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October 12, 2020 at 6:00 PM - Regular Board of Education Meeting

1.1. Call Meeting to Order (President)
1.2. Flag Salute
1.3. Roll Call (Minutes Clerk of the Board)
2.1. Recognition of the Employee of the Month and Friend of Education Awards
The President of the Board will preside over recognition of the October Employee of the Month and Friend of Education Awards to the following employees:
Certified Employee of the Month...........Mary James, PoHi Tech Coach
Support Employee of the Month...............Kyle Albee, District Courier
Friend of Education..............................................Ponca City Aviation
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.
4.1. ACT Testing Spring 2021 (Betsy Easley)
5.1. Proposed New and Revised Board Policies
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.
6.1. Agenda with Commentary
6.2. Minutes from September 14, 2020 Regular Board Meeting
6.3. Contracts/Agreements under $10,000
Attachments: (1)
7.1. Consider and Take Action on the Following District Financial Reports:
7.1.A. FY21 Budget Amendments
7.1.B. FY21 General Fund 11 Encumbrances #461 - #548 in the amount of $216,115.84.
Attachments: (1)
7.1.C. FY21 Building Fund 21 Encumbrances #33 - #36 in the amount of $19,097.60.
Attachments: (1)
7.1.D. FY21 Child Nutrition Fund 22 Encumbrances #92 - #97 in the amount of $5,364.85.
Attachments: (1)
7.1.E. FY21 Gifts and Endowment Fund 81 Encumbrances #32 - #42 in the amount of $17,139.94.
Attachments: (1)
7.1.F. Change Order Listing as of 10/5/2020 for Funds 11, 21 and 22.
7.1.G. Budget Analysis Reports
7.1.H. Bond Fund Reports
7.1.I. Sanctioning Requests
7.1.J. Activity Fund Reports/Requests
7.1.K. Treasurer’s Reports
7.1.L. Ratification & Approval of Payrolls
7.2. Consider and Take Action on Resolution to Kay County Election Board Calling for the Annual Election of Board of Education Member in Ward #1
Commentary:  The annual school election resolution is due to the Kay County Election Board no later than November 20, 2020. The Board of Education Primary Election shall be held on February 9, 2021, only if three or more candidates file for the Board of Education position scheduled to be on the ballot or for a Board of Education position appearing on the ballot as an unexpired term. A Board of Education General Election shall be held on April 6, 2021, under the following circumstances: if only two candidates file for a position scheduled to be on the ballot or for a position on the ballot for an unexpired term or if no candidate in the Board of Education Primary Election receives more than 50% of the votes cast. The polling places shall be open from 7:00 a.m. to 7:00 p.m.

Ward #1, which is up for election in 2021, is currently held by Robin Riley. The term of office will run from 2021 until 2026.

The filing period for Board of Education Candidates will open at 8:00 a.m. Monday, December 7, 2020 and closes at 5:00 p.m. on Wednesday, December 9, 2020 or when the Kay County Election Board Office closes for business that day. All filings must be made at Kay County Election Board in Newkirk.

Any contest of candidacy petitions, or withdrawal of candidate, must be filed by 5:00 p.m. on Friday, December 11, 2020 at the County Election Board.

The term of office begins at the first regular, special or emergency board meeting following certification of February 2021 results for the candidate who receives more than 50% of the votes cast in the February Primary Election when three or more individuals file for the office. For individuals who run unopposed, including an incumbent member, the term of office begins after the 2021 April General Election. Shelley Arrott will answer questions.
Attachments: (1)
7.3. Consider and Take Action on the 2020-2021 Ponca City Public Schools District and Site Improvement/Title I Plans
Commentary:  The Comprehensive Local Education Plan (CLEP) is comprised of several components, one being School Improvement. We are required to update the components annually, and updates of the 2020-2021 District and Site Improvement/Title I Plans have been completed. Copies were provided to Board members by email. A hard copy will be kept on file at Central Office. Teri Vogele will answer questions.
7.4. Consider and Take Action on Revisions to Board Policy 5.11 Procurement Plan for Child Nutrition Programs
Commentary:  The revision to board policy 5.11 Procurement Plan for Child Nutrition Programs is not changing current wording, but adding required wording as recommended by their recent audit. Jeff Denton will answer questions.
7.5. Consider and Take Action on Recognition of the Following Events:
7.5.A. American Education Week
Commentary:  American Education Week, observed November 16-20, 2020, presents all Americans with a wonderful opportunity to celebrate public education and honor individuals who are making a difference in ensuring every child receives a quality education. In 1921, the NEA Representative Assembly called for: "An educational week...observed in all communities annually for the purpose of informing the public of accomplishments and needs of the public schools and to secure the cooperation and support of the public in meeting those needs." Ponca City Public Schools would like to say thank you to those who make our schools a success, including teachers, staff and volunteers.
7.5.B. National Education Support Personnel Day
Commentary:  In conjunction with American Education Week, November 18, 2020 has been designated National Education Support Personnel (ESP) Day. National ESP Day is intended to honor and recognize the contributions education support personnel make to public education. Ponca City Public Schools would like to recognize the dedication and hard work of the district's 352 support employees.
7.5.C. National Native American Heritage Month
Commentary:  What began at the turn of the century as an effort to gain a day of recognition for the significant contributions the first Americans made to the establishment and growth of the United States, has resulted in the month of November being designated for that purpose. 

National Native American Heritage Month is celebrated to recognize the intertribal cultures and to educate the public about the heritage, history, art, and traditions of American Indians, Alaska Native, and Native Hawaiians.

Ponca City Schools will be celebrating all month with extra focus during the week of November 16-20, 2020. Much of the artwork will be displayed until the end of the month. We would like to ask for the Board's formal approval to declare National Native American Heritage Month in Ponca City Schools.
7.5.D. Celebrate Freedom Week
Commentary:  During the week of November 8-14, 2020, Oklahoma public schools will observe "Celebrate Freedom Week." The observance, which would take place during the week of Veteran's Day, would help better educate students about the sacrifices made for freedom and the values on which the United States was founded.
7.6. Consider and Take Action on the following Contracts/Agreements:
7.6.A. Agreement with BSN Sports for Backstop Netting at Po Hi Baseball Field 
Commentary:  This agreement is for the purchase and installation of a backstop netting at the Po Hi baseball field. The total cost is $11,872.60. Bret Smith will answer questions.
7.6.B. Agreement with Catapult Learning for Virtual Coaching to St. Mary's Catholic School Staff
Commentary:  Catapult Learning will provide 5 virtual coaching days to St. Mary's Catholic School staff. Training will focus on the following areas: formative assessment, reading strategies and assessing writing. The total cost is $12,500.00. Teri Vogele will answer questions.
7.6.C. Agreement with Hiland Dairy Foods to Provide Child Nutrition Beverages for the 2020-2021 School Year 
Commentary:  This agreement is for Hiland Dairy Foods to provide white & chocolate milk, orange juice, apple juice, and Red Diamond tea to Ponca City Schools for the 2020-2021 school year. The estimated cost is $170,000.00. Jeff Denton will answer questions. 
7.7. 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)]
7.8. Return to Open Session.
7.9. Recital by Board President that Minutes of Executive Session Were Kept by the Board Minutes Clerk and Will Remain Confidential
7.10. Consider and Take Action on Recommendations for Termination, Reassignment, Resignation, and Employment of Personnel
Attachments: (1)
9. ADJOURNMENT (Motion required)
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