October 12, 2026 at 5:00 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. Roll Call (Minutes Clerk of the Board)
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1.3. Flag Salute
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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 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, 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 before 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. PRESENTATIONS AND RECOGNITIONS
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3.1. Presentation of the Employee of the Month and Friend of Education Awards
The President of the Board will preside over presenting the October Employee of the Month and Friend of Education Awards to the following employees. Certified Employee of the Month - Heather Monks
Vocational/Marketing Teacher, Ponca City High School
Support Employee of the Month - Candace Allen
ELL Teacher Assistant, Garfield Elementary
Friend of Education - Kay County Health Department
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4. REPORTS WITH POTENTIAL BOARD DISCUSSION
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4.1. Continuous Strategic Improvement (CSI) Plan (Anna Roland)
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4.2. Safety Action Plan and Bond Planning/Feasibility Update (Larin Davis)
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5. SUPERINTENDENT’S REPORT WITH POTENTIAL BOARD DISCUSSION AND ACTION
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5.1. October 1 Enrollment
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5.2. District Updates
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5.3. Review Proposed Revisions to Board Policy 5.2-7.0 Procurement
Commentary:
Policy 5.2-7.0, Procurement, was revised by the Board in September as part of the District’s review and modernization of its financial policies. Following adoption, additional legal review provided clarification regarding current statutory thresholds and references applicable to public construction contracts. The proposed revisions incorporate those clarifications and further align the policy with current state law.
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6. Consider and Take Action to Approve Revisions to Policy 5.2-7.0 as Proposed During the Superintendent's Report
Commentary:
Policy 5.2-7.0 Procurement was revised by the Board in September as part of the District’s ongoing review and modernization of its financial policies. Following additional legal review, further clarification was provided regarding current statutory thresholds and references applicable to public construction contracts. The proposed revisions incorporate those clarifications, update applicable statutory references, and further align the policy with current state law. |
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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 September 14, 2026, Regular Board Meeting and the October 2, 2026, Special Board Meeting
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7.2. Approval of Surplus Resolution
Commentary:
Approval of a resolution declaring certain District-owned furniture, equipment, and miscellaneous property as surplus. The items listed in the attachment are located at various District sites and are no longer needed for school purposes because of age, condition, obsolescence, or because they have reached the end of their useful life. Upon approval, the District will dispose of the items in accordance with applicable law and District procedures.
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7.3. Approval of the FY27 Budget Amendments
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7.4. Approval of the FY27 Budget Analysis Reports
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7.5. Approval of the FY27 Bond Fund Updates
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7.6. Approval of FY27 Change Order Listings as of October 8, 2026, for Funds 11, 21, 22, and 81
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7.7. Approval of FY27 General Fund 11 Encumbrances #798-#985 in the amount of $426,726.34
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7.8. Approval of FY27 Building Fund 21 Encumbrances #106-#117 in the amount of $65,786
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7.9. Approval of FY27 Child Nutrition Fund 22 Encumbrances #70-#74 in the amount of $5,598.92
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7.10. Approval of FY27 Fund 33 Encumbrances #3-#4 in the amount of $23,508.18
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7.11. Approval of FY27 Fund 35 Encumbrance #7 in the amount of $9,238.47
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7.12. Approval of FY27 Gifts and Endowment Fund 81 Encumbrances #66-#71 in the amount of $4,944.02
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7.13. Approval of Booster Club Reports
Commentary:
Booster Club Reports include Fundraiser Requests, Sanctioning Agreements, and Budgets
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7.14. Approval of Activity Fund Reports
Commentary:
Activity Fund Reports include Activity Fund Requests, Budgets, Resolutions, and the Revenue/Expenditure Summary
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7.15. Approval of Out-of-State Travel
Commentary:
K. Rapeti to New Orleans, LA, December 2-5, 2026; J. Dye to San Diego, CA, December 10-11, 2026; A. Leaming, J. MacKinnon, A. Roland, J. Throop, and N. Zimmerschied to Washington, DC, April 1-4, 2027
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7.16. Approval of Treasurer’s Reports ending August 31, 2026
Commentary:
Treasurer's Reports consist of the Investment Report, Cash Balance Report, and the Year-to-Date Revenue/Expenditures Report
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7.17. Ratification and Approval of Payrolls
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7.18. Approval of an agreement with AGC Education Inc., effective October 13, 2026, to purchase a poster printer bundle for Woodlands Elementary. The bundle includes a wide-format poster printer, sublimation printer, vinyl cutter, and related equipment and supplies. The equipment will support classroom instruction, parent and family engagement, building signage, recognition activities, and student projects. The total cost is $7,599, funded through Title I.
