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September 14, 2020 at 6:00 PM - Regular Board of Education Meeting

Agenda
1. CALL TO ORDER
1.1. Call Meeting to Order (President)
1.2. Flag Salute
1.3. Roll Call (Minutes Clerk of the Board)
2. PUBLIC COMMENT
2.1. 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, www.pcps.us, under Board of Education.
3. REPORTS WITH POTENTIAL BOARD DISCUSSION
3.1. Alternative Education Report (Karla Streeter)
3.2. Annual Safety Report (Bret Smith)
3.3. Ransomware Cyber-Attack Update (Bret Smith & Ryan Dooley)
4. SUPERINTENDENT’S REPORT WITH POTENTIAL BOARD DISCUSSION
4.1. COVID-19 Updates (Shelley Arrott)
5. CONSENT AGENDA
Motion required for the approval of the Consent Agenda as printed or as amended.  Board members may, however, call for a separate vote on any or all items listed on the Consent Agenda.
Commentary: 
 
5.1. Agenda with Commentary
5.2. Minutes from August 10, 2020 Regular Board Meeting and August 17, 2020 Emergency Board Meeting
5.3. Contracts/Agreements under $10,000
6. ACTION ITEMS (MOTION REQUIRED)
6.1. Consider and Take Action on the Following District Financial Reports:
6.1.A. FY20 Budget Amendments
6.1.B. FY20 Budget Analysis Reports
6.1.C. FY21 Budget Amendments
6.1.D. FY21 General Fund 11 Encumbrances #344 - #460 in the amount of $315,174.69.
Attachments: (1)
6.1.E. FY21 Building Fund 21 Encumbrances #26 - #32 in the amount of $114,793.50.
Attachments: (1)
6.1.F. FY21 Child Nutrition Fund 22 Encumbrances #82 - #91 in the amount of $41,501.90.
6.1.G. 2020 Building Bond 31 Encumbrances #4 - #7 in the amount of $10,653.94.
Attachments: (1)
6.1.H. 2019 Building Bond 39 Encumbrances #7 - #8 in the amount of $44,609.96.
Attachments: (1)
6.1.I. FY21 Gifts and Endowment Fund 81 Encumbrances #24 - #31 in the amount of $55,243.33.
Attachments: (1)
6.1.J. Change Order Listing as of 9/8/2020 for Funds 11, 22 and 81.
6.1.K. FY21 Budget Analysis Reports
6.1.L. Bond Fund Reports
6.1.M. Sanctioning Requests for 2020-2021
6.1.N. Activity Fund Request for Transfer and Revenue/Expenditure Summary 
Attachments: (1)
6.1.O. Activity Fund Budgets and Fundraiser Requests (included as Handout)
6.1.P. Treasurer’s Reports
6.1.Q. Ratification & Approval of Payrolls
6.2. Consider and Take Action on the Estimate of Needs for FY21
Commentary:  The Estimate of Needs is a financial document required by state law to be approved by the Board of Education each year. The document is developed by our auditors with the assistance of Shelley Arrott and Brenda Storie. The FY21 Estimate of Needs has detailed valuation information for the sinking fund. Brenda Storie will answer questions. 
6.3. Consider and Take Action on School Site Statutory Deregulation Applications for Library Media Services for West Middle School, Roosevelt Elementary, Woodlands Elementary, Garfield Elementary, and Liberty Elementary Schools
 
