September 11, 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. PUBLIC COMMENT
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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
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) 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 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. |
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3. REPORTS WITH POTENTIAL BOARD DISCUSSION
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3.1. Safety Action Plan (Jason Leavitt)
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3.2. Alternative Education Report (Karla Streeter)
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4. SUPERINTENDENT’S REPORT WITH POTENTIAL BOARD DISCUSSION
Attachments:
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4.1. Proposed Board Policy Changes
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4.2. Capacity Limit Changes
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5. Consider and Take Action on Board Policy Changes as Proposed During the Superintendent's Report
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6. Consideration and Take Action on Capacity Limit Changes as Proposed During 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.
Commentary:
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7.1. Minutes from the August 21, 2023 Special Board Meeting
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7.2. Contracts/Agreements under $10,000
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7.3. Out-of-State Travel Requests
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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 Budget Amendments
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8.1.B. FY23 Budget Analysis Reports
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8.1.C. FY24 Budget Amendments
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8.1.D. FY24 Budget Analysis Reports
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8.1.E. FY24 General Fund 11 Encumbrances #466 - #586 in the amount of $449,079.07
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8.1.F. FY24 Building Fund 21 Encumbrances #53 - #71 in the amount of $213,473.16
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8.1.G. FY24 Child Nutrition Fund 22 Encumbrances #75 - #85 in the amount of $125,009.40
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8.1.H. FY24 Fund 30 Encumbrance #21 in the amount of $14,692,557.50
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8.1.I. FY24 Fund 33 Encumbrance #14 for $2,550.00
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8.1.J. FY24 Gifts and Endowment Fund 81 Encumbrances #26 - #36 in the amount of $15,220.74
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8.1.K. FY24 Change Order Listing as of 9/6/2023 for Funds 11, 21, 22, and Bonds 30 and 34
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8.1.L. Booster Club Fundraiser Requests/Sanctioning Agreements
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8.1.M. Activity Fund Reports/Requests
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8.1.N. Treasurer’s Reports
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8.1.O. Ratification & Approval of Payrolls
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8.2. Consider and Take Action on Appointment and Bond Authorization for Treasurer, Appointment of Minutes Clerk and Purchasing Agent for FY24
Commentary:
Due to personnel changes, the positions of District Treasurer/Minutes Clerk and District Purchasing Agent will be filled effective September 15, 2023, by Erika Johnson. The Superintendent approves this personnel change.
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8.3. Consider and Take Action on a Motion Approving the Amendment to Update Authorized Signers 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:
Due to personnel changes, the authorized signers for this BancFirst account are being updated to Adam Leaming, Superintendent, Erika Johnson, Executive Director of Finance/Treasurer, and Jason Leavitt, Executive Director of Operations.
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8.4. Consider and Take Action on the Notification of and Approval to Update Bank Account Authorized Signers Due to Personnel Changes
Commentary:
RCB Bank Accounts (Excluding Activity Fund Account)
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8.5. Consider and Take Action on the Estimate of Needs for FY24
Commentary:
The Estimate of Needs is a financial document required by state law to be approved by the Board of Education each year. The document was developed by our auditors with the assistance of Adam Leaming and Brenda Storie. The FY24 Estimate of Needs has detailed valuation information for the sinking fund. Brenda Storie will answer questions.
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8.6. Consider and Take Action on the Gifted Advisory Committee
Commentary:
It is the duty of each school district to provide gifted education programs and to serve those children who reside in the district. The district Board of Education shall create a local advisory committee for the education of gifted and talented children. Committee members serve a two-year term. Amy Swartz will answer questions.
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8.7. Consider and Take Action on Change Order No. 1 from Kyler Construction Group for the Roosevelt Elementary Re-Roof Project
Commentary:
This Change Order returns to Ponca City Public Schools $13,705.00 of unused construction contingency funds and $31,386.00 of unused allowances, which totals $45,091.00. This makes the final GMP for the Roosevelt Elementary Re-Roof project $451,391.00. Jason Leavitt will answer questions.
