereasa Vachon of Duncan High School was recognized as the DPS Teacher of the Year for 2021.
Dr. Channa Byerly, district Assistant Superintendent, CFO, and Treasurer, has been recognized as the OASA District #15 Assistant Superintendent/Central Office Administrator of the Year.
Dr. Deighan and the board discussed a full policy transition to the OSSBA's service and all agreed to move forward with the conversion.  OSSBA attorneys will transition and correlate all policy, student handbooks, and negotiated agreements into the OSSBA format to ensure all policies are not only in compliance but easily maintainable.
Again, a Special Meeting of the board will be needed to open bids for the first DPS 2020 Vision Bond Project of the ADA access at Halliburton Stadium.  May 24th is the first available date for the meeting and will be confirmed at a later date.
The Buildings, Facilities, Infrastructure Sub-Committee has been meeting twice per month and things are moving along quickly.
End-of-Year Events to note:
Spring Band Concert, May 11th at 7:00 P.M. - DHS Auditorium
Awards Assembly, May 12th at 12:30 P.M. - DHS Auditorium
FFA Banquet, May 13th at 6:30 P.M. - First United Methodist Church
Band Banquet, May 14th at 6:30 P.M. - DHS Cafeteria
Baccalaureate, May 16th at 3:00 P.M. - DHS Cafeteria
Scholarship Assembly, May 17th at 8:30 A.M. - DHS Auditorium
Last Day of School, May 20th
High School Graduation, May 20th at 8:00 P.M. - Stephens County Fair & Expo Center
Service & Retirement Awards, May 21st at 9:30 A.M. - DHS Auditorium
6. 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 # 6A-6W as listed, read aloud and discussed. This motion, made by Greg Neal and seconded by Christopher Schreckengost, Passed.
No Action(s) have been added to this Agenda Item.
6.A. Minutes of the April 13, 2021 Regular Meeting
Attachments: (1)
6.B. Cafeteria Monthly Reports
Attachments: (1)
6.C. Financial Reports
Attachments: (3)
6.D. Activity Fund Reports
Attachments: (4)
6.F. Project Lead the Way, Inc. - district K-5 Science Curriculum Modules for classroom instruction in the amount of $8,892.50 paid by Federal Funds
Attachments: (1)
6.G. Amazon.com - DPS 2020 Vision Bond purchase of Teacher Desks and Television Mounts at Plato Elementary in the amount of $12,150.46
Attachments: (1)
6.H. Haddock Education Technologies - DPS 2020 Vision Bond purchase of 8 touchscreen Promethean Boards for classroom instruction at Will Rogers Pre-K in the amount of $31,586.00
Attachments: (1)
6.I. Midwest Sports - DPS 2020 Vision Bond purchase of Football Jerseys and Pants in the amount of $14,000.00
Attachments: (1)
6.J. Richey Athletics - DPS 2020 Vision Bond purchase of athletic Hurdles for Track in the amount of $12,060.00
Attachments: (1)
6.K. Delta Community Action annual Foster Grandparent Program Memorandum of Understanding renewal for FY 21-23, year two
Rationale:  This is year two of a three fiscal year agreement. 
All contracts/agreements must be approved by the Board of Education each year they are in effect.
Attachments: (1)
6.L. First Baptist Church renewal agreement for the use of the southeast Parking Lot for the 9th Street Family Education Center for FY 21-22
Attachments: (1)
6.M. Gabriel's House After School Program Agreement renewal for FY 21-22
Rationale:  This agreement has been updated to allow for summer months if summer programming is added (under number 2 on page one).
