CLINTON PUBLIC SCHOOL FOUNDATION
Board of Trustees Meeting
7:05 AM, July 26, 2022
Board of Education Office
The meeting was called to order by President Amy Crumley at 7:03 a.m. Those in attendance were Julieta Pina, Mark Miner, Arleth Cifuentes, Amy Crumley, Hoi Geswender, Haley Adams, Mary Whitney, Tonya Gaunt and Debbie Carlisle. Ex officio members present were Tyler Bridges and Adam McPhail.
Consent Agenda:
Miner made the motion to accept the Minutes from May Annual and Business Meeting, Staff Report, and Spring Grant Reports. Whitney seconded the motion, and the motion carried.
Financial Report:
Miner presented the May financials. Adams made a motion to approve the financials and Geswender seconded the motion. Motion carried.
Miner also presented a correction to the Annual Budget showing a $95,000 expense for the Opportunity Scholarship Fund. Crumley made the motion to accept the budget with the correction. Cifuentes seconded the motion, and the motion carried.
CD Information-Miner explained that recently a CD for $75,000 was moved from The Bank of the West to 1st Bank and Trust with a new rate of .75% for 3 months. He noted that one more CD for $187,000 is maturing this week, and banks are actively bidding on that CD.
Davis McElmurray-Miner shared with the Board that CB Graft recently contacted the CPSF with information that the DM Trust has leased minerals rights which will bring in more money for the Foundation.
NEW BUSINESS
Scholarship Policies and Procedures Amended:
Carlisle presented an amended Scholarship Polies and Procedures to the Board which includes CFOK information. Miner made a motion to accept the amended document with a change reading “3% annual fee” and “2% annual fee” in section 4f.
Champion Scholarship Applicant:
Carlisle told the Board that there was only 1 applicant fot the Champion Scholarship, and that applicant, Jamie Casias, was selected to receive the scholarship.
After discussion by the Board about attracting more applicants for this scholarship, Geswender made a motion to add “Books, fees, and testing” to the allowable expenses for the Champion Scholarship and the Master Champion Scholarship. Crumley seconded the motion and the motion carried.
Outstanding Contribution to Education Award
Carlisle stated that we only have 1 applicant to far for this award. Deadline is Aug. 20, and the Chamber Banquet is set for September 16.
New Teacher Luncheon and stipend Wednesday, August 3
Gaunt stated that we have 25 new teachers who will receive the $500 new teacher stipend from CPSF at the New Teacher Luncheon Wednesday, August 3 at 11:30 at the Frisco Center. Crumley, Gaunt and Carlisle will attend and sponsor 3 new teachers.
Teacher Breakfast Sign Up Thursday, August 4 Ready to serve at 7:45 a.m.
Gaunt shared that we plan to serve approximately 175 at the teacher breakfast. Board members were askied to be at the Frisco Center on Thursday, August 4 at 7:15 to help set up for the event. The Board will decorate on Wednesday evening.
Training August 27 White Dog Hill 5:00 p.m.
Because Adams will be gone on August 27, the Board advised Carlisle to change the reservation at White Dog to either August 12, 13, or September 10 for training.
Golf Tournament October 1
A Golf Tournament Committee was formed with Trustees: Haley Adams, Mark Miner, Anthony Moore, Amy Crumley, Hoi Geswender, and Arleth Cifuentes. Friends of the Foundation who will also join the committee will be Shea Meget, Stephanie Bridgeman, Stephanie Pugh, and Donna Rother.
A meeting will be held Monday, August 1 at noon at Lucille’s Roadhouse in Clinton to begin preparations for the Golf Tournament.
As decided last year, A Spirited Evening Event will not be held this year, as it is a bi-annual event. Carlisle will revise the sponsor packets and check for rates of Sponsors for 2019 and 2020.
Imagination Library:
Gaunt presented a project by Shelby Ray and Allison Watson that will provide books to pre-school students. CPSF will act as a passthough for the project. Cifuentes made a motion to go forward with the project. Whitney seconded the motion and the motion carried.
Directors’ Ideas
Carlisle and Gaunt presented several ideas for Board consideration.
*Sip and Paint fundraiser (Wine and Painting party around Christmas time)--the Board stated to go forward with the project and bring more information to the Sept. 27 meeting.
*School Supplies (Join with churches to buy ALL school supplies)--the Board tabled this until the spring semester.
*Chamber Coffee (Meet with Chamber members at different school sites monthly for donuts)--The Board asked Gaunt to get with Chamber President Julie Caldwell and find more information about this project.
*All School Reunion brunch (Probably won’t be able to raise funds unless it’s for the alumni scholarship)--The Board will not go forward with this idea.
Other Business
Carlisle presented possible Sponsorship opportunities for the Chamber of Commerce. The Board was not interested in any of those opportunities.
Adjournment
Crumley adjourned the meeting at 8:09 a.m.
Group Photo Following Meeting–The Photo will take place at White Dog during the training session.
Recorded by Debbie Carlisle, Executive Director
Consent Agenda:
Miner made the motion to accept the Minutes from May Annual and Business Meeting, Staff Report, and Spring Grant Reports. Whitney seconded the motion, and the motion carried.
Financial Report:
Miner presented the May financials. Adams made a motion to approve the financials and Geswender seconded the motion. Motion carried.
Miner also presented a correction to the Annual Budget showing a $95,000 expense for the Opportunity Scholarship Fund. Crumley made the motion to accept the budget with the correction. Cifuentes seconded the motion, and the motion carried.
CD Information-Miner explained that recently a CD for $75,000 was moved from The Bank of the West to 1st Bank and Trust with a new rate of .75% for 3 months. He noted that one more CD for $187,000 is maturing this week, and banks are actively bidding on that CD.
Davis McElmurray-Miner shared with the Board that CB Graft recently contacted the CPSF with information that the DM Trust has leased minerals rights which will bring in more money for the Foundation.
NEW BUSINESS
Scholarship Policies and Procedures Amended:
Carlisle presented an amended Scholarship Polies and Procedures to the Board which includes CFOK information. Miner made a motion to accept the amended document with a change reading “3% annual fee” and “2% annual fee” in section 4f.
Champion Scholarship Applicant:
Carlisle told the Board that there was only 1 applicant fot the Champion Scholarship, and that applicant, Jamie Casias, was selected to receive the scholarship.
After discussion by the Board about attracting more applicants for this scholarship, Geswender made a motion to add “Books, fees, and testing” to the allowable expenses for the Champion Scholarship and the Master Champion Scholarship. Crumley seconded the motion and the motion carried.
Outstanding Contribution to Education Award
Carlisle stated that we only have 1 applicant to far for this award. Deadline is Aug. 20, and the Chamber Banquet is set for September 16.
New Teacher Luncheon and stipend Wednesday, August 3
Gaunt stated that we have 25 new teachers who will receive the $500 new teacher stipend from CPSF at the New Teacher Luncheon Wednesday, August 3 at 11:30 at the Frisco Center. Crumley, Gaunt and Carlisle will attend and sponsor 3 new teachers.
Teacher Breakfast Sign Up Thursday, August 4 Ready to serve at 7:45 a.m.
Gaunt shared that we plan to serve approximately 175 at the teacher breakfast. Board members were askied to be at the Frisco Center on Thursday, August 4 at 7:15 to help set up for the event. The Board will decorate on Wednesday evening.
Training August 27 White Dog Hill 5:00 p.m.
Because Adams will be gone on August 27, the Board advised Carlisle to change the reservation at White Dog to either August 12, 13, or September 10 for training.
Golf Tournament October 1
A Golf Tournament Committee was formed with Trustees: Haley Adams, Mark Miner, Anthony Moore, Amy Crumley, Hoi Geswender, and Arleth Cifuentes. Friends of the Foundation who will also join the committee will be Shea Meget, Stephanie Bridgeman, Stephanie Pugh, and Donna Rother.
A meeting will be held Monday, August 1 at noon at Lucille’s Roadhouse in Clinton to begin preparations for the Golf Tournament.