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8.8. Consider and Take Action on a Ratification for the 2024 Agreement with Aircraft Owners and Pilots Association (AOPA) Grant for Curriculum and Reimbursement of Materials for Aviation I and Aviation II Courses at the High School
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8.9. Consider and Take Action on the following Contracts/Agreements:
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8.9.A. Consider and Take Action on Hiring the Following Individuals as Adjunct Teachers As Specified:
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8.9.B. Rates Quote from Adam's Plumbing for District-Wide Miscellaneous Repairs
Commentary:
Adam's Plumbing will perform various plumbing repairs for the District as needed. The total estimate for cost is up to $20,000.00 and will come from the Building Fund. Jason Leavitt will answer questions.
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8.9.C. Ratification of an Agreement with Cengage Learning for Student Books
Commentary:
This is a ratification of an agreement with Cengage Learning and includes 50 hard copies of the Pre-Algebra Oklahoma Editions student books along with 360 online licenses and 5 teacher resources packages for EMS. This is year two of a six-year agreement. The original agreement's cost was $29,089.50 and was paid in full Year One.
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8.9.D. Proposal from Falcon Acoustic Design Group for Audio Improvements to Robson Fieldhouse
Commentary:
This proposal is for Falcon Acoustic Design Group to install 6 ceiling clouds, 138 acoustic panels, and realign speakers in the Robson Fieldhouse to improve sound and audio quality. The total cost is $102,850.00 from the Building Fund and Jason Leavitt will answer questions.
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8.9.E. Quote from GoNoodle for Site Licenses for SEL Curriculum SuperNoodle Software
Commentary:
This quote is for eight school licenses for SuperNoodle. The lessons, videos, and activities will be used in class and morning assemblies at the seven elementary sites and Washington Pre-K. Title IV funds will be used under the Safe and Healthy portion of the grant. The total cost is $15,992.00 and Teri Vogele will answer questions.
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8.9.F. Ratification of an Agreement with Hudl to Provide Video Review
Commentary:
This is a ratification of an agreement with Hudl. Hudl provides video review and performance analysis tools as well as live streaming multiple events at the same time for extracurricular programs for athletes at every level. This is year two of a three-year agreement. Payment is $20,000 annually and will be paid with Athletics funds.
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8.9.G. Quote from Level Data for Software to Connect our Existing Systems
Commentary:
This software will connect our different systems to PowerSchool, Active Directory, Google, Wengage, and NutriKids in order to populate our existing data such as free/reduced lunch, student accounts,and staff accounts to all of the different programs that we use. This allows us to create accounts in one location and build out to all the others so we have a universal account system. This includes the addition of the validation service for state reporting and a centralized dashboard within PowerSchool to find and resolve reporting issues quickly. It also provides real-time reporting dashboards for attendance, demographics, and incident and log management. The total cost is $26,897.87 and will be funded by Bond 33. Ryan Dooley will answer questions.
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8.9.H. Rates Quote from Ward's Air Conditioning Inc. for Repairs to Mitsubishi HVAC Units
Commentary:
Ward's Air Conditioning will repair Mitsubishi HVAC units within the District, as they are the only vendor in Ponca City qualified to work on them. The cost is up to $20,000.00 from the Building Fund and Jason Leavitt will answer questions.
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8.9.I. Proposal from Ward's Air Conditioning Inc. to Install Heating/Cooling Unit for the Concert Hall Storage Room
Commentary:
Ward's Air Conditioning, Inc. will furnish and install the heating/cooling unit for the Concert Hall storage room. The total cost is $15,145.00 from the Building Fund and Jason Leavitt will answer questions.
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8.10. 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 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 3207 (B) (3).
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8.11. Return to Open Session.
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8.12. Recital by Board President that Minutes of Executive Session Were Kept by the Board Minutes Clerk and Will Remain Confidential
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8.13. 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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