Public Meeting Agenda: May 13, 2024 at 6:00 PM - Regular Board of Education Meeting

1. CALL TO ORDER

1.1. Call Meeting to Order (President)

1.2. Flag Salute

1.3. Roll Call (Minutes Clerk of the Board)
Others Present- Erika Johnson, Adam Leaming, Jennifer Dye, Dalana Hawkins, Jason Leavitt, Teri Vogele, Laurie Graham, LeeAnn Allyn, Barbara Cusick

2. PRESENTATIONS AND RECOGNITIONS

2.1. Presentation to Retiring Ponca City Public School Employees (Adam Leaming)

Commentary: The President of the Board will preside over recognizing all district employees listed below who have been retiring since September 2023. Each employee will be presented with a token of the district's appreciation for all their years of service.

Administrative	Certified	Support
Tony Smith	Ellan Edwards	Chris Larimer
Brenda Storie	Terri James	Martha Long
	Cynthia Johndrow	Cathy Swenson
	Tina Mantz
	Leisa Payne
	Leanne Smith-Parr
	Cynthia Winterrowd

2.2. Presentation of the Employee of the Month and Friend of Education Awards
The President of the Board will preside over presenting the May Employee of the Month and Friend of Education Awards to the following employees.

Certified Employee of the Month - Molly Smith

3rd Grade Teacher at Lincoln Elementary

Support Employee of the Month - Callie Green

Class-Size Assistant at Trout Elementary

Friend of Education - Heather Logsdon

Parent Volunteer at Woodlands Elementary

3. PUBLIC COMMENT

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
• The agenda action item(s) the individual wishes to address
• The organization the individual represents or is affiliated with, if applicable

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.

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.

4. REPORTS WITH POTENTIAL BOARD DISCUSSION

4.1. Follow Up on Comprehensive School Improvement Plan at EMS (Keith Crocker)

5. SUPERINTENDENT’S REPORT WITH POTENTIAL BOARD DISCUSSION

5.1. Legislative Update

5.2. PCPS/District Update

5.3. Review and Possible Revision to Board Policy 7.22 (Dress Codes)

6. 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.

6.1. Minutes from the April 15, 2024, Regular Board Meeting and the April 30, 2024, Special Board Meeting

6.2. Contracts/Agreements under $10,000

6.3. Surplus Resolution

7. ACTION ITEMS (MOTION REQUIRED)

7.1. Consider and Take Action on the Following District Financial Reports:

7.1.A. FY24 Budget Amendments

7.1.B. FY24 General Fund 11 Encumbrances #1392-#1406 in the amount of $22,763.83

Attachments: (1)

Fund 11 ENC REG

7.1.C. FY24 Building Fund 21 Encumbrance #139 in the amount of $26,965.54

Attachments: (1)

Fund 21 ENC REG

7.1.D. FY24 Child Nutrition Fund 22 Encumbrances #133-#137 in the amount of $130,692.69

Attachments: (1)

Fund 22 ENC REG

7.1.E. Bond 34 Encumbrances #19-#20 in the amount of $26,598.06

Attachments: (1)

Bond 34 ENC REG

7.1.F. FY24 Gifts and Endowment Fund 81 Encumbrances #168-#171 in the amount of $645.12

Attachments: (1)

Fund 81 ENC REG

7.1.G. Change Order Listing as of May 3, 2024, for Funds 22 and 81.

7.1.H. Budget Analysis Reports

7.1.I. Bond Fund Reports

7.1.J. Booster Club Fundraiser Requests/Sanctioning Agreement

7.1.K. Activity Fund Reports/Requests

7.1.L. Treasurer’s Reports

7.1.M. Out of State Travel Requests

7.1.N. Ratification & Approval of Payrolls

7.2. Vote to Approve or Disapprove Resolution for Schools and Libraries Universal Services (E-Rate) for 2024-2025 School Year

Commentary: This resolution authorizes filing of the Form 471 application(s) for funding year 2024-2025 and the payment of the applicant's share upon approval of funding and receipt of services. Ryan Dooley will answer questions.