6.3.A. Deregulation from OAC 210:35-7-61 for West Middle School
Commentary:  The District is requesting deregulation for library media services for West Middle School due to a lack of personnel and potential cost savings to the District. The budget situation in Oklahoma schools with the pandemic, as well as a declining enrollment, has required us to analyze every certified position. The employment of a full-time librarian, if one were available, would cost the district approximately $35,000.  A part-time librarian is hired to work the library three days a week.  A full-time library assistant is available all day.  Curtis Layton will answer questions.
6.3.B. Deregulation from OAC 210:35-5-71 for Liberty Elementary School
Commentary:  The District is requesting deregulation for library media services for Liberty Elementary School due to a lack of personnel and potential cost savings to the District. The budget situation in Oklahoma schools with the pandemic, as well as a declining enrollment, has required us to analyze every certified position. The employment of a full-time librarian, if one were available, would cost the district approximately $60,000.  A full-time librarian is hired to monitor operations at Liberty and another site. A full-time library assistant is hired to work the library daily.  Curtis Layton will answer questions.
6.3.C. Deregulation from OAC 210:35-5-71 for Roosevelt Elementary School
Commentary:  The District is requesting deregulation for library media services for Roosevelt Elementary School due to a lack of personnel and potential cost savings to the District. The budget situation in Oklahoma schools with the pandemic, as well as a declining enrollment, has required us to analyze every certified position. The employment of another full-time librarian, if they were available, would cost the district approximately $55,000. By utilizing site staff and a part-time certified librarian, we are able to meet the needs of Roosevelt.  The library is open daily for teachers, staff, and students. Curtis Layton will answer questions.
6.3.D. Deregulation from OAC 210:35-5-71 for Woodlands Elementary School
Commentary:  The District is requesting deregulation for library media services for Woodlands Elementary School due to a lack of personnel and potential cost savings to the District. The budget situation in Oklahoma schools with the pandemic, as well as a declining enrollment, has required us to analyze every certified position. The employment of another full-time librarian, if they were available, would cost the district approximately $60,000. A full-time librarian is hired to monitor operations at Woodlands and another site. A full-time assistant is hired to work the library daily. Curtis Layton will answer questions.
6.3.E. Deregulation from OAC 210:35-5-71 for Garfield Elementary School
Commentary:  The District is requesting deregulation for library media services for Garfield Elementary School due to a lack of personnel and potential cost savings to the District. The budget situation in Oklahoma schools with the pandemic, as well as a declining enrollment, has required us to analyze every certified position. The employment of another full-time librarian would cost the district approximately $55,000.  By utilizing site staff and a part-time certified librarian, we are able to meet the needs of Garfield Elementary. The library is open daily for teachers, staff, and students. Curtis Layton will answer questions.
6.4. Discuss the Correlation between the PCPS Safety Protocols and Our Current Covid-19 Issues within the District. Consider and Take Action if Changes are Deemed Appropriate. 
Commentary:  The Ponca City Public Schools Safety Protocols are a set of recommendations, developed in collaboration with public health officials, are aligned with the Oklahoma State Department of Health's weekly COVID-19 Alert System and reflect a tiered approach to reopening schools as safely as possible. Shelley Arrott will answer questions.
6.5. Consider and Take Action on the following Contracts/Agreements:
6.5.A. Agreement with Charles River Associates for Professional Services
Commentary:  McDonald Hopkins PLC has retained Charles River Associates to provide professional services pertaining to the Sodinokibi ransomware incident. Work will be in three phases: Phase 1-Project Management, Evidence Collection/Preservation, & Status Updates; Phase 2-Digital Forensic Analysis/Identification of Potential Unauthorized Access & Timeline; and Phase 3-Reporting. The estimated cost is $36,500.00. The District pays Charles River Associates directly and will be reimbursed by insurance. Bret Smith will answer questions.
6.5.B. Agreement with McDonald Hopkins PLC for Legal Counsel
Commentary:  McDonald Hopkins PLC will act as legal counsel and will assist in analyzing and responding to the Sodinokibi ransomware incident at Ponca City Public Schools. The estimated cost is $15,000.00. Bret Smith will answer questions.
6.5.C. Agreement with T-Mobile USA, Inc. for Hotspot Devices and Data
Commentary:  This agreement is for 225 Hotspot devices for an initial term of 12 months. For a 12-month commitment, PCPS receives unlimited high-speed data and T-Mobile for Education will provide the hotspot at no cost ($84.00). The cost per month/hotspot is $20.00. The monthly cost for 225 devices is $4,500.00 for a total cost for 12-months of $54,000.00. Shelley Arrott will answer questions.
6.5.D. Agreement with McCord Public School to Provide Occupational Therapy Special Services 
Commentary:  Ponca City Public Schools agrees to provide occupational therapy service to McCord Public School student for the 2020-2021 school year onsite at PCPS. McCord Public School agrees to payment of the services outlined in the contract. The cost of services will be $77.89 per hour for thirty-six 30-minute sessions plus one hour  participation in IEP meeting, totaling $1,479.91. Amy Swartz will answer questions.
6.6. 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 the Purchase or Appraisal of Real Property [Authority for Executive Session: 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)]
6.7. Return to Open Session.
6.8. Recital by Board President that Minutes of Executive Session Were Kept by the Board Minutes Clerk and Will Remain Confidential
6.9. Consider and Take Action on Recommendations for Termination, Reassignment, Resignation, and Employment of Personnel
7. NEW BUSINESS
8. ADJOURNMENT (Motion required)
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