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July 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
Attachments: (1)
Discussion:  Also present were the following: Dr. Tom Deighan, Kelly Henderson, Cathy Barker, Sonia Norton, Misti Gilley, Tamara Gregor, LeeAnn Millan, Derek Williams, and D. Campbell.
2. Flag Salute
Discussion:  The flag salute was led by Board Vice President, Christopher Schreckengost.
3. Public participation and/or discussion
Attachments: (1)
Discussion:  There was no public participation and/or discussion.
4. Superintendent's Report
Attachments: (1)
4.A. Bond Projects Update by Kerr3 Architects
Attachments: (1)
4.B. Elementary, Middle School, and High School Student Handbooks for FY 21-22
Attachments: (3)
Action(s):
Motion to approve the Elementary, Middle School, and High School Student Handbooks for FY 21-22. This motion, made by Krista Lolar and seconded by Greg Neal, Passed.
No Action(s) have been added to this Agenda Item.
4.C. Policy 4044 Breastfeeding - amendments
Rationale:  This policy update is per SB 121 effective July 1, 2021.
Attachments: (1)
Action(s):
Motion to approve the amendments to the Breastfeeding Policy 4044 per SB 121, effective July 1, 2021. This motion, made by Demetra Cox and seconded by Greg Neal, Passed.
No Action(s) have been added to this Agenda Item.
4.D. District Update
Attachments: (1)
5. 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 # 5A-5I16 as listed, read aloud and discussed. This motion, made by Greg Neal and seconded by Krista Lolar, Passed.
No Action(s) have been added to this Agenda Item.
5.A. Minutes of the June 15, 2021 Regular Meeting
Attachments: (1)
5.B. Financial Reports
Attachments: (3)
5.C. Activity Fund Reports
Attachments: (4)
5.D. Encumbrance Reports
Attachments: (5)
5.E. Sanctioning of Outside Booster Clubs
Attachments: (13)
5.F. Out-of-State Travel - HS Band trip March 10-15, 2022 to Orlando, FL
Rationale:  Originally approved at the April 13, 2021, board meeting on item 9I to be able to book the trip.  Must be approved, again, in the fiscal year that the money will be spent.
Attachments: (2)
Discussion:  Originally approved at the April 13, 2021, board meeting on item 9I to be able to book the trip.  Must be approved, again, in the fiscal year that the money will be spent.
5.G. Red River Technology Center Math and Science courses for FY 21-22
Attachments: (1)
5.H. Contracts and Agreements:
5.H.1. Ace Driving Academy annual Lease Agreement for Drivers Education
Attachments: (1)
5.H.2. Duncan Regional Hospital Athletic Training Agreement for School Athletic Programs for FY 21-22
Attachments: (1)
5.H.3. Marie Detty Memorandum of Understanding regarding student services for FY 21-22
Attachments: (1)
5.I. Encumber and pay the following purchase requests:
5.I.1. Alcohol & Drug Testing, Inc. - student and staff Alcohol and Drug Testing contract renewal in the amount of $13,000.00
Attachments: (1)
5.I.2. AT&T - district cellular services in the amount of $7,829.40
Attachments: (1)
5.I.3. AT&T - district Phone Services in the amount of $24,360.00
Attachments: (1)
5.I.4. Coca-Cola Southwest Beverages LLC - Child Nutrition ala carte drinks for the Middle School and High School in the amount of $18,000.00
Attachments: (1)
5.I.5. Contract Paper Group, Inc. - Copy and Printer Paper for district warehouse stock in the amount of $22,932.00
Attachments: (1)
5.I.6. Dairy Farmers of America, Inc. (dba Oak Farms) - Child Nutrition milk and juice products in the amount of $150,000.00 paid by State Funds
Attachments: (1)
5.I.7. Eduskills LLC - district EL Program and Implementation in the amount of $8,580.00 paid by Federal Funds
Attachments: (1)
5.I.8. Flowers Baking Co. - Child Nutrition bread products in the amount of $20,000.00 paid by Federal Funds
Attachments: (1)
5.I.9. Glenn Coffee & Associates PLLC - district legal counsel in the amount of $10,000.00
Attachments: (1)
5.I.10. Instructure - Mastery Connect assessment tool for grades 6-12 in the amount of $15,744.00 paid by Federal Funds
Attachments: (1)
5.I.11. IXL Learning Inc. - Student License renewal for Middle School Core Subject Instruction in the amount of $15,461.00 paid by Federal Funds
Attachments: (1)
5.I.12. Mazzios Pizza - Child Nutrition ala carte pizza for the Middle School and High School in the amount of $30,000.00 paid by Federal Funds
Attachments: (1)
5.I.13. Phillips 66 Company - fuel/diesel for district transportation fleet in the amount of $125,000.00
Attachments: (1)
5.I.14. Stephens County Fair & Expo Center - rental contract for hosting the 2022 High School Graduation ceremony in the amount of $1,100.00
Attachments: (1)
5.I.15. Tyler Technologies - annual Maintenance and Support System for district transportation in the amount of $12,000.00
Attachments: (1)
5.I.16. US Food Service Inc. - Child Nutrition food and non-food items in the amount of $550,000.00 paid by Federal Funds
Attachments: (1)
6. Proposed Executive Session to discuss:  (a) Pursuant to 25 O.S. § 307 (B) (1) Retirements, resignations, terminations, hiring of employees, employment, rehiring, changes to employment contracts, including extra duty contracts, of current and prospective District employees as outlined on Schedule A and A1, inclusive;  (b) Pursuant to 25 O.S. § 307 (B) (3) the possible purchase or appraisal of real property; (c) Pursuant to 25 O.S. § 307 (B) (1) and 307 (B) (2) and 307 (B) (7) Employment Evaluation of the Superintendent.

