November 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 November Employee of the Month and Friend of Education Awards to the following employees. Certified Employee of the Month - Kathy Orr, Counselor/High School
Support Employee of the Month - Robert Hoch, Head Evening Custodian/High School Friend of Education - Prince of Peace Lutheran Church |
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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, 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) 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. |
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5.1. Minutes from the October 9, 2023, Regular Board Meeting and the November 7, 2023, Special Board 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 #729-#842 in the amount of $1,320,483.85
Attachments:
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6.1.C. FY24 Building Fund 21 Encumbrances #87-#95 in the amount of $525,427.21
Attachments:
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6.1.D. FY24 Child Nutrition Fund 22 Encumbrances #98-#108 in the amount of $216,772.45
Attachments:
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6.1.E. FY24 Gifts and Endowment Fund 81 Encumbrances #46-#92 in the amount of $27,524.12
Attachments:
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6.1.F. Change Order Listing as of October 2, 2023, for Funds 11, 21, 22 and 81
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6.1.G. FY24 Bond Fund 30 Change Order #17 totaling ($10,626.81)
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6.1.H. Bond Fund Updates As Of November 3, 2023
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6.1.I. Budget Analysis Reports
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6.1.J. Booster Club Fundraiser Requests
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6.1.K. Activity Fund Reports/Requests
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6.1.L. Treasurer’s Reports
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6.1.M. Out-of-State Travel Requests
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6.1.N. Ratification & Approval of Payrolls
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6.2. Consider and Take Action on Setting the Date, Time, and Location for the 2024 Regular Board Meetings
Commentary:
Pursuant to 25. O.S. Section 311 (1), prior to December 15 of every year, every Board must give the county clerk in which the district is principally located a list of the time, date, and place of all regular meetings for the coming calendar year. "Regular" meetings are a Board's required monthly meeting. We want to continue the meetings on the second Monday of each month, with three exceptions. The January 2024 meeting will be held on the third Monday due to the Winter Break, the April 2024 meeting will be held on the third Monday due to a conflict with the NSBA Conference, and the July 2024 meeting will be held on the third Monday due to the 4th of July holiday. Meetings will continue to be at 6:00 p.m. Adam Leaming will discuss this matter and answer questions.
Attachments:
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6.3. Consider and Take Action on Hiring the Following Individual as Adjunct Teacher As Specified:
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6.4. Consider and Take Action on the Approval of Three Notices of Federal Interest (NFI) for Renovation Projects Funded by Federal Grant (ESSER III) Dollars
Commentary:
When the federal government has provided funding for a substantial improvement (major renovations or property construction), the sub-grantee is required to attach a lien to the property called a Notice of Federal Interest (NFI). The NFI protects the federal government's interest in the property and the purpose for which the funds were initially awarded. An NFI is required for improvements made to Ponca City High School, Lincoln Elementary, and Liberty Elementary. Renovations to these sites were greater than $500,000.00 and were paid for with ESSER III funds. Barbara Cusick will answer questions.
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6.5. Consider and Take Action on the following Contracts/Agreements:
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6.5.A. Lease Agreement for Land Owned by the City of Ponca City
Commentary:
This lease agreement is for land owned by the City of Ponca City for a primary term of 99 years commencing January 1, 2024-June 30, 2123, for the PCPS tennis facility project. The base rent is $1.00 per year. The land includes the current tennis courts, restrooms, and the splash pad adjacent to the existing tennis courts. PCPS will reimburse the City of Ponca City for demolition up to $450,000.00. The City of Ponca City will raze existing structures, including the current tennis facility, restrooms, and splash pad, resurface the tennis courts, and repair and/or replace damaged or missing light poles. The cost will come from the Building Fund, and Jason Leavitt will answer questions.
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6.5.B. Quote from Galaxie Business Equipment Inc. for Furnishings for Liberty's Library/Media Center
Commentary:
Furnishings will include bookshelves, tables, workstations, and movable seating. The total cost of $39,635.73 will come from Building Fund and Jason Leavitt will answer questions.
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6.5.C. Estimate from MBA Marcia Brenner Associates for PowerSchool Plug-Ins
Commentary:
This estimate is for two plug-ins for PowerSchool, a report builder and an alert creator. The report builder plug-in will allow flexibility and ease for creating templates and reports within PowerSchool. The alert creator plug-in allows for easy creation and management of student alerts in a user-friendly interface. The total cost of $15,305.80 will come from General Fund and Dalana Hawkins will answer questions.
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6.5.D. Estimate from PowerSchool, LLC for Management Software
Commentary:
This estimate is for Enrollment Express for PowerSchool, a management software that will help support improvements in the registration and enrollment of students. The total of $13,544.30 will come from General Fund, and Dalana Hawkins will answer questions.
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6.5.E. Proposal from Stolhand-Wells Group to Replace the Intercom System at Liberty Elementary
Commentary:
Stolhand-Wells Group will replace the current intercom system with a new one, using the existing amp, cabling, speakers, and call buttons. The total amount for this project is $28,680.00 and will come from ESSER III funds. Jason Leavitt will answer questions.
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6.6. 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)]; and to Discuss the Purchase or Appraisal of Real Property [25 O.S. Section 3207 (B)(3)]
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6.7. Return to Open Session.
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6.8. Recital by Board President that Minutes of Executive Session Were Kept by the Board Minutes Clerk and Will Remain Confidential
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6.9. 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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