July 14, 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. 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 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) 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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3. REPORTS WITH POTENTIAL BOARD DISCUSSION
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3.1. Community Eligibility Provision Program (Jeff Denton)
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4. SUPERINTENDENT’S REPORT WITH POTENTIAL BOARD DISCUSSION AND ACTION
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4.1. Staffing Update
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4.2. Registration Update
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4.3. Revisions of Policies:
Commentary:
Attachments:
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5. Consider and Take Action to Approve the Revised Policies as Listed Below:
Commentary:
1.0 - Board of Education 3.21-2.0 - Personal Electronic Devices and Accounts 7.24 - Foreign Exchange Student Enrollment Various Policies to Update Names:
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6. CONSENT AGENDA
Motion Required: Motion required for the approval of the "Consent Agenda" as printed (or as amended). Board members may, however, call for a vote on each of the items listed on the "Consent Agenda." |
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6.1. Minutes from June 9, 2025, Special Budget Hearing Meeting and June 9, 2025, Regular Board Meeting
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6.2. Contracts/Agreements under $10,000
Attachments:
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7. ACTION ITEMS (MOTION REQUIRED)
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7.1. Consider and Take Action on the Following District Financial Reports:
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7.1.A. FY25 General Fund 11 Encumbrances #1601-#1605 in the Amount of $18,269.18
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7.1.B. FY25 Fund 21 Encumbrances #144-#145 in the Amount of $7,000.00
Attachments:
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7.1.C. FY25 Fund 81 Encumbrance #223 in the Amount of $2,400.00
Attachments:
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7.1.D. FY25 Change Order Listing Dated 7/9/25 for Funds 11, 21, 22, 30, and 81
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7.1.E. FY25 Budget Analysis Reports
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7.1.F. FY25 Budget Amendments
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7.1.G. FY25 Bond Fund Updates As Of 7/09/2025
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7.1.H. FY26 General Fund 11 Encumbrances #164-#307 in the Amount of $625,101.99
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7.1.I. FY26 Building Fund 21 Encumbrances #23-#42 in the Amount of $1,677,839.05
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7.1.J. FY26 Child Nutrition Fund 22 Encumbrances #53-#55 in the Amount of $3,000.00
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7.1.K. FY26 Bond Fund 30 Encumbrance #1 in the Amount of $111,018.00
Attachments:
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7.1.L. FY26 Bond Fund 35 Encumbrance #3 in the Amount of $9,500,910.00
Attachments:
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7.1.M. FY26 Gifts & Endowments Fund 81 Encumbrances #5-#10 in the Amount of $24,088.55
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7.1.N. FY26 Budget Analysis Reports
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7.1.O. FY26 Budget Amendments
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7.1.P. FY26 Bond Fund Updates As Of 7/09/2025
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7.1.Q. Activity Fund Revenue/Expenditure Summary Report 7/1/24-6/30/25
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7.1.R. FY26 Activity Fund Fundraiser Requests/Budget Reports
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7.1.S. FY26 Activity Fund Resolutions
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7.1.T. FY26 Booster Club Budgets/Fundraising Requests/Sanctioning Agreements
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7.1.U. Treasurer’s Reports
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7.1.V. Ratification & Approval of Payrolls
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7.2. Consider and Take Action on Adopting a School-Hours Policy for the 2025-26 School Year
Commentary:
By adopting a School-Hours Policy, the District has the option to calculate the school year based on hours rather than days. Prior to October 15, the District must send a letter of notification to the State Department of Education along with documentation of school board approval that they have adopted a school-hours policy. Adam Leaming will answer questions.
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7.3. Consider and Take Action on Appointing an Internal Activities Review Committee for Activity Absences for the 2025-26 School Year
Commentary:
Accreditation standards state the maximum number of absences for activities which removes any student from the classroom shall be ten (10) for any one class period of each school year. However, there are some exclusions that apply, such as state and national levels of school-sponsored contests. The Internal Activities Review Committee is responsible for reviewing and recommending any deviation from the activities policy to the local board of education. The District has a committee in place that consists of the high school principal and athletics director. Accreditation standards require the local board of education to appoint a committee at the beginning of each school year. Our recommendation is for the high school principal and athletics director to continue in this role. Adam Leaming will answer questions.
