Under the Canopy School
Minutes
General Board Meeting
Date and Time
Tuesday August 26, 2025 at 6:00 PM
Location
3205 W. 39th Street
Tulsa, OK. 74107
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, Shan Glandon, Stacey Leigh, Stan Khrapak
Directors Absent
Allison Irby Vu
Guests Present
Amber Gates, Kris Miller, Margaritte Arthrell-Knezek
I. Opening Items
A.
Record Attendance
B.
Call the Meeting to Order
C.
Approve minutes - August 5, 2025 Board Meeting
| Roll Call | |
|---|---|
| Shan Glandon |
Aye
|
| Allison Irby Vu |
Absent
|
| Stan Khrapak |
Aye
|
| Patrick Boulden |
Aye
|
| Stacey Leigh |
Aye
|
II. For Vote
A.
Vote to approve July Financial Report
Discussion of loan, utility bills, encumbered amounts, and burdens.
| Roll Call | |
|---|---|
| Allison Irby Vu |
Absent
|
| Patrick Boulden |
Aye
|
| Stan Khrapak |
Aye
|
| Stacey Leigh |
Aye
|
| Shan Glandon |
Aye
|
B.
Vote to approve final CSP revision
The final CSP revision was updated according to the revisions by the reimbursement approver.
| Roll Call | |
|---|---|
| Stan Khrapak |
Aye
|
| Shan Glandon |
Aye
|
| Stacey Leigh |
Aye
|
| Patrick Boulden |
Aye
|
| Allison Irby Vu |
Absent
|
C.
Vote to approve contract with Barlow Group
A contract with a consultant to help with setting up the school correctly with federal program / title assistance.
The end benefit could be much more money than the investment in the consultant.
Title funding we could receive can help pay for SPED and Instructional Leader salaries.
| Roll Call | |
|---|---|
| Allison Irby Vu |
Absent
|
| Patrick Boulden |
Aye
|
| Stan Khrapak |
Aye
|
| Shan Glandon |
Aye
|
| Stacey Leigh |
Aye
|
D.
Vote to Approve Family Handbook
The tone of the document and the school verse is appreciated.
Code of Conduct is part of the Family Handbook.
Need to ensure the handbook includes policies regarding cell phone use, drugs, weapons, bullying, and violence.
| Roll Call | |
|---|---|
| Allison Irby Vu |
Absent
|
| Patrick Boulden |
Aye
|
| Stan Khrapak |
Aye
|
| Shan Glandon |
Aye
|
| Stacey Leigh |
Aye
|
III. Reports
A.
Head of School Report
B.
Facility Report
Recent improvements:
- HVACs
- flooring
- kitchen
- north stairs and sidewalk outside
- fire alarm system updates in progress
Future Improvements
- grading areas of the school yard to help with stormwater run-off
- ADA ramps in the building
- security vestibule
- possible HVAC replacement in the cafeteria
- paging system & clocks
C.
Education Report
Supporting the teachers, teachers using public school & Waldorf methods combined.
Teacher dedication was tested but they are committed to the school and creating a vibrant learning community.
The meeting at the end of the first day of teachers listening and helping each other. Teachers learned a song together about supporting each other through difficult times.
Amber worked with the students, teaching reverence for supplies.
Kindergarten and first grade room shift.
Explanation of dealing with sounds of neighbor classrooms in an open room format.
D.
Governance/Legal Committee
Nothing to discuss at this time about legal issues.
Patrick did announce his plan to resign from the board at the end of December 2025.
Stan mentioned his appreciation for Patrick's service on the board.
IV. Discussion
A.
Bill Hickman, lawyer on retainer
Margaritte explained that Mr. Hickman has been helpful in the past for the original charter agreement.
She wanted the board to know her intention to keep him available to help with any issues that may arise.
B.
Board Retreat and Evaluation
To begin by focusing on: Compliance , financial health, and trust building.
Board officers to complete required training on My Video Spot.
Goals to retain teachers and staff, how to help and support teachers and staff.
Evaluations to learn the strengths and weaknesses of board members.
Margaritte mentioned she appreciated Stacey's report on the Waldorf Board Training and how it laid the ground work for the board to discuss evolving new goals and priorities.
Balance of expectations vs. what is in front of us.
Clarity of procedures for employees as well as families.
Special education and behavior needs.
Current enrollment is 142 students.
Kenneth Joslin, former principal of Mayo E.S., visited to discuss teaching in an open concept format school.
Flower Ceremony was last Friday. Excellent turnout of families.
Tree Grant with Up With Trees and Environmental Pipeline.
We received the security grant payment to help pay for the building security, next step is to create security vestibule.