May 8, 2023 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. Presentation to Retiring Ponca City Public School Employees (Shelley Arrott)
Commentary:
The President of the Board will preside over recognizing all district employees listed below who have been retiring since October 2022. Each employee will be presented with a token of the district's appreciation for all their years of service.
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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 May Employee of the Month and Friend of Education Awards to the following employees. Certified Employee of the Month
Steve Keller, SPED Teacher at East Middle School Support Employee of the Month Jenae Stephens, Teacher Assistant at Woodlands Elementary Friend of Education Luther Moore, Volunteer for the Instrumental Music Parents Association |
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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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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.
Commentary:
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5.1. Minutes from the April 18, 2023 Regular Board Meeting
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5.2. Contracts/Agreements under $10,000
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5.3. Out-of-State Travel Requests
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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. FY23 General Fund 11 Encumbrances #1179-#1214 in the amount of $513,569.20.
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6.1.B. FY23 Building Fund 21 Encumbrances #130-#135 in the amount of $107,885.00.
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6.1.C. FY23 Child Nutrition Fund 22 Encumbrances #149-#165 in the amount of $98,427.05.
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6.1.D. Building Bond 32 Encumbrances #18-19 in the amount of $31,741.63.
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6.1.E. Building Bond 33 Encumbrances #26 in the amount of $51,178.35.
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6.1.F. FY23 Gifts and Endowment Fund 81 Encumbrances #128-#131 in the amount of $1,844.00.
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6.1.G. Change Order Listing as of May 1, 2023, for Funds 11, 22 and 81.
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6.1.H. Budget Analysis Reports
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6.1.I. General Fund Expenditures
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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. Ratification & Approval of Payrolls
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6.2. Consider and Take Action on Making Changes to the Employee Travel Meal Per Diem Rate as Outlined in Board Policy
Commentary:
Recommended Rate:
One Day Trip without Overnight Stay - Meals Limited to $20.00 (Payroll Reimbursed w/Receipt In-State with Overnight Stay - $50.00/day Per Diem Out-of-State with Overnight Stay - $80.00/day Per Diem Shelley Arrott will provide commentary. |
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6.3. Vote to Approve or Disapprove Resolution for Schools and Libraries Universal Services (E-Rate) for 2023-2024 School Year
Commentary:
This resolution authorizes filing of the Form 471 application(s) for funding year 2023-24 and the payment of the applicant's share upon approval of funding and receipt of services.
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6.4. Consider and Take Action on the Application for Participation in the 2023 Summer Food Service Program for Children
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6.5. Consider and Take Action on the following Contracts/Agreements:
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6.5.A. Consider an Agreement with Anderson Flooring
Commentary:
Anderson Flooring will install carpet tile in fifteen High School classrooms on the first, second, and third floors for a total of $83,500.00. ESSER III funds will be used for this project and Adam Leaming will answer questions.
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6.5.B. Consider an Agreement with Brandi Aud, M.S. CCC/SLP, PC, to Provide Speech Therapy Services
Commentary:
Ms. Brandi Aud, M.S. CCC/SLP, PC, Independent Contractor, will provide speech and language 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 $90,576.00 for up to 37 hours per week for the 2023-2024 school year. Amy Swartz will answer questions.
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6.5.C. Consider a Quote from Clark Contracting LLC for the Demolition and Clean Up of Property
Commentary:
This quote is for the demolition of a brick home and clean up of property located at 600 East Comanche for the amount of $20,340.00. The funds will come from the Building Fund. Adam Leaming will answer questions.
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6.5.D. Consider an Agreement with EduSkills LLC for English Language Learners (ELL) Support Services.
Commentary:
This renewal agreement with EduSkills Software assists in identifying bilingual students in our district; serves as a data warehouse for WIDA scores; and assists in preparing LIEP plans for English learners. Included is EL technical support, including database access and support to continue HLS, LIEP and reporting services. The total cost is $11,880.00 for the 2023-2024 school year. Funds will come from ESSER III. Barbara Cusick will answer questions.
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6.5.E. Consider an Agreement with Forte International Exchange Association (FIEA) for 2023-2024 Academic Year Foreign Exchange Student
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6.5.F. Consider a Ratification of an Agreement with Galaxie Business Equipment Inc.
Commentary:
This is a ratification of an agreement with Galaxie Business Equipment Inc. to provide copiers for PCPS at the rate of $3,618.51 per month or $43,422.12 per year. Black/white copies will be $0.0045 each and color copies are $0.045 each. This is year two of a five-year agreement. Brenda Storie will answer questions.
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6.5.G. Consider an Agreement with Gallup, Inc.
Commentary:
This is an agreement for Teacher Insight and Principal Insight interviews.Title II money will fund the cost of $15,000.00 and Jennifer Dye will answer questions.
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6.5.H. Consider a Ratification of an Agreement with Kyler Construction Group, Inc. for 2021 Bond Projects
Commentary:
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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6.5.I. Consider an Agreement with Precision Testing Laboratories, Inc.
Commentary:
This is a quote to remove asbestos-containing materials at the High School bathrooms for a total cost of $23,100.00. Funds will come from the Building Fund and Adam Leaming will answer questions.
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6.5.J. Consider the Construction Manager Recommendations Report from Rick Scott Construction Inc. for the Baseball Renovations Project
Commentary:
Discussion and action to approve the Baseball Bond Project GMP with Rick Scott Construction for $2,407,663.85. Operations recommends approval of all deduct alternates and rejection of all add alternates to bring the price of the project to $2,282,955.85. Adam Leaming will answer questions.
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6.5.K. Consider a 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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6.5.L. Consider and Take Action on the Roosevelt Elementary Reroof Project
Commentary:
Recommended for approval is Kyler Construction Group's Base Bid Construction GMP of $496,482.00. Adam Leaming will answer questions.
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6.5.M. Consider a 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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6.6. 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 Confidential Conversations with the Board’s Attorney Concerning Pending Claims and Litigation [Authority for Executive Session: 25 O.S. Section 307 (B) (4)]
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6.7. Return to Open Session
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6.8. Recital by Board President that Minutes of Executive Session Were Kept by the Board Minutes Clerk and Will Remain Confidential
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6.9. Consider and Take Action on Recommendations for Termination, Reassignment, Resignation, and Employment of Personnel
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7. NEW BUSINESS
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8. ADJOURNMENT (Motion required)
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