June 12, 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)
The Board Meeting was called to order at 6:13 pm. |
1.2. Flag Salute
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1.3. Roll Call (Minutes Clerk of the Board)
Others Present: Adam Leaming, Brenda Storie, Dalana Hawkins, Jennifer Dye, Teri Vogele, Ryan Dooley, Jeff Denton, Erika Johnson, Laurie Graham |
2. PUBLIC COMMENT
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2.1. 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 by 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. |
3. SUPERINTENDENT’S REPORT WITH POTENTIAL BOARD DISCUSSION
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4. 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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4.1. Minutes from May 8, 2023 Regular Board Meeting and Minutes from May 22, 2023 Special Board Meeting
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4.2. Out-of-State Travel Requests
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4.3. Contracts/Agreements under $10,000
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4.4. Resolution of Ponca City ISD to Join Oklahoma Schools Insurance Group (OSIG)
Commentary:
Oklahoma Schools Insurance Group (OSIG) is our carrier for Commercial Insurance. This includes Property, Boiler, Crime, Automobile, General Liability, School Board Legal Liability, Cyber Liability, Pollution Liability, and School Violent Acts Protection. Insurance runs from July 1, 2023, to June 30, 2024. The total cost of $909,476.00 will come from General Fund and Adam Leaming will answer questions.
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4.5. Activity Fund Custodians and Bond Authorization for 2023-2024
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4.6. Administrators Designated for Federal Programs for 2023-2024
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5. ACTION ITEMS (MOTION REQUIRED)
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5.1. Consider and Take Action on the Following District Financial Reports:
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5.1.A. FY22-23 Budget Amendments
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5.1.B. FY23 General Fund 11 Encumbrances #1215 - #1249 in the amount of $39,336.66
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5.1.C. FY23 Building Fund 21 Encumbrances #138 - #143 in the amount of $91,910.31
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5.1.D. FY23 Child Nutrition Fund 22 Encumbrances #166-172 totaling $11,229.10
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5.1.E. FY23 Gifts and Endowment Fund 81 Encumbrance #132-135 in the amount of $1,358.90
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5.1.F. FY23 Bond Fund 31 Encumbrances #2 - 3 totaling $60,232.07
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5.1.G. FY23 Bond Fund 32 Encumbrance #20 totaling $5,626.28
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5.1.H. FY23 Change Order Listings as of June 5, 2023 for Fund #11, Fund #21, Fund #22, Fund #81, Bond #30, and Bond #32
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5.1.I. FY23 Budget Analysis Reports
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5.1.J. FY24 General Fund 11 Encumbrances #1 - #160 in the amount of $4,284,890.00
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5.1.K. FY24 Building Fund 21 Encumbrances #1 - #26 in the amount of $906,607.01
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5.1.L. FY24 Child Nutrition Fund 22 Encumbrances #1 - #24 in the amount of $120,740.00
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5.1.M. FY24 Bond Fund 30 Encumbrances #1-17 totaling $9,926,405.48
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5.1.N. FY24 Bond Fund 32 Encumbrance #1 totaling $25,735.69
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5.1.O. FY24 Bond Fund 33 Encumbrances #1-5 totaling $177,052.86
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5.1.P. FY24 Bond Fund 34 Encumbrance #1 totaling $14,515,270.00
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5.1.Q. FY24 Budget Analysis Reports
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5.1.R. Booster Club Fundraiser Requests
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5.1.S. Activity Fund Reports
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5.1.T. Schedule of Fees for 2023-2024
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5.1.U. Treasurer’s Reports
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5.1.V. Ratification & Approval of Payrolls
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5.2. Consider and Take Action on the District Budget for FY24
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.
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5.3. Discussion, Motion and Possible Action to Approve or not to Approve Entry into an Agreement with the Cooperative Council for Oklahoma School Administration (CCOSA) to Participate in the CCOSA District Level Services Program for the 2023-24 Fiscal Year
Commentary:
Member benefits include legal and finance services for special education policy and procedures review and support; school budget planning and advisory services. The cost is $2,000.00 based on 2021-2022 ADM.
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5.4. Consider and Take Action on a Motion Approving the Renewal of the Sublease Agreement Dated May 1, 2022, between the District and Kay County Public Buildings Authority for the Fiscal Year Ending June 30, 2024 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 $31,120,000.00, 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, 2027, so the final renewal term is June 30, 2028.
