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July 19, 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. REPORTS WITH POTENTIAL BOARD DISCUSSION
3.1. Dropout Report (DaLana Hawkins)
Attachments: (1)
4. SUPERINTENDENT’S REPORT WITH POTENTIAL BOARD DISCUSSION
4.1. Return to Learn Plan
4.2. SDE Emergency Rules
4.3. Staffing Update
5. Consider and Take Action on Return to Learn Plan
Commentary:  The Ponca City Public Schools Return to Learn Plan is a set of recommendations, developed in collaboration with the American Relief Plan Committee to create an in-person, traditional learning environment with layers of safeguards embedded to protect our students, families and staff. Shelley Arrott will answer questions.
6. CONSENT AGENDA
Motion Required:  Motion required for the approval of the "Consent Agenda" as printed (or as amended). Board members may, however, call for a vote on each of the items listed on the "Consent Agenda."
6.1. Agenda with Commentary
6.2. Minutes from June 14, 2021 Special Budget Hearing Meeting and Regular Board Meeting 
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. FY22 Budget Amendments
7.1.C. FY21 Building Fund 21 Encumbrance #65 in the amount of $12,550.00
Attachments: (1)
7.1.D. FY21 Child Nutrition Fund 22 Encumbrances #146 - #148 in the amount of $155.15
Attachments: (1)
7.1.E. FY21 Change Order Listing as of 07/12/2021 for Funds 11, 21, 22, & 81
7.1.F. FY21 Budget Analysis Reports
7.1.G. FY21 Bond Fund Reports
7.1.H. FY22 General Fund 11 Encumbrances #146 - #318 in the amount of $1,915,862.13
7.1.I. FY22 Building Fund 21 Encumbrances #17 - #30 in the amount of $564,171.16
Attachments: (1)
7.1.J. FY22 Building Bond Fund 31 Encumbrances #10 - #11 in the amount of $22,200.00
Attachments: (1)
7.1.K. FY22 Gifts & Endowments Fund 81 Encumbrances #21 - #23 in the amount of $13,666.95
Attachments: (1)
7.1.L. FY22 Budget Analysis Reports
7.1.M. FY22 Bond Fund Reports
7.1.N. Booster Club Fundraiser Requests
7.1.O.  Activity Fund Revenue/Expenditure Summary Reports for 5/31/21 and 6/30/21
7.1.P. FY22 Activity Fund Budget Reports (Included in Handouts)
7.1.Q. FY22 Activity Fund Fundraiser Reports (Included in Handouts)
7.1.R. Treasurer’s Reports
7.1.S. Ratification & Approval of Payrolls
7.2. Consider and Take Action on Adopting a School-Hours Policy for the 2021-2022 School Year
Commentary:  By adopting a School-Hours Policy, the District has the option to calculate the school year based on hours rather than days. Prior to October 15, the District must send a letter of notification, along with documentation of school board approval, that they have adopted a school-hours policy.  Shelley Arrott will answer questions.
7.3. Consider and Take Action on Appointing an Internal Activities Review Committee for Activity Absences for the 2021-2022 School Year
Commentary:  Accreditation standards state the maximum number of absences for activities which removes any student from the classroom shall be ten (10) for any one class period of each school year. However, there are some exclusions that apply, such as state and national levels of school-sponsored contests. The Internal Activities Review Committee is responsible for reviewing and recommending any deviation from the activities policy to the local board of education. The District has a committee in place that consists of the high school principal and athletics director. Accreditation standards require the local board of education to appoint a committee at the beginning of each school year. Our recommendation is for the high school principal and athletics director to continue in this role. Shelley Arrott will answer questions.
7.4. Consider and Take Action on the following Contracts/Agreements:
7.4.A. Agreement with Aspen Custom Electronics, Inc. for Projector and Screen at Washington Pre-K
Commentary:  This agreement is to purchase and install a projector and screen at Washington Pre-K. The cost of the agreement is $18,568.48, to be paid with ESSER II funds. Bret Smith will answer questions.