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7.19. Approval of an agreement with American Fidelity, effective September 1, 2026, through August 31, 2027, for the Section 125 Flexible Benefit Plan for eligible employees. There is no cost to the District.
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7.20. Approval of an agreement with Cargill Consulting, Inc. for a workshop to be held on December 9, 2026, on how to increase a student's ACT score. The workshop requires at least 30 students at $40 per student, for a minimum total cost of $1,200, funded by the Activity Fund.
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7.21. Approval of a quote from Colorado Time Systems, effective October 13, 2026, for the purchase of an upgraded GEN7 swimming timing system and associated equipment for the District's aquatic facility. The purchase includes a six-lane touchpad system with seven touchpads, mounting brackets, storage caddy, Championship Elite starting system, necessary cables and adapters, on-site training, and shipping. The GEN7 timer and touchpads include a three-year limited warranty. The total cost is $30,658, funded by the General Fund.
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7.22. Approval to rescind the agreement with CompTIA, approved by the Board of Education on August 10, 2026, in the amount of $7,500 for 100 users, and to approve a replacement agreement with CompTIA in the amount of $3,800 for IT CertMaster Learn Tech+ and Tech+ for 50 users in the high school's Computer Repair and Troubleshooting course. This Career Tech-approved program provides online curriculum and certification exams that prepare students to identify computer components, troubleshoot hardware issues, and develop foundational computer repair skills. The total cost of $3,800 is funded by the Carl Perkins Grant.
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7.23. Approval of an agreement between Cowley College and Ponca City Public Schools, effective for the fall semester of 2026, to support pre-service teachers completing observation hours as classroom volunteers for EDU 6212: Introduction to Teaching with Field Experience. There is no cost to the District.
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7.24. Approval of a quote from Generation Genius, Inc., effective October 12, 2026, through June 30, 2027, for one School (Science, Math & ELA) License for an educational streaming video subscription for West Middle School. The quote includes videos, lesson plans, teacher guides, discussion questions, vocabulary, quizzes, and English/Spanish subtitles. The total cost is $2,395, funded by Title I.
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7.25. Approval of a contract with Great Expectations for two days of instructional coaching with Roosevelt Elementary staff on December 3, 2026, and February 11, 2027. The total cost is $1,600, funded by Instructional.
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7.26. Approval of the ratification of an agreement with JAMF Software LLC, effective September 6, 2025, through September 5, 2027, for software used to manage the District’s Apple iOS devices, including application deployment, device configuration, tracking, and asset management. This is the second year of a two-year agreement totaling $7,200, which was paid in full in FY 2025-26; therefore, there is no additional cost to the District in FY 2026-27.
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7.27. Approval of an agreement with Steven Paul Judd, SPJ Creative, LLC, effective September 2, 2026, to provide a motivational and educational presentation and lead students in a collaborative art project with other participating schools. The completed artwork will be featured at the First Americans Museum and will then travel to participating school sites over the next four years. The total cost is $400, funded through the NYCP 713 Grant.
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7.28. Approval of a quote from Kagan, effective for the 2026-27 school year, for the Structures on Demand: Staff Development Site License to be used at Central Baptist Academy. The total cost is $2,999, funded by Title II.
