Board Meeting Minutes and Info

Clinton Public School Foundation
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Board Meeting Minutes and Info

Statement Regarding 2018  

Teacher Walk Out 

 

The Clinton Public School Foundation exists for the purpose of supporting excellence in education for Clinton Public Schools. Excellence in education is fostered in our classrooms with our teachers at the helm. These past few months have been a tumultuous time for our teachers as they have battled for long overdue funding for both teacher salaries and classroom funding. Today our governor signed a bill that will partially fund some of what our teachers have been asking for. While some teachers are choosing to return to their classrooms next week, there are others that feel their ultimate goal will not be met unless they walk out as originally planned. We, as a foundation, are here to support you - all of you. We are grateful for your continued dedication to our children. We stand with our teachers. 

 Approved by a majority vote of the CPSF Board of Trustees on March 29, 2018. 

 

 

Board of Trustees Meeting

CLINTON PUBLIC SCHOOL FOUNDATION
Board of Trustees Meeting
7:15 a.m., Tuesday, May 2, 2017
Board of Education Office

 

President Leslie Giblet called the Board of Trustees meeting to order at 7:14 a.m. Members of the Board of Trustees present were Donna Rother, Carrie Shackelford, Katie Miskel, September Garcia, Patch McComas, and Two Jefferson.  Also present was Executive Director Erin Adams.

Consent Agenda: Miskel made a motion to approve the consent agenda which included the executive directors report and minutes from the March board meeting. Giblet seconded.  Motion carried.

Financial Report: Shackelford provided a current financial statement showing $26,682 in our operating account..  Shackelford noted that we received the Davis-McElmurry check for scholarships in the amount of $35,000. Other than that, there has been no major action on the financials.  McComas made a motion to approve the financials.  Miskel seconded.  Motion carried.



OLD BUSINESS

Bylaws and board policies: This item was tabled from the January meeting.  Miskel and Garcia agreed to help E. Adams look at updating policies and bylaws.

 

CPSF License Plates: E. Adams said that the 100 pre-sale legislation was supposed to have passed on April 26.  She had also looked at the specifications for design and sales.  100 plates must be presold by October 26.  All agreed we need plates ready to promote and sell before the new school year begins.  Giblet suggested using ipads for people to buy them on enrollment and meet the teacher days.  All discussed specifics of a maroon and gold plate with a tornado.

 

Website Redesign:

The board reviewed the two quotes submitted from Config256 and Levant Technologies.  Miskel made a motion to approve using Levant with a two-page layout. Rother seconded.  Miskel also agreed to consult with E. Adams as decisions were made through the design process.

 

Bus Stops: E. Adams provided an update that 2 new bus shelters had been ordered.  Also the Eastside structure had been repaired and concrete columns are now in front of it to prevent vehicles from hitting it in the future. The board wants one shelter placed at Golden West and the other on the north side of town possibly on Custer Ave.  E. Adams is going to consult with the school and get contracts for these locations with property owners.  E. Adams also said that the board would need to decide in the next year whether or not fundraising for this project will continue.  McComas said he wants to see some designated funds remain for the bus stops for any needed repairs in the future.


NEW BUSINESS

2017-2018 Budget :  E. Adams said she began working with Shackelford on the budget process and it quickly became clear that creating a workable budget for Adams would create a lot of changes and work for Shackelford.  Adams does not want to make for Shackelford and therefore a budget will be abandon at this time.

 

5K and Golf Tourney Committee: E. Adams said Matlock was willing to serve and help with the golf tournament again.  Miskel and Jefferson agreed to help with the planning as well.  The committee will get a date set for fall and begin the event organization.  Committee will meet in early June.

 

Scholarship Committee:  E. Adams updated that many applicaitons were recieved this year and the committee had a difficult time making selection decisions.  She also said that Mr. Brickner changed one of the recipient selections. The Cornell family will be selecting their own scholarship reciepient but had not made the decision yet.  McComas made a motion to approve the scholarships as presented. Miskel seconded.

.

 

CPSF recently received a $12,000 donation check for more bus stops.  This was after Matlock spoke to them about donating to the project for 2017.  All agreed to go ahead with the purchase of two more bus stops.  E. Adams said she was waiting on input from Kelly Gaunt regarding location possibilities but will process the order.