7.3. Consider and Take Action on the Application for Participation in the 2024 Summer Food Service Program for Children

Commentary: The application for the 2024 Summer Food Service Program for Children has been submitted to and approved by the Oklahoma State Department of Education. Program participation will begin on June 3 and will end on June 27. Jeff Denton will answer questions.

East Middle School
June 3-27, Monday-Thursday
Breakfast 8:00-9:00 a.m., Lunch 11:00 a.m.-12:00 p.m.

Liberty Elementary
June 4-27, Tuesday, Wednesday, and Thursdays
Breakfast 8:00-9:00 a.m., Lunch 10:45-11:45 a.m.

7.4. Consider and Take Action to Approve or Not Approve the Transfer of Property Owned by Ponca City Public Schools to Mr. Justin Hoddy

Commentary: This Quit Claim Deed drafted by Stewart Title and the law firm of Baumert, Cummings, & Hiatt transfers the following described real property situated in Kay County, State of Oklahoma, to-wit:

The North 16.12 feet of the West 50.00 feet of Lot 6, Snider Addition to the City of Ponca City, Kay County, State of Oklahoma, according to the recorded plat thereof

together with all the improvements thereon and the appurtenances thereunto belonging for the sum of Ten Dollars ($10.00) to Mr. Justin Hoddy, 60 Elmwood Avenue, Ponca City, OK 74601. This would allow Mr. Hoddy to install a new fence. Jason Leavitt will answer questions.

7.5. Consider and Take Action on Approval of Change Order No. 1 for the Baseball Improvements Project from Rick Scott Construction

Commentary: The original Guaranteed Maximum Price was $2,282,955.85. This Change Order is for additional concrete cutting, grading, rock, and concrete located in the right-of-way at the entrance. This includes a handicap ramp, valley gutter, and curbs, and the total amount is $10,235.73. This will make the new Guaranteed Maximum Price $2,293,191.58. Jason Leavitt will answer questions.

7.6. Consider and Take Action on a Bid from ProActive Air Solutions to Install Security Film on Ponca City Public School Elementary Windows and Doors

Commentary: ProActive Air Solutions submitted a bid of $109,913.00 (Option B) to install security film on all PCPS elementary first-floor windows and doors. This project will be funded by a three-year School Safety grant which will provide $92,000.00 per year. The remainder will be taken from the Building Fund. Jason Leavitt will answer questions.

7.7. Consider and Take Action on the following Contracts/Agreements:

7.7.A. A Quote from Andrews Network Enterprises, Inc. dba FilteredNet for Internet Content Filters

Commentary: This quote is for a three-year agreement with Andrews Network Enterprises, Inc. for internet content filters Linewize and Classwize. The three-year agreement's total cost is $70,895.00, to be paid at $23,631.67 the first year, $23,631.66 the second year, and $23,631.66 the third year. The cost will come from Bond 34, and Ryan Dooley will answer questions.

7.7.B. An Agreement with EduSkills LLC for English Language Learners (ELL) Support Services

Commentary: This renewal agreement with EduSkills Software assists in identifying bilingual students in our district, serves as a data warehouse for WIDA scores, and assists in preparing LIEP plans for English learners. EL technical support, including database access and support, is included. The total cost is $12,540.00 for the 2024-2025 school year and will come from the General Fund. Barbara Cusick will answer questions.

7.7.C. A Ratification of an Agreement with Galaxie Business Equipment Inc.

Commentary: This is a ratification of an agreement with Galaxie Business Equipment Inc. to provide copiers for PCPS at the rate of $3,618.51 per month or $43,422.12 per year. Black/white copies will be $0.0045 each and color copies are $0.045 each. This is year three of a five-year agreement. Erika Johnson will answer questions.

7.7.D. A Quote from Galaxie Business Equipment Inc. for Software Licenses for the Phillips 66 STEM Facility

Commentary: This quote is for 20 QL Software licenses and media players to enable the smartboards located in the Phillips 66 STEM Facility to display multiple types of media. Five hours of training and certification and a three-year warranty for the media players are also included. The total cost is $33,495.94, and Bond 34 will fund it. Ryan Dooley will answer questions.

