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July 20, 2020 at 6:00 PM - Regular Board of Education Meeting

1.1. Call Meeting to Order (President)
1.2. Flag Salute and Invocation 
1.3. Roll Call (Minutes Clerk of the Board)
Commentary:  The April 7, 2020 General Election was postponed until June 30, 2020 due to the COVID-19 pandemic crisis.  Don Nuzum ran unopposed for Seat 5 and will continue in office. 

Pursuant to Section 77 of the School Laws of Oklahoma, a Board of Education shall elect from its membership at the first regular, special or emergency meeting following the annual school election and certification of election of new members, a President and Vice President, each of who will serve for a term on one year and until a successor is elected and qualified. 

The Board must also elect a Clerk and, at its discretion, a Deputy Clerk, either of who shall receive such compensation for services as the Board may allow.

Betty Johnston has been serving as the Clerk of the Board, and Kathy Conrad has been serving as Deputy Clerk.  The Superintendent recommends their continuation.

The Superintendent will preside over the election of the Board President.  The newly elected President will then preside over the election for Vice President, Clerk and Deputy Clerk.
3.1. Comments From the Public

The Ponca City Public School Board of Education recognizes the value to school governance of public comment on educational issues and the importance of involving members of the public in board meetings. The board has established guidelines to govern public participation in board meetings necessary to conduct its meetings and to maintain
order. After checking in with the board clerk, individuals or groups wishing to speak during the public comment period must provide the following information, in writing, in order to speak before the board:
• Name and address of the individual
• The agenda action item(s) the individual wishes to address
• The organization the individual represents or is affiliated with, if applicable
Anyone who would like to speak to the board during public comment period of the meeting must check in with the board clerk at least 15 minutes prior to the start of the board meeting. There will be a form available they will need to fill out and return to the board clerk before they can be heard by the board.

Participants must be recognized by the president or other presiding officer and must preface their comments by an announcement of their name and group affiliation, if applicable.
Comments of the speaker must relate to an item on the meeting agenda. Generally, participants shall be limited to comment of a maximum of three (3) minutes duration unless altered by the presiding officer, with the approval of the board. All public comments during any one regular meeting shall be limited to no more than fifteen (15) minutes. No participant may speak more than once during a single meeting. All statements shall be directed to the presiding officer; no participant may address or question board members individually.

