March 6, 2023 at 6:00 PM - Regular Board of Education Meeting
Agenda |
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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)
Others Present: Shelley Arrott, Adam Leaming, Brenda Storie, Erika Johnson, Jennifer Dye, DaLana Hawkins, Teri Vogele, Amy Swartz, Ryan Dooley, Jeff Denton, Kristi Hayes |
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 March Employee of the Month and Friend of Education Awards to the following employees. Certified Employee of the Month Heather Smith Support Employee of the Month Monique Birch Friend of Education Linda Lyons and the Conoco/Phillips Retirees Association |
3. PUBLIC COMMENT
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3.1. Comments From the Public
The Ponca City Public School Board of Education recognizes the value of 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. REPORTS WITH POTENTIAL BOARD DISCUSSION
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4.1. 2022 Dropout Report (DaLana Hawkins)
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5. SUPERINTENDENT’S REPORT WITH POTENTIAL BOARD DISCUSSION
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5.1. Legislative Update
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5.2. Proposed Transfer Policy Change
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6. Consider and Take Action on the Proposed Transfer Policy Change as Presented in the Superintendent's Report
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7. 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. |
7.1. Agenda with Commentary
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7.2. Minutes from February 13, 2023 Regular Meeting
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7.3. Contracts/Agreements under $10,000
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7.4. Out-of-State Travel Requests
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7.5. Foreign Exchange Agreement with ERDT/SHARE! for Two Foreign Exchange Students
Commentary:
This agreement is for two foreign exchange students to attend Ponca City High School for the 2023-2024 school year. One student is from Spain and the other is from Italy.
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8. ACTION ITEMS (MOTION REQUIRED)
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8.1. Consider and Take Action on the Following District Financial Reports:
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8.1.A. FY23 General Fund 11 Encumbrances #963-1062 in the amount of $1,141,428.31.
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8.1.B. FY23 Building Fund 21 Encumbrances #117-120 in the amount of $108,257.64.
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8.1.C. FY23 Child Nutrition Fund 22 Encumbrances #140-145 in the amount of $7,543.45.
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8.1.D. Building Bond 30 Encumbrance #33 in the amount of $1,794,000.09 and Fund 33 Encumbrance #14-17 in the amount of $697,227.22.
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8.1.E. FY23 Gifts and Endowment Fund 81 Encumbrances #80-119 in the amount of $42,972.77.
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8.1.F. Change Order Listing as of 2/28/2023 for Funds 11, 22 and 81.
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8.1.G. Budget Analysis Reports
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8.1.H. Bond Fund Reports
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8.1.I. Booster Club Fundraiser Requests
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8.1.J. Activity Fund Reports/Requests
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8.1.K. Treasurer’s Reports
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8.1.L. Ratification & Approval of Payrolls
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8.2. Consideration to Approve the Ponca City High School Alumni Hall of Fame By-Laws
Commentary:
The Ponca City High School Alumni Hall of Fame has added an endowment piece to their by-laws. The original set was approved at the October 10, 2022 regular board of education meeting.
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8.3. Consider and Take Action on the following Contracts/Agreements:
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8.3.A. Consider and Take Action on the Construction Manager's Report on the Howell Restroom Renovation Project
Commentary:
Included in this report is a Flooring package from Bryan's Flooring for $119,725.00 and recommended quotes for Millwork from Creative Cabinets for $17,494.21 and Fire Suppression from Potter Fire Protection for $8,500.00. The total Construction GMP is $803,613.21.
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8.3.B. Consider an Agreement with Anderson Flooring to Install Carpet Tile
Commentary:
Anderson Flooring will install Luxury Vinyl Plank and carpet tile in the computer lab, IdentGO area, Cat Care Registration, and Mrs. Chaney's office at the Registration Center. The cost is $19,600.00 and will come from ESSER II funds.
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8.3.C. Consider and Take Action on an Agreement with Apple, Inc. for Replacement iPads
Commentary:
This proposal is for the replacement of the iPads at the Washington Pre-K Center. The cost is $114,235.50 and will be paid from bond money.
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8.3.D. Consider an Agreement with Edgenuity Inc. for Concurrent User Licenses for Wildcat Academy School
Commentary:
This is a ratification of a three-year agreement with Edgenuity Inc. for 60 concurrent user licenses for Wildcat Academy School. This provides a full range of online courses. This is the third year of the agreement. There is no cost to the district.
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8.3.E. Consider an Agreement with Edgenuity Inc. for Concurrent User Licenses for Po-Hi
Commentary:
This is a ratification of a three-year agreement with Edgenuity Inc. for 50 concurrent user licenses for Po-Hi. This will provide a full range of online courses. This is the third year of the agreement. There is no cost to the district.
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8.3.F. Consider an Agreement with Edgenuity Inc. for One Site License for Students Enrolled in Grades 6-12 at Ponca City Virtual Academy
Commentary:
This is a ratification of a three-year agreement with Edgenuity Inc. for one site license for students in Grades 6-12 who are enrolled in Ponca City Virtual Academy. This is the third year of the agreement. There is no cost to the district.
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8.3.G. Consider an Agreement with Frontline Education for HR Software
Commentary:
This is a renewal agreement for software used by the HR Department. This includes Absence and Time Solution and Proactive Recruiting. The cost is $39,709.24 and comes from the General Fund.
