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June 14, 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. 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. SUPERINTENDENT’S REPORT WITH POTENTIAL BOARD DISCUSSION
3.1. Proposed Return to Learn Plan Pending Consultation from American Relief Plan Committee
3.2. Staffing Update
4. Consider and Take Action to End the BOE COVID-19 Safety Protocols Approved September 14, 2020 
Commentary:  The Ponca City Public Schools Safety Protocols are a set of recommendations, developed in collaboration with public health officials, that 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.
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 May 10, 2021 Regular Board Meeting
5.3. Contracts/Agreements under $10,000
Attachments: (1)
5.4. Resolution of Ponca City ISD to Join Oklahoma Schools Insurance Group
5.5. Activity Fund Custodians and Bond Authorization for 2021-2022
5.6. Administrators Designated for Federal Programs for 2021-2022
5.7. Open Transfers for 2021-2022
5.8. High School Enrollment Agreement with Education First High School Exchange Year for 2021-2022 Fall Full-Year Foreign Exchange Student
6. ACTION ITEMS (MOTION REQUIRED)
6.1. Consider and Take Action on the Following District Financial Reports:
6.1.A. FY21 Budget Amendments
6.1.B. FY21 General Fund 11 Encumbrances #991 - #1018 in the amount of $182,993.31.
Attachments: (1)
6.1.C. FY21 Building Fund 21 Encumbrances #62 - #63 in the amount of $16,230.08.
Attachments: (1)
6.1.D. FY21 Child Nutrition Fund 22 Encumbrances #133 - #145 in the amount of $9,893.10.
Attachments: (1)
6.1.E. 2020 Building Bond 31 Encumbrance #21 in the amount of $52,303.84.
Attachments: (1)
6.1.F. 2019 Building Bond 39 Encumbrance #12 in the amount of $67,123.92.
Attachments: (1)
6.1.G. FY21 Gifts and Endowment Fund 81 Encumbrance #74 in the amount of $3,797.76.
Attachments: (1)
6.1.H. FY21 Change Order Listing as of June 3, 2021 for Funds #11, #21, #22, #31, #39, and #81.
6.1.I. FY21 Budget Analysis Reports
6.1.J. FY21 Bond Fund Reports
6.1.K. FY22 General Fund 11 Encumbrances #1 - #148 in the amount of $3,151,497.45.
6.1.L. FY22 Building Fund 21 Encumbrances #1 - #16 in the amount of $698,253.60.
Attachments: (1)
6.1.M. FY22 Child Nutrition Fund 22 Encumbrances #1 - #66 in the amount of $876,130.00.
Attachments: (1)
6.1.N. FY22 2020 Building Bond 31 Encumbrance #1 - #9 in the amount of $369,641.30.
Attachments: (1)
6.1.O. FY22 2019 Building Bond 39 Encumbrance #1 in the amount of #7,831.86.
Attachments: (1)
6.1.P. FY22 Gifts & Endowments Fund 81 Encumbrances #1 - #20 in the amount of $22,650.00.
Attachments: (1)
6.1.Q. FY22 Budget Analysis Reports
6.1.R. FY22 Bond Fund Reports
6.1.S. Booster Club Fundraiser Requests
6.1.T. Activity Fund Reports/Requests
6.1.U. Treasurer’s Reports
6.1.V. Ratification & Approval of Payrolls
6.2. Consider and Take Action on the District Budget for FY22
Commentary:  The Board Finance Committee has reviewed the budget, and it was presented by District Treasurer Brenda Storie at a special meeting held prior to this meeting. Board members have received a copy of the budget.
6.3. Consider and Take Action on a Motion Approving the Renewal of the Sublease Agreement dated March 1, 2016 between the District and Kay County Public Buildings Authority for the Fiscal Year Ending June 30, 2022 as Required under the Provisions of the Agreement
Commentary:  Oklahoma Law requires that a school district take affirmative action each year for a lease agreement to be renewed. Sublease amount is $22,655,000.00, which is paid through BancFirst. We are required to approve the sublease annually until the final renewal term. The lease pays off on September 1, 2021, so the final renewal term is June 30, 2022.
6.4. Consider and Take Action on Appointment and Bond Authorization for Treasurer, Assistant Treasurer, Minutes Clerk, Deputy Minutes Clerk, Board Clerk, Deputy Board Clerk, Encumbrance Clerk and Purchasing Agent for FY22
Commentary:  State Statutes require that the Board appoint these positions annually due to specific bonding requirements. These individuals recommended have been serving in these roles for many years. The Superintendent recommends their approval.

