February 13, 2023 at 6:00 PM - Regular Board of Education Meeting
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1. CALL TO ORDER
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1.1. Call Meeting to Order (President)
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1.2. Flag Salute
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1.3. Roll Call (Minutes Clerk of the Board)
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2. PRESENTATIONS AND RECOGNITIONS
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2.1. Presentation of the Employee of the Month and Friend of Education Awards
The President of the Board will preside over presenting the February Employee of the Month and Friend of Education Awards to the following employees. Certified Employee of the Month .......................................Ashley Magnus
Support Employee of the Month ........................................Dan Gehring Friend of Education.............................................................Tony Coleman |
3. PUBLIC COMMENT
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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
Anyone who would like to speak to the board during the 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.• The agenda action item(s) the individual wishes to address • The organization the individual represents or is affiliated with, if applicable Participants must be recognized by the president or other presiding officer and must preface their comments with 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 comments of a maximum of three (3) minute 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 1.3-6.0 Speaking Privileges of the Public, which 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. SUPERINTENDENT’S REPORT WITH POTENTIAL BOARD DISCUSSION
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4.1. Legislative Update
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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:
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5.1. Agenda with Commentary
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5.2. Minutes from the January 10, 2023 Special Board of Education Meeting
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5.3. Contracts/Agreements under $10,000
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5.4. Surplus Resolution
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5.5. Out-of-State Travel Requests
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6. ACTION ITEMS (MOTION REQUIRED)
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6.1. Consider and Take Action on the Following District Financial Reports:
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6.1.A. FY23 General Fund 11 Encumbrances #819-962 in the amount of $211,669.37.
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6.1.B. FY23 Building Fund 21 Encumbrances #112-116 in the amount of $29,198.42.
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6.1.C. FY23 Child Nutrition Fund 22 Encumbrances #131-139 in the amount of $337,553.45.
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6.1.D. Building Bond 30 Encumbrance #32 in the amount of $5,245,681.55.
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6.1.E. Bond 31 Encumbrances #1 in the amount of $1,800.00.
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6.1.F. FY23 Gifts and Endowment Fund 81 Encumbrances #73-#79 in the amount of $17,330.85.
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6.1.G. Change Order Listing as of February 6, 2023, for Funds 11, 21, 22, 81 and Bond Fund 30.
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6.1.H. Budget Analysis Reports
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6.1.I. Bond Fund Reports
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6.1.J. Booster Club Fundraiser Requests
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6.1.K. Booster Club Sanctioning Request
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6.1.L. Activity Fund Reports/Requests
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6.1.M. Treasurer’s Reports
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6.1.N. Ratification & Approval of Payrolls
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6.2. Board to Consider and Take Action on a Resolution Determining the Maturities of, and Setting a Date, Time and Place for the Sale of the $17,400,000 General Obligation Building Bonds of the School District
Commentary:
The bonds are recommended to be sold on the 28th day of March, 2023, at 12:00 Noon. Bids will be due 30 minutes before the scheduled time of the board meeting to sell the bonds.
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6.3. Consider and Approve an Agreement for Bond Counsel Services with Floyd & Driver, P.L.L.C., Attorneys at Law
Commentary:
The Board of Education of the School District hereby appoints Bond Counsel to serve as Bond Counsel for the issuance of the School District's general obligation bonds, on a taxable or tax-exempt basis, in aggregate principal amount of not to exceed Seventeen Million, Four Hundred Thousand Dollars ($17,400,000) (the "Bonds") and to render such legal services as deemed necessary and appropriate to the effect the issuance thereof. The fee will be a sum equal to $5,750.00 and can be paid from bond proceeds or other legal funds.
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6.4. Consider and Take Action on the Ponca City School District Calendar for the 2023-2024 School Year
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6.5. Consider and Take Action on Declaring March 2, 2023 as "Read Across America Day" in Ponca City Public Schools
Commentary:
Many people in the United States, particularly students, parents and teachers, join forces on Read Across America Day, annually held on the first school day closest to March 2. This nationwide observance coincides with the birthday of Dr. Seuss, who is known for writing children's books. The Ponca City Board of Education stands firmly committed to promoting reading as the catalyst for our students' future academic success, their preparation for America's jobs of the future, and their ability to compete in a global economy. Motivating children to read is an important factor in student achievement and creating lifelong successful readers. Research has shown that children who are motivated and spend more time reading do better in school.
The Ponca City Board of Education calls on each school in the district to promote March 2, 2023 as "Read Across America Day." Students in Ponca City Public Schools will join millions of their peers across the country to celebrate the annual Read Across America Day. |
6.6. Consider and Take Action on Naming Erika Johnson, Finance Intern for PCPS, as the Deputy Minutes Clerk and Assistant Treasurer
Commentary:
With the hiring of Erika Johnson, we recommend naming her as the Deputy Minutes Clerk. Board positions will be Kristi Hayes as Board Clerk, Julie Ray as Deputy Board Clerk, Brenda Storie as Minutes Clerk and Erika Johnson as Deputy Minutes Clerk.