As decided last year, A Spirited Evening Event will not be held this year, as it is a bi-annual event. Carlisle will revise the sponsor packets and check for rates of Sponsors for 2019 and 2020.
Imagination Library:
Gaunt presented a project by Shelby Ray and Allison Watson that will provide books to pre-school students. CPSF will act as a passthough for the project. Cifuentes made a motion to go forward with the project. Whitney seconded the motion and the motion carried.
Directors’ Ideas
Carlisle and Gaunt presented several ideas for Board consideration.
*Sip and Paint fundraiser (Wine and Painting party around Christmas time)--the Board stated to go forward with the project and bring more information to the Sept. 27 meeting.
*School Supplies (Join with churches to buy ALL school supplies)--the Board tabled this until the spring semester.
*Chamber Coffee (Meet with Chamber members at different school sites monthly for donuts)--The Board asked Gaunt to get with Chamber President Julie Caldwell and find more information about this project.
*All School Reunion brunch (Probably won’t be able to raise funds unless it’s for the alumni scholarship)--The Board will not go forward with this idea.
Other Business
Carlisle presented possible Sponsorship opportunities for the Chamber of Commerce. The Board was not interested in any of those opportunities.
Adjournment
Crumley adjourned the meeting at 8:09 a.m.
Group Photo Following Meeting–The Photo will take place at White Dog during the training session.
Recorded by Debbie Carlisle, Executive Director
CLINTON PUBLIC SCHOOL FOUNDATION
Special Board of Trustees Meeting
7:05 AM, January 7, 2020
Board of Education Office
President Donna Rother called the meeting to order at 7:08 AM. Members of the board of trustees present were Anthony Moore, Two Jefferson, Carrie Shackelford, Pat Peters and Amy Crumley and Bret Matlock. Also present was Executive Director Erin Adams and Assistant-Superintendent Adam McPhail.
Review of Pettle Assets – Rother referred to a handout provided that showed that the investment in the Cantor Fitzgerald account was $1,096,574.30 as of 12/31. She reminded all that before the money was deposited into this account, $2,400 was left in operating for concurrent scholarships. The Cantor account earned $1,404.52 in interest in December.
Moving Funds to Operating Account – Shackelford gave an update on the operating account balance. She said that we have $14,475 in the account before paying out any TOY awards. The newsletter fundraiser brought in only $350 this year and in past years has brought $2,500-$4,000. Also last year the Gholston Trust gave CPSF an extra $10,000 for operating expenses. CPSF received a Shamberger gas revenue check of back pay last week for $8,263.18. Shackelford advised that we put that check into operating rather than the professional development account to have money for spring grants Adams added that she spoke with Moore about this check and it is back pay and is an unusually high amount. CPSF should not expect future royalty checks to be this high. Questions were asked about why were are short. Shackelford said besides the low fundraiser income and not getting an extra check from Gholston, our expenses have increased with Adams’ contract raise and CPA expense now. Discussion was held about the fact we need more sustained income. Peters made a motion to put the latest royalty check into operating. Crumley seconded. Motion carried.
Investment of Pettle Funds – After much discussion, all agreed that Communities Foundation of Oklahoma offered the bests for CPSF investing but some money should be invested locally as well. Adams pointed out that $1 million is already at local banks. Peters made a motion to move $500,000 of the Pettle bequest into a balanced growth investment with the Communities Foundation of Oklahoma and $250,000 into an account with a local financial planner that is TBD. Both accounts to be endowed paying earnings into the CPSF operating. Crumley seconded. Motion carried.
Program Implementation for Pettle Funds - McPhail talked about the new teacher bonus program previously discussed. He said it would be a great incentive to hire new teachers. All believe this is a good idea and a good way to use Pettle money.
Adjournment: Meeting adjourned at 7:58 AM to be continued on January 9, 2020.
Minutes recorded by Erin Adams, Executive Director.
Review of Pettle Assets – Rother referred to a handout provided that showed that the investment in the Cantor Fitzgerald account was $1,096,574.30 as of 12/31. She reminded all that before the money was deposited into this account, $2,400 was left in operating for concurrent scholarships. The Cantor account earned $1,404.52 in interest in December.
Moving Funds to Operating Account – Shackelford gave an update on the operating account balance. She said that we have $14,475 in the account before paying out any TOY awards. The newsletter fundraiser brought in only $350 this year and in past years has brought $2,500-$4,000. Also last year the Gholston Trust gave CPSF an extra $10,000 for operating expenses. CPSF received a Shamberger gas revenue check of back pay last week for $8,263.18. Shackelford advised that we put that check into operating rather than the professional development account to have money for spring grants Adams added that she spoke with Moore about this check and it is back pay and is an unusually high amount. CPSF should not expect future royalty checks to be this high. Questions were asked about why were are short. Shackelford said besides the low fundraiser income and not getting an extra check from Gholston, our expenses have increased with Adams’ contract raise and CPA expense now. Discussion was held about the fact we need more sustained income. Peters made a motion to put the latest royalty check into operating. Crumley seconded. Motion carried.
Investment of Pettle Funds – After much discussion, all agreed that Communities Foundation of Oklahoma offered the bests for CPSF investing but some money should be invested locally as well. Adams pointed out that $1 million is already at local banks. Peters made a motion to move $500,000 of the Pettle bequest into a balanced growth investment with the Communities Foundation of Oklahoma and $250,000 into an account with a local financial planner that is TBD. Both accounts to be endowed paying earnings into the CPSF operating. Crumley seconded. Motion carried.
Program Implementation for Pettle Funds - McPhail talked about the new teacher bonus program previously discussed. He said it would be a great incentive to hire new teachers. All believe this is a good idea and a good way to use Pettle money.
Adjournment: Meeting adjourned at 7:58 AM to be continued on January 9, 2020.
Minutes recorded by Erin Adams, Executive Director.
CLINTON PUBLIC SCHOOL FOUNDATION
Board of Trustees Meeting
7:30 AM, December 5, 2019
Board of Education Office
President Donna Rother called the meeting to order at 7:37 AM. Members of the board of trustees present were Anthony Moore, Two Jefferson, Pat Peters and Mark Lantz and Bret Matlock. Also present was Executive Director Erin Adams.
Pettle Minerals - A motion was made by Matlock to place any checks received from Pettle mineral interests into the Shamberger account and to rename it as the Teacher Professional Development account as this is the current purpose of this account. Jefferson seconded. Motion carried.
CD Bid Policy – Moore made a motion to give Adams the authority to send any CD coming to maturity out for bid at local banks. Selection from these bids shall be made by the finance committee. Updates of any changes and moving of funds will be presented to the board at a regular board meeting during the finance report. Any movement of funds to a new institution shall need the approval of the board of trustees. Lantz seconded. Motion carried.
Adjournment: Meeting adjourned at 7:45 AM
Minutes recorded by Erin Adams, Executive Director.
Pettle Minerals - A motion was made by Matlock to place any checks received from Pettle mineral interests into the Shamberger account and to rename it as the Teacher Professional Development account as this is the current purpose of this account. Jefferson seconded. Motion carried.
CD Bid Policy – Moore made a motion to give Adams the authority to send any CD coming to maturity out for bid at local banks. Selection from these bids shall be made by the finance committee. Updates of any changes and moving of funds will be presented to the board at a regular board meeting during the finance report. Any movement of funds to a new institution shall need the approval of the board of trustees. Lantz seconded. Motion carried.
Adjournment: Meeting adjourned at 7:45 AM
Minutes recorded by Erin Adams, Executive Director.
CLINTON PUBLIC SCHOOL FOUNDATION
SPECIAL MEETING MINUTES
OFFICE OF THE BOARD OF EDUCATION
NOVEMBER 22, 2019 7:00 AM
CALL TO ORDER: Donna Rother called the meeting to order at 7:02 AM In attendance were Carrie Shackelford, Two Jefferson, Pat Peters, Anthony Moore, Bret Matlock, Mark Lantz, assistant superintendent Adam McPhail, and executive director Erin Adams.