For more information regarding Speaking Privileges of the Public, please refer to Board Policy 2.4 Speaking Privileges of the Public, that is available at the board meeting, or in the board policy manual located on the district website,, under Board of Education.
Motion Required:  Motion required for the approval of the "Consent Agenda" as printed (or as amended). Board members may, however, call for a vote on each of the items listed on the "Consent Agenda."
5.1. Agenda with Commentary
5.2. Minutes from Special Budget Hearing Meeting Held Virtually on June 8, 2020 at 5:30 PM and Special Meeting Held Virtually on June 8, 2020 at 6:00 PM
5.3. Contracts/Agreements under $10,000
Attachments: (1)
6.1. Consider and Take Action on the Following District Financial Reports:
6.1.A. FY20 Budget Amendments
6.1.B. FY21 Budget Amendments
6.1.C. FY20 General Fund 11 Encumbrances #1419-#1421 the amount of $11,763.65
Attachments: (1)
6.1.D. FY20 Child Nutrition Fund 22 Encumbrances #168-#171 in the amount of $253.62
Attachments: (1)
6.1.E. FY20 Change Order Listing as of 07/13/2020 for Funds 11, 21, 22, 81 & Bond Fund 31
6.1.F. FY20 Budget Analysis Reports
6.1.G. FY20 Bond Fund Reports
6.1.H. FY21 General Fund 11 Encumbrances #129-#288 in the amount of $989,807.06
6.1.I. FY21 Building Fund 21 Encumbrances #15-#21 in the amount of $222,701.16
Attachments: (1)
6.1.J. FY21 Child Nutrition Fund 22 Encumbrances #40-#76 in the amount of $725,015.00
Attachments: (1)
6.1.K. FY21 Gifts & Endowments Fund 81 Encumbrances #5-#21 in the amount of $26,100.00
Attachments: (1)
6.1.L. FY21 Construction Bond 31 Encumbrances #1-# 3 in the amount of $5,457,330.90
Attachments: (1)
6.1.M. FY21 Building Bond Fund 39 Encumbrances #5-#6 in the amount of $40,266.25
Attachments: (1)
6.1.N. FY21 Budget Analysis Reports
6.1.O. FY21 Bond Fund Reports
6.1.P. Booster Club Fundraiser Requests
6.1.Q. Activity Funds Transfers, Revenue/Expenditure Summary Report & Fundraiser Request
6.1.R. Treasurer’s Reports
6.1.S. Ratification & Approval of Payrolls
6.2. Consider and Take Action on Proposed Changes to the 2020-2021 School Year Calendar
Commentary:  As part of the Return to Learn Plan, students will automatically transition to Distance Learning in the event of intermittent closure. From the first day of school, students will be able to practice utilizing Google Classroom in order to be prepared for Distance Learning. The proposed changes to the 2020-2021 school year calendar will replace professional development days beginning in September 2020 with Distance Learning Days.These days will count as instructional days for both students and certified staff. This will allow staff and students to become more comfortable with the process. Curtis Layton will answer questions.
6.3. Consider and Take Action on Adopting a School-Hours Policy for the 2020-2021 School Year
Commentary:  By adopting a School-Hours Policy, the District has the option to calculate the school year based on hours rather than days. Prior to October 15, the District must send a letter of notification, along with documentation of school board approval, that they have adopted a school-hours policy.  Shelley Arrott will answer questions.
6.4. Consider and Take Action on Appointing an Internal Activities Review Committee for Activity Absences for the 2020-2021 School Year
Commentary:  Accreditation standards state the maximum number of absences for activities which removes any student from the classroom shall be ten (10) for any one class period of each school year. However, there are some exclusions that apply such as state and national levels of school-sponsored contests. The Internal Activities Review Committee is responsible for reviewing and recommending any deviation of the activities policy to the local board of education. The District has a committee in place that consists of the high school principal and athletics director. Accreditation standards require the local board of education appoint the committee at the beginning of each school year. Our recommendation is for the high school principal and athletics director continue in this role. Shelley Arrott will answer questions.
6.5. Consider and Take Action on Approval of Science and Mathematics Courses for Credit Taken at Pioneer Technology Center
Commentary:  Students may receive credit, with board approval, for science and mathematics courses taught at Pioneer Technology Center. The Oklahoma State Department of Education guidelines require annual approval. The courses follow all guidelines and PASS objectives from the OSDE. Barbara Cusick will answer questions.
Pre-Calculus 4611 Biology II 5032
Geometry 4520 Anatomy 5333
Algebra II 4412 Physiology 5220
Math of Finance 4470 Principals of Biomedical Science 8706
ACT Prep 2740 Human Body Systems 8707
Core Math * Medical Interventions 8708
*Core Math is not assigned an OCAS code.  Instead, it is notated on the student transcript.
6.6. Vote to Approve or Disapprove Resolution for Schools and Libraries Universal Services (E-Rate) for 2020-21.
Commentary:  This resolution authorizes filing of the Form 471 applications for funding year 2020-21 and the payment of the applicant's share upon approval of funding and receipt of services. This was previously approved at the June 8, 2020 board meeting on the Consent Agenda; however, we are required to have it as separate item on the agenda with specific wording. Ryan Dooley will answer questions.
6.7. Consider and Take Action to Approve a Contract with Mary Grace Lebeda, or Her Trust, to Sell the Finley School Property, Owned Jointly with Tonkawa Public Schools, in Accordance with a Written Contract for the Amount of $4,358.24
6.8. Consider and Take Action on Change Order No. 1 to Emergency Roof Repairs at Multiple Sites
Commentary:  This change order is for the return of unused Contingency Funds for emergency roof repairs at multiple sites project. The amount is $616,154.52. Bret Smith will answer questions.
6.9. Consider and Take Action on Revisions to Board Policy 7.28-1.0 Hybrid and Virtual School Policy and Approval of New Policy, Virtual, Hybrid, and Distance Learning
Commentary:  The district has been in the process of developing plans for delivering instruction for the 2020-2021 school year which can be deployed in an emergency, such as a resurgence of COVID-19. As a result, revisions to board policy 7.28-1.0 addressing the hybrid and virtual schools enrollment process are necessary. In addition to the proposed changes to the policy, we recommend renaming the policy to Hybrid and Virtual School Enrollment Process Policy.

