February 12, 2024 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 of the Employee of the Month and Friend of Education Awards
The President of the Board will preside over presenting the February Employee of the Month and Friend of Education Awards to the following employees. Certified Employee of the Month - Lynetta Rochelle, West Middle School
Support Employee of the Month - Barbara Jack, West Middle School Friend of Education - Marsha Shields, Volunteer at Trout Elementary |
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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 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. |
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4. PRESENTATION FROM JENKINS & KEMPER ON ANNUAL AUDIT REPORT
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5. SUPERINTENDENT’S REPORT WITH POTENTIAL BOARD DISCUSSION
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5.1. Legislative Update
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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. Minutes from the January 15, 2024, Regular Board of Education Meeting
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6.2. Contracts/Agreements under $10,000
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6.3. Surplus Resolution
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7. ACTION ITEMS (MOTION REQUIRED)
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7.1. Consider and Take Action on the Following District Financial Reports:
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7.1.A. FY24 Budget Amendments
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7.1.B. FY24 General Fund 11 Encumbrances #939-#1070 in the amount of $932,313.80
Attachments:
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7.1.C. FY24 Building Fund 21 Encumbrances #109-#119 in the amount of $474,381.81
Attachments:
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7.1.D. FY24 Child Nutrition Fund 22 Encumbrances #113-#119 in the amount of $217,189.77
Attachments:
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7.1.E. Building Bond 30 Encumbrances #24-#26 in the amount of $2,046,111.26
Attachments:
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7.1.F. Bond 34 Encumbrance #10 in the amount of $540,800.00
Attachments:
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7.1.G. FY24 Gifts and Endowment Fund 81 Encumbrances #105-#111 in the amount of $2,496.24
Attachments:
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7.1.H. Change Order Listing as of 02/02/24 for Funds 11, 21, and 22
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7.1.I. Budget Analysis Reports
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7.1.J. Bond Fund Reports
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7.1.K. Booster Club Fundraiser Requests
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7.1.L. Activity Fund Reports/Requests
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7.1.M. Treasurer’s Reports
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7.1.N. Out of State Travel
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7.1.O. Ratification & Approval of Payrolls
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7.2. Consider and Take Action on Receiving Annual Audit Report from Jenkins & Kemper
Commentary:
Michael Kemper, from the district's auditing firm Jenkins & Kemper, will present the FY23 financial audit to the board. Erika Johnson will answer questions.
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7.3. Consider and Take Action on the Ponca City School District Calendar for the 2024-2025 School Year
Commentary:
The District Calendar Committee has a draft of the 2024-2025 school year calendar ready to be approved by the Board. School is slated to start on Wednesday, August 21, and end on Friday, May 16. This calendar includes 165 instructional days (student contact days) and two (2) parent/teacher conference days. Also, the calendar has four (4) professional development days. Thanksgiving break will be from November 25-29. Winter break will be from December 23 through January 3 for students. Spring break will be March 17-21. The calendar has two (2) snow days built in (April 18 and April 21). School will be dismissed on those days if we do not use them. Jennifer Dye will answer questions.
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7.4. Consider and Take Action on Declaring March 4, 2024, as "Read Across America Day" in Ponca City Public Schools
Commentary:
Many people in the United States, particularly students, parents, and teachers, join forces on Read Across America Day, which is annually held on the first school day closest to March 2. This nationwide observance coincides with the birthday of Dr. Seuss, known for writing children's books. The Ponca City Board of Education stands firmly committed to promoting reading as the catalyst for our students' academic success, their preparation for America's future jobs, and their ability to compete in a global economy. Motivating children to read is important for student achievement and creating lifelong successful readers. Research has shown that children who are motivated and spend more time reading do better in school.
The Ponca City Board of Education calls on each school in the district to promote March 4, 2024, as "Read Across America Day." Students in Ponca City Public Schools will join millions of their peers nationwide to celebrate the annual Read Across America Day. |
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7.5. Consider and Take Action on Bond Authorization for Assistant Treasurer, Encumbrance Clerk, and Payroll Specialist Positions, and Appointment of Deputy Minutes Clerk
Commentary:
Due to specific bonding requirements, the above positions are typically named/appointed annually. Personnel changes occurred due to retirement in HR and job shifts within Finance. All changes are effective February 5, 2024. The Superintendent recommends their approval.
LeeAnn Allyn - Assistant Treasurer and Deputy Minutes Clerk Elizabeth Tarver - Encumbrance Clerk Alison Carleton - Payroll Specialist |
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7.6. Consider and Take Action on Change Order No. 2 to Fire Alarm Upgrades at Multiple Sites from Rick Scott Construction
Commentary:
This change order is for the return of unused Contingency Funds for Fire Alarm Upgrades at Multiple Sites project. The amount is $49,456.00. Jason Leavitt will answer questions.
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7.7. Consider and Take Action on the following Contracts/Agreements:
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7.7.A. Quote from Harrison Energy Partners to Replace Rooftop Units at West Middle School
Commentary:
This quote is to replace 27 rooftop units at WMS that are outdated and consist of expired equipment. The total cost is $219,216.00 and will come from Project 795, ESSER III. Jason Leavitt will answer questions.
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7.7.B. Quote from Keathly Nursery for Trees at the Softball Complex
Commentary:
Keathly Nursery will plant, stake, and mulch three Loblolly Pine and eight Dynasty Lacebark Elm trees at the Softball Complex. The quoted cost is for 7-8" caliper trees, 20-25 feet tall. The total cost is $25,300.00 and will come from the Building Fund. Jason Leavitt will answer questions.
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7.7.C. An Agreement with Red River Gasket LLC dba Gasket Guy of Oklahoma for Repair/Replacement of Child Nutrition Equipment
Commentary:
This agreement is for repair and replacement of Child Nutrition kitchen refrigeration gaskets. The cost is up to $10,000.00 and will come from Child Nutrition (Fund 22). Jeff Denton will answer questions.
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7.7.D. A Proposal from Rick Scott Construction, Inc. for Repairs at Trout Elementary
Commentary:
Rick Scott Construction proposes to furnish labor, materials, and equipment necessary to repair the damages at Trout Elementary from a burst sprinkler line. The total cost is $21,653.00 and will come from the Building Fund. Jason Leavitt will answer questions.
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7.8. 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 Employment of Executive Directors and Directors, [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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7.9. Return to Open Session.
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7.10. Recital by Board President that Minutes of Executive Session Were Kept by the Board Minutes Clerk and Will Remain Confidential
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7.11. Consider and Take Action on Recommendations for Termination, Reassignment, Resignation, and Employment of Personnel
Attachments:
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8. NEW BUSINESS
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9. ADJOURNMENT (Motion required)
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