Stillwater board approves consent agenda, finance and systems items; treasurer reports improving fund balance

The Stillwater Public Schools Board of Education on March 11 approved routine consent items and a package of finance and technology measures after receiving an update from Chief Financial Officer Kristi Newby that the district's non-payroll savings rose and general fund revenue has begun to exceed expenses for the year.

Board members voted unanimously to approve the consent agenda, accept a certificate of substantial completion for high school campus roof replacement work and approve contract amendments and implementation work tied to the district's enterprise resource planning (ERP) systems.

Newby told the board the district's "piggy bank" savings increased in February and non-payroll savings rose by $372,370; she said retirements and unfilled positions added $24,447 to the district's available savings. Newby said revenues such as ad valorem taxes and state foundation aid are continuing to arrive and that some federal reimbursements remain pending review at the state level.

Among the formal actions, the board: - Approved the consent agenda (items 4a'p) by unanimous vote (Baker: yes; Riley: yes; Dylan: yes; Washington: yes). - Approved a certificate of substantial completion for roof replacements on multiple buildings at the high school campus (PAC, field house, wrestling facility, stadium roofs and weight room) by unanimous vote. - Approved a contract amendment with Tyler Technologies removing two modules that had previously been deactivated from the district's account. - Approved a Syllogist ERP implementation statement of work to convert payroll and HR data back to Syllogist and to plan a new contract; the board was told the Syllogist work will be followed by a short Tyler contract to cover year-end payroll processing. - Approved three educational services memoranda of understanding (MOUs) with Oklahoma State University for public health, counseling/psychology field experiences and a Parchment digital-transcript service (the Parchment service is covered by the State Department of Education contract).

Each of the motions passed unanimously. No additional budget transfers or new recurring expenditures beyond those reported by staff were approved.

Board member and staff comments stressed the value of the implemented systems for transparency and the district's fiscal health. Superintendent-level remarks noted that the fund-balance policy had triggered work to reduce a structural deficit and that the board's actions were contributing to improved metrics.

Votes at a glance - Consent agenda (items 4a'p): Motion to approve; outcome: approved (4-0). Note: packet contained routine reports and items to be approved in a single vote. - Certificate of substantial completion, SPS high school roof replacement project: Motion to approve; outcome: approved (4-0). - Tyler Technologies School ERP Pro contract amendment: Motion to approve removing two modules; outcome: approved (4-0). - Syllogist ERP implementation statement of work: Motion to approve statement of work to convert data back to Syllogist; outcome: approved (4-0). - FY 2024-25 educational services contracts (OSU public health intern, OSU psychology field observations, Parchment digital transcript service): Motion to approve all three MOUs; outcome: approved (4-0).

What this means Board members and staff said the actions will reduce technical debt and improve financial and human-resources tracking across the district. Newby credited the increase in savings to revenue timing and to careful staffing decisions; she said several state reimbursements were still in review and that ad valorem receipts will continue through April.

The board will review policy updates at a later meeting; no new policy votes were taken at this session.

Ending The meeting ended after routine business and public comment. Board members voted to adjourn at 8:20 p.m.