September 8, 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 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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3. REPORTS WITH POTENTIAL BOARD DISCUSSION
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3.1. Alternative Education Report (Karla Streeter)
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4. SUPERINTENDENT’S REPORT WITH POTENTIAL BOARD DISCUSSION AND ACTION TO ADOPT AND REVISE THE LISTED POLICIES
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4.1. District Updates
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4.2. Proposed Policy Changes
Commentary:
Section 1 - The School Board
School Board Meetings - Policy 1.3
Section 3 - Administration
Title IX - Policy 3.2-1.0
Discrimination, Harassment and Retaliation - Policy 3.2-2.5 Procedure for Disposition of Obsolete or Unserviceable Supplies and Equipment (Disposal of Surplus School Property) - Policy 3.8-4.0 Section 4 - Instruction
Strong Readers Act - Policy 4.2-7.0
Length of School Year - Policy 4.5 Section 5 - Business Management
Open Records - Policy 5.0
Section 6 - Personnel
Criminal Records Searches - Policy 6.2-4.0
Certified Leave/Support Leave - Policy 6.5-14.0 Pregnant Workers Fairness Act - New Policy Suspension, Dismissal, and Non-reemployment of Teachers - Policy 6.6-3.0 Section 7 - Students
Student Transfers - Policy 7.5-4.0
Abuse, Neglect, Exploitation and Trafficking - Policy 7.7-1.0 Student Behavior - Policy 7.16-1.0 Including Students with Disabilities in Assessments - Policy 7.19-2.0 Administration of Medication to Students - Policy 7.23-5.0
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5. Consider and Take Action To Adopt and Revise the Board Policy Changes as Proposed During the Superintendent's Report
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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. |
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6.1. Approval of the Regular Minutes from the August 11, 2025, Board of Education Meeting
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6.2. Approval of the FY25 Budget Amendments
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6.3. Approval of the FY25 Budget Analysis Reports
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6.4. Approval of the FY25 Bond Fund Updates
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6.5. Approval of FY25 Change Orders As Of 8/29/25 for Funds 11, 21, 22, 30, and 81
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6.6. Approval of the FY26 Budget Amendments
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6.7. Approval of the FY26 Budget Analysis Reports
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6.8. Approval of the FY26 Bond Fund Updates
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6.9. Approval of FY26 Change Order Listing as of 9/4/25 for Funds 11, 21, 22, 35, and 81
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6.10. Approval of FY26 General Fund 11 Encumbrances #463-#619 in the amount of $275,574.59
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6.11. Approval of FY26 Building Fund 21 Encumbrances #58-#88 in the amount of $375,667.04
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6.12. Approval of FY26 Child Nutrition Fund 22 Encumbrances #56-#72 in the amount of $455,372.55
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6.13. Approval of FY26 Fund 30 Encumbrance #2 in the amount of $105,340.00
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6.14. Approval of FY26 Fund 34 Encumbrance #4 in the amount of $3,985.45
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6.15. Approval of FY26 Fund 35 Encumbrances #6-#8 in the amount of $38,638.00
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6.16. Approval of FY26 Gifts and Endowment Fund 81 Encumbrances #53-#70 in the amount of $23,089.16
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6.17. Approval of Booster Club Reports
Commentary:
Booster Club Reports include Fundraiser Requests, Sanctioning Agreements, and Budgets
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6.18. Approval of Activity Fund Reports
Commentary:
Activity Fund Reports include Activity Fund Requests, Budgets, Resolutions, and the Revenue/Expenditure Summary
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6.19. Approval of Out of State Travel
Commentary:
H. Monks, A. Buller, A. Monks, K. Rapeti, and V. Gowdy to Nashville, Tennessee December 9-12, 2025, A. Leaming and J. Dye to Phoenix, Arizona September 30-October 1, 2025
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6.20. Approval of Treasurer’s Reports ending July 31, 2025
Commentary:
Treasurer's Reports consist of the Investment Report, Cash Balance Report, and the Year-to-Date Revenue/Expenditures Report
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6.21. Ratification and Approval of Payrolls
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6.22. Accept and approve Letticia Deitas to serve as an adjunct elementary teacher during the 2025-2026 school year
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6.23. Accept and approve Kennedy Harmon to serve as an adjunct music teacher during the 2025-2026 school year
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6.24. Accept and approve Brad Olson to serve as an adjunct Biology, English, and Intermediate Math teacher during the 2025-2026 school year
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6.25. Approval of an agreement with American Fidelity Assurance Company for the Section 125 Flexible Benefit Plan, effective September 1, 2025-August 31, 2026, at no charge to the district.