 

 

 

Academic Scholars Day: E. Adams said she is currently waiting to get a date from Mr. Stringer and will notify the board as soon as she knows a date.

 

Next Meeting Date:   The next regular board meeting is set for August 1, 2017.

 

Adjournment:  Meeting adjourned at 8:05 a.m.

 

Minutes recorded by Erin Adams, Executive Director.

 

 

***Addenda - Shelby Ray submitted additional supporting materials regarding the location and anti-vandalism precautions for the Discovery at Play Grant proposal the even after the board met.  This information was passed along to the board and on March 9, the board voted via email to approved this grant.  Total amount approved for funding this cycle is $16,646.98

 

****Addenda - majority board voted via email on March 28 to sponsor Nathan Davis for $1,500 at the Foundation for Excellence Academic Scholars Banquet to be held in Tulsa on May 20.

 

CLINTON PUBLIC SCHOOL FOUNDATION 

Board of Trustees Meeting 

7:15 a.m., Tuesday, March 6, 2018 

Board of Education Office 

 

Vice-President Katie Miskel called the Board of Trustees meeting to order at 7:09 a.m. Members of the Board of Trustees present were, Donna Rother, Carrie Shackelford, September Garcia, Bret Matlock, Patch McComas, and Greg Adams.  Also present was Executive Director Erin Adams, assistant superintendent Adam Beauchamp, and superintendent Kevin Hime. 

Consent Agenda:  McComas made a motion to approve the consent agenda including meeting minutes, and the Executive Directors report.  Jefferson seconded.  E. Adams added that the Teacher of the Year awards and gifts for donor educators had been omitted from this report my mistake. Motion carried. 

Financial Report:  Shackelford provided balance sheets showing an operating account balance of $858,102 in total assets as of January 11, 2018Operating account balance was at $15,787.  Shackelford mentioned we still have several TOY checks to write as well as scholarships for spring semester. McComas made a motion to approve the financials.  Jefferson seconded. Motion carried. 

OLD BUSINESS 

Website - E. Adams said site is going well and payment acceptance online is complete and was already utilized by several donors after Buzz Goodwin's death.  She also mentioned that the new logo is still in the works with Miskel. 

Ongoing and Past Fundraisers - Bus Stops: Golden West is up and in use with vinyl in on it.  Hime said North side shelter is not up yet.  They are still trying to ID a good location.  Cameras are supposed to be installed on north side shelter.  Jefferson said he saw the cameras on the north side shelter last week.  License Plates: Update from the state via Clinton tag agency is only 3 tags have been preordered.  Discussion was held about promotion of plates and distribution of order forms.  Board also agreed to hold off asking for state legislation for a personalized option of the plate.  Amazon Smile:  E. Adams mentioned that CPSF continues to bring in small amounts of money from sales on Amazon Smile and will continue to promote it. 

Scholarships - E. Adams said they are expecting a high number of applicants this year and had very successful seminars at the high school. E. Adams informed the board of Neparko's desire to expand their current scholarship.  G. Adams said he would like to help in communication with eh Neparko family as he sees them often.  E. Adams also said that Brickner has expended his scholarship to 3 X $1,000 scholarships this year and has already paid for the 2018 disbursements. 

NEW BUSINESS 

New Teacher Recruitment Program - Hime spoke to the board about the difficulty of hiring and keeping science teachers at the high school level.  CPS is looking at offering incentives such as student loan repayment for new science teachers.  This also aligns with the district strategic plan.  Beauchamp said Enid has a similar program.  Hime asked the board if they would be interested in looking at the possibility of helping with this program.  The board unanimously agreed.  E. Adams said there is a possibility of using Neparko funds for this program as well.  She and G. Adams would communicate with the family.  Hime will bring more to the CPSF board in March. 

Past Grants Report  Beauchamp distributed the reports on the fall 2017 grants.  He stated about half have not been used yet since they will be used in spring of 2018. One, study guides, went slightly over budget.  E. Adams said Gifford had emailed asking if she make take a different teacher on her professional development trip previously approved.  The request was for herself and Devoss who left Clinton in December.  The board agreed for Gifford to take a teacher of her and Meget's choice. 