Approval of Meeting Minutes: Matlock made a motion to approve the minutes from the October 1, 10 and 22 meetings provided prior to the meeting via email. Moore seconded. Motion carried.
Concurrent Scholarships for Spring 2020: Rother presented the scholarship committee recommendations to award the first ever concurrent scholarship awards as follows:
Junior - Hunter Staggs - $1,500
Seniors Michelle Nguyen, Jose Ochoa, Roberto Solis – Each for $300
Moore made a motion to approve the awards totaling $2,400 . Matlock seconded. Motion carried. Peters will present the awards at the high school on Dec. 6.
Review of Assets Received from Pettle Bequest: $1,097,298 plus 25% of Pettle mineral interests have been received. Adams said that $1,094,898 is in a Cantor Fitzgerald account unrestricted and earning 1.76% interest. $2,400 was left in the operating account to fund the concurrent scholarships for the spring as previously decided. Rother lead discussion around the loose proposal/idea sheet that Adams provided. Rother also explained McPhail’s proposal of CPS and CPSF sharing a new teacher sign-on bonus program. Much discussion was held regarding how to invest and what to spend with all trustees expressing different ideas as to worthy existing and new projects. Extensive discussion was held regarding the technology center and opportunities and obstacles for Clinton students. Rother and Peters both want to see concurrent scholarship program expanded due to the low expense and the high number of applicants. Jefferson made a motion to increase the number of $300 concurrent awards to seniors from 3 to 6 beginning in fall 2020. Matlock seconded.
No other financial decisions were made at this time. Trustees, lead by Lantz asked Adams to schedule presentations for them from financial planners and the Communities Foundation of Oklahoma. Adams will get back to the board with presentation dates.
Membership Software: TABLED
Adjourned: 8:03 PM
Meeting adjourned.
Approval of Meeting Minutes: Matlock made a motion to approve the minutes from the October 1, 10 and 22 meetings provided prior to the meeting via email. Moore seconded. Motion carried.
Concurrent Scholarships for Spring 2020: Rother presented the scholarship committee recommendations to award the first ever concurrent scholarship awards as follows:
Junior - Hunter Staggs - $1,500
Seniors Michelle Nguyen, Jose Ochoa, Roberto Solis – Each for $300
Moore made a motion to approve the awards totaling $2,400 . Matlock seconded. Motion carried. Peters will present the awards at the high school on Dec. 6.
Review of Assets Received from Pettle Bequest: $1,097,298 plus 25% of Pettle mineral interests have been received. Adams said that $1,094,898 is in a Cantor Fitzgerald account unrestricted and earning 1.76% interest. $2,400 was left in the operating account to fund the concurrent scholarships for the spring as previously decided. Rother lead discussion around the loose proposal/idea sheet that Adams provided. Rother also explained McPhail’s proposal of CPS and CPSF sharing a new teacher sign-on bonus program. Much discussion was held regarding how to invest and what to spend with all trustees expressing different ideas as to worthy existing and new projects. Extensive discussion was held regarding the technology center and opportunities and obstacles for Clinton students. Rother and Peters both want to see concurrent scholarship program expanded due to the low expense and the high number of applicants. Jefferson made a motion to increase the number of $300 concurrent awards to seniors from 3 to 6 beginning in fall 2020. Matlock seconded.
No other financial decisions were made at this time. Trustees, lead by Lantz asked Adams to schedule presentations for them from financial planners and the Communities Foundation of Oklahoma. Adams will get back to the board with presentation dates.
Membership Software: TABLED
Adjourned: 8:03 PM
Meeting adjourned.
CLINTON PUBLIC SCHOOL FOUNDATION SPECIAL MEETING
MEETING MINUTES
OFFICE OF THE BOARD OF EDUCATION
OCTOBER 22, 2019 7:02 AM
ATTENDANCE: Donna Rother, Carrie Shackelford, Two Jefferson, Pat Peters, Anthony Moore, Amy Crumley, Bret Matlock, Adam McPhail, Erin Adams and Mark Lantz.
CALL TO ORDER: Donna Rother called the meeting to order.
MOTION: Amy Crumley made a motion to give Erin $1750 with a contract of 6 months starting November 1, 2019. Mark Lantz seconded the motion. 7 approval and 1 objection.
Meeting adjourned.
CALL TO ORDER: Donna Rother called the meeting to order.
MOTION: Amy Crumley made a motion to give Erin $1750 with a contract of 6 months starting November 1, 2019. Mark Lantz seconded the motion. 7 approval and 1 objection.
Meeting adjourned.
Clinton Public School Foundation
MEETING MINUTES
OCTOBER 10, 2019 7:02 AM
ATTENDANCE: Donna Rother, Carrie Shackelford, Two Jefferson, Pat Peters, Anthony Moore, Amy Crumly and Mark Lantz.
CALL TO ORDER: Donna Rother called the meeting to order.
MOTION: Mark Lantz made a motion to set Erin’s salary at $1750.00 per month upon receiving the Pettle donation. The salary would go into effect the 1st day of the month after the deposit of the Pettle money. Two Jefferson seconded the motion. 6 approval and 1 objection.
Meeting adjourned.
Minutes recorded by Carrie Shackelford
CALL TO ORDER: Donna Rother called the meeting to order.
MOTION: Mark Lantz made a motion to set Erin’s salary at $1750.00 per month upon receiving the Pettle donation. The salary would go into effect the 1st day of the month after the deposit of the Pettle money. Two Jefferson seconded the motion. 6 approval and 1 objection.
Meeting adjourned.
Minutes recorded by Carrie Shackelford
CLINTON PUBLIC SCHOOL FOUNDATION
SPECIAL Board of Trustees Meeting
7:00 a.m., Tuesday, September 24, 2019
Board of Education Office
The meeting was called to order at 7:01 AM by President Donna Rother. Members present were Two Jefferson, Carrie Shackelford, September Garcia, Bret Matlock, Mark Lantz, Pat Peters, Anthony Moore, assistant superintendent Adam McPhail, and executive director Erin Adams.
Rother stated that the purpose of the meeting was a contract renegotiation requested by Adams. Rother provided salary survey information from other foundation executives in the state. Adams said the job has changed and the salary must as well. Many things were not a consideration when the contract was signed last spring. Adams explained the drastic increase in work load. Garcia asked that she share her hours for the summer. Adams worked more than double her usual hours in July and August from 2018 as compared to 2019. Adams’ current salary is $1,000 per month. Peters stated that they were dependent on Adams for many things. Lantz and others asked further questions. Garcia asked that Adams leave for the Trustees to discuss in executive session.
The meeting adjourned at 7:55 AM. It was continued until September 26.
Minutes recorded by Erin Adams
Rother stated that the purpose of the meeting was a contract renegotiation requested by Adams. Rother provided salary survey information from other foundation executives in the state. Adams said the job has changed and the salary must as well. Many things were not a consideration when the contract was signed last spring. Adams explained the drastic increase in work load. Garcia asked that she share her hours for the summer. Adams worked more than double her usual hours in July and August from 2018 as compared to 2019. Adams’ current salary is $1,000 per month. Peters stated that they were dependent on Adams for many things. Lantz and others asked further questions. Garcia asked that Adams leave for the Trustees to discuss in executive session.
The meeting adjourned at 7:55 AM. It was continued until September 26.
Minutes recorded by Erin Adams
CLINTON PUBLIC SCHOOL FOUNDATION
SPECIAL Board of Trustees Meeting
7:00 a.m., Thursday September 26, 2019
Board of Education Office
The meeting was called to by President Donna Rother. Members present were Two Jefferson, Carrie Shackelford, Amy Crumley, Bret Matlock, Mark Lantz, Pat Peters, Anthony Moore, and assistant superintendent Adam McPhail.
The board met in executive session to review financials to further evaluate Adams’ request for a salary increase. No decision was made and item was tabled pending more financial documentation, specifically monthly profit and loss statements and the anticipated Pettle donation. No future meeting date was set.
