October 9, 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 October Employee of the Month and Friend of Education Awards to the following individuals. Certified Employee of the Month - Kendra Smith, WPK
Support Employee of the Month - Ashley Shearer, PoHi Friend of Education - Dr. Rick Edgington, NOC |
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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, 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 before 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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4. SUPERINTENDENT’S REPORT WITH POTENTIAL BOARD DISCUSSION
Attachments:
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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. Minutes from the September 11, 2023, Regular Board of Education Meeting
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5.2. Contracts/Agreements under $10,000
Attachments:
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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. FY24 Budget Amendments
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6.1.B. FY24 General Fund 11 Encumbrances #587-#728 in the amount of $343,646.57.
Attachments:
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6.1.C. FY24 Building Fund 21 Encumbrances #72-#85 in the amount of $417,130.86.
Attachments:
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6.1.D. FY24 Child Nutrition Fund 22 Encumbrances #86-#97 in the amount of $39,276.70.
Attachments:
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6.1.E. FY24 Bond 30 Encumbrance #22 in the amount of $5,000.00.
Attachments:
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6.1.F. FY24 Bond 33 Encumbrances #15-#20 in the amount of $543,288.69.
Attachments:
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6.1.G. FY24 Gifts and Endowment Fund 81 Encumbrances #37-#44 in the amount of $8,165.33.
Attachments:
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6.1.H. Change Order Listings for General Fund, Child Nutrition Fund, and Gift Fund
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6.1.I. Budget Analysis Reports
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6.1.J. Booster Club Fundraiser Requests and Sanctioning Agreements
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6.1.K. Activity Fund Reports/Requests/Budgets
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6.1.L. Out-of-State Travel Request
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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. Consider and Take Action on Resolution to Kay County Election Board Calling for the Annual Election of Board of Education Member in Ward #4
Commentary:
The annual school election resolution is due to the Kay County Election Board no later than November 17, 2023. The Board of Education Primary Election shall be held on February 13, 2024, only if three or more candidates file for the Board of Education position scheduled to be on the ballot or for a Board of Education position appearing on the ballot as an unexpired term. A Board of Education General Election shall be held on April 2, 2024, under the following circumstances: if only two candidates file for a position scheduled to be on the ballot or for a position on the ballot for an unexpired term or if no candidate in the Board of Education Primary Election receives more than 50% of the votes cast. The polling places will be open from 7:00 a.m. to 7:00 p.m.
Ward #4, which is up for election in 2023, is currently held by Anna Roland. The term of office will run from 2024 until 2029. The filing period for Board of Education Candidates will open at 8:00 a.m. on Monday, December 4, 2023, and will end at 5:00 p.m on Wednesday, December 6, 2023. All filings must be made at the Kay County Election Board in Newkirk. Any contest of candidacy petitions, or withdrawal of candidate, must be filed by 5:00 p.m. on Friday, December 8, 2023, at the County Election Board. The term of office begins at the first regular, special, or emergency board meeting following certification of February 2024 results for the candidate who receives more than 50% of the votes cast in the February Primary Election when three or more individuals file for the office. For individuals who run unopposed, including an incumbent member, the term of office begins after the April 2024 General Election. Adam Leaming will answer questions. |
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6.3. Consider and Take Action on the 2023-2024 Ponca City Public Schools Site Improvement/Title I Plans
Commentary:
Updates to the 2023-2024 District and Site Improvement/Title I Plans have been completed. Copies were provided to Board members by email. A hard copy will be kept on file at the Administration Office. Teri Vogele will answer questions.
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6.4. Consider and Take Action on Recognition of the Following Events:
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6.4.A. American Education Week
Commentary:
American Education Week, observed November 13-17, 2023, presents all Americans with a wonderful opportunity to celebrate public education and honor individuals who are making a difference in ensuring every child receives a quality education. In 1921, the NEA Representative Assembly called for: "An educational week...observed in all communities annually for the purpose of informing the public of the accomplishments and needs of the public schools and to secure the cooperation and support of the public in meeting those needs." Ponca City Public Schools would like to say thank you to those who make our schools a success, including teachers, staff, and volunteers.