New Fundraisers - E. Adams referred to a sheet showing three small fundraisers that have take place in the last three months.  The football boosters placed senior names on the Wall of Tradition this earned the Foundation $1,625 and had an expense of $520.  E. Adams sent out a newsletter to past donors in December.  This cost around $225 and so far has grossed $2,725.  A Facebook Giving Tuesday matching fundraiser was held.  This grossed $2,280.  Money has not been received yet. 

Donations and Financial Impact - E. Adams preferred to a handout that showed CPSF's gross income for 2017 was $12,498.  She also said she learned in a training session in the fall that an effective foundation should have a per pupil impact of $10.  Clinton's impact for 2017 was $52.41 per student. 

Computer Purchase - E. Adams said she needs a computer for Foundation work.  She has been using her own for the last two and a half years.  G. Adams expressed that he would like to see cost of what is she needs.  McComas suggested that this would also be a good time to update or add any software necessary.  Shackelford suggested E. Adams get Quickbooks. Shackelford then made a motion for E. Adams to send some computer and software suggestions out to the board via email and for them to approve. Jefferson seconded. Motion carried. 

Casillas Title Issue - E. Adams explained that she has consulted with Luke Adams about a clouded title on some mineral rights from the Shamberger estate.  Luke Adams' recommendation was for CPSF to wait and see if another party who stands to benefit from clearing up this issue will spend the money to fix it.  He also said it appeared the Foundation will make a good amount in royalties.  The board agreed with this recommendation to wait. 

Goal Setting for 2018-2019 - Giblet said that E. Adams expressed a desire to have some goals for CPSF to know where she needs to spend her time. This planning session would be in the spring or summer over a long lunch.  E. Adams will send dates out and see what works for all. 

CMS Honor Roll Breakfast  - Date is set for Jan. 30, 7:30 AM and invitations should be printed soon. 

Adjournment:  Meeting adjourned at 7:56 AM.  Next meeting Tuesday, March 6. 2018 

 

 

Minutes recorded by Erin Adams, Executive Director. 

 

 

 

CLINTON PUBLIC SCHOOL FOUNDATION
Board of Trustees Meeting
7:15 a.m., Tuesday, August 1, 2017
Board of Education Office
 

Vice-President Katie Miskel called the Board of Trustees meeting to order at 7:15 a.m. Members of the Board of Trustees present were Donna Rother, Carrie Shackelford, September Garcia, Bret Matlock, Patch McComas, and  Greg Adams.  Also present was Executive Director Erin Adams, Superintendent Kevin Hime, and Assistant Superintendent Adam Beauchamp.

Consent Agenda: Matlock made a motion to approve the consent agenda which included the executive directors report, minutes from the May board meeting and minutes from the Annual meeting. McComas seconded.  Motion carried.

Financial Report: Shackelford provided a current financial statement showing $10,844 in the unrestricted operating account..  Shackelford noted that donations have been way down over the summer.  There has been very little money collected.  E. Adams reminded the board that this operating account is what they will use to pay out grants in the fall.  Miskel asked if all scholarship money ahd been received.  E. Adams said Torres and Cornell was being collected that day and Brickner was coming soon. McComas made a motion to approve the financials.  Garcia seconded. Motion carried.

OLD BUSINESS

 

CPSF License Plates: E. Adams said the process has been complicated in communicating with the tax commission, but the plates should be available to the public on Nov 1. A prototype is currently being produced for our approval.   Everyone will have to get an order form on the tax commission website.  If at anytime CPSF falls below 100 special plates, the tax commission will stop producing them.  Miskel asked when our 180 days to preorder 100 begins.  G. Adams said on Nov. 1.  Discussion was held about promotion the license plates and G. Adams offered to help with making copies. 

 

Academic Scholars Day Review:  E. Adams provided a summary sheet of the event.  Even though attendance was up a lot, the expense to the Foundation was down from 2016 since t-shirts were not given out.  All agreed that the event went well considering it had to be held inside due to weather.  E. Adams said she intended to talk to Mr. Moring soon about selection process for the event for 2018.

