March 11, 2024 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)
|
|
2. PRESENTATIONS AND RECOGNITIONS
|
|
2.1. Presentation of the Employee of the Month and Friend of Education Awards
The President of the Board will preside over presenting the March Employee of the Month and Friend of Education Awards to the following employees. Certified Employee of the Month - Tim Williams, Principal/Woodlands Elementary
Support Employee of the Month - Tabitha Olvera, Child Nutrition/Lincoln Elementary
Friend of Education - Tom and Georgia Welch, Volunteers/Washington Pre-K
|
|
3. PUBLIC COMMENT
|
|
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 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. |
|
4. REPORTS WITH POTENTIAL BOARD DISCUSSION AND ACTION
|
|
4.1. Dropout Report (DaLana Hawkins)
|
|
4.2. Driver's Education Pilot Program (Sean Taglialatela)
|
|
5. Consider and Take Action on the Driver's Education Pilot Program as Proposed During Reports with Potential Board Discussion and Action
|
|
6. SUPERINTENDENT’S REPORT WITH POTENTIAL BOARD DISCUSSION
Attachments:
()
|
|
6.1. PCPS Update
|
|
6.2. Legislative Update
|
|
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. |
|
7.1. Minutes from February 12, 2024 Regular Meeting
|
|
7.2. Contracts/Agreements under $10,000
|
|
8. ACTION ITEMS (MOTION REQUIRED)
|
|
8.1. Consider and Take Action on the Following District Financial Reports:
|
|
8.1.A. FY24 Budget Amendments
|
|
8.1.B. FY24 General Fund 11 Encumbrances #1071-#1170 in the amount of $107,909.98
Attachments:
()
|
|
8.1.C. FY24 Building Fund 21 Encumbrances #120-#136 in the amount of $204,663.22
Attachments:
()
|
|
8.1.D. FY24 Child Nutrition Fund 22 Encumbrances #120-#127 in the amount of $145,793.05
Attachments:
()
|
|
8.1.E. Bond 30 Encumbrances #27-#28 in the amount of $67,240.57
Attachments:
()
|
|
8.1.F. Bond 34 Encumbrances #11-#14 in the amount of $258,726.75
Attachments:
()
|
|
8.1.G. FY24 Gifts and Endowment Fund 81 Encumbrances #112-#161 in the amount of $45,993.50
Attachments:
()
|
|
8.1.H. Change Order Listing as of 3/01/24 for Funds 11, 21, 22 and 81
|
|
8.1.I. Budget Analysis Reports
|
|
8.1.J. Bond Fund Reports
|
|
8.1.K. Booster Club Fundraiser Requests
|
|
8.1.L. Activity Fund Reports/Requests
|
|
8.1.M. Treasurer’s Reports
|
|
8.1.N. Out-of-State Travel Requests
|
|
8.1.O. Ratification & Approval of Payrolls
|
|
8.2. Consider and Take Action on a Bid Proposal from Endex Inc. of Tulsa for the High School Intercom Hybrid Retrofit
Commentary:
Endex Inc. of Tulsa will furnish all labor, materials, and equipment necessary to complete the High School Intercom Hybrid Retrofit project. This will include adding the Concert Hall classrooms, gymnasiums, and outdoor emergency speakers and ensuring that all current locations are in full service. The total proposal amount is $137,500.00, which will come from Bond 30. Jason Leavitt will answer questions.
|
|
8.3. Consider and Take Action on a Gift and Naming Rights Agreement Between Phillips 66 Company and Independent School District No. 71 of Kay County, Oklahoma
Commentary:
This agreement states that Phillips 66 pledges to the School District the sum of One Million Dollars to be paid on or before June 30, 2024. The Gift shall be used to assist in the funding of present and future STEM activities at the facility located at 927 North 5th Street and for other public purposes as may be designated by the School District from time to time, in its sole discretion. The School District will acknowledge the Gift by naming the facility the "Phillips 66 STEM Facility" and accomplishing this by attaching or affixing the Phillips 66 name and logo to the building. Unless otherwise terminated as provided in the Agreement, the Naming shall remain in place for a period of 10 years. Adam Leaming will answer questions.