Crumley made a motion to give Adams a $2,500 bonus for the month of September as a gesture of good will. Jefferson seconded. Motion carried.
Meeting adjourned.
Minutes recorded by Carrie Shackelford.
The board met in executive session to review financials to further evaluate Adams’ request for a salary increase. No decision was made and item was tabled pending more financial documentation, specifically monthly profit and loss statements and the anticipated Pettle donation. No future meeting date was set.
Crumley made a motion to give Adams a $2,500 bonus for the month of September as a gesture of good will. Jefferson seconded. Motion carried.
Meeting adjourned.
Minutes recorded by Carrie Shackelford.
CLINTON PUBLIC SCHOOL FOUNDATION
Board of Trustees Meeting
7:15 a.m., Tuesday, July 30, 2019
Board of Education Office
President Donna Rother called the meeting to order at 7:15 a.m. Members of the Board of Trustees present were Two Jefferson, Pat Peters, Amy Crumley, Mark Lantz, Anthony Moore and Pat Peters. Also present was Assistant Superintendent Adam McPhail and CPSF Executive Director Erin Adams.
Consent Agenda: Jefferson made a motion to approve the consent agenda including May meeting minutes, Annual meeting minutes, June special board meeting minutes and the Executive Directors report. Crumley seconded. Motion carried.
Financial Report: There was not formal report submitted for approval. Shackelford was not present at this meeting and Adams explained that we are still in our first month with Tharel doing our bookkeeping. Adams said that we are in good shape financially for this time of year. The $10,000 Gholston donation for Teacher of the Year that usually arrives in December has already been received. She also said an account for the Brickner scholarship ahs been opened. That was the last dedicated account that needed to be opened per our new policies. Additionally, some endowed funds were moved last week, per the vote of the board via email. This will increase interest earning from 1% to 2.4%. Two two-year CD’s were opened, each for $52,500 at the Bank of the West and Oklahoma Bank and Trust. Funds to open them were from a CD moved from InterBank and $40,000 moved from endowed savings at the Bank of the West. Interest will go into our checking account.
OLD BUSINESS
Accounting Services Update: Adams reported that the switch to Bruce Tharel’s office is going smooth so far. There is still a lot of things to be worked out and a lot of questions on their end as this is their first month for our accounting. Shackelford is very pleased and relieved.
2019 Scholarship Awards: We are still waiting for the 2019 check from Brickner. Adams is going to send a reminder to scholarship grantors about the new policies that go into effect for 2019-2020. We have over 40 students on scholarship right now. More than half have already turned in their transcripts. Checks for scholarships are a bit slower going out this semester due to the switch to Tharel. All 2019 students finally attended the mandatory scholarship meeting. It was too personal calls to some students.
NEW BUSINESS
Teacher Breakfast : Rother asked that everyone be at CMS at 6:45 AM on the morning of July 31 for the teacher breakfast. The breakfast should be done by 9:00 AM.
100 Years of Football Fundraiser Event: Rother said the event is coming together well for such quick planning. CPSF is working with the football and cheer boosters on this event. She said our party will max out at 300 people. We need RSVP’s for everyone as no money will be taken at the door.
School Spirit Golf Committee: Adams says there are $2,825 already committed in sponsorships for the Sept. 21 tourney. She also said that some sponsors may donated their complimentary tourney fees to a student wanting to play. There is push to promote this more as a family tourney. Rother asked everyone to look at the names of businesses who still need to be contacted and see if they can reach out to them.
Outstanding Contribution to Education Award: The board reviewed the nominees for the award to be presented on September 16. Discussion was held. Moore made a motion to give the 2019 award to Valerie Miller. Crumley seconded. Motion carried.
Pettle Donation Update: Adams said Pettle’s house had sold and to her knowledge all the assets had been liquidated. She was waiting on a call any day regarding the donation from her estate. At that time an emergency board meeting would be called.
Friends of the Foundation Slate of Nominees: The board was presented with a slate of nominees to the new Friends of the Foundation committee who will serve as ambassadors for CPSF. The names on the slate came from board member nominations. The slate included: Stephanie Bridgeman, Semaj Johnson, Susie Simon, LJ Williams, Patch McComas and Shea Meget. Crumley made a motion to approve these nominees. Jefferson seconded. Motion carried. Adams will reach out to the new group/
Other Business: Rother hoped everyone could attend our appreciation dinner on August 14.
Adjournment: Meeting adjourned at 8:00 AM.
Minutes recorded by Erin Adams, Executive Director.
Consent Agenda: Jefferson made a motion to approve the consent agenda including May meeting minutes, Annual meeting minutes, June special board meeting minutes and the Executive Directors report. Crumley seconded. Motion carried.
Financial Report: There was not formal report submitted for approval. Shackelford was not present at this meeting and Adams explained that we are still in our first month with Tharel doing our bookkeeping. Adams said that we are in good shape financially for this time of year. The $10,000 Gholston donation for Teacher of the Year that usually arrives in December has already been received. She also said an account for the Brickner scholarship ahs been opened. That was the last dedicated account that needed to be opened per our new policies. Additionally, some endowed funds were moved last week, per the vote of the board via email. This will increase interest earning from 1% to 2.4%. Two two-year CD’s were opened, each for $52,500 at the Bank of the West and Oklahoma Bank and Trust. Funds to open them were from a CD moved from InterBank and $40,000 moved from endowed savings at the Bank of the West. Interest will go into our checking account.
OLD BUSINESS
Accounting Services Update: Adams reported that the switch to Bruce Tharel’s office is going smooth so far. There is still a lot of things to be worked out and a lot of questions on their end as this is their first month for our accounting. Shackelford is very pleased and relieved.
2019 Scholarship Awards: We are still waiting for the 2019 check from Brickner. Adams is going to send a reminder to scholarship grantors about the new policies that go into effect for 2019-2020. We have over 40 students on scholarship right now. More than half have already turned in their transcripts. Checks for scholarships are a bit slower going out this semester due to the switch to Tharel. All 2019 students finally attended the mandatory scholarship meeting. It was too personal calls to some students.
NEW BUSINESS
Teacher Breakfast : Rother asked that everyone be at CMS at 6:45 AM on the morning of July 31 for the teacher breakfast. The breakfast should be done by 9:00 AM.
100 Years of Football Fundraiser Event: Rother said the event is coming together well for such quick planning. CPSF is working with the football and cheer boosters on this event. She said our party will max out at 300 people. We need RSVP’s for everyone as no money will be taken at the door.
School Spirit Golf Committee: Adams says there are $2,825 already committed in sponsorships for the Sept. 21 tourney. She also said that some sponsors may donated their complimentary tourney fees to a student wanting to play. There is push to promote this more as a family tourney. Rother asked everyone to look at the names of businesses who still need to be contacted and see if they can reach out to them.
Outstanding Contribution to Education Award: The board reviewed the nominees for the award to be presented on September 16. Discussion was held. Moore made a motion to give the 2019 award to Valerie Miller. Crumley seconded. Motion carried.
Pettle Donation Update: Adams said Pettle’s house had sold and to her knowledge all the assets had been liquidated. She was waiting on a call any day regarding the donation from her estate. At that time an emergency board meeting would be called.
Friends of the Foundation Slate of Nominees: The board was presented with a slate of nominees to the new Friends of the Foundation committee who will serve as ambassadors for CPSF. The names on the slate came from board member nominations. The slate included: Stephanie Bridgeman, Semaj Johnson, Susie Simon, LJ Williams, Patch McComas and Shea Meget. Crumley made a motion to approve these nominees. Jefferson seconded. Motion carried. Adams will reach out to the new group/
Other Business: Rother hoped everyone could attend our appreciation dinner on August 14.
Adjournment: Meeting adjourned at 8:00 AM.
Minutes recorded by Erin Adams, Executive Director.
