January 12, 2026 at 5:59 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. Special Presentation to the Board Members in Appreciation for Their Years of Service to the Children of Ponca City
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2.2. Presentation of the Employee of the Month and Friend of Education Awards
The President of the Board will preside over presenting the January Employee of the Month and Friend of Education Awards to the following employees: Certified Employee of the Month - Angela Shelton
Counselor, Roosevelt Elementary
Support Employee of the Month - Jen Cargill
Payroll Specialist Assistant, BOE
Friend of Education - Allison Miller
Community Health Foundation
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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. PRESENTATION FROM JENKINS & KEMPER ON ANNUAL AUDIT REPORT
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4.1. Consider and Take Action on Receiving Annual Audit Report from Jenkins & Kemper
Commentary:
Caleb Carlson, from the district's auditing firm Jenkins & Kemper, will present the FY25 financial audit to the board. Erika Johnson will answer questions.
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5. REPORTS WITH POTENTIAL BOARD DISCUSSION (Erika Johnson, Executive Director of Finance)
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5.1. OASC State Convention Financial Update
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5.2. Bond Project Financial Review
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6. SUPERINTENDENT’S REPORT WITH POTENTIAL BOARD DISCUSSION
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6.1. District Updates
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7. 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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7.1. Approval of the Minutes from the December 8, 2025, Board Meeting
Attachments:
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7.2. Approval of the Budget Analysis Reports
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7.3. Approval of the FY26 Budget Amendments
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7.4. Approval of the FY26 Bond Fund Reports
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7.5. Approval of the FY26 Change Order Listings as of January 8, 2026, for Funds 11, 21, 30, and 81
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7.6. Approval of FY26 General Fund 11 Encumbrances #960-#1013 in the amount of $116,958.79
Attachments:
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7.7. Approval of FY26 Building Fund 21 Encumbrances #139-#161 in the amount of $84,187.30
Attachments:
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7.8. Approval of FY26 Child Nutrition Fund 22 Encumbrances #90-#93 in the amount of $100,163.75
Attachments:
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7.9. Approval of FY26 Bond 34 Encumbrance #8 in the amount of $3,700.00
Attachments:
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7.10. Approval of FY26 Gifts and Endowment Fund 81 Encumbrance #139 in the amount of $500.00
Attachments:
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7.11. Approval of Booster Club Fundraiser Requests
Commentary:
Booster Club Reports include Fundraiser Requests, Sanctioning Agreements, and Budgets
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7.12. Approval of Activity Fund Reports/Requests
Commentary:
Activity Fund Reports include Activity Fund Requests, Budgets, Resolutions, and the Revenue/Expenditure Summary
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7.13. Approval of Treasurer’s Reports
Commentary:
Treasurer's Reports consist of the Investment Report, Cash Balance Report, and the Year-to-Date Revenue/Expenditures Report
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7.14. Ratification & Approval of Payrolls
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7.15. Approval of a renewal agreement with CDW Education/CDW Amplified for Education, effective February 1, 2026, through January 31, 2028, for Chrome Gopher Premium software, which provides district-wide tools to support efficient management of Google accounts for teachers, staff, and students. The total cost is $3,700.00 and will come from Bond 34.
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7.16. Approval of an agreement with the E.W. Marland Estate for rental of the facility to host the Ponca City High School Prom on April 18, 2026. Total cost is $1,750.00 and will come from the Activity Fund.
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7.17. Approval of a contract with Kirkhart Entertainment to provide a DJ for the prom on April 18, 2026. Total cost is $1,500.00 and will come from the Activity Fund.
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7.18. Approval of a ratification of an agreement between Northwestern Oklahoma State University (NWOSU) and Ponca City Public Schools (PCPS), effective October 16, 2024, through October 15, 2027, wherein PCPS agrees to provide the authorization, supervision, and instruction of NWOSU candidates completing the University's nursing education program. This would include activities such as observation, job-shadowing, and other activities as approved by both NWOSU and PCPS. This is year two of a three-year agreement. There is no cost to the district.
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7.19. Approval of an agreement with the Oklahoma Department of Human Services (ODHS), effective for the 2025-2026 school year. Ponca City Public Schools (PCPS) participates in the USDA/National School Breakfast and Lunch Program and receives a meal assistance allocation for commodities based on the number of reimbursable meals served. The commodity allocation or credit is handled by the ODHS who assesses a storage/handling fee based on the total dollars allocated for commodities. PCPS also pays the commodity storage fee for St. Mary's since they contract with PCPS to provide meals. This is an annual amount paid for warehousing and delivering the commodities. The total cost is $6,178.94 and will be paid from Fund 22.
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7.20. Approval of a contract with Photography By Jes to provide photos at the Promenade and inside photo booth on April 18, 2026. The total cost is $450.00 and will come from the Activity Fund.
