Under the Canopy School
Minutes
General Board Meeting
Under the Canopy School
Date and Time
Tuesday July 8, 2025 at 6:00 PM
Location
UTC Office
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, 48 hours prior to the meeting.
Directors Present
Patrick Boulden, Stacey Leigh, Stan Khrapak
Directors Absent
Allison Irby Vu, Shan Glandon
Ex Officio Members Present
Margaritte Arthrell-Knezek
Non Voting Members Present
Margaritte Arthrell-Knezek
Guests Present
Kris Miller
I. Opening Items
A.
Record Attendance
B.
Call the Meeting to Order
Stan Khrapak called a meeting of the board of directors of Under the Canopy School to order on Tuesday Jul 8, 2025 at 6:05 PM.
C.
Approve minutes - June 24, 2025 Board Meeting
Stacey Leigh made a motion to approve the minutes from June 24th board meeting. General Board Meeting on 06-24-25.
Patrick Boulden seconded the motion.
- With corrections: Item G - capitalization, singular possessive teacher
| Roll Call | |
|---|---|
| Shan Glandon |
Absent
|
| Allison Irby Vu |
Absent
|
| Patrick Boulden |
Aye
|
| Stacey Leigh |
Aye
|
| Stan Khrapak |
Aye
|
II. For Vote
A.
Landmark Outdoor Services Proposal
Patrick Boulden made a motion to approve the landscaping contract with Landmark Outdoor Services, with the recommendation to consult about no use of pesticides (listed below).
Stacey Leigh seconded the motion.
- Biweekly defined as every other week.
- Section 'Bed Details' - strike chemical applications.
- Section 'Maintenance Services', bullet point #3 - confirm with service about no pesticide use, especially glycosphate.
- In general, no use of chemical fertilizers.
| Roll Call | |
|---|---|
| Allison Irby Vu |
Absent
|
| Stan Khrapak |
Aye
|
| Patrick Boulden |
Aye
|
| Shan Glandon |
Absent
|
| Stacey Leigh |
Aye
|
B.
School contractors Agreement
Patrick Boulden made a motion to approve the contract for School Contractors with the edits listed below.
Stacey Leigh seconded the motion.
- Edit - Use parentheses around the word 'Contractor' after the blank space in the first sentence. Thereafter, use 'Contractor' throughout the contract.
- Item #6 - use of curriculum - recommended edit "Any curriculum or materials developed specifically for UTCS by the Contractor during the term of this Agreement shall be the property of UTCS. However, any materials, curriculum, or intellectual property that the Contractor created prior to this Agreement, or independently develops outside the scope of work for UTCS, shall remain the Contractor’s property."
- Item #5 - liability clause - recommended additional language: "The Contractor shall be responsible for their own safety while performing services. The Contractor agrees to indemnify and hold harmless Under The Canopy School (UTCS), its employees, and agents from any claims, damages, losses, or expenses, including attorney’s fees, arising out of the Contractor’s performance of services under this Agreement, except to the extent caused by the negligence or willful misconduct of UTCS."
| Roll Call | |
|---|---|
| Patrick Boulden |
Aye
|
| Allison Irby Vu |
Absent
|
| Stacey Leigh |
Aye
|
| Stan Khrapak |
Aye
|
| Shan Glandon |
Absent
|
C.
Approve contracts for UTCS Admin
Patrick Boulden made a motion to approve the letter of agreement for the Kristin Miller as Operations Manager, for July 1, 2025 - June 30, 2026.
Stacey Leigh seconded the motion.
- Edit - Paragraph 3, line 3 - 'this' should be 'This'
| Roll Call | |
|---|---|
| Patrick Boulden |
Aye
|
| Stacey Leigh |
Aye
|
| Shan Glandon |
Absent
|
| Stan Khrapak |
Aye
|
| Allison Irby Vu |
Absent
|
Patrick Boulden made a motion to approve the letter of agreement for Amber Gates as Instructional Leader for July 1, 2025 - June 30. 2026.
Stacey Leigh seconded the motion.
The board VOTED unanimously to approve the motion.
| Roll Call | |
|---|---|
| Shan Glandon |
Absent
|
| Stacey Leigh |
Aye
|
| Allison Irby Vu |
Absent
|
| Stan Khrapak |
Aye
|
| Patrick Boulden |
Aye
|
Patrick Boulden made a motion to approve, with the edit below, the letter of agreement for Margaritte Arthrell-Knezek as Head of School, for July 1, 2025 - June 30, 2026.
Stacey Leigh seconded the motion.
- Edit - Section 2, line n - spelling correction 'Preform' changed to 'Perform'
| Roll Call | |
|---|---|
| Shan Glandon |
Absent
|
| Stacey Leigh |
Aye
|
| Allison Irby Vu |
Absent
|
| Stan Khrapak |
Aye
|
| Patrick Boulden |
Aye
|
D.
Lighting Installation Proposal
Patrick Boulden made a motion to Accept the quote with reconciliation of the difference of $13.50, authorizing Margaritte to sign a contract to not exceed $6100.
Stacey Leigh seconded the motion.
- Difference of $13.50 between the sections of the quote.
| Roll Call | |
|---|---|
| Stan Khrapak |
Aye
|
| Stacey Leigh |
Aye
|
| Shan Glandon |
Absent
|
| Patrick Boulden |
Aye
|
| Allison Irby Vu |
Absent
|
E.
Vote to approve amending the procurement policy
Stacey Leigh made a motion to present these items to the external treasurer for clarity about how to proceed, and the vote tabled to the next meeting.
Patrick Boulden seconded the motion.
The board VOTED unanimously to approve the motion.
| Roll Call | |
|---|---|
| Stacey Leigh |
Aye
|
| Shan Glandon |
Absent
|
| Patrick Boulden |
Aye
|
| Allison Irby Vu |
Absent
|
| Stan Khrapak |
Aye
|
III. Reports
A.
Fundraising committee report
B.
Governance/Legal Committee
- Nothing to report.
- Stan asks about board members' training.
- The trainings are on 'My Video Spot', need to confirm if hours trained on Learn Upon will be counted for this year.
- Ask Board on Track about integration with the training modules and show goals being met.
IV. Discussion
A.
Board evaluations
- Board members should look for an email from Board on Track to continue and complete board evaluations.
- Discussion of each board members' evaluation as well as Head of School evaluation.
- Also discussion of each board member setting goals, with a facilitator's guidance.
- Suggestion of creating a 5 year annual meeting look.
V. Proposals for Future Agenda Items
A.
Annual Meeting for next general board meeting on July 16, 2025.
- Voting for Stan as Board President
- Voting for Shan to continue serving on the board
- Amending the by-laws: adding Stacey and the date of how much time she, Shan, and Stan will serve
B.
Board meetings will likely only be needed for just once a month possibly starting in the school year.
VI. Closing Items
A.
Adjourn Meeting
There being no further business to be transacted, and upon motion duly made, seconded and approved, the meeting was adjourned at 7:35 PM.
Respectfully Submitted,
Kris Miller
Meeting on June 30, 2025 - 2nd meeting, new people attended.