Attachments: (1)
6.N. Bennett Office Equipment - district wide Copier Services in the amount of $65,000.00 for FY 21-22
Attachments: (1)
6.O. Blackboard - renewal of District and School(s) Websites in the amount of $8,541.90 paid by Federal Funds for FY 21-22
Attachments: (1)
6.P. CDW Government - annual Microsoft License renewal in the amount of $21,060.00 paid by Federal Funds for FY 21-22
Attachments: (1)
6.Q. CDW Government - annual License Renewal for off-site Internet Filtering for all student devices in the amount of $34,317.00 paid by Federal Funds for FY 21-22
Attachments: (1)
6.R. DIRSEC - annual iBoss content filter, licensing, and Palo Alto firewall in the amount of $8,685.51 paid by Federal Funds for FY 21-22
Attachments: (1)
6.S. Oklahoma State School Boards Association - annual service agreement renewal for Unemployment Services and quarterly deposits in the amount of $50,000.00 for FY 21-22
Attachments: (1)
6.T. Powerschool - TalentEd Perform Teacher and Principal Evaluation Tool in the amount of $17,728.03 paid by Federal Funds for FY 21-22
Attachments: (1)
6.U. Trinity Technologies, LLC - annual district wide Fire and Burglar Alarm Monitoring, basic maintenance, and inspections in the amount of $8,700.00 paid by Federal Funds for FY 21-22
Attachments: (1)
6.V. Two Trees Technologies, LLC - Chromebook Device Refresh for all Middle School grades in the amount of $226,870.00 paid by Federal Funds for FY 21-22
Attachments: (1)
6.W. UMB Bank N.A. - Bond and Interest payment for Stephens County ISD #1 Combined Purchase Bonds of 2017 in the amount of $2,641,150.00 paid by the Sinking Fund
Attachments: (1)
7. Proposed Executive Session to discuss:  (a) Pursuant to 25 O.S. § 307 (B) (1) Retirements, resignations, terminations, hiring of employees, employment, rehiring and changes to 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 Support Staff as outlined on Schedule A1, #1-184, inclusive; (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 6:50 P.M. This motion, made by Krista Lolar and seconded by Christopher Schreckengost, Passed.
No Action(s) have been added to this Agenda Item.
8. 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, terminations, hiring of employees, employment, rehiring and changes to 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 Support Staff as outlined on Schedule A1, #1-184, inclusive; (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 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 7:24 P.M. This motion, made by Demetra Cox and seconded by Christopher Schreckengost, Passed.
No Action(s) have been added to this Agenda Item.
9. Discussion and possible action regarding retirements, resignations, employment, and changes of contract as listed on Schedule A
Attachments: (1)
Action(s):
Motion to approve the retirements, resignations, employment, and changes of contract as listed on Schedule A. This motion, made by Demetra Cox and seconded by Christopher Schreckengost, Passed.
No Action(s) have been added to this Agenda Item.
10. Discussion and possible action regarding the re-employment of Support Staff for FY 21-22 as unassigned and listed on Schedule A1, #1-184
Attachments: (1)
Action(s):
Motion to approve the re-employment of Support Staff for FY 21-22 as unassigned and listed on Schedule A1, #1-184. This motion, made by Christopher Schreckengost and seconded by Krista Lolar, Passed.
No Action(s) have been added to this Agenda Item.
11. Discussion and possible action regarding an employee Retention Pay Plan
Action(s):
Motion to approve the employee Retention Pay Plan. This motion, made by Krista Lolar and seconded by Demetra Cox, Passed.
No Action(s) have been added to this Agenda Item.
12. 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 Greg Neal and seconded by Christopher Schreckengost, Passed.
No Action(s) have been added to this Agenda Item.
13. 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.
14. The next Regular Meeting of the Board of Education will be held on Tuesday, June 15, 2021 at 6:00 P.M. at the Administration Building at 1706 W. Spruce, Duncan, OK
15. Vote to Adjourn
Action(s):
This concludes the business that came before the Board on May 11, 2021 and the motion was made to adjourn at 7:30 P.M. This motion, made by Demetra Cox and seconded by Christopher Schreckengost, Passed.
No Action(s) have been added to this Agenda Item.
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