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6.26. Approval of the ratification of an agreement with Cengage Learning, effective July 17, 2022-June 30, 2028, for 50 Pre-Algebra Oklahoma Editions student books, 360 online licenses, and five teacher resource packages for East Middle School at no cost to the district.
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6.27. Approval of a contract with Choose Aerospace for aviation mechanics curriculum for the 2025-2026 school year at no charge to the district.
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6.28. Approval of a ratification of the original 99-year lease agreement with the City of Ponca City, approved on September 12, 2016, for City-owned land used by the Ponca City Public Schools Concert Hall, commencing November 1, 2015-June 30, 2115, at a cost of $1.00 per year from the Building Fund.
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6.29. Approval of a ratification of the original 99-year lease agreement with the City of Ponca City, approved on November 13, 2023, for City-owned land used by the Ponca City Public Schools Tennis Facility, commencing January 1, 2024, through June 30, 2123, at a cost of $1.00 per year from the Building Fund.
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6.30. Approval of a contract with CompTIA for CertMaster Learn Tech+ and Tech+ software for the 2025-2026 school year. This software is Career Tech approved and is designed to help students learn how to repair computers and introduce them to their internal components. It has online curriculum and certification exams for the high school's Computer Repair and Troubleshooting course. The cost of $8,299.00 will come from a Carl Perkins federal grant.
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6.31. Approval of an agreement with CoolSpeak, effective November 2-3, 2025, to provide keynote speaker Natasha Carrizosa for the Student Council State Convention. Ms. Carrizosa will deliver a 45-minute keynote presentation and a 90-minute workshop, serving approximately 1,800 students. The total cost is $6,500.00 and will come from the General Fund.
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6.32. Approval of a renewal agreement with EMS LinQ, Inc., effective August 1, 2025-July 31, 2026, for ISITE support and annual maintenance of the Child Nutrition website, mobile menus, online menu design with interactive nutritionals, hosting, and support for School Nutrition & Fitness. The cost is $1,999.74 and will come from Child Nutrition.
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6.33. Approval of a logo agreement with Faith and Threads for the 2025-2026 school year. Faith and Threads provides customized apparel and merchandise. A royalty fee of $100.00 was assessed.
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6.34. Approval of a contract with Great Expectations for a full day of professional development with Roosevelt Elementary staff on September 15, 2025. The total cost is $1,641.41 and will come from Instructional.
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6.35. Approval of a renewal quote from Heartland School Solutions for Child Nutrition's Meal Planner for the 2025-2026 school year. The cost is $2,200.00 and will come from Child Nutrition funds.
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6.36. Approval of a renewal quote from Imagine Learning, effective July 1, 2025-June 30, 2026, for a computer program grounded in the Science of Reading for the 2025-2026 school year. Students participate in targeted intervention each time they log on. There is no cost to the district.
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6.37. Approval of an agreement with InstaRaise by JMS for fundraisers for Ponca City High School, East Middle School, and West Middle School Choir to sell popcorn from September 8, 2025, through September 29, 2025. This will be funded through the Activity Fund.
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6.38. Approval of an estimate from OATECA, effective August 19, 2025-June 30, 2026, for an annual educator license for electronic data input for student assessments and data collection, including access to OATECA Academy. The total cost is $75.00 and will come from the General Fund.
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6.39. Approval of a renewal agreement with PDQ.com for district-wide IT software used to deploy software and inventory management of applications on laptops and desktops. The two-year agreement (2025-2027) is $5,610.00 and will be funded through Bond 34.
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6.40. Approval of an agreement with the State of Oklahoma Department of Rehabilitation Services, effective October 1, 2025-September 30, 2026, for the Work Adjustment Training Program. The program prepares high school-age youths with the most significant disabilities for competitive, integrated employment in the community. There is no charge to the district.
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6.41. Approval of a proposal from United Turf and Track to overseed, top dress, and fertilize the baseball field at the high school for the 2025-2026 school year. Total cost is $7,129.00 and will come from the Building Fund.
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6.42. Approval of an agreement with Vizavance to supervise volunteers from the local Lions Club to perform vision screenings for students in grades Pre-K-5 for the 2025-2026 school year. The total cost is $700.00 and will come from the General Fund/Nurses.