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6.7. Consider and Take Action on the following Board Policies
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6.7.A. Revision of Board Policy 3.2-3.0 Grievance Procedure for Filing, Processing and Resolving Complaints Alleging Discrimination, Harassment and Retaliation Changing the Name of Curtis Layton to Jennifer Dye, Executive Director of Human Resources/TLE
Commentary:
This will change the name in board policy 3.2-3.0 from Curtis Layton to Jennifer Dye, Executive Director of Human Resources/TLE.
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6.8. Consider and Take Action on the following Contracts/Agreements:
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6.8.A. Consider and Take Action on the Millwork Bid Package from Rick Scott Construction PC, LLC on the Liberty Elementary Renovation Project
Commentary:
The Millwork package was rebid with Rick Scott Construction PC, LLC being the lowest bidder for $186,536.00. The GMP is now $1,487,071.63. The total project is still under budget.
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6.8.B. Consider and Take Action on an Agreement with Burgess Company for Operable Partitions for the Anderson STEM Renovation Project
Commentary:
Burgess Company submitted the low bid for Operable Partitions on the Anderson STEM Renovation Project in the amount of $105,357.00. The construction GMP remains unchanged at $6,935,897.00.
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6.8.C. Consider and Take Action on the Softball Improvements Recommendations Report
Commentary:
This agenda item is for the Softball Improvements Recommendations Report Base Bid GMP of $1,794,000.09. The district is rejecting Alternate 1 which is a deduction of $58,637.00.
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6.8.D. Consider and Take Action on the Howell Restroom Renovation Project
Commentary:
Bid packages recommended for approval for the Howell Restroom Renovation Project total $426,147.00, plus one additional quote for $36,430.00 for toilet partitions and accessories. The estimated construction GMP remains unchanged at $862,356.00.
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6.8.E. Consider an Agreement with Total Com, Inc. to Install New Radios and Antennas in New Buses
Commentary:
Total Com, Inc. will provide equipment and labor to install nine radios and antennas in nine new buses. The total includes service call charges. The contract amount is $10,982.35 and comes from the General Fund.
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6.8.F. Consider a Contract with Village Travel for the Orchestra, Chorale and Band Students to Travel to a Concert Venue
Commentary:
Village Travel will provide three deluxe motorcoaches for the Orchestra, Chorale and Band students to travel from Po-Hi to Branson, Mo. to perform at a concert venue. The cost is $16,500.00 and will come from the Activity Fund.
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6.8.G. Consider an Agreement with Explorica Travel for a trip to Japan for July 2024, and a trip to Germany, France, and Spain for July 2025
Commentary:
Paige Marsh and Molly Carter submitted requests to the Curriculum Committee for an Explorica trip to Japan for July 2024 and an Explorica trip to Germany, France, and Spain for July 2025. Board approval will allow the sponsors to facilitate multiple fundraising opportunities for the travel participants based on the level of need/desire for fundraising as expressed by participants and/or their parents. No district funds will be spent, with the possible exception of substitute pay for the teacher sponsors. Dalana Hawkins will answer questions.
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6.9. Consider and Take Action on the following Change Orders:
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6.9.A. Consider and Take Action on a Change Order on the Lincoln Elementary Renovation Project
Commentary:
The Guaranteed Maximum Price will be decreased due to the return of unused contingency funds by this Change Order in the amount of $18,749.28.
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6.9.B. Consider and Take Action on a Change Order on the Commons Remodel Project
Commentary:
The Guaranteed Maximum Price will be decreased due to the return of unused contingency Funds by this Change Order on the Commons remodel at Ponca City High School by a total of $991.91.
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6.9.C. Consider and Take Action on a Change Order for the Howell Restroom Renovation Project at Ponca City High School
Commentary:
The Guaranteed Maximum Price will be decreased due to the return of unused continengency funds by this Change Order in the amount of $7,596.68.
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6.10. 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 Employment of Executive Directors and Directors, [Authority for Executive Session: 25 O.S. Section 307(B)(1)]; to Discuss the Employment of a Superintendent; to Discuss Negotiations [Authority for Executive Session: 25 O.S. Section 307 (B) (2); 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)]
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6.11. Return to Open Session.
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6.12. Recital by Board President that Minutes of Executive Session Were Kept by the Board Minutes Clerk and Will Remain Confidential
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6.13. Consider and Take Action on Recommendations for Termination, Reassignment, Resignation, and Employment of Personnel
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7. NEW BUSINESS
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8. ADJOURNMENT (Motion required)
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