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7.29. Approval of the ratification of an agreement with Kuta Software LLC, effective October 25, 2024, through October 25, 2027, for Infinite Pre-Algebra Software for West Middle School. The total cost of $320 was paid in full in year one with no additional cost to the District in fiscal year 2026-27.
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7.30. Approval of an agreement with Mad Science, effective for the 2026-27 school year, to provide a KaPow! daytime assembly and a Dino Rodeo evening family program at each elementary school, with dates to be determined. The total cost of $11,333 will be funded through Title IV.
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7.31. Approval of the 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 includes activities such as observation, job-shadowing, and other activities approved by both NWOSU and PCPS. This is year three of a three-year agreement. There is no cost to the District.
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7.32. Approval of a proposal from Orion Security Solutions, effective August 12, 2026, through August 11, 2029, for Openpath Renewal software licenses, a cloud-based access control system used by the high school. The total cost is $9,238.47, funded by Bond 35.
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7.33. Approval to authorize services from Pinnacle Environmental Solutions & Consulting for District mold testing and detection for the 2026-27 fiscal year, not to exceed $4,000, funded by the Building Fund.
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7.34. Approval of a quote from Stuteville Chevrolet GMC, effective October 13, 2026, for two 2027 Chevrolet Traverses for the Transportation Department. The total cost is $77,486, funded by the General Fund.
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7.35. Approval of an agreement with Teaching Channel, effective October 16, 2026, through June 30, 2027, to provide First Lutheran School educators access to an online professional development platform offering instructional videos and professional development courses. The total cost is $3,129, funded through Title II.
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7.36. Approval of a Cooperation Agreement between White Eagle Health Center Behavioral Health Department and the Ponca City Public Schools (PCPS), effective October 12, 2026, through July 31, 2027, to provide on-site behavioral health services to students enrolled at PCPS. There is no cost to the District.
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8. ACTION ITEMS (MOTION REQUIRED)
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8.1. Consider and Take Action on the Recognition and Observance of the Following Events:
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8.1.A. American Education Week
Commentary:
American Education Week is an annual celebration, observed this year November 16-20, 2026, that honors the nation's public schools and the people who make them work, from teachers and administrators to cafeteria staff and bus drivers. Initiated in 1921 by the National Education Association (NEA) and the American Legion to address illiteracy and gain public support for education, it continues to focus on celebrating public education, informing the public about its accomplishments and fostering community support for schools and educators. Ponca City Public Schools would like to say thank you to those who make our schools a success, including teachers, staff, and volunteers.
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8.1.B. National Education Support Professionals Day
Commentary:
In conjunction with American Education Week, November 18, 2026, has been designated National Education Support Professionals (ESP) Day. National ESP Day is intended to honor and recognize the contributions education support personnel make to public education. Ponca City Public Schools would like to recognize the dedication and hard work of the district's 351 support employees.
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8.1.C. National Native American Heritage Month
Commentary:
National Native American Heritage Month is celebrated to recognize the intertribal cultures and to educate the public about the heritage, history, art, and traditions of American Indians, Alaska Natives, and Native Hawaiians.
Some of the events taking place district-wide are:
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8.2. Consider and Take Action on the District’s implementation of Fentanyl Abuse Prevention and Drug Poisoning Awareness Instruction for Students in Grades 6 through 12, in Accordance with House Bill 1484 (Rain’s Law), Including Participation in Fentanyl Poisoning Awareness Week in Conjunction with National Red Ribbon Week
Commentary:
House Bill 1484, known as Rain’s Law, requires Oklahoma public school districts to annually provide research-based instruction related to fentanyl abuse prevention and drug poisoning awareness to students in grades 6 through 12. Required instruction includes suicide prevention; prevention of fentanyl abuse and addiction; awareness of local school and community resources and how to access those resources; and health education related to fentanyl use and abuse. The Oklahoma State Department of Education has provided instructional resources to assist districts in meeting these requirements.
