Under the Canopy School
Minutes
Special Meeting
Date and Time
Thursday June 12, 2025 at 6:30 PM
Location
1110 S. Yale Ave.
Tulsa, OK. 74112
Persons who require a special accommodation to participate in these meetings should contact the Under the Canopy offices, 1110 South Yale Avenue, Tulsa, Oklahoma, 74112, (918) 205-1193, or via Email: info@underthecanopy.org, as far in advance as possible and preferably at least 48-hours before the date of the meeting. Persons using a TDD may contact
OKLAHOMA RELAY at 1-800-722-0353 and voice calls should be made to 1-800-522-8506 to communicate via telephone with hearing telephone users and vice versa. Authority: Title 25 Oklahoma Statutes, Section 311.A.1.
The agenda for this meeting was posted with the County Clerk, at our principal place of business, and online, 24 hours before the meeting.
Directors Present
Patrick Boulden, Shan Glandon, Stacey Leigh, Stan Khrapak
Directors Absent
Allison Irby Vu
Guests Present
Kris Miller
I. Opening Items
A.
Record Attendance
B.
Call the Meeting to Order
C.
Approve Minutes
| Roll Call | |
|---|---|
| Stan Khrapak |
Aye
|
| Patrick Boulden |
Aye
|
| Allison Irby Vu |
Absent
|
| Stacey Leigh |
Aye
|
| Shan Glandon |
Aye
|
II. For Vote
A.
Vote to Approve the 5 Year Budget for Under the Canopy School
Shan asked about authorizer amount for TPS.
Shan expressed concerns about the state textbook funding and what the state requirements are for charter schools to use the fund. Stan recommended to ask Amber.
Stacey asked how is the amount for line 'Reading Sufficiency Act' determined?
| Roll Call | |
|---|---|
| Stan Khrapak |
Aye
|
| Shan Glandon |
Aye
|
| Stacey Leigh |
Aye
|
| Patrick Boulden |
Aye
|
| Allison Irby Vu |
Absent
|
B.
Vote to Approve Employee Handbook for the 25-26 SY
Stan mentioned the Grievance Policy will be embellished.
Patrick said the FMLA policy is missing and needs to be added.
Shan agreed the overall handbook needs to be better organized.
| Roll Call | |
|---|---|
| Shan Glandon |
Aye
|
| Allison Irby Vu |
Absent
|
| Stan Khrapak |
Aye
|
| Patrick Boulden |
Aye
|
| Stacey Leigh |
Aye
|
C.
Vote to amend procurement policy
Shan wanted to be clear about how long is 'this heavy purchasing time'.
Board members recognized items G2b and H3b in the Procurement Policy are conflicting.
The board recommended Margaritte to re-word the policy to clarify the amount of the check payment and the number of signatures needed for the check payment.
The board recommended Margaritte to use the existing policy to demonstrate the updates by striking through words to change and adding the new wording in a different color.
| Roll Call | |
|---|---|
| Shan Glandon |
Aye
|
| Patrick Boulden |
Aye
|
| Stan Khrapak |
Aye
|
| Stacey Leigh |
Aye
|
| Allison Irby Vu |
Absent
|
D.
Vote to move the awarded grant money of $50,000 to a Wealth Front High Yield Savings Account
Patrick suggested the Finance Committee can look into the details of what program is best.
| Roll Call | |
|---|---|
| Stan Khrapak |
Aye
|
| Patrick Boulden |
Aye
|
| Stacey Leigh |
Aye
|
| Allison Irby Vu |
Absent
|
| Shan Glandon |
Aye
|
E.
Vote to approve a Gift Fund 81 account
Stan researched that this kind of fund is for donations to the school. It is a tax charitable account for donors who are giving.
| Roll Call | |
|---|---|
| Stan Khrapak |
Aye
|
| Stacey Leigh |
Aye
|
| Allison Irby Vu |
Absent
|
| Patrick Boulden |
Aye
|
| Shan Glandon |
Aye
|
F.
Vote to approve Office Express Contract
Discussed
Stacey wanted to clarify how many months does this cover.
| Roll Call | |
|---|---|
| Stan Khrapak |
Aye
|
| Shan Glandon |
Aye
|
| Patrick Boulden |
Aye
|
| Allison Irby Vu |
Absent
|
| Stacey Leigh |
Aye
|
G.
Vote to approve 501 Tech IT contract
Stan asked why the student chrome books are not part of the agreement. Kristin answered about the chrome books being used so rarely that we would try to trouble shoot.
Stan offered to help repairing for some chrome book issues.
Stan said we should anticipate additional expenses for contingecies for servicing the chrome books.
| Roll Call | |
|---|---|
| Patrick Boulden |
Aye
|
| Shan Glandon |
Aye
|
| Stacey Leigh |
Aye
|
| Allison Irby Vu |
Absent
|
| Stan Khrapak |
Aye
|
H.
Vote to approve plumbing proposal
Stan read the items the plumbing proposal covers that are code compliance.
| Roll Call | |
|---|---|
| Shan Glandon |
Aye
|
| Stan Khrapak |
Aye
|
| Patrick Boulden |
Aye
|
| Allison Irby Vu |
Absent
|
| Stacey Leigh |
Aye
|
I.
Vote to approve roof repair proposal
Shan asked if this amount was covered by CSP.
Stan brought up concerns about mold, and suggested another mold / air quality test after the repair.
| Roll Call | |
|---|---|
| Allison Irby Vu |
Absent
|
| Shan Glandon |
Aye
|
| Stan Khrapak |
Aye
|
| Patrick Boulden |
Aye
|
| Stacey Leigh |
Aye
|
J.
Vote to approve Fire Alarm System proposal
| Roll Call | |
|---|---|
| Patrick Boulden |
Aye
|
| Stacey Leigh |
Aye
|
| Stan Khrapak |
Aye
|
| Allison Irby Vu |
Absent
|
| Shan Glandon |
Aye
|
III. Reports
A.
Education Committee
IV. Discussion
A.
Board and Head of School Evaluations
Stan thanked everyone for doing their board assessments. He said he will study the information and report back understanding strengths and weakness at a future meeting.
B.
Summer Schedule for Board Members
Discussed summer meeting schedule.
C.
Change of Location of Future Board Meetings
We will be renting the office space for all of July, so meetings will be held at the 1110 S. Yale office for all of July.
Kristin will need to notify County Clerk about change of meeting location starting in August and continuing forward.
Shan reported about weekly meetings with Amber. They discussed about methods of blending Waldorf teaching with OK state standards in a very thorough spreadsheet. This document will be available for teachers to use. Amber and Shan developed themes as teaching topics and then listed the different Waldorf methods and ideas for each theme, as well as what time frame it is addressed in class. They also discussed how teachers will be involved with festivals, and assessments.
Stacey visited the Austin Waldorf School. She visited a 1st grade classroom and saw how they started their school day. She attended an all school assembly and saw the 2nd and 5th grades demonstrate (recite) to the whole school what they have recently learned. She saw how an elementary math class was taught- through teacher speaking and knocking out a count. She sat in on a class doing wet on wet painting while listening to a teacher led story. She visited an elementary handwork class, middle school strings class, sand sculpture classroom - so much artistic expression. Three words about the students at this school - engaged, attentive, confident.