|
|
8.4. Consider and Take Action on a Proposal from Stuteville Chevrolet Buick GMC and Stuteville Ford Lincoln to Lease Two Vehicles to Ponca City Public Schools for the 2024 Pilot High School Summer Driver Education Program
Commentary:
The lease agreement will run from May 1, 2024, to June 1, 2025. Stuteville agrees to install passenger brakes on the vehicles (furnished by PCPS), pay for vinyl signage installed on the vehicles, and be responsible for routine maintenance (oil changes, tire rotation, and any further routine maintenance) arising during the lease period. Ponca City Public Schools will provide the liability, comprehensive collision insurance, and all fuel costs during the lease term. The lease cost is $2.00 and will come from the General Fund. Sean Taglialatela will answer questions.
|
|
8.5. Consider and Take Action on a Memorandum from Texas A&M University Confirming Ponca City Public Schools' Participation in the Knowledge Acquisition and Transformation Expansion (KATE) EIR Grant
Commentary:
Researchers at Texas A&M University have developed a comprehensive reading intervention program entitled KATE. This program was extensively researched, with four studies reviewed by What Works Clearinghouse showing that KATE had a strong positive effect on reading comprehension. The studies showed that fourth and fifth-grade students had gains in general reading comprehension, student main idea generation, and summarization skills. Some schools implementing KATE have reported pass rates as high as 100% on state accountability tests. Fourth and fifth-grade teachers and students will participate. Four of our elementary schools will be selected to participate in the 2024-25 SY, and three will be selected to participate in the 2025-26 SY through a randomizer in May. Teachers and administrators will participate in two days of Professional Development scheduled for July 24-25. The agreement requires that students take a pre-and post-test to gauge growth and success. WestEd will manage the data, and we will agree to share de-identified student data (names will not be used or released). This agreement includes the PD, classroom implementation coaching, strategy modeling, instructional rounds if needed, and teacher observations to ensure implementation. Teachers must sign a consent form to participate. At the end of the study, teachers who participate fully will receive a $1,000 stipend. Teri Vogele will answer questions.
|
|
8.6. Consider and Take Action on the following Contracts/Agreements:
|
|
8.6.A. An Agreement with EF High School Exchange Year for a Foreign Exchange Student to Attend Ponca City High School for the 2024-2025 School Year
Commentary:
This agreement is for a foreign exchange student from Germany to attend Ponca City High School for the 2024-2025 school year. Dr. Dalana Hawkins will answer questions.
|
|
8.6.B. An Itinerary from Explorica by WorldStrides for a Student Tour to Ecuador and the Galapagos Islands Scheduled for June 2026
Commentary:
This itinerary and plan is for a tour to Ecuador and the Galapagos Islands scheduled to take place June 19-June 29, 2026. Tour investment is estimated at $5,029.00 for students and $5,559.00 for adults. Dr. Dalana Hawkins will answer questions.
|
|
8.6.C. An Agreement with Frontline Education for HR Software
Commentary:
This is a renewal agreement for software used by the HR Department. This includes Absence and Time Solution and Proactive Recruiting. The cost is $42,290.34 and comes from the General Fund. Jennifer Dye will answer questions.
|
|
8.6.D. A Quote from Galaxie Business Equipment, Inc. for Digital Boards for the STEM Facility
Commentary:
This quote from Galaxie Business Equipment, Inc. is for digital boards for the STEM Facility. It includes installation charges, totals $54,258.15, and will come from Bond 34. Ryan Dooley will answer questions.
|
|
8.6.E. An Agreement with Hindman Enterprises LLC dba Hindman Lawn Care for Mowing Services
Commentary:
This agreement is for mowing, weed eating, and edging lawns at Liberty, Union, Trout, Washington Pre-K, Woodlands, and Roosevelt. The total cost is $78,812.00, divided between fiscal years 2024 ($37,088.00) and 2025 ($41,724.00). The costs will come from the Building Fund. The contract will run from March 12, 2024, through October 31, 2024. Jason Leavitt will answer questions.
|
|
8.6.F. An Estimate from HRI Roofing & Post Frame for Repairs to Child Nutrition Roof
Commentary:
This estimate is for replacing shingles and other repairs to the roof of the Child Nutrition office building located on West Grand. The total cost is $18,755.61 and will come from the Building Fund. Jason Leavitt will answer questions.
|
|
8.6.G. An Agreement with ISE International Student Exchange for a Foreign Exchange Student to Attend Ponca City High School for the 2024-2025 School Year
Commentary:
This agreement is for a foreign exchange student from Spain to attend Ponca City High School for the 2024-2025 school year. Dr. Dalana Hawkins will answer questions.