CLINTON PUBLIC SCHOOL FOUNDATION
ANNUAL MEMBERSHIP MEETING
7:05 A.M., TUESDAY, MAY 14, 2019
BOARD OF EDUCATION OFFICE
President Patch McComas called the annual meeting to order at 7:06 a.m. Members of the Board of Trustees present were, Donna Rother, Carrie Shackelford, Katie Miskel, Leslie Giblet, September Garcia, and Pat Peters. Also present was ex officio member Superintendent, Kevin Hime, guest Lynne Walker from Gear-Up, and Executive Director Erin Adams. McComas welcomed attending members and guests.
Continuation of Rother’s Term - Miskel made a motion to approve Donna Rother for a second 3-year term. Giblet seconded. Motion carried.
Slate of New Members - McComas announced that nominations for seats being vacated by Miskel, Giblet and McComas are Anthony Moore, Amy Crumley and Mark Lantz. All had been spoken with about the nomination and are willing to serve. Miskel made a motion to approve these new board members. Giblet seconded.
Officers – Giblet made a motion for the following officers for 2019-2020:
President – Donna Rother
Vice-President – September Garcia
Treasurer – Carrie Shackelford
Giblet made a motion to approve the slate. Miskel seconded. Motion carried.
Progress on Program of Work – Adams provided a copy of the 2-year Program of Work Plan developed a year ago. It show many goals have been reached or are in progress.
Meeting adjourned at 7:12 a.m.
Minutes recorded by Erin Adams
Continuation of Rother’s Term - Miskel made a motion to approve Donna Rother for a second 3-year term. Giblet seconded. Motion carried.
Slate of New Members - McComas announced that nominations for seats being vacated by Miskel, Giblet and McComas are Anthony Moore, Amy Crumley and Mark Lantz. All had been spoken with about the nomination and are willing to serve. Miskel made a motion to approve these new board members. Giblet seconded.
Officers – Giblet made a motion for the following officers for 2019-2020:
President – Donna Rother
Vice-President – September Garcia
Treasurer – Carrie Shackelford
Giblet made a motion to approve the slate. Miskel seconded. Motion carried.
Progress on Program of Work – Adams provided a copy of the 2-year Program of Work Plan developed a year ago. It show many goals have been reached or are in progress.
Meeting adjourned at 7:12 a.m.
Minutes recorded by Erin Adams
CLINTON PUBLIC SCHOOL FOUNDATION
Board of Trustees Meeting
June 27, 2019, 11:30 AM
Board of Education Office
President Donna Rother called the meeting to order at 11:28 a.m. Board members present were September Garcia, Carrie Shackelford, Bret Matlock, Pat Peters, Amy Crumley, Mark Lantz, and Anthony Moore. Also present was CPSF Director, Erin Adams. Rother extended a special welcome to the new board members attending for the first time.
September 6 Event
Rother explained that this is the 100th anniversary of Clinton football. She had already been to a couple meetings with football boosters and others looking to celebrate as well as fundraise for the event. All the different groups are aiming to provide different, but complimentary services for the event. September 6 is the date of the first home football game of the season. Rother said CPSF would like to host an after game event that will be adults only at the Frisco Center. It will require a $25 minimum donation per person. Beer, wine and appetizers will be served. There are several volunteers willing to help decorate. Matlock questioned if sponsorships would be sought to cover expenses. Rother said yes. Moore questioned if a liquor license was needed. Adams will look into this, but didn’t think it was necessary but a CLEET officer will be on duty. Discussion was held and other questions were asked regarding the details of the event. Crumley made a motion to hold the fundraising event party and book the Frisco Center for September 6. September seconded. Motion carried.
New Grant Applications
Adams referred to the updates to the current application that was emailed previously. She noted that updates were made to address issues that occasionally arise as well as change to blind review of applications. There is also a site grant for principals in the proposed changes. Moore made a motion to approve the grant application changes and additions. Moore seconded. Motion carried. Changes will be effective for the fall grant cycle.
“Friends of the Foundation”
Rother explained the need for volunteers other than the Board to help with special events. This group will serve as ambassadors and give CPSF extra manpower. All agreed this is a good idea. Matlock suggested that suggestions to this committee be brought to the board for approval. Peters said this is a good idea. Adams added that teachers could also serve on this group. It could be anyone with an interest in helping CPSF. Matlock made a motion to approve the formation of Friends of the Foundation. Crumley seconded. Motion carried.
Meeting Adjourned at 12:03 p.m.
-
Minutes recorded by Erin Adams.
Addenda:
On July 9, 2019, the Board of Trustees voted via email to close the 2-year endowment CD at InterBank earning 1% interest. It will be split between The Bank of the West and OB&T with 2 year CD’s at each both earning 2.4% interest. Additionally, $30,000 will be moved from savings into these CD’s making each worth $52,500.
September 6 Event
Rother explained that this is the 100th anniversary of Clinton football. She had already been to a couple meetings with football boosters and others looking to celebrate as well as fundraise for the event. All the different groups are aiming to provide different, but complimentary services for the event. September 6 is the date of the first home football game of the season. Rother said CPSF would like to host an after game event that will be adults only at the Frisco Center. It will require a $25 minimum donation per person. Beer, wine and appetizers will be served. There are several volunteers willing to help decorate. Matlock questioned if sponsorships would be sought to cover expenses. Rother said yes. Moore questioned if a liquor license was needed. Adams will look into this, but didn’t think it was necessary but a CLEET officer will be on duty. Discussion was held and other questions were asked regarding the details of the event. Crumley made a motion to hold the fundraising event party and book the Frisco Center for September 6. September seconded. Motion carried.
New Grant Applications
Adams referred to the updates to the current application that was emailed previously. She noted that updates were made to address issues that occasionally arise as well as change to blind review of applications. There is also a site grant for principals in the proposed changes. Moore made a motion to approve the grant application changes and additions. Moore seconded. Motion carried. Changes will be effective for the fall grant cycle.
“Friends of the Foundation”
Rother explained the need for volunteers other than the Board to help with special events. This group will serve as ambassadors and give CPSF extra manpower. All agreed this is a good idea. Matlock suggested that suggestions to this committee be brought to the board for approval. Peters said this is a good idea. Adams added that teachers could also serve on this group. It could be anyone with an interest in helping CPSF. Matlock made a motion to approve the formation of Friends of the Foundation. Crumley seconded. Motion carried.
Meeting Adjourned at 12:03 p.m.
-
Minutes recorded by Erin Adams.
Addenda:
On July 9, 2019, the Board of Trustees voted via email to close the 2-year endowment CD at InterBank earning 1% interest. It will be split between The Bank of the West and OB&T with 2 year CD’s at each both earning 2.4% interest. Additionally, $30,000 will be moved from savings into these CD’s making each worth $52,500.
CLINTON PUBLIC SCHOOL FOUNDATION
Board of Trustees Meeting
7:05 a.m., Tuesday, March 5, 2019
Board of Education Office
President Patch McComas 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, Leslie Giblet, September Garcia, and Pat Peters. Also present was ex officio member Superintendent, Kevin Hime, guest Lynne Walker from Gear-Up, and Executive Director Erin Adams.
Consent Agenda: Miskel made a motion to approve the consent agenda including March meeting minutes and the Executive Directors report. Giblet seconded. Motion carried.
Financial Report: Shackelford provided balance sheets showing an operating account balance of $20,642.13 and total assets of $939,346.65 as of March 3, 2019. Shackelford mentioned that the 2017 taxes were still completed by Meacham. Adams has mentioned this to Tharel. Adams is to follow-up again with Meacham. Shackelford also pointed out that the Powers estate check of $69,750 was received in January. $50,000 was placed in a CD at the Bank of the West with the remaining amount placed in a designated savings account to fund the annual scholarship as specified in the Powers will. Adams reminded the board that in addition to the operating account balance, they needed to look at the Shamberger account balance of $22,931 and Art account balance of $11,040 when making grant funding decisions. Rother made a motion to approve the financials. Jefferson seconded. Motion carried.
OLD BUSINESS
Accounting Services Update – Adams said she has meet with Bruce Tharel to give him some background as to our accounting needs. He will begin taking over our books after tax season.
