July 17, 2023 at 6:00 PM - Regular Board of Education Meeting
Agenda | |||||||||||||||||||||
---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
1. CALL TO ORDER
|
|||||||||||||||||||||
1.1. Call Meeting to Order (President)
|
|||||||||||||||||||||
1.2. Flag Salute
|
|||||||||||||||||||||
1.3. Roll Call (Minutes Clerk of the Board)
Others Present: Adam Leaming, Jason Levitt, Brenda Storie, Jennifer Dye, Teri Vogele, Amy Swartz, Ryan Dooley, Dalana Hawkins, Jeff Denton |
|||||||||||||||||||||
2. PUBLIC COMMENT
|
|||||||||||||||||||||
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. |
|||||||||||||||||||||
3. SUPERINTENDENT’S REPORT WITH POTENTIAL BOARD DISCUSSION
Attachments:
(
)
|
|||||||||||||||||||||
3.1. Staffing Update
|
|||||||||||||||||||||
3.2. Registration Update
|
|||||||||||||||||||||
4. 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." |
|||||||||||||||||||||
4.1. Minutes from June 12, 2023 Special Budget Hearing Meeting and Regular Board Meeting
|
|||||||||||||||||||||
4.2. Contracts/Agreements under $10,000
|
|||||||||||||||||||||
4.3. Surplus Resolution
|
|||||||||||||||||||||
5. ACTION ITEMS (MOTION REQUIRED)
|
|||||||||||||||||||||
5.1. Consider and Take Action on the Following District Financial Reports:
|
|||||||||||||||||||||
5.1.A. FY23 General Fund 11 Encumbrances #1250 and #1251 in the Amount of $1,974.00
Attachments:
(
)
|
|||||||||||||||||||||
5.1.B. FY23 Child Nutrition Fund 22 Encumbrances #173 - #183 in the Amount of $34,219.32
Attachments:
(
)
|
|||||||||||||||||||||
5.1.C. FY23 Change Order Listing for Funds 11, 21, 22, 30, 33, and 81
|
|||||||||||||||||||||
5.1.D. FY23 Budget Analysis Reports
|
|||||||||||||||||||||
5.1.E. Bond Fund Updates As Of 6/30/2023
|
|||||||||||||||||||||
5.1.F. FY 24 General Fund 11 Encumbrances #161 - #331 in the Amount of $905,841.29
Attachments:
(
)
|
|||||||||||||||||||||
5.1.G. FY24 Building Fund 21 Encumbrances #27 - #40 in the Amount of $99,627.20
Attachments:
(
)
|
|||||||||||||||||||||
5.1.H. FY 24 Child Nutrition Fund 22 Encumbrances #25 - #66 in the Amount of $911,000.00
Attachments:
(
)
|
|||||||||||||||||||||
5.1.I. FY24 Bond Fund 33 Encumbrances #6, #8, and #9 in the Amount of $50,242.68
Attachments:
(
)
|
|||||||||||||||||||||
5.1.J. FY24 Bond Fund 34 Encumbrance #2 in the Amount of $12,423.00
Attachments:
(
)
|
|||||||||||||||||||||
5.1.K. FY24 Gifts & Endowments Fund 81 Encumbrances #1 - #22 in the Amount of $32,237.00
Attachments:
(
)
|
|||||||||||||||||||||
5.1.L. FY24 Budget Analysis Reports
|
|||||||||||||||||||||
5.1.M. Activity Fund Revenue/Expenditure Summary Report 7/1/22-5/31/23
|
|||||||||||||||||||||
5.1.N. FY24 Activity Fund Budget Reports
|
|||||||||||||||||||||
5.1.O. FY24 Activity Fund Fundraiser Requests
|
|||||||||||||||||||||
5.1.P. FY24 Booster Club Fundraiser Requests
|
|||||||||||||||||||||
5.1.Q. Treasurer’s Reports
|
|||||||||||||||||||||
5.1.R. Ratification & Approval of Payrolls
|
|||||||||||||||||||||
5.2. Consider and Take Action on Adopting a School-Hours Policy for the 2023-2024 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, along with documentation of school board approval, that they have adopted a school-hours policy. Adam Leaming will answer questions.
|
|||||||||||||||||||||
5.3. Consider and Take Action on an Agreement with Explorica Travel for an Educational Trip to Boston, New York City, and Washington, D.C.
Commentary:
This 7-day trip will commence on July 15, 2024, and will offer any interested students the opportunity to expand their understanding of leadership and government. No district funds will be spent. Board approval will allow the sponsors to facilitate fundraising opportunities for the travel participants based on the level of need/desire for fundraising as expressed by participants and/or their parents. A copy of the proposal and Explorica Travel Price Quote are included in the handouts. Dalana Hawkins will answer questions.
|
|||||||||||||||||||||
5.4. Consider and Take Action on Appointing an Internal Activities Review Committee for Activity Absences for the 2023-2024 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.
|
|||||||||||||||||||||
5.5. Consider and Take Action on Board Policy Changes Deemed Necessary Due to Personnel Changes
Commentary:
Select board policies requiring updating due to recent personnel changes are listed on the attached document.