Bus Stops: E. Adams said the two bus stops were currently in the storage bay at the school board office.  The one going to Golden West had approval and was just waiting for CPS staff to have time to build it.  The other shelter was suggested to go on the north side of town.  Kelly Gaunt suggested a vacant lot.  E. Adams had not yet checked into this.  Garcia brought up concerns about the lack of visibility around this lot.  The City Park at 19th and Dunn was suggested.  E. Adams will look into this.

 

Bylaws and board policies: Copies of bylaws and policies were provided for all.  Garcia and Miskel had reviewed them and recommended 2 changes to the bylaws.  The wording on these will be finalized and brought the next meeting.  E. Adams reminded the board that they could not be approved until the annual meeting next May.

 

NEW BUSINESS

Teacher Breakfast: The breakfast will be at 8:00 AM on August 10 at CMS.  E. Adams said Miranda Evans is doing breakfast casseroles like last year.  Miskel reminded that we need more fruit this year.  Garcia is handling centerpieces.  Beauchamp will have some forms for teachers to do auto withdraw donations.  E. Adams asked it the board would like do some prize drawings for the teachers.  All agreed to to $100 in gift cards to give away.

 

5K and Golf Tourney Committee: E. Adams said sponsor are the most important thing right now.  Only three have been secured.  Matlock secured the golf course.  E. Adams provided sponsor packets.  Discussion of board members availability on Sept 30 was held.

 

Website Update:  Miskel updated that it looks very good and is easy to use and is going live soon.

 

Scholarship Committee:  E. Adams updated that we currently have 25 kids on scholarship and 14 have turned in their fall schedules thus far.  She said there were issues with the Brickner scholarship recipient that have taken some time but have been resolved with a two new awardees.

 

Special Scholarship Requests: Two students, Haley Adams, and Quinn Weedon both contacted CPSF to ask if they could receive their spring Davis McElmurry scholarship check in the fall since they are graduating early.  Both have DM scholarships for $500 per semester.  Miskel made a motion to award the scholarship early.  McComas seconded.  Motion carried.

 

George Powers Scholarship: Pat Cornell contacted E. Adams last month and advised that George Powers named CPSF in his trust.  CPSF will receive $3,000 annually for a scholarship and possibly an additional amount that will vary for the general fund.  The funds should be available for 2018.  Miskel asked if we coudl get some info about Mr. Powers to set up the scholarship best to honor him.  Shackelford asked if this will require a separate dedicated account.  E. Adams will look into it.

 

Outstanding Contribution to Education Award: McComas made a motion to give the 2017 award to Lillian Collins.  Miskel seconded.  Motion carried.  The award will be presented by Giblet at the Chamber Banquet  on August 1.

 

Next Meeting Date:   The next regular board meeting is set for October 3, 2017.

 

Adjournment:  Meeting adjourned at 8:05 a.m.

 

 

Minutes recorded by Erin Adams, Executive Director.

 

 

***Addenda - The Board voted via text message to L. Giblet on September 8 to allow Erin Adams to secure a credit card for the Foundation to be used for CPSF purchases that require a credit card. 8 of 9 board members responded and approved.

 

CPSF ANNUAL Meeting

Annual Membership Meeting
7:10 a.m., Tuesday, May 2, 2017
Board of Education Office
 

Incoming President Leslie Giblet called the Board of Trustees meeting to order at 7:12 a.m. Members of the Board of Trustees present were Donna Rother, Carrie Shackelford, Katie Miskel, September Garcia, Leslie Giblet, and Two Jefferson.  Also present was Executive Director Erin Adams.  No additional members of the Foundation were present.

Miskel made a motion to approve the slate of board members renewing terms, Carrie Shackelford, Tow Jefferson and Bret Matlock , and the new officers for the 2016-2017 year, President,
Leslie Giblet, Vice -President Katie Miskel, Treasurer Carrie Shackelford.   Jefferson seconded.  Motion carried.

Meeting adjourned at 7:14 a.m.

 

Minutes recorded by Erin Adams

Board of Trustees Meeting

Board of Trustees Meeting

7:05 a.m., Tuesday, March7, 2017
Board of Education Office
 
President Bret Matlock called the Board of Trustees meeting to order at 7:04 a.m. Members of the Board of Trustees present were Donna Rother, Carrie Shackelford, Katie Miskel, September Garcia, Leslie Giblet, Patch McComas, Two Jefferson,  and Greg Adams.  Also present was Executive Director Erin Adams.