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5.5. Consider and Take Action to Approve Individuals to Act on Behalf of the District to Authorize Payment from the Improvement Fund of the Kay County Building Authority Series 2022 Bonds
Commentary:
Board action is required to authorize Superintendent Adam Leaming, Executive Director of Finance Brenda Storie and Executive Director of Operations Jason Leavitt to act on behalf of the district authorizing payment from the Improvement Fund of the Kay County Public Buildings Authority Series 2022 Bonds. Adam Leaming or Brenda Storie will answer questions.
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5.6. Consider and Take Action on Appointment and Bond Authorization for Treasurer, Minutes Clerk, Board Clerk, Deputy Board Clerk, Encumbrance Clerk and Purchasing Agent for FY24
Commentary:
State Statutes require that the Board appoint these positions annually due to specific bonding requirements. The Superintendent recommends their approval.
Lee Ann Allyn - District Encumbrance Clerk Maureen Dooley - Deputy Board Clerk Laurie Graham - Board Clerk Brenda Storie - District Treasurer/Minutes Clerk, District Purchasing Agent Erika Johnson - Assistant Treasurer/Deputy Minutes Clerk |
5.7. 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. PTC will no longer offer Biology 2 or ACT Prep. Dalana Hawkins will answer questions.
Pre-Calculus/4611 Physiology/5220 Geometry/4520 Anatomy/5333 Algebra II/4412 Principals of Biomedical Science/8706 Math of Finance/4470 Medical Intervention/8708 Trigonometry/4750 *Core Math (not assigned an OCAS code but is noted on the student's transcript) |
5.8. Consider and Take Action on Increases in Ticket Prices for Ponca City Schools Athletic Events
Commentary:
Varsity Football Games: $10 cash/$8 on GOFAN ($7 +$1 processing fee)
All other regular season events: $7 adults/$5 students, seniors 55+, military Adult all-sport passes: $100 Reserved football seating: $70/$35 employees Jason Leavitt will answer questions. |
5.9. Consider and Take Action on the following Change Orders:
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5.9.A. Change Order No. 4 from Rick Scott Construction for the VoAg Improvements Phase 2 Project for $3,426.00
Commentary:
The contract is changed for cost to add wiring in EMT raceways for $3,426.00.
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5.9.B. Change Order No. 2 from Kyler Construction Group to Return Unused Contingency of $12,330.00 for the Union Elementary Reroof Project
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5.10. Discussion and Possible Board Action Regarding the Following Contracts/Agreements:
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5.10.A. Ratification of Agreement with BlueMark Energy, LLC to Sell and Deliver Natural Gas
Commentary:
This is a ratification of an agreement with BlueMark Energy, LLC to sell and deliver natural gas necessary to meet PCPS's requirements. This is the second year of a four-year renewal agreement. The total cost is $135,000.00.
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5.10.B. Agreement with Judy Cardwell, CCC-SLP for Speech and Language Services
Commentary:
Ms. Judy Cardwell, CCC-SLP, Independent Contractor, will provide speech and language services for students enrolled in Ponca City Public Schools as indicated by parental consent and school criteria. Ms. Cardwell will provide on-site therapy services up to 8 hours per day, up to 5 days per school week, up to 175 days per school year at a rate of $70.00 per hour. The total cost is up to $99,750.00 and Amy Swartz will answer questions.
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5.10.C. Agreement with Chatterbox Speech Therapy, PLLC for two Speech-Language Pathologist Clinical Fellows
Commentary:
This agreement will provide two full-time Speech-Language Pathologist Clinical Fellows for the 2023-2024 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 up to $183,600.00. Amy Swartz will answer questions.
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5.10.D. Agreement with the City of Ponca City for Two School Resource Officers
Commentary:
Agreement for two School Resource Officers. One is located at the High School and one is shared between West and East Middle Schools. The total cost is $110,536.99.
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5.10.E. Agreement with the City of Ponca City for Use of the Pool and Aquatic Facilities
Commentary:
This agreement covers the use of pool and aquatic facilities for swimming instruction, special education aquatic programs and swimming for an athletic sport. Cost is $1,500 per month for 10 months for a total of $15,000.00. The term of the agreement is August 1, 2023 until May 31, 2024.
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5.10.F. Agreement with Audrey Curtis, CCC-SLP to Provide Speech and Language Services
Commentary:
Ms. Audrey Curtis, CCC-SLP, Independent Contractor, will provide speech and language services for students enrolled in PCPS as indicated by parental consent and school criteria. Ms. Curtis can provide service on-site up to 5 days per school week for minimum 6 to maximum 8 hours per day of on-site therapy services at $61.00 per hour. The total cost is up to $85,400.00 and Amy Swartz will answer questions.