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7.4. Consider and Take Action on Meal Price Increases for the 2025-26 School Year
Commentary:
The USDA sets the Free and Reduced pricing/reimbursement for meals served to qualifying students. Each school district controls the full-price amount charged for breakfast and lunch meals. The USDA provides a tool to determine if the district should increase pricing. The tool considers the cost of goods, prevailing wage, and location, as well as other factors. The tool suggests we increase our pricing to reach the national average. According to the USDA and OK State Department of Education Child Nutrition Programs, the Ponca City School District should continue to make minimum increases each year until reaching the national average reimbursement rates. The Child Nutrition Program would like to recommend the following price increases for the upcoming school year.
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7.5. Consider and Take Action on Hiring the Following Individuals as Adjunct Teachers As Specified:
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7.6. Consider and Take Action on Change Order No. 2 from Kyler Construction Group on the Concert Hall Project
Commentary:
Change Order No. 2 is for the return of unused contingency and allowance funds of $4,473.00 from the Concert Hall Project.
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7.7. Consider and Take Action on the following Contracts/Agreements:
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7.7.A. Lease Agreement with Child Development Center of Ponca City, Inc. for Land Owned by Ponca City Public Schools
Commentary:
Ponca City Public Schools (District) proposes to enter into a lease agreement with the Child Development Center of Ponca City, Inc. (Provider), a nonprofit 501(c)(3), for the use of District-owned property located at 1615 North 7th Street. The agreement allows the Provider to operate a childcare center on the premises for the benefit of families served by the District.
Term: One-year lease beginning July 15, 2025, with automatic one-year renewals. |
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7.7.B. Agreement with City of Ponca City for Use of the RecPlex
Commentary:
This agreement covers using the pool and aquatic facilities for swimming instruction, special education aquatic programs, and swimming for an athletic sport. The cost is $1,500.00 per month for ten months for $15,000.00. The cost will come from the Building Fund.
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7.7.C. Agreement with the City of Ponca City for Two School Resource Officers
Commentary:
This is an agreement with the City of Ponca City for two School Resource Officers. One will be located at the High School, and one will be shared between West and East Middle Schools. The total amount of the agreement is $132,184.08, and the cost will come from the Building Fund.
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7.7.D. Estimate from Cremers Construction Company for Repairs to Concrete
Commentary:
Cremers Construction will repair damaged concrete at West Middle School, Trout Elementary, Union Elementary, and Liberty Elementary. The total cost is $44,528.00 and will come from Bond Fund 30.
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7.7.E. Agreement with Cross Petroleum Products to Provide the District with Propane
Commentary:
Cross Petroleum will provide Ponca City Public Schools with propane for 2025-26. The estimated cost is $17,500.00, and it will come from the General Fund/Transportation.
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7.7.F. Agreement with Hiland Dairy Foods to Provide Beverages for the 2025-26 School Year
Commentary:
This agreement is for Hiland Dairy Foods to provide white/chocolate milk, orange juice, apple juice, and Red Diamond tea to Ponca City Public Schools for the 2025-26 school year. The agreement is for $255,000.00.
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7.7.G. Agreement with McDonald Electric for District Electrical Work
Commentary:
McDonald Electric will assist with district electrical work, total charge not to exceed $10,000.00. The cost will come from the Building Fund.
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7.7.H. Maintenance Renewal from Pinnacle Business Systems, Inc. of the Fortinet Firewall Security Device
Commentary:
The Fortinet Firewall is a network security device that monitors incoming and outgoing network traffic and decides whether to allow or block specific traffic based on a defined set of security rules. This is our first line of defense in maintaining our network security. The total cost is $25,700.00 and will come from Bond 35. Ryan Dooley will answer questions.
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7.7.I. Memorandum of Understanding Between Ponca City Schools and Pioneer Technology Center for the Dropout Recovery (SHARE) program.
Commentary:
This is a memorandum of understanding between Ponca City Schools and Pioneer Technology Center for the Dropout Recovery (SHARE) Program. Ponca City Schools will pay 75 percent of the per-pupil amount of ADM received by the district for state aid. This will be based on the number of students served, and the cost will come from the General Fund. Barbara Cusick will answer questions.
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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)]; and to Discuss Negotiations [Authority for Executive Session: 25 O.S. Section 307(B)(2)]
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7.9. Return to Open Session.
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7.10. Recital by Board President that Minutes of Executive Session Were Kept by the Board Minutes Clerk and Will Remain Confidential
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7.11. Consider and Take Action on Recommendations for Termination, Reassignment, Resignation, and Employment of Personnel
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8. NEW BUSINESS
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9. ADJOURNMENT (Motion required)
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