|
|
8.6.H. An Agreement with Jenkins & Kemper to Provide Annual Audit Report
Commentary:
The agreement with Jenkins & Kemper will provide an annual audit of financial affairs and transactions of all funds and activities in the district for the year ending June 30, 2024. The cost is $13,250.00 and will come from the General Fund.
|
|
8.6.I. An Estimate from Jostens, Inc. to Provide 2025 Yearbooks for the Ponca City High School
Commentary:
Jostens, Inc. will provide 425 copies of the 2025 yearbook for Ponca City High School for an estimated cost of $27,200.00, paid out of Activity Funds. This expense will be reimbursed from the sale of yearbooks, resulting in no cost to the District.
|
|
8.6.J. An Agreement with Marzano Evaluation Center for iObservation Software
Commentary:
Marzano Evaluation provides iObservation, which is the District's online instructional and leadership improvement tool used for evaluation. The renewal cost is $22,470.00 and will be taken from the General Fund. Dr. Dalana Hawkins will answer questions.
|
|
8.6.K. A Ratification of an Agreement with Stephen H. McDonald & Associates, Inc. in Connection with Any Issuance of General Obligation Bonds by the District
Commentary:
This is a ratification agreement with Stephen H. McDonald & Associates, Inc. in connection with any issuance of general obligation bonds by the District. For these services, the district agrees to pay the Financial Advisor on a fee schedule based on the par value of bonds issued. The original Financial Advisory Agreement was approved by the Board on August 9, 2021.
|
|
8.6.L. A Quote from Stolhand-Wells Group for Work to be Performed at the PoHi Baseball Facility
Commentary:
This quote is for Stolhand-Wells Group to bore into the existing gas meter and run a new gas line to the batting cages, new concessions, and new bathroom building at the PoHi Baseball Facility. They will also tie in the existing locker room and concession/bathrooms with new regulators to reduce pressure. The total cost is $17,335.40 and will be taken from Bond 30. Jason Leavitt will answer questions.
|
|
8.6.M. An Agreement with Sylogisted, Inc. for Accounting Software System
Commentary:
Sylogisted, Inc. will furnish an accounting software system for a yearly cost of $18,750.00. Sylogisted, Inc. was formerly known as Municipal Accounting Systems, Inc. The cost will come from the General Fund, and Erika Johnson will answer questions.
|
|
8.6.N. A Quote from TK Elevator for Repairs to the High School Elevator
Commentary:
This quote is for packing replacement and repairs to the PoHi elevator. The Total cost is $10,808.63 and will come from the Building Fund. Jason Leavitt will answer questions.
|
|
8.6.O. A Quote from Trafera for Laptops, Desktop Computers, and Monitors for West Middle School, East Middle School, and STEM
Commentary:
This quote is for 100 laptops and 250 desktop computers for the computer labs, teachers, Admin refresh at WMS and EMS, and 30 monitors for STEM. Funds will come from Bond 34 and total $200,820.00. Ryan Dooley will answer questions.
|
|
8.6.P. An Agreement with Ultimate Pest Management for Mowing Services
Commentary:
This agreement with Ultimate Pest Management is for mowing, weed eating, and edging lawns at the High School, East Middle School, Administration, West Middle School, Lincoln, and Garfield. The total cost is $80,480.00, divided between fiscal years 2024 ($37,872.94) and 2025 ($42,607.06). The cost will come from the Building Fund, and the contract will run from March 12, 2024, through October 31, 2024. Jason Leavitt will answer questions.
|
|
8.7. Consider and Take Action on the Following Change Order:
|
|
8.7.A. Consider and Take Action on a Change Order from Kyler Construction Group on the Softball Improvements Project
Commentary:
This change order is a return of unused Contingency Funds in the amount of $1,280.00.
|
|
8.8. 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)]; to Discuss the Purchase or Appraisal of Real Property [Authority for Executive Session: 25 O.S. Section 307 (B)(3)]; 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)]
|
|
8.9. Return to Open Session.
|
|
8.10. Recital by Board President that Minutes of Executive Session Were Kept by the Board Minutes Clerk and Will Remain Confidential
|
|
8.11. Consider and Take Action on Recommendations for Termination, Reassignment, Resignation, and Employment of Personnel
Attachments:
()
|
|
9. NEW BUSINESS
|
|
10. ADJOURNMENT (Motion required)
|