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5.10.G. Quote from Jackson Mechanical to Provide Services to Maintain District HVAC Equipment
Commentary:
This quote states that Jackson Mechanical will provide all required labor, materials, and equipment to service and maintain district HVAC equipment beginning July 1, 2023 through June 30, 2024 for a total of $62,500.00. This will be paid with Building Funds and Adam Leaming will answer questions.
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5.10.H. Agreement with Kyler Construction Group to Install Insulation at Select Locations at Union Elementary
Commentary:
Kyler Construction Group will install 3" of closed-cell insulation at select locations throughout Union Elementary. The total cost of $47,571.00 will come from the Building Fund. Adam Leaming will answer questions.
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5.10.I. Agreement with Angela Montenegro, NCSP, M.S., Ed.S, M.S. for School Psychology Services for PCPS Students
Commentary:
Ms. Montenegro will perform school psychology services at a rate of $65.00 per hour for up to three days per week on-site (up to 8 hours per day). She will be allowed up to 8 hours of additional work performed remotely per week and 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 total cost is up to $83,510.28 and Amy Swartz will answer questions.
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5.10.J. 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 service has a recurring monthly charge of approximately $1,800.00 per month for an estimated annual cost of $22,000.00 for FY23. Costs will come from the Building Fund and Ryan Dooley will answer questions.
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5.10.K. Agreement with Oklahoma School Assurance Group (OSAG) for Workers' Compensation Insurance
Commentary:
This is the renewal of Workers' Compensation Insurance for the district. OSAG is quoting $276,185.00 for the upcoming fiscal year. Jennifer Dye will answer questions.
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5.10.L. 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 8, 2023 to July 7, 2024. The cost is $25,377.88 and will be funded by Bond 33. Ryan Dooley will answer questions.
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5.10.M. Agreement with Pinnacle Business Systems, Inc. for the Pure Storage SAN (Storage Area Network)
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5.10.N. 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, 2023 to June 30, 2026. This is year one of a three-year agreement. The cost is $31,234.72 and will be funded by Bonds 32 and 33. Ryan Dooley will answer questions.
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5.10.O. Agreement with PowerSchool Group LLC for ECollect Forms
Commentary:
The attached quote is for an increase in services needed and support from our base PowerSchool/PowerTeacher student information system. This simplifies and aligns district forms in PowerSchool. Reports can be generated from the data collected in the forms for PCPS departments and state reports, such as student safety plans, student accident reports, economically disadvantaged data aligned to state funding, and parent notification and documentation of student absences at each school site. This reduces reliance on customizations which require constant maintenance and are often not supported by system upgrades. The cost for ECollect Forms is $15,540.00 and will be paid by Bonds 31 and 32. Ryan Dooley/Dalana Hawkins will answer questions.
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5.10.P. Agreement with Rosenstein, Fist & Ringold for District Legal Services
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5.10.Q. Quote from Stolhand-Wells Group to Remove Existing Boiler and Install New Boiler and Storage Tank at WMS
Commentary:
Stolhand-Wells Group will provide labor and material to remove the existing boiler, storage tank, leaking piping, and will install a new boiler, storage tank, recirculation pump, and expansion tank at West Middle School for $34,465.00. This will come from Building Funds and Adam Leaming will answer questions.
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5.10.R. Agreement with Superior Vision Consulting for Braille/Certified Visual Impairment Services
Commentary:
Cynthia Lumpkin dba 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, 2023 through May 31, 2024, based on student needs as approved by the Director of Special Services. The estimated cost is $22,750.00. Amy Swartz will answer questions.
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5.10.S. Agreement with Taylor'd Therapy to Provide a Licensed Physical Therapist for Physical Therapy Services for Students Enrolled in PCPS
Commentary:
Taylor'd Therapy will provide a licensed physical therapist for physical therapy services for students enrolled in PCPS 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. The total cost of the agreement is up to $81,000.00. Amy Swartz will answer questions.
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5.10.T. 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, 2023 until June 30, 2024 for a cost of $25,200.00. Adam Leaming will answer questions.
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5.11. 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)]; and to Discuss the Purchase or Appraisal of Real Property [Authority for Executive Session: 25 O.S. Section 307 (B) (3)]
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5.12. Return to Open Session.
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5.13. Recital by Board President that Minutes of Executive Session Were Kept by the Board Minutes Clerk and Will Remain Confidential
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5.14. Consider and Take Action on Recommendations for Termination, Reassignment, Resignation, and Employment of Personnel
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6. NEW BUSINESS
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7. ADJOURNMENT (Motion required)
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