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March 8, 2021 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. PRESENTATIONS AND RECOGNITIONS
2.1. Presentation of the Employee of the Month and Friend of Education Awards

The President of the Board will preside over presenting the March Employee of the Month and Friend of Education Awards to the following employees.
Certified Employee of the Month ......................................Jason Collins
PE Teacher at Trout Elementary
Support Employee of the Month ......................................Kelly Firnekas 
Custodian at Maintenance 
Friend of Education.....................................................NewPoint Church
Supporter of Ponca City Public Schools
3. PUBLIC COMMENT
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, www.pcps.us, under Board of Education.
4. PRESENTATION FROM WILSON, DOTSON AND ASSOCIATES ON ANNUAL AUDIT REPORT
5. SUPERINTENDENT’S REPORT WITH POTENTIAL BOARD DISCUSSION
5.1. Legislative & COVID-19 Update
6. 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: 
 
6.1. Agenda with Commentary
6.2. Minutes from February 10, 2021 and February 24, 2021 Special Board of Education Meetings
6.3. Contracts/Agreements under $10,000
Attachments: (1)
7. ACTION ITEMS (MOTION REQUIRED)
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 #778 - #843 in the amount of $365,485.39.
Attachments: (1)
7.1.C. FY21 Building Fund 21 Encumbrance #48 in the amount of $124,794.00.
Attachments: (1)
7.1.D. FY21 Child Nutrition Fund 22 Encumbrances #119 - #121 in the amount of $5,166.70.
Attachments: (1)
7.1.E. FY21 Gifts and Endowment Fund 81 Encumbrances #59 - #64 in the amount of $20,522.21.
Attachments: (1)
7.1.F. Change Order Listing as of March 1, 2021 for Funds #11, #21, #22 and #81.
7.1.G. Budget Analysis Reports
7.1.H. Bond Fund Reports
7.1.I. Booster Club Fundraiser 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 Receiving Annual Audit Report from Wilson, Dotson and Associates
Commentary:  Pam Dotson, from the district's auditing firm Wilson, Dotson and Associates, will present the FY20 financial audit to the board via conference call. The audit report was presented to the Board Finance Committee at their meeting on March 2, 2021. Shelley Arrott will answer questions.
7.3. Consider and Take Action on Revisions to Board Policy 7.28 - 1.0 Extracurricular Activities Student Alcohol And Drug Testing
Commentary:  This policy has necessary revisions based on recommendations from a recent review of Board Policy 7.28 - 1.0, approved October 14, 2019. Shelley Arrott will answer questions.
7.4. Consider and Take Action on the following Contracts/Agreements:
7.4.A. Agreement with Muni Services, LLC for Arbitrage Rebate Services
Commentary:  This agreement will provide arbitrage rebate services to Ponca City Public Schools for the $22,655,000 Educational Facilities Lease Revenue Bonds, Series 2016. The total cost of the agreement is $2,500.00.  Brenda Storie will answer questions.
7.4.B. Agreement with Haddock Education Technologies for Four ActivPanels
Commentary:  This agreement is for the purchase and installation of four ActivPanels. The four will be placed at Wildcat Academy (1), West Middle School (1) and PoHi (2). For every three purchased, one is received at no cost. The total cost is $14,289.00. The Phillips 66 STEM Gifts and Endowments dollars will fund this agreement. Barbara Cusick will answer questions.
7.4.C. Agreement with Haddock Education Technologies for 52 ActivPanels
7.4.D. Agreement with Jostens, Inc. for Ponca City High School Yearbooks
Commentary:  Jostens, Inc. will provide the 2022 yearbooks for Ponca City High School with an estimated cost of $35,200.00, paid out of Activity Funds. This expense will be reimbursed from the sale of yearbooks resulting in no cost to the District.
7.4.E. Agreement with Municipal Accounting Systems, Inc. for Accounting Software Systems
Commentary:  This agreement is for the software Service Agreement for the 2021-2022 fiscal year. MAS Inc. will provide financial accounting, treasurer, activity fund, personnel and purchase requisition software for the District. The cost of the agreement is $17,000.00. Brenda Storie will answer questions.
7.4.F. Agreement with Stephen H. McDonald & Associates, Inc. for Financial Advisor Services
Commentary:  This is the ratification of an agreement with Stephen H. McDonald & Associates, Inc. in connection with any issuance by the District of general obligation bonds. For these services, the District agrees to pay the Financial Advisor on a fee schedule based on the par value of bonds issued. The original agreement was approved by the Board on July 13, 2015. Brenda Storie will answer questions.
7.5. Consider and Take Action to Accept Bid from Rick Scott Construction, Inc. for the New Child Nutrition Building Renovation
Commentary:  Bids for the New Child Nutrition Building, located at 1201 West Grand Avenue Renovation were received on February 23, 2021 at 2:00 p.m. Rick Scott Construction, Inc. submitted the low bid in the amount of $122,950.00. Bret Smith will answer questions.  
7.6. 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 Negotiations [Authority for Executive Session: 25 O.S. Section 307 (B) (2); 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)]
7.7. Return to Open Session.
7.8. Recital by Board President that Minutes of Executive Session Were Kept by the Board Minutes Clerk and Will Remain Confidential
7.9. Consider and Take Action on Continuation of Family First Coronavirus Response Act Employee Paid Leave
7.10. Consider and Take Action on Recommendations for Termination, Reassignment, Resignation, and Employment of Personnel
Attachments: (1)
8. NEW BUSINESS
9. ADJOURNMENT (Motion required)
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