Board Meeting Minutes and Info

Clinton Public School Foundation
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Board Meeting Minutes and Info

Board of Trustees Meeting

7:15 a.m., Tuesday, May 8, 2018
Board of Education Office

 

Outgoing President Leslie Giblet called the Board of Trustees meeting to order at 7:18 a.m. Members of the Board of Trustees present were, Donna Rother, Carrie Shackelford, September Garcia, Katie Miskel, Bret Matlock, and Patch McComas.  Also present was Adam Beuchamp and Executive Director Erin Adams.

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

Financial Report:  Shackelford provided balance sheets showing an operating account balance of $16,881.94 as of May 7, 2018.  She reported that the Davis McElmurry Scholarship check for $35,000 was just received but would not yet me reflected on these financial statements. Shackelford also provided the Adams’ credit card statement with supporting receipts for the past two months.  McComas made a motion to approve the financials. Matlock seconded. Motion carried.

OLD BUSINESS

License Plates - E. Adams gave an update in G. Adams’ absence.  While a final total has not been received, it looks doubtful if the 100 minimum order quota was met.  After discussion, the board agreed to drop the project.  The complex form was a deterrent to many.  Shackelford asked how refunds from the state will be processed.  That is unknown.

NEW BUSINESS

Approval of Program of Work- The goals set forth in the March goal setting session were formatted into a Program of Work for 2018-2020.  Miskel made a motion to approve.  Garcia seconded. Motion carried.

Scholarships – The Board was presented with a sheet of scholarship awardees as selected by the scholarship committee after interviews and consulting with those donors who select their own winners.  Adams noted that the Sewell and Cornell families were  both awarding two scholarships instead of one this year. Matlock made a motion to approve the disbursement of scholarships as presented.  Rother seconded.  Motion carried.

Proposed bylaw amendments -  A sheet listing the three proposed changes to the bylaws and one addition that was previously reviewed in the March meeting was presented.  Miskel made a motion to approve the bylaw changes.  Garcia seconded.  Motion carried.

Spring Grant Reviews  - Beachamp gave a verbal review of spring approved grants.  Most went well and were within budget.  The kiln and sensory room at Nance both came in over budget and those school sites covered the overage.  The wire sculptures have not been completed yet nor has the large gardening/greenhouse project.  Southwest Elementary recently received a Lowe’s grant to add to the amount awarded by CPSF last year to construct a reading garden.

Academic Scholars Day Review: All agreed this year went extremely well.  The weather was perfect.  Matlock commented that he like the top ten percent selection process and many verbally agreed.  Adams presented a summary sheet showing the cost for the picnic was greatly decreased over last year at less than $300.  The decrease came from less students attending due to the new selection process as well as the increase in sponsors.  The saran wrap balls and prizes that were accidentally not used were donated to the senior class for senior week.

Other Business : McComas made a motion that in regard to bylaw change to Article III, Section 10, the board extend the term of Katie Miskel so that she may complete a full 6 years on the Board of Trustees.  Her term will now end May 2019.  Garcia seconded. Motion carried.

Addenda: On May 22, the board of trustees voted via email to give an additional scholarship from the Davis-MCElmurry Trust for $1,000 to Hope Sawatzky.  The funds were available from relinquished scholarships and interest income on the McElmurry account.

Addenda: On June 1, the board of trustees voted via email in response to a request for a donation to Clinton Fire Department Women’s Auxiliary.  The donation was requested to buy a new fire safe house for use by students in Clinton.  CPSF trustees voted not to donate to this cause on the basis that it did not comfortably fit into the guidelines of how CPSF should spend funds.  However, there was great support for this project being funded through civic clubs and private donors.

 

Adjournment:  Meeting adjourned at 7:42 AM

 

Minutes recorded by Erin Adams, Executive Director.

 

Annual Membership Meeting

7:05 a.m., Tuesday, May 8, 2018
Board of Education Office

Vice-President Katie Miskel called the Board of Trustees meeting to order at 7:11 a.m. Members of the Board of Trustees present were Donna Rother, Carrie Shackelford, Leslie Giblet, September Garcia, Bret Matlock, and Patch McComas.  Also present was Executive Director Erin Adams and Nance principal Janalynn Taylor.

Matlock made a motion to approve the second term for September Garcia.  Miskel seconded.  Motion carried. 

McComas began a discussion of several good options for the seat being vacated by Greg Adams.  He recommended Pat Peters from the First Christian Church.  Matlock made a motion to nominate Peters.  McComas seconded.  Motion carried. 

The slate of officers for the 2018 was approved as follows by a motion made by Matlock and seconded by Garcia.  Motion carried.  President – Patch McComas, Vice-President – Donna Rother, Treasurer – Carrie Shackelford.

Taylor thanked the foundation for their continued support and funding of grants.  She appreciates the open-mindedness and willingness to fund innovation.  Taylor also said that grant writing enables her to work with teachers in a different way that she enjoys. 

Meeting adjourned at 7:17 a.m.

 

Minutes recorded by Erin Adams

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