Lee Ann Allyn - District Encumbrance Clerk
Kathy Conrad - Deputy Board Clerk
Betty Johnston - Board Clerk
Jan Miller - Assistant Treasurer and Minutes Clerk
Brenda Storie - District Treasurer, District Purchasing Agent and Deputy Minutes Clerk
6.5. Consider and Take Action on the following Contracts/Agreements:
6.5.A. Agreement with Andrews Network Enterprises, Inc. dba FilteredNet
Commentary:  This is a three (3) year agreement with Andrews Network Enterprises, Inc. for Family Zone, an internet content filter. The software will filter out malicious and harmful content. The agreement is for July 1, 2021 - June 30, 2024. The total cost is $56,763.00. Ryan Dooley will answer questions.
6.5.B. Agreement with BK Interactive LLC for a Software Subscription for the Performance Assessment of Self-care Skills (PASS) Assessment Survey 
Commentary:  This subscription is for the PASS assessment survey for all students grades K-12 which measures both students' attitudes toward themselves as learners and their school to help uncover social and emotional barriers that, if left unaddressed, can undermine student well-being and academic success. This subscription also includes the PASS Online Intervention Guide which offers over 100 unique interventions and researched-backed strategies directly linked to the nine PASS factors. The total cost is $16,200.00 to be paid with ESSER III funds. Amy Swartz will answer questions.
6.5.C. Agreement with Gary Bracken, Attorney at Law, for His Engagement as Attorney for the District 
Commentary:  This is an agreement with Gary Bracken for his engagement as attorney for the school district. The District contracts services with Mr. Bracken based on a retainer fee for non-litigation matters. The agreement is for the 2021-2022 school year. Shelley Arrott will answer questions.
6.5.D. Agreement with Chatterbox Speech Therapy, PLLC for a Speech-Language Pathologist Clinical Fellow
Commentary:  This agreement will provide one full-time Speech-Language Pathologist Clinical Fellow for the 2021-2022 school year. Speech and language services will be provided for students enrolled in Ponca City Public Schools as indicated by parental consent and school criteria. The total cost is $84,150.00. Amy Swartz will answer questions.
6.5.E. Agreement with Chatterbox Speech Therapy, PLLC, for a Speech-Language Pathologist Assistant
Commentary:  This agreement will provide one full-time Speech-Language Pathologist Assistant for the 2021-2022 school year. Speech and language services will be provided for students enrolled in Ponca City Public Schools as indicated by parental consent and school criteria. The total cost is $76,500.00. Amy Swartz will answer questions.
6.5.F. Agreement with Delta Steel, Inc. for Material Needed to Construct the Video Board Base at Sullins Stadium
Commentary:  This agreement is for tubing and material needed to construct the base/support for the new video board to be placed in Sullins Stadium. The total cost is $11,230.08. Bret Smith will answer questions.
6.5.G. Agreement with Edmentum for Exact Path Online Math, Reading, and Language Arts Instruction
Commentary:  Exact Path is an online program through Edmentum to target math, reading, and language arts skills. This purchase is for 240 subscriptions for elementary special education. The direct instruction and activities use a mastery learning approach to adapt to each student's needs and remediate with prerequisite Building Blocks as needed. This program can be utilized both at school and at home. The total cost is $13,032.00 to be paid with ESSER III funds. Amy Swartz will answer questions.
6.5.H. Agreement with Galaxie Business Equipment Inc. for Comprehensive Copier Maintenance for District Copiers and Supplies
Commentary:  This agreement is our annual comprehensive copier maintenance for six (6) district copiers located at the Copy Center (4); and Central Registration (2). The cost per copy varies depending on the machine. The estimated cost is over $10,000.00. Brenda Storie will answer questions.
6.5.I. Agreement with Intrado Interactive Services Corporation for a Content Management System and Web Hosting 
Commentary:  This agreement with Intrado Interactive Services Corporation is a renewal of SchoolMessenger Communicate for PowerSchool which provides the district with a Content Management System, Web Hosting and many other significant components for all eleven sites. SchoolMessenger is a preferred PowerSchool Company, and they interconnect very well together. This will allow us to cross platforms and use data already in our PowerSchool database. The cost for the 2021-2022 school year is $19,800.00. Ryan Dooley will answer questions. 
6.5.J. Agreement with Linda B. Johnson for Psycho-Educational Services
Commentary:  Linda Johnson will provide psycho-educational services for students enrolled in Ponca City Public Schools as indicated by physicians, parental consent, and school criteria. The authorized personnel of the PCPS shall identify the students who need services and shall approve each individual situation as provided for under state and federal regulation. The cost of services is $500.00 per assessment with an annual cost not to exceed $37,500.00. The term of the agreement is July 1, 2021 to June 30, 2022. Amy Swartz will answer questions.
6.5.K. Agreement with Level Data for Zone Integration Service
Commentary:  This software will connect our different systems to PowerSchool, Active Directory, Google, Wengage and Nutri Kids in order to populate our existing data such as free/reduced lunch, student accounts and staff accounts to all the different programs we use. This will allow us to create accounts in one location and build out to all the others so we have a universal account system. The cost of the agreement is $13,962.70 for FY22. Ryan Dooley will answer questions.
6.5.L. Ratification of Agreement with Nextiva to Provide Phone Service
Commentary:  Nextiva is a voice-over IP provider that has allowed the school district to reduce the monthly local and long distance phone service costs dramatically. The phone services has a recurring monthly charge of approximately $1,800.00 per month for an estimated annual cost of $21,600.00 for FY22. Ryan Dooley will answer questions.
6.5.M. Agreement with Oklahoma School Assurance Group (OSAG) for Workers' Compensation Insurance
Commentary:  OSAG is quoting $233,447.00 for the upcoming fiscal year for Workers' Compensation insurance. This total includes an $87,280.00 Membership Dividend/Scheduled Credit for 2021-2022. Jennifer Dye will answer questions.
6.5.N. Agreement with Oklahoma Schools Insurance Group (OSIG) for Commercial Insurance
Commentary:  The District uses Loftis & Wetzel Agency for its commercial insurance package. Oklahoma Schools Insurance Group (OSIG) is the carrier for commercial insurance. Coverage includes the following: Property; Boiler; Crime; Automobile; General Liability; School Board Legal Liability; Cyber Liability; Pollution Liability; and School Violent Acts Protection. Policy coverage begins July 1, 2021 and ends on June 30, 2022. The total cost is $690,995.00. A Resolution Agreement has already been approved by the District.