Consent Agenda: McComas made a motion to approve the consent agenda which included the executive directors report and minutes from the January board meeting. G. Adams seconded.  Motion carried.

Financial Report: Shackelford provided a current financial statement showing $32,588 in our operating account available for grants.  Shackelford noted that a lot of memorial donations had recently been received in honor of Candy Mueller.  Shackelford also pointed out that the Art account has a balance of $17,750 available for funding art grants.  Also the Shamberger account has $19,850 available for funding professional development requests.  Miskel made a motion to accept the financials.  Jefferson seconded.  Motion carried


OLD BUSINESS

CMS Honor Roll Breakfast Review:  E. Adams presented a review sheet of the event.  It showed record good attendance and a total cost to CPSF of $624. Cost was down a bi even though more food was purchased.  Miskel suggested getting $10 gift cards next year instead of $5 ones to give away.

 

Bylaws and board policies: This item was tabled from the January meeting.  It was tabled again.

 

CPSF License Plates: G. Adams said it should not be a problem for the legislators to approve our presale of 100 license plates rather than 500.  CPSF will make $15 off of each license plate sold.  E. Adams asked if the board wanted to move forward with this and each felt they could sell 10 license plates.  All agreed.

 

NEW BUSINESS

Donation to Foundation for Excellence:  E. Adams stated that for at the 2nd year in a row CHS has a Academic All-State winner.  In past years, CPSF has donated $1,000 to the Foundation for Excellence on years such as this.  She also stated that a standard $100 donation has already been made this year.  No motion was made for a donation and no action was taken. 

 

Teacher Grant Proposals:  Extensive review and discussion over each grant proposal took place.  Since Tyler Bridges was not present, his input was read via email regarding grants that might be funded by CPS.  These grants were approved as presented - Stands for Nance Orff Instruments, Social and Emotional Learning, Listen Up: We Need Headphones, Listening and Recording Technology in the Classroom, Stabilizing Young Brains, STEM Lab Aprons, Sit and Move, Brain and Body Integration with Bal-a-vis-x, Visiting Ceramics Artist, and Zoological  Supplies for Zoology Class.

These grants were partially funded with CPS picking up the additional funding: Ron Clark Academy - tuition only, Garden to Success - plants and soil only, Daily 5 Daily 3 Workshop - tuition only, Read to Succeed - incentive items only.

Here ye, Here ye would be funded at the same amount as the other headphone request at Southwest.  Frog Dissection would be funded by CPS entirely.

Discovery at Play was not funded.

Miskel made a motion to approve these grants.  Jefferson seconded.  Motion called.

 

Scholarship Committee Update:  Miskel told the board they were interviewing tomorrow and that there were many applications received this year. Miskel, Jefferson, Giblet and Garcia are again serving on the scholarship committee.

 

Bus Stops: E. Adams updated on the damage to the Eastside bus stop in February.  The truck driver who backed into the bus stop had been sited.  E. Adams got a copy of the policy report and was able to receive reimbursement for damages from the trucking company.  The replacement parts have already been ordered and are in production. McComas suggested concrete posts in front of fuutre bus stops to avoid future damage.  E. Adams also suggested that CPSF enter into a contract gifting the bus stops to CPS after more bus stops are purchased.

 

CPSF recently received a $12,000 donation check for more bus stops.  This was after Matlock spoke to them about donating to the project for 2017.  All agreed to go ahead with the purchase of two more bus stops.  E. Adams said she was waiting on input from Kelly Gaunt regarding location possibilities but will process the order.

 

Election of New Officers:  A motion was made by G. Adams  for Shackelford to remain as treasurer, Miskel to be vice-president and Giblet to serve as president. McComas seconded.  Motion carried.  Officers will take effect in May.

 

Website: E. Adams stated that she had looked into several website design companies and only received one in a reasonable price range for the Foundation.  Matlock said he would like to see more bids and would help find some other potential firms for bids.