Rosenstein, Fist and Ringold has developed a policy that supplies adaptable framework for schools to utilize when providing virtual and distance learning instruction due to district or school site closures or in other instances. This new policy will not replace the policy addressed in the previous paragraph. Barbara Cusick and Teri Vogele will answer questions.
6.10. Consider and Take Action on the following Contracts/Agreements:
6.10.A. Agreement with CDW-G for GoGuardian Admin Teacher Bundle for Online Monitoring
Commentary:  GoGuardian allows teachers to monitor student activity while online. A live timeline shows exactly what each student is working on, complete with aggregate history reports and timely intervention opportunities. They will also gain access to analytics and data used to improve and maximize learning while minimizing distractions. The cost of the agreement is $22,317.60 for 2,735 one-year licenses for FY21. Ryan Dooley will answer questions.
6.10.B. Agreement with CDW-G for MimeCast Email Protection System
Commentary:  Mimecast is a highly rated and successful email protection system that provides email security and targeted threat protection across the district and email system. This has Antivirus, Anti-spam and Malware protection as well as built-in data loss prevention to filter for PII, PHI and PCI information leaks. In addition, there is protection from malicious links, spoofing, whaling attacks and other options. The total cost for 2020-2021 is $19,066.25. Ryan Dooley will answer questions.
6.10.C. Agreement with City of Ponca City for Use of RecPlex Pool and  Aquatic Facilities
Commentary:  This agreement covers the use of the pool and aquatic facilities for swimming instruction, special education aquatic programs, and swimming for athletic sport. The cost of the agreement is $1,250.00 per month for a total annual cost of $15,000.00.  The term of the agreement is July 1, 2020 until June 30, 2021. Shelley Arrott will answer questions.
6.10.D. Agreement with the City of Ponca City for School Resource Officers for 2020-2021 School Year
Commentary:  This agreement is for two (2) school resource officers. One officer is located a the high school, and the other is shared between West and East Middle Schools. The district provides office and desk facilities and other essential office equipment for the officers to conduct business. The officers are under the direct supervision of and are employees of the Ponca City Police Department. In addition to law enforcement duties, the officers will be available to the district for educational programs that fall under their area of expertise. The district will reimburse the City for a total of $125,438.30. The term of the agreement is August 19, 2020 until May 21, 2021. Bret Smith will answer questions.
6.10.E. Agreement with Kildare Public Schools to Provide Special Education Services
Commentary:  Ponca City Public Schools will provide education services for one Kildare Public Schools student who will be enrolled as a student in PCPS. Kildare Public Schools agrees to payment as outlined in the contract.  The total cost is $19,784.03. Amy Swartz will answer questions.
6.10.F. Agreement with Malone Floor Corporation for Gymnasium Floor Refinishing
Commentary:  This agreement is for labor, materials and equipment to sand, reapply game lines, and apply finish coat to the gymnasium floors at Trout, Liberty and Union. Union will incur additional costs for labor, materials and equipment to repair/patch/replace two damaged boards at the northeast door. The total cost of the project is $16,970.00 with a breakdown as follows: Trout $4,900.00; Liberty $5,000.00; and Union $6,970.00. Bret Smith will answer questions.
6.10.G. Agreement with Pinnacle Business Systems for Fortinet Firewall
Commentary:  This agreement is for the maintenance renewal of the Fortinet Firewall. The firewall is a network security device that monitors incoming and outgoing network traffic and decides whether to allow or block specific traffic based on a defined set of security rules. This is our first line of defense in maintaining our security network. The term of the agreement is June 30, 2020 to June 30, 2021. The cost of the agreement is $18,352.90. Ryan Dooley will answer questions.
6.10.H. Agreement with Pioneer Technology Center for Dropout Recovery Program SHARE
Commentary:  This SHARE Agreement concerns the enrollment and funding of sophomore, junior, and senior students in the Dropout Recovery Program. Ponca City Public Schools agrees to pay Pioneer Technology Center seventy-five percent (75%) of the student grade weight funding for secondary students received from the State Department of Education in the form of ADM for each student enrolled from the District in the program. Ponca City Public Schools agrees to provide transcripts and general relevant information for each student and work with the SHARE Program staff to confirm credits and documentation necessary to meet the requirements for graduation for enrolled students. Estimated cost of the agreement is $102,721.31 based on 2019-2020 expenses. Barbara Cusick will answer questions.
6.10.I. Agreement with ThyssenKrupp for Elevator Maintenance
Commentary:  This agreement will cover maintenance for a total eleven (11) elevators located at Ponca City High School, Robson Field House, East and West Middle Schools, Liberty, Roosevelt, Trout, Washington Pre-K, Administration Center and Sullins Press Box. Also included are four (4) chairlifts located at Woodlands, Liberty and Trout. The term of the agreement is from July 1, 2020 until June 30, 2021 for a cost of $22,500.00. Bret Smith will answer questions.
6.10.J. Agreement with United Community Action Program Head Start for Early Childhood Services
Commentary:  United Community Action Program Head Start will provide early childhood services at a cost of $2,200.00 per student for a maximum of 20 children, for a total of $44,000.00. Reimbursement is based on enrollment as of October 1, 2020. Shelley Arrott will answer questions.
6.11. Motion and Vote to Convene in Executive Session for the Following Purposes: to Discuss the Possible Termination, Reassignment, Resignation, and Employment of Personnel on the Attached Detailed Personnel Report [Authority for Executive Session: 25 O.S. Section 307 (B)(1)]; to Discuss Negotiations [Authority for Executive Session: 25 O.S. Section 307 (B)(2); to Discuss the Purchase or Appraisal of Real Property [25 O.S. Section 307 (B)(3); and to Discuss Confidential Conversations with the Board’s Attorney Concerning Pending Claims and Litigation [Authority for Executive Session: 25 O.S. Section 307 (B)(4)]
6.12. Return to Open Session.
6.13. Recital by Board President that Minutes of Executive Session Were Kept by the Board Minutes Clerk and Will Remain Confidential
6.14. Consider and Take Action on Recommendations for Termination, Reassignment, Resignation, and Employment of Personnel
8. ADJOURNMENT (Motion required) 
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