Scholarships – Garcia said they are interviewing 23 students next week. In addition five alumni applied for the Davis McElmurray Scholarship. This is more than usual. The Scholarship committee has met and discussed using some of the DM relinquished funds for these alumni.
Appreciation Committee – Rother said she and Garcia fed Poko Loko to CMS and CHS on a parent teacher conference evening. The teachers and administrators were very grateful. Rother donated drinks for both schools. Adams said the total cost was about $600 for both schools.
Update on Scholarship Policy Changes – Adams said McComas had just signed the letters to all the scholarship grantors and they would be sent out this week along with a copy of the new policies.
NEW BUSINESS
Spring Grant Requests – Grant requests were approved in the total amount of $13,945.54. Complete list is attached.
Nominating Committee Recommendations – McComas said that Anthony Moore was willing to serve on the board. Matlock said Bar-S will give us someone to serve. Adams reminded that they need one more nominee to approve at the May meeting for vacancies of terms ending for Miskel, Giblet and McComas.
Concurrent Enrollment Program – Beauchamp said there is a need to help pay for fees and books for CHS juniors and seniors who are taking concurrent enrollment. While tuition is paid, the additional fees associated with a college class are not. Currently there are 5 juniors and 15 seniors at SWOSU and 19 seniors at Redlands. He asked the board to consider a program to cover some of these costs for students. The board agreed to look into this further. Jefferson and Rother volunteered to work with Adams on this and bring something to the next meeting.
Bank Account Changes for 2019 – Adams said they had changed the Elementary Art and Alumni Scholarship account to interest bearing checking account. She would like to look for opportunities this summer to change some other accounts into accounts that can accrue some interest. All agreed.
Football Fundraiser – tabled to May agenda.
2019 5K and Golf Event – The 2019 event will be a golf tournament only, no 5K. The tourney will be held the morning of September 21. Shackelford, Rother and Matlock all agreed to help on the event committee again.
CMS Honor Roll Breakfast Review – All went well. 160 students were invited. Total cost was $726. Adams provided a sheet with a breakdown.
Academic Scholars Day – Adams said the event will be April 12 at Acme Park. It is earlier this year. Adams had spoken to Harp and she agreed it would be a top 10% event again.
Goldie Pettle Donation – Adams referenced an email she previously sent to the board telling them that a very large donation would be coming to CPSF in a few months. Adams said she knows no details at this time regarding the donation or and specifications in Pettle’s will. She intends to get with Denny Meacham who is handling the estate. Adams asked for direction as to how to handle the funds when they arrive. All agreed that an emergency meeting should be called at that time.
Adjournment: Meeting adjourned at 8:02 AM
Addenda: On May 28, 2019 the board voted via email to approve a $1,000 to The Gear-Up Grant project at Clinton High school. The grant will be matched by Gear-Up. Funds will be given in July.
Minutes recorded by Erin Adams, Executive Director.
Consent Agenda: Miskel made a motion to approve the consent agenda including March meeting minutes and the Executive Directors report. Giblet seconded. Motion carried.
Financial Report: Shackelford provided balance sheets showing an operating account balance of $20,642.13 and total assets of $939,346.65 as of March 3, 2019. Shackelford mentioned that the 2017 taxes were still completed by Meacham. Adams has mentioned this to Tharel. Adams is to follow-up again with Meacham. Shackelford also pointed out that the Powers estate check of $69,750 was received in January. $50,000 was placed in a CD at the Bank of the West with the remaining amount placed in a designated savings account to fund the annual scholarship as specified in the Powers will. Adams reminded the board that in addition to the operating account balance, they needed to look at the Shamberger account balance of $22,931 and Art account balance of $11,040 when making grant funding decisions. Rother made a motion to approve the financials. Jefferson seconded. Motion carried.
OLD BUSINESS
Accounting Services Update – Adams said she has meet with Bruce Tharel to give him some background as to our accounting needs. He will begin taking over our books after tax season.
Scholarships – Garcia said they are interviewing 23 students next week. In addition five alumni applied for the Davis McElmurray Scholarship. This is more than usual. The Scholarship committee has met and discussed using some of the DM relinquished funds for these alumni.
Appreciation Committee – Rother said she and Garcia fed Poko Loko to CMS and CHS on a parent teacher conference evening. The teachers and administrators were very grateful. Rother donated drinks for both schools. Adams said the total cost was about $600 for both schools.
Update on Scholarship Policy Changes – Adams said McComas had just signed the letters to all the scholarship grantors and they would be sent out this week along with a copy of the new policies.
NEW BUSINESS
Spring Grant Requests – Grant requests were approved in the total amount of $13,945.54. Complete list is attached.
Nominating Committee Recommendations – McComas said that Anthony Moore was willing to serve on the board. Matlock said Bar-S will give us someone to serve. Adams reminded that they need one more nominee to approve at the May meeting for vacancies of terms ending for Miskel, Giblet and McComas.
Concurrent Enrollment Program – Beauchamp said there is a need to help pay for fees and books for CHS juniors and seniors who are taking concurrent enrollment. While tuition is paid, the additional fees associated with a college class are not. Currently there are 5 juniors and 15 seniors at SWOSU and 19 seniors at Redlands. He asked the board to consider a program to cover some of these costs for students. The board agreed to look into this further. Jefferson and Rother volunteered to work with Adams on this and bring something to the next meeting.
Bank Account Changes for 2019 – Adams said they had changed the Elementary Art and Alumni Scholarship account to interest bearing checking account. She would like to look for opportunities this summer to change some other accounts into accounts that can accrue some interest. All agreed.
Football Fundraiser – tabled to May agenda.
2019 5K and Golf Event – The 2019 event will be a golf tournament only, no 5K. The tourney will be held the morning of September 21. Shackelford, Rother and Matlock all agreed to help on the event committee again.
CMS Honor Roll Breakfast Review – All went well. 160 students were invited. Total cost was $726. Adams provided a sheet with a breakdown.
Academic Scholars Day – Adams said the event will be April 12 at Acme Park. It is earlier this year. Adams had spoken to Harp and she agreed it would be a top 10% event again.
Goldie Pettle Donation – Adams referenced an email she previously sent to the board telling them that a very large donation would be coming to CPSF in a few months. Adams said she knows no details at this time regarding the donation or and specifications in Pettle’s will. She intends to get with Denny Meacham who is handling the estate. Adams asked for direction as to how to handle the funds when they arrive. All agreed that an emergency meeting should be called at that time.
Adjournment: Meeting adjourned at 8:02 AM
Addenda: On May 28, 2019 the board voted via email to approve a $1,000 to The Gear-Up Grant project at Clinton High school. The grant will be matched by Gear-Up. Funds will be given in July.
Minutes recorded by Erin Adams, Executive Director.
CLINTON PUBLIC SCHOOL FOUNDATION
Board of Trustees Meeting
7:05 a.m., Tuesday, March 5, 2019
Board of Education Office
President Patch McComas 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, Two Jefferson, Leslie Giblet September Garcia, and Bret Matlock. Also present was Assistant Superintendent, Adam Beauchamp and Executive Director Erin Adams.
Consent Agenda: Giblet made a motion to approve the consent agenda including January meeting minutes, Executive Session meeting minutes and the Executive Directors report. McComas noted that he and Adams would try to have a contract in place by March 15. Jefferson seconded. Motion carried.
Financial Report: Shackelford provided balance sheets showing an operating account balance of $20,642.13 and total assets of $939,346.65 as of March 3, 2019. Shackelford mentioned that the 2017 taxes were still completed by Meacham. Adams has mentioned this to Tharel. Adams is to follow-up again with Meacham. Shackelford also pointed out that the Powers estate check of $69,750 was received in January. $50,000 was placed in a CD at the Bank of the West with the remaining amount placed in a designated savings account to fund the annual scholarship as specified in the Powers will. Adams reminded the board that in addition to the operating account balance, they needed to look at the Shamberger account balance of $22,931 and Art account balance of $11,040 when making grant funding decisions. Rother made a motion to approve the financials. Jefferson seconded. Motion carried.