7.7.E. A Quote from Imagine Learning for 150 User Licenses

Commentary: This quote is for 150 reusable user licenses for Imagine Language & Literacy for EL students in Kindergarten through 7th grade. The total cost is $15,000.00, and it will come from the General Fund/Title III. Barbara Cusick will answer questions.

7.7.F. A Ratification of an Agreement with Kyler Construction Group, Inc. for 2021 Bond Projects

Commentary: The Ponca City Board of Education approved the original agreement on November 8, 2021. In accordance with Oklahoma School Law, districts cannot enter into a contract for longer than one year. Therefore, any renewal of this agreement must be ratified by the Board of Education for each ensuing year.

7.7.G. An Agreement with PowerSchool for Student Information System (SIS) Software

Commentary: The attached quote is for support, subscription, and hosting renewal fees for PowerSchool's student information system software. The total cost is $54,771.83 and will come from Bond 34. Ryan Dooley/Dalana Hawkins will answer questions.

7.7.H. Agreement with PowerSchool Group LLC for ECollect Forms and Enrollment Express

Commentary: The attached quote is for additional services Ecollect Forms and Enrollment Express for our base PowerSchool/PowerTeacher student information system. Ecollect simplifies and aligns district forms in PowerSchool. Reports can be generated from the data collected in the forms for PCPS departments and state reports. Enrollment Express is a management software for PowerSchool SIS that will help support improvements in the registration and enrollment of students. The cost for ECollect Forms is $10,700.00, and the cost for Enrollment Express is $15,250.00 for a total of $25,950.00. The cost will be paid out of the General Fund. Ryan Dooley/Dalana Hawkins will answer questions.

7.7.I. An Agreement with PowerSchool for Online Contract, Onboarding, and Paperless Filing of Employee Records

Commentary: This agreement is for PowerSchool software TalentEd Records, SchoolSpring Job Board Unlimited, and Applicant Tracking. This software is the online personnel system that allows for online contracts, onboarding, and paperless filing of employee records. TalentEd Records is $20,108.77, SchoolSpring Job Board Unlimited is $6,224.15, and Applicant Tracking is $6,383.74, for a total of $32,716.66. Funds will come from the General Fund/HR. Jennifer Dye will answer questions.

7.7.J. A Ratification of an Agreement with Rick Scott Construction PC, LLC for 2021 Bond Projects

Commentary: This is a ratification of the original agreement with Rick Scott Construction PC, LLC. The Ponca City Board of Education approved the original agreement on November 8, 2021. In accordance with Oklahoma School Law, districts cannot enter into a contract for longer than one year. Therefore, any renewal of this agreement must be ratified by the Board of Education for each ensuing year.

7.7.K. A Ratification of an Agreement with Winterrowd Talley Architects for 2021 Bond Projects

Commentary: This is a ratification of the original agreement with Winterrowd Talley Architects Inc. The Ponca City Board of Education approved the original agreement on December 13, 2021. In accordance with Oklahoma School Law, districts cannot enter into a contract for longer than one year. Therefore, any renewal of this agreement must be ratified by the Board of Education for each ensuing year.

7.8. 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 Hiring a High School Principal [Authority for Executive Session: 25 O.S. Section 307(B)(1)]; to Discuss the Purchase or Appraisal of Real Property [Authority for Executive Session: 25 O.S. Section 307 (B)(3)]; 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)]

7.9. Return to Open Session

7.10. Recital by Board President that Minutes of Executive Session Were Kept by the Board Minutes Clerk and Will Remain Confidential

7.11. Consider and Take Action on Recommendations for Termination, Reassignment, Resignation, and Employment of Personnel

Attachments: (7)

8. NEW BUSINESS

9. ADJOURNMENT (Motion required)

May 13, 2024 at 6:00 PM - Regular Board of Education Meeting

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