7.4.B. Agreement with CDW-G for GoGuardian Teacher Bundle for Online Monitoring
Commentary:  GoGuardian allows teachers to monitor student activity while online. A live timeline shows exactly what each student is working on, complete with aggregate history reports and timely intervention opportunities. They will also gain access to analytics and data used to improve and maximize learning while minimizing distractions. The cost of the agreement is $39,375.00 for 4,500 one-year licenses for FY22. This agreement is to be paid with ESSER III funds. Ryan Dooley will answer questions.
7.4.C. Agreement with City of Ponca City for Use of RecPlex Pool and  Aquatic Facilities
Commentary:  This agreement covers the use of the pool and aquatic facilities for swimming instruction, special education aquatic programs, and swimming for athletic sport. The cost of the agreement is $1,250.00 per month for a total annual cost of $15,000.00.  The term of the agreement is July 1, 2021 until June 30, 2022. Shelley Arrott will answer questions.
7.4.D. Agreement with City of Ponca City for School Resource Officers for 2021-2022 School Year
Commentary:  This agreement is for two (2) school resource officers. One officer is located a the high school, and the other is shared between West and East Middle Schools. The district provides office and desk facilities and other essential office equipment for the officers to conduct business. The officers are under the direct supervision of and are employees of the Ponca City Police Department. In addition to law enforcement duties, the officers will be available to the district for educational programs that fall under their area of expertise. The district will reimburse the City for a total of $107,555.00. The term of the agreement is August 18, 2021 until May 20, 2022. Bret Smith will answer questions.
7.4.E. Agreement with Growing Leaders, Inc. for Leadership Software for East Middle School, West Middle School, and PoHi
Commentary:  This agreement is for three (3) Habitudes online subscriptions for EMS, WMS, and PoHi. Habitudes is software that is used for leadership curriculum that focuses on leadership. It is a 12-week course that covers peer pressure, empathy in dealing with bullying and growth mindset. Also, included is a 90 minute virtual training session for each school. The total cost is $10,380.00, to be paid with ESSER III funds. DaLana Hawkins will answer questions.
7.4.F. Agreement with Kildare Public Schools to Provide Special Education Services
Commentary:  Ponca City Public Schools will provide education services for one Kildare Public Schools student who will be enrolled as a student in PCPS. Kildare Public Schools agrees to payment as outlined in the contract.  The total cost is $19,817.19 for Fiscal Year 2021-2022. Amy Swartz will answer questions.
7.4.G. Agreement with Powers of Oklahoma for East Middle School HVAC Software and Control Panels
Commentary:  Powers of Oklahoma will provide labor and equipment to rewire/install energy management control/software to all EMS HVAC units and control panels, as well as install new weatherproof connections. The total cost is $10,500.00. Bret Smith will answer questions.
7.4.H. Agreement with Taylor'd Therapy for a Licensed Physical Therapist
Commentary:  Taylor'd Therapy will provide a licensed physical therapist for physical therapy 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's situation as provided for under state and federal regulations. The total cost of the agreement is $81,000.00. Amy Swartz will answer questions.
7.4.I. Agreement with TeleComp Holdings, Inc. for Replacing and Adding Cameras to School Sites
Commentary:  This project will be for replacing and adding cameras to the elementary schools, East Middle School, West Middle School, and PoHi. We will be decreasing blind spots and replacing older cameras for more safety and security. The total cost of the project is $103,175.00, to be paid with ESSER II funds. Ryan Dooley will answer questions.
7.4.J. Agreement with Trafera for West Middle School Chromebook Cases 
Commentary:  This agreement is for 550 chromebook cases for West Middle School. The total cost is $15,950.00. Ryan Dooley will answer questions.
7.4.K. Agreement with United Community Action Program Head Start for Early Childhood Services
Commentary:  United Community Action Program Head Start will provide early childhood services at a cost of $2,200.00 per student for a maximum of 20 children, for a total of $44,000.00. Reimbursement is based on enrollment as of October 1, 2021. Shelley Arrott 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 Negotiations [Authority for Executive Session: 25 O.S. Section 307 (B)(2); to Discuss the Purchase or Appraisal of Real Property [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
7.9. Consider and Take Action on the Negotiated Agreement with the Ponca City Public Schools' Association of Classroom Teachers (ACT) for the 2021-2022 School Year Pending Ratification by ACT
Attachments: (1)
8. NEW BUSINESS
9. ADJOURNMENT (Motion required) 
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