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April 12, 2021 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)
Commentary:  Robin Riley ran unopposed for Seat 1 and will continue in office. When an incumbent runs unopposed, their new term of office does not begin until after the April general election which is April 6, 2021.

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. Presentation of the Employee of the Month and Friend of Education Awards

The President of the Board will preside over presenting the April Employee of the Month and Friend of Education Awards to the following employees.
Certified Employee of the Month ...............................................Jessica Wyckoff 
Special Education Teacher at Union Elementary
Support Employee of the Month ...................................................Chyrl Gillespie     
Central Office Receptionist
Friend of Education....................White Eagle Health Center and Daniel Sherron 
Supporters of Ponca City Public Schools
4.1. 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.
5.1. Legislative Update
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 March 8, 2021 Regular Board Meeting
6.3. Contracts/Agreements under $10,000
6.4. Surplus Resolution
Attachments: (1)
6.5. High School Enrollment Agreement with Education First High School Exchange Year for 2021-2022 Fall Full Year Foreign Exchange Student 
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 #844 - #962 in the amount of $481,425.25.
7.1.C. FY21 Building Fund 21 Encumbrances #49 - #56 in the amount of $291,453.76.
Attachments: (1)
7.1.D. FY21 Child Nutrition Fund 22 Encumbrances #122 - #127 in the amount of $30,638.25.
Attachments: (1)
7.1.E. LRB 2016 Improvement Bond 30 Encumbrance #3 in the amount of $385.57.
Attachments: (1)
7.1.F. 2020 Building Bond 31 Encumbrances #14 - #16  in the amount of $223,476.96.
Attachments: (1)
7.1.G. FY21 Gifts and Endowment Fund 81 Encumbrances #65 - #71 in the amount of $11,261.69.
7.1.H. Change Order Listing as of 4/5/2021 for Funds #11, #21, #22 & #81.
7.1.I. Budget Analysis Reports
7.1.J. Bond Fund Reports
7.1.K. Booster Club Fundraiser Requests
7.1.L. Activity Fund Reports/Requests
Attachments: (1)
7.1.M. Treasurer’s Reports
7.1.N. Ratification & Approval of Payrolls
7.2. Vote to Approve or Disapprove Resolution for Schools and Libraries Universal Services (E-Rate) for 2021-2022
Commentary:  This resolution authorizes filing of the Form 471 applications for funding year 2021-2022 and the payment of the applicant's share upon approval of funding and receipt of services. Ryan Dooley will answer questions.
7.3. Consider and Take Action on the following Contracts/Agreements:
7.3.A. Quote with Bytespeed for Desktop Computers 
Commentary:  This quote is for 80 desktop computers with 4GB cards for three labs at PoHi. The computers are necessary to run the software for classes located in the three labs. The total cost is $83,600.00 to be paid with Bond funds. Ryan Dooley will answer any questions.
7.3.B. Agreement with Catapult Learning for Personnel Coaching 
Commentary:  Catapult Learning will provide St. Mary's Catholic School personnel with four and one-half Alliance coaching days. Cost is $2,500.00 per day for a total of $11,250.00 to be paid with Title 1 funds. Barbara Cusick will answer questions.
7.3.C. Agreement with Center for Responsive Schools, Inc. for Personnel Training
Commentary:  This agreement will provide Roosevelt Elementary personnel four days of training for up to 30 participants. Resources for course participants, consultant observation and feedback visit and a one-year subscription to Kaleidoscope Observation Tool is included. The total cost is $21,000.00 to be paid with Title I funds. Teri Vogele will answer questions.
7.3.D. Agreement with Chatterbox Speech Therapy, PLLC for Speech-Language Pathologists
Commentary:  Chatterbox Speech Therapy, PLLC will provide speech and language services for students enrolled in Ponca City Public Schools as indicated by parental consent and school criteria. The District will identify the students who need the services and shall approve each individual situation as provided for under state and federal regulations.This agreement will provide up to three (3) full-time Speech-Language Pathologists for the 2021-2022 school year. The total cost will be up to $260,100.00. Amy Swartz will answer questions.
7.3.E. Agreement with First Team Outdoor Video Display, Inc. for Football Video/Scoreboard 
Commentary:  This agreement is for the purchase and installation of a 16' x 26' LED football video board/scoreboard which includes an arched sign for the top of the structure to be located at Sullins Stadium. Also included is a five year parts replacement on power supplies, scan cards and LED modules for the LED video board. The total cost is $150,500.00. Bret Smith will answer questions.
7.3.F. Agreement with Hindman Enterprises LLC for Lawn Care
Commentary:  This agreement is for mowing, weed eating and edging lawns at Central Administration, East Middle School, Liberty, Trout, Union, Roosevelt, Washington Pre-K and Woodlands. The total cost is $49,500.00. Bret Smith will answer questions.
7.3.G. Quote with Stonefly, Inc. for a Backup Storage Appliance
Commentary:  This quote is for a backup storage appliance to replace a unit not working at capacity. Cost includes remote installation, configuration and seamless data migration from existing appliances and system upgrades. Cost also includes up to ten hours of detailed training/orientation. The total cost is $13,651.96 to be paid with Bond funds. Ryan Dooley will answer questions.
7.3.H. Agreement with Trafera, LLC, formerly Trinity3 Technology, for Laptops and Desktop Computers 
Commentary:  This agreement is for the High School summer refresh which will include 85 laptops and 100 desktops to cover PoHi teachers and administration staff as well as the Child Nutrition point-of-sale machines.  Also, this agreement will include updating Maintenance and Transportation computers. The total cost is $126,225.00 to be paid with Bond funds. Ryan Dooley will answer questions.
7.3.I. Agreement with Ultimate Pest Management, LLC for Lawn Care
Commentary:  This agreement is for mowing, weed eating and edging lawns at Garfield, Lincoln, Po Hi and West Middle School. The total cost is $49,500.00 to be paid with Building funds. Bret Smith will answer questions.
7.4. Consider and Take Action to Accept Bid from American Roofing & Construction, LLC for the East & West Middle Schools Partial Reroof
Commentary:  Bids for the East & West Middle Schools Reroof were received on March 23, 2021 at 2:00 p.m. American Roofing & Construction, LLC submitted the low bid in the amount of $350,085.75. Bret Smith will answer questions.
7.5. 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)]
7.6. Return to Open Session.
7.7. Recital by Board President that Minutes of Executive Session Were Kept by the Board Minutes Clerk and Will Remain Confidential
7.8. Consider and Take Action on Recommendations for Termination, Reassignment, Resignation, and Employment of Personnel
8. Motion, Discussion and Vote to authorize or not to authorize the school district's attorney, in consultation with the Superintendent of Schools, to initiate legal action against the Oklahoma State Board of Education ("Board") to address the equalization of funding as set forth in the Board's Resolution approved at the Board's special meeting on March 25, 2021.
10. ADJOURNMENT (Motion required)

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