6.5.O. Agreement with PATHS Program LLC for Social and Emotional Learning (SEL) Curriculum
Commentary:  This agreement is for the purchase of the PATHS Program, a social and emotional learning (SEL) curriculum. SEL is a critical component of the educational experience for improvements in student behavior, reductions in classroom disruption, and greater academic achievement. This program will be utilized by Pre-K - 5th grade school counselors. The cost is $27,319.35. Amy Swartz will answer questions.
6.5.P. Agreement with Pinnacle Business Systems, Inc. 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 network security. The term of the agreement is July 1, 2021 to June 30, 2022. The cost is $18,352.95. Ryan Dooley will answer questions. 
6.5.Q. Agreement with Pinnacle Business Systems, Inc. for VMWare Software
Commentary:  This agreement for VMWare is the software that allows us to virtualize our servers and save money. VMWare allows us to run 65 servers we have for all sites on eight (8) physical servers with dual processors. The term of the agreement is July 1, 2021 to June 30, 2022. The cost is $13,300.35. Ryan Dooley will answer questions.
6.5.R. 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. Cost of the agreement is based on the number of students served. Barbara Cusick will answer questions.
6.5.S. Agreement with PowerSchool Premier Subscription for Student Information System Software
Commentary:  This agreement is for renewal fees for support, subscription and hosting PowerSchool's student information system software. The cost is $45,975.20 for the 2021-2022 school year. Ryan Dooley will answer questions.
6.5.T. Agreement with Reading Plus for a Site License Subscription for West Middle School
Commentary:  This agreement is for a three (3) year site license for a Reading Plus subscription. Reading Plus is used by West Middle School to provide complex text that prepares students in three (3) dimensions of becoming a successful reader: capacity, efficiency and motivation. The three (3) year cost is $41,100.00 minus a 30% discount of $12,330.00 for a total cost of $28,770.00, paid by ESSER III funds. Barbara Cusick will answer questions.
6.5.U. Agreement with Standley Systems for Copier Maintenance Agreement
Commentary:  This is a ratification of the Maintenance Agreement for district copy machines for the period July 1, 2021–September 30, 2021. The agreement continues to include all parts, labor, service and toners. The cost for black/white copies is $.0095 per image and $.069 per image for color copies. There is no base number of copies. A new contract will be forthcoming in the fall. Brenda Storie will answer questions.
6.5.V. Agreement with Superior Vision Consulting for Braille/Certified Visual Impairment Services
Commentary:  Superior Vision Consulting will provide Braille/Certified Visual Impairment services for students enrolled in Ponca City Public Schools (PCPS) as indicated by physicians, parental consent, and school criteria and for consultation and training for school staff working with said students. The authorized personnel of the PCPS shall identify the students who need the services and shall approve each individual situation as provided for under state and federal regulations. Superior Vision Consulting shall provide the services at $650.00 per session, up to 35 sessions, from August 1, 2021 through May 31, 2022 based on student needs as approved by the Director of Special Services. The estimated cost is $22,750.00. Amy Swartz will answer questions.
6.5.W. Agreement with TK Elevator Corporation for Elevator Maintenance
Commentary:  This agreement will cover maintenance of a total of twelve (12) elevators located in the Howell Building, Anderson Building, Sullins Press Box, Robson Field House, Concert Hall, East Middle School, West Middle School, Liberty, Roosevelt, Trout, Washington Pre-K and Board of Education. Also included are four (4) chairlifts located at Woodlands, Liberty and Trout. The term of the agreement is from July 1, 2021 until June 30, 2022 for a cost of $24,000.00. Bret Smith will answer questions.
6.5.X. Agreement with Trafera for Chromebooks for West Middle School
Commentary:  This agreement with Trafera is for 550 Lenovo 100E chromebooks for West Middle School. The total cost is $191,150.00. Ryan Dooley will answer questions.
6.5.Y. Agreement with Trane U.S. Inc., dba Trane for HVAC System at Wildcat Academy
Commentary:  This agreement with Trane will add four (4) zone dampers and one bypass damper to the existing HVAC system at the Wildcat Academy. The total cost is $12,550.00 to be paid with ESSER II funds. Bret Smith will answer questions.
6.5.Z. Agreement with Wilson, Dotson & Associates, PLLC to Provide an Annual Audit of Financial Affairs and Transactions of All Funds and Activities in the District
Commentary:  This agreement is to provide an annual audit of financial affairs and transactions of all fund and activities of the District specified in the Agreement, including the preparation of the 2021-2022 Estimate of Needs (Sinking Fund Schedules) and the 2021-2022 Temporary Appropriations. The period of the audit shall cover the 2020-2021 year beginning July 1, 2020 and ending June 30, 2021. The estimated cost of these services is $14,500.00. Brenda Storie will answer questions.
6.5.AA. Agreement with Winterrowd Talley Architects Inc for Architectural Services
Commentary:  The contract/agreement with Winterrowd Talley Architects, Inc., is the AIA Document B141, Standard Form of Agreement between Owner and Architect. The contract is for architectural services for the year, to include building fund projects and other miscellaneous projects for the 2021-2022 school year. The Architect's fees vary as they are based on construction costs, whether the project is new construction, remodeling or additions. Bret Smith will answer questions.
6.6. Consider and Take Action to Accept Bid and Award Contract from Evans & Associates Construction Co., Inc. for the Washington Pre-K Playground and Staff Parking Lot Project
Commentary:  Bids for the Washington Pre-K playground and staff parking lot project were received on June 3, 2021 at 2:00 p.m. Evans & Associates Construction Co., Inc. submitted the low bid in the amount of $128,855.00. Bret Smith will answer questions.
6.7. Consider and Take Action to Approve the Contract for Sale of Braden School Property Located at 9 Mile Road and Braden School Road
Commentary:  This contract is for the sale of Braden School property located at 9 Mile Road and Braden School Road. The sale price is $75,000.00. Bret Smith will answer questions. 
6.8. Consider and Take Action to Approve the Contract for Sale of Finley District Center Property Located at 8002 South T Street, Ponca City, OK 
Commentary:  This contract is for the sale of Finley District Center property located at 8002 South T Street, Ponca City, OK. The sale price is $62,000.00. Bret Smith will answer questions.
6.9. 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.
 