Rain’s Law also provides for Fentanyl Poisoning Awareness Week to coincide with National Red Ribbon Week. Ponca City Public Schools will provide the required instruction to students in grades 6 through 12 and incorporate fentanyl prevention and drug poisoning awareness activities and resources as part of the District’s substance abuse prevention efforts and recognition of Fentanyl Poisoning Awareness Week and Red Ribbon Week. |
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8.3. Consider and Take Action to Approve the District Transfer Capacities by Grade Level and Site in Accordance with SB 783
Commentary:
Senate Bill 783 requires school districts to establish and review student transfer capacity by grade level and school site four times each year. The attached report reflects the district’s current capacity determinations for the applicable reporting period.
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8.4. Consider and Take Action on a Resolution Calling for the Annual Election of Board of Education Member for Ward No. 2
Commentary:
The annual school election resolution is due to the Kay County Election Board no later than November 20, 2026. The Board of Education Primary Election shall be held on February 9, 2027, only if three or more candidates file for the Board of Education position scheduled to be on the ballot or for a Board of Education position appearing on the ballot as an unexpired term. A Board of Education General Election shall be held on April 6, 2027, under the following circumstances: if only two candidates file for a position scheduled to be on the ballot or for a position on the ballot for an unexpired term or if no candidate in the Board of Education Primary Election receives more than 50% of the votes cast. The polling places will be open from 7:00 a.m. to 7:00 p.m.
Ward No. 2, which is up for election in 2027, is currently held by Nancy Zimmerschied. The term of office will run from 2027 until 2032. The filing period for Board of Education candidates will open at 8:00 a.m. on Monday, December 7, 2026, and will end at 5:00 p.m. on Wednesday, December 9, 2026. All filings must be made at the Kay County Election Board in Newkirk. Any contest of candidacy petitions, or withdrawal of candidate, must be filed by 5:00 p.m. on Friday, December 11, 2026, at the County Election Board. The term of office begins at the first regular, special, or emergency board meeting following certification of the February 2027 results for the candidate who receives more than 50% of the votes cast in the February Primary Election when three or more individuals file for the office. For individuals who run unopposed, including an incumbent member, the term of office begins after the April 2027 General Election. Adam Leaming will answer questions.
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8.5. Consider and Take Action to Approve an Agreement with Branson On Stage Live for the Ponca City High School Instrumental and Vocal Music Programs’ Trip to Branson, Missouri, April 22–25, 2027
Commentary:
The four-day, three-night package includes hotel accommodations, continental breakfasts, performance opportunities, scheduled attractions and activities, a tour escort, and related services. A $35,000 deposit is due November 15, 2026, with final payment due February 22, 2027. The estimated total cost is $112,500, based on anticipated participation and room occupancy, and will be funded through the Activity Fund.
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8.6. Consider and Take Action to Approve an Agreement with Ross Transportation to Purchase One 44-Passenger Activity Bus
Commentary:
The agreement with Ross Transportation, effective October 13, 2026, is for the purchase of one 44-passenger activity bus for $190,125. As part of the transaction, the District will trade in two existing 15-passenger school buses for a combined trade-in allowance of $80,000, resulting in a net purchase price of $110,125. The net purchase price will be funded through the General Fund.
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9. Motion and Vote to Convene in Executive Session for the Following Purpose: to Discuss the Purchase of Real Property located at 702 East Grand [Authority for Executive Session: 25 O.S. Section 307 (B) (3)].
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10. Recital by the Board President that minutes of the Executive Session were kept and will remain confidential as required by law.
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11. Return to Open Session.
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12. Consider and Take Action to Employ, to Accept the Resignation of, to Reassign, and to Enter into an Extra-Duty Contract with Those Individuals as Listed on the Attached Detailed Reports
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13. NEW BUSINESS
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14. ADJOURNMENT (Motion required)
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