Vote to convene or not convene into Executive Session

Action(s):
Motion to convene into Executive Session at 6:13 P.M. This motion, made by Greg Neal and seconded by Demetra Cox, Passed.
No Action(s) have been added to this Agenda Item.
7. 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, changes to employment contracts, including extra duty contracts, of current and prospective District employees as outlined on Schedule A and A1, inclusive;  (b) Pursuant to 25 O.S. § 307 (B) (3) the possible purchase or appraisal of real property; (c) Pursuant to 25 O.S. § 307 (B) (1) and 307 (B) (2) and 307 (B) (7) Employment Evaluation of the Superintendent.  No action was taken in Executive Session.
Discussion:  The following board members were present in Executive Session:  Demetra Cox, 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 7:21 P.M. This motion, made by Demetra Cox and seconded by Krista Lolar, Passed.
No Action(s) have been added to this Agenda Item.
8. 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 Greg Neal, Passed.
No Action(s) have been added to this Agenda Item.
9. Discussion and possible action regarding Extra Duty Coaching Assignments as listed on Schedule A1
Attachments: (1)
Action(s):
Motion to approve the Extra Duty Coaching Assignments as listed on Schedule A1. This motion, made by Krista Lolar and seconded by Greg Neal, Passed.
No Action(s) have been added to this Agenda Item.
10. Discussion and possible action regarding a one-time, non-recurring COVID-19 Stipend (previously approved as an employee Retention Pay Plan) of $1,500 for certified staff and $1,000 for support staff paid by Federal Funds
Rationale:  This is the same Employee Retention Pay Plan that was presented and approved by the board on May 11, 2021 on agenda item 11.  More details, clarification, and different language is needed on this agenda item which required board approval for accuracy and transparency.
The Board of Education recognizes the importance of recruiting and retaining employees during the 2020-2021 school year. Due to the continued efforts of staff at all levels the District was able to provide a full program of in-person and virtual learning to students and families. In recognition of the risk to personal health and the exceptional work to prioritize needs of students performed by all employees during the COVID-19 pandemic, a recommendation is made to the Board of Education for the payment of a one-time, non-recurring, COVID-19 Stipend.
Discussion:  This is the same Employee Retention Pay Plan that was presented and approved by the board on May 11, 2021 on agenda item 11.  More details and clarification is needed on this agenda item which required board approval for accuracy and transparency.
The Board of Education recognizes the importance of recruiting and retaining employees during the 2020-2021 school year. Due to the continued efforts of staff at all levels the District was able to provide a full program of in-person and virtual learning to students and families. In recognition of the risk to personal health and the exceptional work to prioritize needs of students performed by all employees during the COVID-19 pandemic, a recommendation is made to the Board of Education for the payment of a one-time, non-recurring, COVID-19 Stipend.
Action(s):
Motion to approve a one-time, non-recurring COVID-19 Stipend (previously approved as an employee Retention Pay Plan) of $1,500 for certified staff and $1,000 for support staff paid by Federal Funds. This motion, made by Krista Lolar and seconded by Greg Neal, Passed.
No Action(s) have been added to this Agenda Item.
11. Discussion and possible action regarding the approval of classroom instructional hours to consist of no less than one thousand eighty (1,080) hours for fiscal year 2021-2022
Action(s):
Motion to approve classroom instructional hours of no less than one thousand eighty (1,080) hours for fiscal year 2021-2022. This motion, made by Demetra Cox and seconded by Krista Lolar, Passed.
No Action(s) have been added to this Agenda Item.
12. Discussion and possible action regarding declaration of miscellaneous items as surplus
Attachments: (2)
Action(s):
Motion to declare miscellaneous items as surplus. This motion, made by Greg Neal and seconded by Krista Lolar, 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, August 10, 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 July 13, 2021 and the motion was made to adjourn at 7:24 P.M. This motion, made by Krista Lolar and seconded by Greg Neal, Passed.
No Action(s) have been added to this Agenda Item.
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