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7.21. Approval of a quote from Photography By Jes, dated June 19, 2025, for session fees to take head shots for principals and Executive Directors on January 15, 2026. The total cost for 40 employees is $2,250.00 and will come from the General Fund.
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7.22. Approval of a quote from RTI Scheduler, effective January 1, 2026, through June 30, 2026, for a software license for 1,300 students at the Ponca City High School. The quote also includes virtual training and consulting. The total cost is $2,300.00 and will come from the Gap Grant 515.
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7.23. Approval of a quote from XtraMath, effective January 1, 2026, through May 31, 2026, for an XtraMath premium license for math fact fluency for West Middle School. This quote includes unlimited teacher and student access. The total cost is $250.00 and will come from Title I funds.
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7.24. Approval to rescind the contract originally approved on June 9, 2025, between the District and Angela Montenegro, effective December 31, 2025, due to a change in the contractor's legal entity and federal tax identification number (EIN).
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8. ACTION ITEMS (MOTION REQUIRED)
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8.1. Consider and Take Action to Approve the District’s Annual Application to the Oklahoma State Department of Education for Designation of Federal Program Authorized Representatives
Commentary:
Approval of the annual submission is required by the Oklahoma State Department of Education (OSDE) to designate district personnel authorized to access and certify federal program information through the OSDE Single Sign-On system. Due to OSDE’s Multi-Factor Authentication (MFA) security requirements, these permissions must be renewed each fiscal year to verify that the individuals listed remain current employees and authorized representatives of the district. The individuals designated for submission are Barbara Cusick, Teri Vogele, and Tracy Zimmerschied.
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8.2. Consider and Take Action on the following Contracts/Agreements:
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8.2.A. An agreement with Angela's Academic Assessment (formerly doing business as Angela Montenegro, NCSP, M.S., Ed.S. , M.S.) for school psychology services
Commentary:
Approval of an agreement with Angela’s Academic Assessment to provide school psychology services for district students, effective January 6, 2026, through May 22, 2026. Services will be provided onsite at a rate of $66.00 per hour for up to three (3) days per week, not to exceed eight (8) hours per day, with up to eight (8) additional hours per week permitted remotely at the same hourly rate. Mileage for travel from Belle Plaine, Kansas, to Ponca City, Oklahoma, will be reimbursed at the federal mileage rate, not to exceed 122 miles per day. The total estimated cost of the agreement shall not exceed $41,250.00 and will be paid from the General Fund/Special Services.
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8.2.B. A Statement of Understanding between Oklahoma State School Boards Association (OSSBA) and Ponca City Public Schools (PCPS), effective January 12, 2026, through December 31, 2026, for Continuous Strategic Improvement (CSI) services
Commentary:
Continuous Strategic Improvement (CSI) services are for facilitating and developing a five-year strategic plan for Ponca City Public Schools. Services include district-wide stakeholder engagement, development of a comprehensive strategic plan, a digital scorecard, a Year One plan review, and printed copies of the final plan. Based on the district’s number of instructional sites, the total cost is $52,000.00 and will be paid from the General Fund.
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8.2.C. An agreement with Oklahoma State School Boards Association (OSSBA), effective January 12, 2026, through December 31, 2026, to provide Facility Planning Services for the District
Commentary:
OSSBA's Facility Planning Services will provide the data and analysis necessary to support future bond planning and long-range capital decisions. Enrollment forecasting and district-wide facility assessments will identify capacity needs, facility conditions, and priority projects, while community listening sessions will help ensure stakeholder input is incorporated into the process. Together, these components establish a clear, defensible foundation for developing bond proposals that align with district needs and community expectations. The total cost is $43,418.00 and will come from the General Fund.
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8.3. 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 the Resignation of Elizabeth Post Pursuant to OKLA. STAT. tit. 25, § 307 (B)(1) & (7); to Discuss the Superintendent of Schools' Contract [Authority for Executive Session: 25 O.S. Section 307 (B)(1)]; and to Discuss Employment of Superintendent [Authority for Executive Session: 25 O.S. Section 307 (B)(1)]
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8.4. Return to Open Session.
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8.5. Recital by Board President that Minutes of Executive Session Were Kept by the Board Minutes Clerk and Will Remain Confidential
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8.6. Discussion and Vote to Either Approve the Resignation Agreement with Elizabeth Post and Accept her Resignation or Not Approve the Resignation Agreement with Elizabeth Post and Not Accept Her Resignation
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8.7. Consider and Take Action on Ratification/Renewal of the Contract or New Contract for the Superintendent of Schools
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8.8. Consider and Take Action on Recommendations for Termination, Reassignment, Resignation, and Employment of Personnel
Attachments:
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9. NEW BUSINESS
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10. ADJOURNMENT (Motion required)
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