Attachments:
(
)
|
|||||||||||||||||||||
5.6. Consider and Take Action on Meal Price Increases for the 2023-2024 School Year
Commentary:
The USDA sets the Free and Reduced pricing/reimbursement for meals served to students who qualify. Each individual school district has control over 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 cost of goods, prevailing wage and location as well as other factors. The tool suggests we increase our pricing to reach the national average. Due to forecasted increased cost of product (6-10%) and an anticipated staff step increase, the Child Nutrition Programs of the Ponca City Schools would like to propose the changes listed on the below table. Jeff Denton will answer questions.
|
|||||||||||||||||||||
5.7. Consider and Take Action on the Engagement of Steptoe & Johnson PLLC to Represent Ponca City Public School District
Commentary:
This is regarding Independent School District #52 of Oklahoma County v. Walters, Case No. CV-2016-1965 (Oklahoma County), and Independent School District #71 of Kay County (Ponca City) v. State of Oklahoma ex rel. State Department of Education, Case No. CJ-2016-4826 (Oklahoma County). Adam Leaming will answer questions.
|
|||||||||||||||||||||
5.8. Consider and Take Action on the following Contracts/Agreements:
|
|||||||||||||||||||||
5.8.A. Consider and Take Action on Hiring the Following Individuals as Adjunct Teachers As Specified:
|
|||||||||||||||||||||
5.8.B. Agreement with Anderson Flooring Inc. for VoAg Improvements
Commentary:
Anderson Flooring Inc. will provide materials and labor to install cabinets, countertop, trim, paint, and perform floor prep for the VoAg improvements project. The total cost is $16,900.00 and will come from Building Funds. Jason Leavitt will answer questions.
|
|||||||||||||||||||||
5.8.C. Agreement with Baumert, Cummings and Hiatt for Attorney Services
Commentary:
Attorney Derrin Hiatt will be assisting the PCPS district on an "as needed" basis at an hourly rate of $275.00. The total cost is estimated to be no more than $10,000.00.
|
|||||||||||||||||||||
5.8.D. Agreement with CDW-G for GoGuardian Software
Commentary:
GoGuardian allows teachers to monitor student activity while online. A live timeline shows what each student is working on, complete with aggregate history reports and timely intervention opportunities. The cost is for 3,000 one-year licenses. The total cost is $27,600.00 and funds are from Bond 33. Ryan Dooley will answer questions.
|
|||||||||||||||||||||
5.8.E. Agreement with Cross Petroleum Products to Provide Propane for PCPS
Commentary:
An agreement with Cross Petroleum Products to provide PCPS with propane. The estimated cost is $17,500.00.
|
|||||||||||||||||||||
5.8.F. Agreement with Daktronics, Inc. for Control System for the Robson Fieldhouse
Commentary:
Daktronics will provide and install a control system for the video display system at Robson Fieldhouse. The agreement includes training on the system, power and control system drawings, and a 5-year warranty for parts. The total cost is $14,035.00 and will come from Building Funds. Jason Leavitt will answer questions.
|
|||||||||||||||||||||
5.8.G. Agreement with Hiland Dairy Foods to Provide Beverages for the 2023-2024 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 2023-2024 school year. The agreement is for $255,000.00.
|
|||||||||||||||||||||
5.8.H. Agreement with J&B Mechanical LLC to Provide Repairs for Child Nutrition Equipment
Commentary:
J&B Mechanical LLC will provide repairs to refrigeration/freezer units for Child Nutrition as needed. Cost is estimated to be $15,000.00. Jeff Denton will answer questions.
|
|||||||||||||||||||||
5.8.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 per pupil amount of ADM received by the district for state aid. This will be based on the number of students served.
|
|||||||||||||||||||||
5.8.J. Quote from Rick Scott Construction Inc. for Repairs at Trout Elementary
Commentary:
This quote from RSC is for doors and repairs needed at Trout Elementary due to flooding. The total cost is $17,904.00 and will come from Building Funds. Jason Leavitt will answer questions.
|
|||||||||||||||||||||
5.8.K. Agreement with Solution Tree for Professional Development for East Middle School Staff
Commentary:
This agreement is for four days of onsite professional development (PLC at Work) for East Middle School staff. The days of training are September 18 and October 19, 2023, and January 15 and February 15, 2024. This will be funded by a School Improvement Grant (pending approval) and the cost is $26,000.00. Dalana Hawkins will answer questions.
|
|||||||||||||||||||||
5.9. 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 Negotiations [Authority for Executive Session: 25 O.S. Section 307 (B)(2); to Discuss the Purchase or Appraisal of Real Property [25 O.S. Section 307 (B)(3).
|
|||||||||||||||||||||
5.10. Return to Open Session.
|
|||||||||||||||||||||
5.11. Recital by Board President that Minutes of Executive Session Were Kept by the Board Minutes Clerk and Will Remain Confidential
|
|||||||||||||||||||||
5.12. Consider and Take Action on Recommendations for Termination, Reassignment, Resignation, and Employment of Personnel
|
|||||||||||||||||||||
6. NEW BUSINESS
|
|||||||||||||||||||||
7. ADJOURNMENT (Motion required)
|