May 12, 2025 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. Recognition of Coach Ian Rand and PCPS Esports Team
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2.2. 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 2024. Each employee will be presented with a token of the district's appreciation for all their years of service.
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2.3. 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 - Perla Gallegos
Spanish Teacher At Ponca City High School
Support Employee of the Month - Lacey Epperson
Child Nutrition Secretary
Friend of Education - Joe DeNoya, Stuteville
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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 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. |
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4. SUPERINTENDENT’S REPORT WITH POTENTIAL BOARD DISCUSSION
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4.1. Legislative Update
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4.2. PCPS/District Update
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4.3. PreK/Child Development Center Letter of Intent Update
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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 April 14, 2025, Regular Board Meeting and the April 25, 2025, 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. FY25 Budget Amendments
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6.1.B. FY25 General Fund 11 Encumbrances #1502-#1544 in the amount of $84,374.20
Attachments:
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6.1.C. FY25 Building Fund 21 Encumbrances #128-#135, #137-#140 in the amount of $67,557.12
Attachments:
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6.1.D. FY25 Child Nutrition Fund 22 Encumbrances #102-#107 in the amount of $27,141.36
Attachments:
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6.1.E. Bond 33 Encumbrances #17-#19 in the amount of $8,461.00
Attachments:
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6.1.F. FY25 Gifts and Endowment Fund 81 Encumbrances #210-#220 in the amount of $25,302.11
Attachments:
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6.1.G. Change Order Listing as of May 7, 2025, for Funds 11, 21, 22, 33, 34, and 81.
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6.1.H. Budget Analysis Reports
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6.1.I. Bond Fund 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. Vote to Approve or Disapprove Resolution for Schools and Libraries Universal Services (E-Rate) for 2025-2026 School Year
Commentary:
This resolution authorizes the filing of FCC Form 471 application(s) for funding year 2025-2026 and the payment of the applicant's share upon approval of funding and receipt of services. Ryan Dooley will answer questions.
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6.3. Consider and Take Action on the Application for Participation in the 2025 Summer Food Service Program for Children
Commentary:
The application for the 2025 Summer Food Service Program for Children has been submitted to the Oklahoma State Department of Education. Program participation will begin on June 2 and will end on June 26. Jeff Denton will answer questions.
East Middle School June 2-26, Monday-Thursday Breakfast 8:00-9:00 a.m., Lunch 11:00 a.m.-12:00 p.m. Union Elementary June 3-26, Tuesday, Wednesday, and Thursdays Breakfast 8:00-9:00 a.m., Lunch 10:45-11:45 a.m. |
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6.4. Consider and Take Action on the following Contracts/Agreements:
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6.4.A. Quote from Discovery Education, Inc. for a DreamBox Reading Plus Site License for the High School
Commentary:
This one-year quote is for a DreamBox Reading Plus site license for the High School. The total cost is $13,000.00 and will come from the General Fund. This quote replaces one that was initially approved at the April 14, 2025, meeting and was rescinded due to incorrect dates and cost. Dr. Dalana Hawkins will answer questions.
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6.4.B. Quote from GameTime for Mulch for District Playgrounds
Commentary:
GameTime will provide mulch for district playgrounds for a total of $17,612.80. This will come from the General Fund, and Jason Leavitt will answer questions.
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6.4.C. Quote from Holder's Quality Fencing & Land Service to Install Fencing to Enclose Playground at Roosevelt Elementary
Commentary:
Holder's Quality Fencing & Land Service will install a 5' black vinyl chain-link fence to enclose the playground at Roosevelt Elementary. The total cost is $13,885.00 and will come from the General Fund. Jason Leavitt will answer questions.
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6.4.D. Agreement with Jenkins & Kemper to Provide Annual Audit Report
Commentary:
Jenkins & Kemper will provide an annual audit of financial affairs and transactions of all funds and activities in the district for the year ending June 30, 2025. The cost is up to $13,750.00 plus a $100 filing fee to the State Auditors and Inspectors Office, and will come from the General Fund. Erika Johnson will answer questions.
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6.4.E. Ratification of an Agreement with Kyler Construction Group, Inc. for 2021 Bond Projects
Commentary:
This is a ratification of the original agreement with Kyler Construction Group, Inc. 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.
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6.4.F. Agreement with PowerSchool Group LLC for Student Information System (SIS) Software
Commentary:
This agreement is for support, subscription, and hosting renewal fees for PowerSchool's student information system and SchoolMessenger software. Previously, SIS and SchoolMessenger were quoted separately at a cost of $54,771.83 for SIS and $12,115.89 for a partial year of SchoolMessenger. SchoolMessenger is a comprehensive communication platform designed to improve communications with students' families by simplifying, centralizing, and efficiently delivering messages through PowerSchool. This service will allow district and site administration to send emails, texts, and call notifications for important messages and events, with more than 100 translations available. Reports are available to show receipt of messages and, if needed, updated contact information. The total cost of $68,235.86 will come from Bond 34. Ryan Dooley/Dr. Dalana Hawkins will answer questions.
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6.4.G. Quote From 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 (Admin, Athletics, etc.) 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 total cost is $27,766.50 and will be paid out of the General Fund. Ryan Dooley/Dr. Dalana Hawkins will answer questions.
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6.4.H. Quote From PowerSchool Group LLC for MyPowerHub and Engage Suite
Commentary:
This is a quote for additional services MyPowerHub and Engage Suite to be integrated with the district’s existing PowerSchool SchoolMessenger platform. MyPowerHub offers a centralized landing page that supports two-way communication between schools and families. SchoolMessenger will serve as the district’s primary communication tool between teachers and students, streamlining the number of platforms currently listed on the Approved Communications List and enhancing convenience for families. The quote reflects a discounted amount of $1,577.18, representing a notable reduction from previous pricing. The total cost is $15,283.30 and will be paid from the General Fund. Dr. Dalana Hawkins will answer questions. |
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6.4.I. 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.
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6.4.J. Agreement with SylogistEd, Inc. for the Use of Accounting Software Systems
Commentary:
SylogistEd, Inc. will furnish the use of accounting software systems used by the district. The company was formerly known as Municipal Accounting Systems, Inc. (MAS Inc.). The cost is $1,637.50 per month for a yearly total of $19,650.00. This cost will come from the General Fund and Erika Johnson will answer questions.
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6.4.K. 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 Ponca City Public Schools 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 $97,210.00 and will come from the General Fund/Special Services. Amy Swartz will answer questions.
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6.4.L. 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.
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7. 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)]
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8. Return to Open Session
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9. Recital by Board President that Minutes of Executive Session Were Kept by the Board Minutes Clerk and Will Remain Confidential
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10. Consider and Take Action on Recommendations for Termination, Reassignment, Resignation, and Employment of Personnel on the Attached Detailed Personnel Report
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11. NEW BUSINESS
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12. ADJOURNMENT (Motion required)
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