OLD BUSINESS
Accounting Services Update – Adams said she has meet with Bruce Tharel to give him some background as to our accounting needs. He will begin taking over our books after tax season.
Scholarships – Garcia said they are interviewing 23 students next week. In addition five alumni applied for the Davis McElmurray Scholarship. This is more than usual. The Scholarship committee has met and discussed using some of the DM relinquished funds for these alumni.
Appreciation Committee – Rother said she and Garcia fed Poko Loko to CMS and CHS on a parent teacher conference evening. The teachers and administrators were very grateful. Rother donated drinks for both schools. Adams said the total cost was about $600 for both schools.
Update on Scholarship Policy Changes – Adams said McComas had just signed the letters to all the scholarship grantors and they would be sent out this week along with a copy of the new policies.
NEW BUSINESS
Spring Grant Requests – Grant requests were approved in the total amount of $13,945.54. Complete list is attached.
Nominating Committee Recommendations – McComas said that Anthony Moore was willing to serve on the board. Matlock said Bar-S will give us someone to serve. Adams reminded that they need one more nominee to approve at the May meeting for vacancies of terms ending for Miskel, Giblet and McComas.
Concurrent Enrollment Program – Beauchamp said there is a need to help pay for fees and books for CHS juniors and seniors who are taking concurrent enrollment. While tuition is paid, the additional fees associated with a college class are not. Currently there are 5 juniors and 15 seniors at SWOSU and 19 seniors at Redlands. He asked the board to consider a program to cover some of these costs for students. The board agreed to look into this further. Jefferson and Rother volunteered to work with Adams on this and bring something to the next meeting.
Bank Account Changes for 2019 – Adams said they had changed the Elementary Art and Alumni Scholarship account to interest bearing checking account. She would like to look for opportunities this summer to change some other accounts into accounts that can accrue some interest. All agreed.
Football Fundraiser – tabled to May agenda.
2019 5K and Golf Event – The 2019 event will be a golf tournament only, no 5K. The tourney will be held the morning of September 21. Shackelford, Rother and Matlock all agreed to help on the event committee again.
CMS Honor Roll Breakfast Review – All went well. 160 students were invited. Total cost was $726. Adams provided a sheet with a breakdown.
Academic Scholars Day – Adams said the event will be April 12 at Acme Park. It is earlier this year. Adams had spoken to Harp and she agreed it would be a top 10% event again.
Goldie Pettle Donation – Adams referenced an email she previously sent to the board telling them that a very large donation would be coming to CPSF in a few months. Adams said she knows no details at this time regarding the donation or and specifications in Pettle’s will. She intends to get with Denny Meacham who is handling the estate. Adams asked for direction as to how to handle the funds when they arrive. All agreed that an emergency meeting should be called at that time.
Adjournment: Meeting adjourned at 8:02 AM
Minutes recorded by Erin Adams, Executive Director.
Consent Agenda: Giblet made a motion to approve the consent agenda including January meeting minutes, Executive Session meeting minutes and the Executive Directors report. McComas noted that he and Adams would try to have a contract in place by March 15. Jefferson seconded. Motion carried.
Financial Report: Shackelford provided balance sheets showing an operating account balance of $20,642.13 and total assets of $939,346.65 as of March 3, 2019. Shackelford mentioned that the 2017 taxes were still completed by Meacham. Adams has mentioned this to Tharel. Adams is to follow-up again with Meacham. Shackelford also pointed out that the Powers estate check of $69,750 was received in January. $50,000 was placed in a CD at the Bank of the West with the remaining amount placed in a designated savings account to fund the annual scholarship as specified in the Powers will. Adams reminded the board that in addition to the operating account balance, they needed to look at the Shamberger account balance of $22,931 and Art account balance of $11,040 when making grant funding decisions. Rother made a motion to approve the financials. Jefferson seconded. Motion carried.
OLD BUSINESS
Accounting Services Update – Adams said she has meet with Bruce Tharel to give him some background as to our accounting needs. He will begin taking over our books after tax season.
Scholarships – Garcia said they are interviewing 23 students next week. In addition five alumni applied for the Davis McElmurray Scholarship. This is more than usual. The Scholarship committee has met and discussed using some of the DM relinquished funds for these alumni.
Appreciation Committee – Rother said she and Garcia fed Poko Loko to CMS and CHS on a parent teacher conference evening. The teachers and administrators were very grateful. Rother donated drinks for both schools. Adams said the total cost was about $600 for both schools.
Update on Scholarship Policy Changes – Adams said McComas had just signed the letters to all the scholarship grantors and they would be sent out this week along with a copy of the new policies.
NEW BUSINESS
Spring Grant Requests – Grant requests were approved in the total amount of $13,945.54. Complete list is attached.
Nominating Committee Recommendations – McComas said that Anthony Moore was willing to serve on the board. Matlock said Bar-S will give us someone to serve. Adams reminded that they need one more nominee to approve at the May meeting for vacancies of terms ending for Miskel, Giblet and McComas.
Concurrent Enrollment Program – Beauchamp said there is a need to help pay for fees and books for CHS juniors and seniors who are taking concurrent enrollment. While tuition is paid, the additional fees associated with a college class are not. Currently there are 5 juniors and 15 seniors at SWOSU and 19 seniors at Redlands. He asked the board to consider a program to cover some of these costs for students. The board agreed to look into this further. Jefferson and Rother volunteered to work with Adams on this and bring something to the next meeting.
Bank Account Changes for 2019 – Adams said they had changed the Elementary Art and Alumni Scholarship account to interest bearing checking account. She would like to look for opportunities this summer to change some other accounts into accounts that can accrue some interest. All agreed.
Football Fundraiser – tabled to May agenda.
2019 5K and Golf Event – The 2019 event will be a golf tournament only, no 5K. The tourney will be held the morning of September 21. Shackelford, Rother and Matlock all agreed to help on the event committee again.
CMS Honor Roll Breakfast Review – All went well. 160 students were invited. Total cost was $726. Adams provided a sheet with a breakdown.
Academic Scholars Day – Adams said the event will be April 12 at Acme Park. It is earlier this year. Adams had spoken to Harp and she agreed it would be a top 10% event again.
Goldie Pettle Donation – Adams referenced an email she previously sent to the board telling them that a very large donation would be coming to CPSF in a few months. Adams said she knows no details at this time regarding the donation or and specifications in Pettle’s will. She intends to get with Denny Meacham who is handling the estate. Adams asked for direction as to how to handle the funds when they arrive. All agreed that an emergency meeting should be called at that time.
Adjournment: Meeting adjourned at 8:02 AM
Minutes recorded by Erin Adams, Executive Director.
BOARD OF TRUSTEES MEETING
7:05 a.m., Tuesday, January 15, 2019
Board of Education Office
Board of Education Office
President Patch McComas called the meeting to order at 7:09 AM. Members of the board of trustees present were Donna Rother, Katie Miskel, Carrie Shackelford, and Bret Matlock. Also present was Executive Director Erin Adams, and assistant superintendent Adam Beauchamp.
Consent Agenda: Matlock 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 $25,635.50 and total assets of$870,841.99. Shackelford said and account had been opened at Cetera as directed by Russ Meacham for the Lewis scholarship. CPSF has received $1550 to date Motion carried. Adams also mentioned that the Clinton Alumni account was moved to an interest bearing checking account. She also reminded the board that the Shamburger account was earmarked for professional development, but could be changed at any time. Miskel made a motion to approve the financials. Giblet seconded.
OLD BUSINESS
Golf Tourney Review – Adams presented a financial summary sheet showing revenue of $7,365 and profit of $4.769 after expenses. She stated that three sponsors never paid. Also the date for the 2019 event will be set very early.
Scholarships – Adams said all but five of the scholarships are paid out. CPSF currently has 27 students , on scholarship. Adams said she went to High school English classes in November to discuss scholarships with students, Miskel asked when applications were due – Feb. 22.