SUBJECT OCAS CODE SUBJECT OCAS CODE
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
Trigonometry 4750    
       
*Core Math is not assigned an OCAS code. Instead, it is notated on the student transcript.
 
6.10. Consider and Take Action on Change Order No. 1 for the Child Nutrition Renovation Project
Commentary:  This change order for the Child Nutrition Renovation Project is to add roof insulation, secure sagging ceiling, and to make sinks ADA approved. The increase is $2,850.78. Bret Smith 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 [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)]
6.12. 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
6.15. Consider and Take Action to Increase the District Substitute Daily Rate of Pay
Commentary:  The District would like to increase the daily rate of pay for substitute teachers as follows:

Certified                           From $60.00 to $75.00
Non-Certified                   From $50.00 to $65.00
Certified Contract Sub     From $120.00 to $135.00

Jennifer Dye will answer questions.
 
6.16. Consider and Take Action on Revisions to Board Policy 6.5-10.0 Bereavement Leave and 6.5-11.0 Personal Business Leave for Support Personnel
Commentary:  With the increased daily rate of pay for substitutes, employees who are on a lower step of the salary schedule could see a deficit in their pay after the cost of substitutes when taking bereavement or personal business leave. Revisions to these two policies will specify that the cost of a substitute will be charged at a rate of $7.25 per hour. Jennifer Dye will answer questions.
7. NEW BUSINESS
8. ADJOURNMENT (Motion required)
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