 

Academic Scholars Day: E. Adams said she is currently waiting to get a date from Mr. Stringer and will notify the board as soon as she knows a date.

 

Next Meeting Date:   The next regular board meeting is set for May 2,

 

Adjournment:  Meeting adjourned at 8:05 a.m.

 

Minutes recorded by Erin Adams, Executive Director.

 

 

***Addenda - Shelby Ray submitted additional supporting materials regarding the location and anti-vandalism precautions for the Discovery at Play Grant proposal the even after the board met.  This information was passed along to the board and on March 9, the board voted via email to approved this grant.  Total amount approved for funding this cycle is $16,646.98

 

****Addenda - majority board voted via email on March 28 to sponsor Nathan Davis for $1,500 at the Foundation for Excellence Academic Scholars Banquet to be held in Tulsa on May 20.

 

Board of Trustees Meeting

7:15 a.m., Tuesday, January 10, 2017
Board of Education Office

President Bret Matlock called the Board of Trustees meeting to order at 7:16 a.m. Members of the Board of Trustees present were, Donna Rother, Carrie Shackelford, September Garcia, Patch McComas, and Greg Adams, Two Jefferson. Also present was Executive Director Erin Adams.

Consent Agenda: McComas made a motion to approve the consent agenda including meeting minutes, and the Executive Directors report. Jefferson seconded. Motion carried.

Financial Report: Shackelford provided balance sheets showing an operating account balance of $845,000 in total assets as of December 31, 2016. Shackelford said everything looks good currently. She pointed out the Shamberger mineral check finally came in and was just under $15,000 and went into our operating account as was voted at the last meeting. This put our operating account in good shape. She also mentioned a large donation received for the Powell scholarship fund. McComas made a motion to accept the financial report. G. Adams seconded. Motion carried.

OLD BUSINESS

Operation Bus Stop - E. Adams reported that we have sponsor signage for both bus stops and are waiting for good weather to finish putting it up. She gave a report stating that the final cost of the first two bus stops is $xxx plus the cost of signage. She also said she has applied for an ONG school foundation grant in the amount of $5,000. If the grant is awarded, CPSF will be able to order at least one more bus shelter. E. Adams said that the board needed to consider where they would want the next two shelters placed. G. Adams asked if Kelly Gaunt has been consulted for his recommendation on location. E. Adams said she would call him and look into other recommendations. Matlock said he knows of some donors who would like to give to this project and he just needs to visit them.

32 Days of Giving - E. Adams reported that $12,075 had been raised and each educator was given $75. A total of 35 donors contributed to the project. McComas, Garcia and others expressed the amazing reaction from teachers when the gifts were presented.

Other Fundraising - E. Adams said she had tried several times to look into the custom license plates G. Adams suggested and had gotten nowhere. B. Matlock suggested contacting the local tag agency for help. E. Adams also said she had looked into reprinting Wall of Tradition forms and they will need to be redesigned. The board asked that she do this for next football season.

E. Adams asked if the board still wants to hold the 5K and Golf tourney in the fall even though fundraising is good for this year. Discussion took place and the general consent was that these events are worth continuing. A meeting will be held in February to set dates and begin committee organization.

Alumni Account - This item was tabled as Miskel was not present.

NEW BUSINESS

Scholarship committee - Matlock appointed Jefferson, Miskel, Garcia and Giblet to again serve on the scholarship committee. The scholarship applications are due February 17 and interviews will be held before Spring Break.

Past Grants Report - Tyler Bridges provided evaluations from all the teacher who had been awarded grants in fall 2016. Rother asked that the form be revamped to require teachers to give more in depth answers and not be able to answer with one word.

Bylaws and Board Policies - E. Adams provided a sheet of the current board member terms. This item was tabled until a board member wants to look and reviewing and revising the policies.

CMS Honor Roll Breakfast - E. Adams said the breakfast will be held on January 24. All agreed to do the same food and gifts as last year.

Website - E. Adams stated that the current Foundation website needs some updating and asked if this is something she should pursue right now. The board members agreed that it needs to be changed and asked her to pursue it.

Academic Scholars Day - The event was discussed and will proceed with the same parameters as last year on a selected day TBA in May.

Adjournment: Meeting adjourned at 7:57 AM.