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6.43. Approval to rescind an agreement with Vizavance originally approved at the May 12, 2025, school board meeting for vision screening for students in grades Pre-K-5. The original agreement included Washington Pre-K Center and was for $800.00.
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7. ACTION ITEMS (MOTION REQUIRED)
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7.1. Consider and Take Action on Acknowledging Constitution Day
Commentary:
Constitution Day, also known as Citizenship Day, commemorates the signing of the U.S. Constitution on September 17, 1787. Ponca City Public Schools will observe this day with age-appropriate educational activities in all schools to promote civic awareness and understanding.
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7.2. Consider and Take Action on the Estimate of Needs for FY26
Commentary:
The Estimate of Needs is a financial document required by state law to be approved by the Board of Education each year. The document was developed by our auditors with the assistance of Adam Leaming and Erika Johnson. The FY26 Estimate of Needs has detailed valuation information for the sinking fund. Erika Johnson will answer questions.
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7.3. Consider and Take Action on the Gifted Advisory Committee
Commentary:
It is the duty of each school district to provide gifted education programs and to serve those children who reside in the district. The district Board of Education shall create a local advisory committee for the education of gifted and talented children. Committee members serve a two-year term. Amy Swartz will answer questions.
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7.4. Consider and Take Action on a Proposal from American Roofing to Provide Inspections of District Roofs
Commentary:
American Roofing will provide roof inspections on Ponca City Public School properties to locate all deficiencies and problem areas. A detailed inspection report will be provided for each building with any recommended remediation plans. American Roofing will also clean general roof debris, including obstructions from gutters, downspouts, and drain screens. The total cost is $7,200.00 and would come from the Building Fund.
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7.5. Consider and Take Action on an Allocation to American Roofing for Repairs of District Roofs
Commentary:
Operations has created a $30,000 blanket purchase order with American Roofing to cover urgent district roof repairs as needed. The amount will come from the Building Fund.
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7.6. Consider and Take Action on a Quote from Hudl to Provide Video Review and Performance Analysis Tools for the District.
Commentary:
Hudl will provide video review and performance analysis tools, as well as live-stream multiple extracurricular program events simultaneously for athletes. The total cost is $20,000.00 and will be shared among the athletics programs utilizing Hudl, with additional support from TeamRadio. The district’s portion of the cost is $4,500.00..
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7.7. Consider and Take Action on a Construction Manager Recommendations Report from Kyler Construction Group for the East Middle School Retaining Wall Project
Commentary:
Total Guaranteed Maximum Price with Alternate 1 is $105,340.00 and will be funded by the General Fund.
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7.8. Consider and Take Action on a Quote from Renaissance for a License for Accelerated Reader and STAR Comprehensive Suite Software
Commentary:
This quote from Renaissance is for a license for Accelerated Reader and STAR Comprehensive Suite software for Grades 6-8 for the 2025-2026 school year. These programs provide ELA and math screeners, analytics, and reporting, with STAR meeting the requirements of the Strong Readers Act. The total cost is $15,337.10 and will come from the General Fund.
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7.9. Consider and Take Action on an Estimate from SoundOff for a Silent Disco Party for the Oklahoma Student Council State Convention
Commentary:
Approval of an estimate from SoundOff, dated November 2, 2025, for a silent disco party for students attending the Oklahoma Student Council State Convention. The estimate includes headphones and three DJ's. The total cost is $10,157.00 and will come from the General Fund.
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7.10. Consider and Take Action on a Revised Quote from Stolhand-Wells Group to provide Preventive Maintenance for the District HVAC Units
Commentary:
This is a revised agreement with Stolhand-Wells Group to provide preventive maintenance services for all district heating and air conditioning units during the 2025-2026 school year. The original quote, approved on May 28, 2025, totaled $59,850.00 and included the Washington Pre-K Center. Stolhand-Wells Group subsequently submitted a revised proposal excluding the Washington Pre-K Center and adding the Indoor/Outdoor Facility. The revised total cost is $56,990.00 and will be funded through the Building Fund.
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7.11. Consider and Take Action on Recommendations for Termination, Reassignment, Resignation, and Employment of Personnel per the Attached Detailed Report
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8. NEW BUSINESS
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9. ADJOURNMENT (Motion required)
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