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8.3.H. Consider an Agreement with Haddock Education Technologies to Replace ActivPanels
Commentary:
This agreement with Haddock Education Technologies will replace 54 ActivPanels in Union, Roosevelt, Garfield and the Washington Pre-K Center. The cost is $129,091.72 and will come from Bond money.
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8.3.I. Consider an Agreement with Hindman Enterprises LLC dba Hindman Lawn Care for Mowing Services
Commentary:
This agreement is for mowing, weed eating, and edging lawns at Liberty, Union, Trout, Washington Pre-K, Woodlands and Roosevelt. The cost is $35,328.00 for FY 23 and $39,744.00 for FY 24 and will come from the Building Fund. The contract will run from March 13, 2023 through October 30, 2023.
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8.3.J. Consider an Agreement with Imagine Learning for 40 Single User Licenses for Students at Ponca City Virtual Academy
Commentary:
This quote is for 40 single user licenses for one semester (18 weeks) for elementary (K-5) students enrolled in Ponca City Virtual Academy. The estimated quote is $15,000.00 and will come from ESSER III funds.
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8.3.K. Consider an Agreement with IXL Learning for High School Students
Commentary:
IXL Site License for 950 high school students for Math and ELA. The quote of $16,745.00 also includes IXL Elevate II: Actionable Data Analysis, a virtual professional learning session. Money will be paid from ESSER III funds.
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8.3.L. Consider an Agreement with Jostens, Inc. to Provide Copies of the 2024 Yearbook for Ponca City High School
Commentary:
Jostens, Inc. will provide 425 copies of the 2024 yearbook for Ponca City High School with an estimated cost of $27,518.75, paid out of Activity Funds. This expense will be reimbursed from the sale of yearbooks resulting in no cost to the District.
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8.3.M. Consider an Agreement with Angela Rinehart Montenegro, NCSP, M.S., E.S. for School Psychology Services
Commentary:
Ms. Montenegro will perform school psychology services for PCPS students at a rate of $65.00 per hour for up to three days per week on-site (up to 8 hours per day). The School Psychologist will be allowed up to 8 hours of additional work performed remotely per week. The School Psychologist will be paid at the federal mileage rate of 65.5 cents/mile for travel from Belle Plaine, KS to Ponca City, OK, not to exceed a total of 122 miles per day. The estimated cost is $25,517.03.
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8.3.N. Consider an Agreement with Reading Plus for a Site License at Ponca City High School
Commentary:
This is a ratification of a three-year agreement with Reading Plus for a site license for Po-Hi. This is the third year of a three-year agreement. There is no cost to the district.
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8.3.O. Consider an Agreement with Reading Plus for 80 Licenses for East Middle School
Commentary:
This is a ratification of a three-year agreement with Reading Plus for 80 single-seat licenses for East Middle School. This is the third year of a three-year agreement. There is no cost to the district.
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8.3.P. Consider an Agreement with Reading Plus for a Site License for West Middle School
Commentary:
This is a ratification of a three-year agreement with Reading Plus for a site license for West Middle School. This is the third year of a three-year agreement. There is no cost to the district.
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8.3.Q. Consider an Agreement with Trafera for Laptops and Desktop Computers
Commentary:
This quote is for 120 laptops and 60 desktop computers for the teachers and administrator refresh. The quote is for $125,100.00 and will come from Bond funds.
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8.3.R. Consider an Agreement with Trafera for the Summer Refresh for Three Elementary Schools and Ponca City High School
Commentary:
This quote is for the summer refresh for Union, Garfield, Roosevelt and Ponca City High School, and is for 1,200 Chromebooks with cases. The quote is $328,800.00 and will come from Bond funds.
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8.3.S. Consider a Ratification of an Agreement with Stephen H. McDonald & Associates, Inc. in Connection with Any Issuance of General Obligation Bonds by the District
Commentary:
This is a ratification agreement with Stephen H. McDonald & Associates, Inc. in connection with any issuance of general obligation bonds by the District. 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 Financial Advisory Agreement was approved by the Board on August 9, 2021.
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8.3.T. Consider an Agreement with Ultimate Pest Management for Mowing Services
Commentary:
This agreement with Ultimate Pest Management is for mowing, weed eating, and edging lawns at the High School, East Middle School, Administration, West Middle School, Lincoln and Garfield. Additionally, the area north of the High School will be mowed as needed for $400.00 per mow. A total of $2,000 per fiscal year has been allowed for the area north of the high school. The cost for FY23 is $38,416.48 and the cost for FY24 is $42,968.54. The contract will run from March 13, 2023 through October 30, 2023.
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8.4. Consider and Take Action on the Following Change Orders:
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8.4.A. Consider and Take Action on a Change Order on the Liberty Elementary Renovation Project
Commentary:
This change order will be a decrease in the amount of $36,819.19. The new GMP will be $1,450,252.44.
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8.4.B. Consider and Take Action on a Change Order for the Vo Ag Improvement Project
Commentary:
This change order will add a fire alarm system to three barns. The cost of the change order is an increase of $11,753.14, bringing the new GMP to $262,575.59.
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8.5. 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 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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8.6. Return to Open Session.
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8.7. Recital by Board President that Minutes of Executive Session Were Kept by the Board Minutes Clerk and Will Remain Confidential
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8.8. Consider and Take Action to Hire a New Superintendent Effective July 1, 2023
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8.9. Consider and Take Action on Recommendations for Termination, Reassignment, Resignation, and Employment of Personnel
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9. NEW BUSINESS
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10. ADJOURNMENT (Motion required)
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