Insurance Committee Recommendations – McComas recommended hiring AIM over the bids from local agencies due to the fact it was drastically cheaper. Miskel made a motion to purchase Directors and Officers liability insurance and a 1million dollar general liability insurance policy from AIM. Giblet seconded. Motion carried.
NEW BUSINESS
Finance Committee Recommendations- Matlock referred to the proposed policy changes handed out. He said the changes were well researched and compared to other Foundations. Adams said the proposed scholarship administration fee will give an estimated $2,000 in revenue to recoup expenses for administering scholarships each year. McComas asked if the committee considered if any grantors would be upset about this new policy. Matlock said the committee had considered this and they might, but the fee is necessary. Giblet made a motion to approve the scholarship policy changes. Miskel seconded. Motion carried.
In regards to accounting services, Shackelford said that accounting services are necessary and Bruce Tharel is our only offer after sending solicitations to local firms. Matlock consulted with Russ Meacham as he had donated extensive services to CPSF over the past decade. Meacham is in favor of CPSF hiring other services. Tharel mentioned a rate of $250 a month to Adams in a previous meeting. Miskel made a motion to hire Bruce Tharel for CPSF bookkeeping services at a rate not to exceed $300 a month. Matlock seconded. Motion carried.
Powers Donation and New Scholarship – Shackelford advised that the board make a recommendation for the type of account to set up for the donation expected any day from the George Powers estate. Adams said she expects the donation to be about $69,000 and it is directed to fund a $3,000 annual scholarship. Shackelford advised a CD for most of the funds with interest that sweep over into an interest bearing checking account. Miskel made a motion to put at least $40,000 into a CD with the interest sweeping over to an interest bearing checking account. Giblet seconded. Motion carried.
Fall Fundraisers Report - Adams referred to a handout showing $2,800 total collected from the baseball cap and newsletter mail out. She said she received the Alumni mailing list and mailed to them as well. $240 was made and already received from the Facebook Giving Tuesday promotion and a profit of $1,700 from Wall of Tradition this year.
Teacher of the Year – Adams said everything went well again this year for TOY presentations. McComas agreed that the feedback is always good.
Teacher Appreciation - Rother said that she and Garcia will serve dinner to CMS and CHS teachers during parent teacher conferences in Feb./March as the PTO does for the elementary schools.
Offer to Buy Mineral Rights in Mineral Rights in Garvin County - CPSF received and offer from Bunker Energy to buy minerals for $3,250 per acre for our property in Garvin Co. Adams said we are currently receiving royalties of about $125 a month from this property and after consulting with Luke Adams, we own about 1/3 of an acre. All agreed not to sell.
Additional Donation by the Gholston Trust – CPSF received an additional $10,000 donation in December and were directed to use it as we see fit. Giblet made a motion at Shackelford’s advisement to put $5,000 into our general fund and $5,000 into the endowment. Miskel seconded. All agreed.
Nominating Committee – McComas stated that due to the fact we will need three new board members, it is the duty of the entire board to look for worthy new board members. All agreed. Matlock mentioned that it would be very good to have someone from Bar-S on the board due to their support of CPSF in recent years. Officially, McComas, Rother and Giblet are on the nominating committee.
CMS Honor Roll Breakfast - Date is set for February 5 at 7:30. Rother will help with décor again.
Adjournment: Meeting adjourned at 7:49 AM
Addenda: On February 5, 2019, the Board of Trustees approved my majority vote via email to allow scholarship student Jose Diosdado to forgo receiving his scholarship in the spring of 2018 but retain the remaining amount of his award until fall of 2019 when he plans to resume college full-time again.
Minutes recorded by Erin Adams, Executive Director.
Consent Agenda: Matlock 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 $25,635.50 and total assets of$870,841.99. Shackelford said and account had been opened at Cetera as directed by Russ Meacham for the Lewis scholarship. CPSF has received $1550 to date Motion carried. Adams also mentioned that the Clinton Alumni account was moved to an interest bearing checking account. She also reminded the board that the Shamburger account was earmarked for professional development, but could be changed at any time. Miskel made a motion to approve the financials. Giblet seconded.
OLD BUSINESS
Golf Tourney Review – Adams presented a financial summary sheet showing revenue of $7,365 and profit of $4.769 after expenses. She stated that three sponsors never paid. Also the date for the 2019 event will be set very early.
Scholarships – Adams said all but five of the scholarships are paid out. CPSF currently has 27 students , on scholarship. Adams said she went to High school English classes in November to discuss scholarships with students, Miskel asked when applications were due – Feb. 22.
Insurance Committee Recommendations – McComas recommended hiring AIM over the bids from local agencies due to the fact it was drastically cheaper. Miskel made a motion to purchase Directors and Officers liability insurance and a 1million dollar general liability insurance policy from AIM. Giblet seconded. Motion carried.
NEW BUSINESS
Finance Committee Recommendations- Matlock referred to the proposed policy changes handed out. He said the changes were well researched and compared to other Foundations. Adams said the proposed scholarship administration fee will give an estimated $2,000 in revenue to recoup expenses for administering scholarships each year. McComas asked if the committee considered if any grantors would be upset about this new policy. Matlock said the committee had considered this and they might, but the fee is necessary. Giblet made a motion to approve the scholarship policy changes. Miskel seconded. Motion carried.
In regards to accounting services, Shackelford said that accounting services are necessary and Bruce Tharel is our only offer after sending solicitations to local firms. Matlock consulted with Russ Meacham as he had donated extensive services to CPSF over the past decade. Meacham is in favor of CPSF hiring other services. Tharel mentioned a rate of $250 a month to Adams in a previous meeting. Miskel made a motion to hire Bruce Tharel for CPSF bookkeeping services at a rate not to exceed $300 a month. Matlock seconded. Motion carried.
Powers Donation and New Scholarship – Shackelford advised that the board make a recommendation for the type of account to set up for the donation expected any day from the George Powers estate. Adams said she expects the donation to be about $69,000 and it is directed to fund a $3,000 annual scholarship. Shackelford advised a CD for most of the funds with interest that sweep over into an interest bearing checking account. Miskel made a motion to put at least $40,000 into a CD with the interest sweeping over to an interest bearing checking account. Giblet seconded. Motion carried.
Fall Fundraisers Report - Adams referred to a handout showing $2,800 total collected from the baseball cap and newsletter mail out. She said she received the Alumni mailing list and mailed to them as well. $240 was made and already received from the Facebook Giving Tuesday promotion and a profit of $1,700 from Wall of Tradition this year.
Teacher of the Year – Adams said everything went well again this year for TOY presentations. McComas agreed that the feedback is always good.
Teacher Appreciation - Rother said that she and Garcia will serve dinner to CMS and CHS teachers during parent teacher conferences in Feb./March as the PTO does for the elementary schools.
Offer to Buy Mineral Rights in Mineral Rights in Garvin County - CPSF received and offer from Bunker Energy to buy minerals for $3,250 per acre for our property in Garvin Co. Adams said we are currently receiving royalties of about $125 a month from this property and after consulting with Luke Adams, we own about 1/3 of an acre. All agreed not to sell.
Additional Donation by the Gholston Trust – CPSF received an additional $10,000 donation in December and were directed to use it as we see fit. Giblet made a motion at Shackelford’s advisement to put $5,000 into our general fund and $5,000 into the endowment. Miskel seconded. All agreed.
Nominating Committee – McComas stated that due to the fact we will need three new board members, it is the duty of the entire board to look for worthy new board members. All agreed. Matlock mentioned that it would be very good to have someone from Bar-S on the board due to their support of CPSF in recent years. Officially, McComas, Rother and Giblet are on the nominating committee.
CMS Honor Roll Breakfast - Date is set for February 5 at 7:30. Rother will help with décor again.
Adjournment: Meeting adjourned at 7:49 AM
Addenda: On February 5, 2019, the Board of Trustees approved my majority vote via email to allow scholarship student Jose Diosdado to forgo receiving his scholarship in the spring of 2018 but retain the remaining amount of his award until fall of 2019 when he plans to resume college full-time again.
Minutes recorded by Erin Adams, Executive Director.