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6.4.B. National Education Support Professionals Day
Commentary:
In conjunction with American Education Week, November 15, 2023, has been designated National Education Support Professionals (ESP) Day. National ESP Day is intended to honor and recognize the contributions education support personnel make to public education. Ponca City Public Schools would like to recognize the dedication and hard work of the district's 341 support employees.
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6.4.C. National Native American Heritage Month
Commentary:
What began at the turn of the century as an effort to gain a day of recognition for the significant contributions the first Americans made to the establishment and growth of the United States, has resulted in the month of November being designated for that purpose.
National Native American Heritage Month is celebrated to recognize the intertribal cultures and to educate the public about the heritage, history, art, and traditions of American Indians, Alaska Natives, and Native Hawaiians. Ponca City Schools will be celebrating all month with extra focus during the week of November 13-17, 2023. Some of the events taking place districtwide are:
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6.4.D. Celebrate Freedom Week
Commentary:
During the week of November 6-11, 2023, Oklahoma public schools will observe "Celebrate Freedom Week." The observance, which would take place during the week of Veteran's Day, would help better educate students about the sacrifices made for freedom and the values on which the United States was founded.
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6.5. Consider and Take Action on a Bid Proposal from Kuhn Mechanical Inc. for the High School P-Building HVAC Replacement Project
Commentary:
Kuhn Mechanical will furnish all labor, materials, and equipment to convert the current 2-pipe system to a 4-pipe system of HVAC for the High School P Building. The total cost is $219,257.00 and will come from ESSER funds. Jason Leavitt will answer questions.
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6.6. Consider and Take Action on a Construction Manager Recommendations Report from Kyler Construction Group for the Fine Arts HVAC Project
Commentary:
The CM Recommendations Report has a total Base Bid GMP of $865,032.00. This amount will come from ESSER funds and Jason Leavitt will answer questions.
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6.7. Consider and Take Action on a Quote from Imagine Learning for a Virtual Certified French Teacher for the 2023 Fall Semester
Commentary:
Due to an unexpected staff vacancy, Imagine Learning will provide a virtual certified French teacher for the 2023 fall semester. The cost will be a one-time charge of $750.00 for a PD webinar and $275.00 per student per semester. The approximate cost per semester will be $23,925.00 and will come from General Fund. Dr. Dalana Hawkins will answer questions.
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6.8. Consider and Take Action on the following Contracts/Agreements:
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6.8.A. Quote from Ceia USA for Equipment and Training for OpenGate Portable Metal Detectors
Commentary:
Ceia USA will provide four (4) OpenGate portable metal detectors, along with additional batteries and training. These units will be utilized at school events as needed district-wide. The total cost is $76,218.00 and will come from Building Fund. Jason Leavitt will answer questions.
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6.8.B. Agreement with EF High School Exchange Year for 2024-2025 Academic Year Foreign Exchange Student
Commentary:
This agreement is for the 2024-2025 academic school year for a high school foreign exchange student from Sweden. Dr. Dalana Hawkins will answer questions.
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6.8.C. Agreement with Mad Science to Provide Assemblies for Elementary Schools and Washington Pre-K
Commentary:
Mad Science will provide two daytime assemblies for each elementary school and Washington Pre-K. They will also provide an evening presentation for each school, so families may participate. The total cost is $16,000.00 and will come from Title IV funds. Teri Vogele will answer questions.
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6.9. 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); 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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6.10. Return to Open Session.
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6.11. Recital by Board President that Minutes of Executive Session Were Kept by the Board Minutes Clerk and Will Remain Confidential
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6.12. Consider and Take Action on Recommendations for Termination, Reassignment, Resignation, and Employment of Personnel
Attachments:
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7. NEW BUSINESS
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8. ADJOURNMENT (Motion required)
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