June 10, 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. 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, 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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3. SUPERINTENDENT’S REPORT WITH POTENTIAL BOARD DISCUSSION
Attachments:
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3.1. District Updates
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3.2. Review of Dress Code Policy
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3.3. Proposed Modification to Fundraising Procedures by Creation of a Comprehensive Fundraiser Approval List for 2025 FY
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4. Consider and Take Action to Approve or Not Approve the Revised Dress Code Policy 7.22 as Presented to the Board in the May 13, 2024, Superintendent's Report
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5. Consider and Take Action to Approve or Not Approve the Modification to Fundraising Procedures by the Creation of a Comprehensive Fundraiser Approval List for 2025 FY as Presented during the Superintendent's Report
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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 May 13, 2024, Regular Board Meeting
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6.2. Contracts/Agreements under $10,000
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6.3. Resolution of Ponca City ISD to Join Oklahoma Schools Insurance Group (OSIG)
Commentary:
Oklahoma Schools Insurance Group (OSIG) is our carrier for Commercial Insurance. This includes Property, Boiler, Crime, Automobile, General Liability, School Board Legal Liability, Cyber Liability, Pollution Liability, and School Violent Acts Protection. Insurance runs from July 1, 2024, to June 30, 2025. The total cost is $1,001,709.00 and will come from the General Fund. Jason Leavitt will answer questions
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6.4. Activity Fund Custodians and Bond Authorization for 2024-2025
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6.5. Administrators Designated for Federal Programs for 2024-2025
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7. ACTION ITEMS (MOTION REQUIRED)
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7.1. Consider and Take Action on the District Budget for FY25
Commentary:
The Board Finance Committee has reviewed the budget, and it was presented by District Treasurer Erika Johnson at a special meeting held prior to this meeting. Board members have received a copy of the budget.
Attachments:
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7.2. Consider and Take Action on the Following District Financial Reports:
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7.2.A. FY24 Budget Amendments
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7.2.B. FY24 General Fund 11 Encumbrances #1407-#1463 in the amount of $153,023.93
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7.2.C. FY24 Building Fund 21 Encumbrances #140-#150 in the amount of $1,910,775.00
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7.2.D. FY24 Child Nutrition Fund 22 Encumbrances #138-#144 totaling $61,511.95
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7.2.E. FY24 Gifts and Endowment Fund 81 Encumbrances #172-#175 in the amount of $1,580.62
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7.2.F. FY24 Bond Fund 33 Encumbrance #28 totaling $69,381.95
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7.2.G. FY24 Change Order Listings as of May 30, 2024, for Funds 11, 21, 22, 81, and Bond Funds 30 and 33
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7.2.H. FY24 Budget Analysis Reports
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7.2.I. FY25 General Fund 11 Encumbrances #1-#170 in the amount of $3,249,684.03
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7.2.J. FY25 Building Fund 21 Encumbrances #1-#10 in the amount of $398,593.59
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7.2.K. FY25 Child Nutrition Fund 22 Encumbrances #1-#36 in the amount of $166,165.00
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7.2.L. FY25 Gifts and Endowment Fund 81 Encumbrances #1-#3 in the amount of $4,200.00
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7.2.M. FY25 Bond Fund 34 Encumbrances #1-#2 totaling $64,972.16
Attachments:
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7.2.N. FY25 Budget Analysis Reports
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7.2.O. Booster Club Fundraiser Requests
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7.2.P. Activity Fund Reports
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7.2.Q. Schedule of Fees for 2024-2025
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7.2.R. Treasurer’s Reports
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7.2.S. Out of State Travel Requests
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7.2.T. Ratification & Approval of Payrolls
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7.3. Consider and Take Action to Approve the Amended GMP from Rick Scott Construction for the Tennis Upgrades with Alternates 1 and 2 Included
Commentary:
The original GMP for the Tennis Upgrades project was approved at the April 15, 2024 meeting. This GMP includes the amended list of contractors. The total amount of the GMP remains at $2,314,261.62 and will be funded by Bond 33. Jason Leavitt will answer questions.
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7.4. Consider and Take Action to Approve the Amended GMP from Kyler Construction Group for the Indoor/Outdoor Athletic Facility with Alternates Included
Commentary:
The original GMP for the Indoor/Outdoor Athletic Facility project was approved at the August 21, 2023, board meeting. This GMP includes the amended list of contractors. The total amount of the GMP remains at $14,692,557.50 and will be funded by Bond 30. Jason Leavitt will answer questions.
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7.5. Discussion, Motion and Possible Action to Approve or not to Approve Entry into an Agreement with the Cooperative Council for Oklahoma School Administration (CCOSA) to Participate in the CCOSA District Level Services Program for the 2024-2025 Fiscal Year
Commentary:
Member benefits include legal and finance services for special education policy and procedures review and support; school budget planning and advisory services. The cost is $2,000.00 based on 2022-2023 ADM.
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7.6. Consider and Take Action on a Motion Approving the Renewal of the Sublease Agreement Dated May 1, 2022, between the District and Kay County Public Buildings Authority for the Fiscal Year Ending June 30, 2025 as Required under the Provisions of the Agreement
Commentary:
Oklahoma Law requires that a school district take affirmative action each year for a lease agreement to be renewed. Sublease amount is $31,120,000.00, which is paid through BancFirst. We are required to approve the sublease annually until the final renewal term. The lease pays off on September 1, 2027, so the final renewal term is June 30, 2028.
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7.7. Consider and Take Action to Approve Individuals to Act on Behalf of the District to Authorize Payment from the Improvement Fund of the Kay County Building Authority Series 2022 Bonds
Commentary:
Board action is required to authorize Superintendent Adam Leaming, Executive Director of Finance Erika Johnson and Executive Director of Operations Jason Leavitt to act on behalf of the district authorizing payment from the Improvement Fund of the Kay County Public Buildings Authority Series 2022 Bonds. Adam Leaming or Erika Johnson will answer questions.
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7.8. Consider and Take Action on Appointment and Bond Authorization for Treasurer, Minutes Clerk, Deputy Minutes Clerk, Board Clerk, Deputy Board Clerk, Encumbrance Clerk and Purchasing Agent for FY25
Commentary:
State Statutes require that the Board appoint these positions annually due to specific bonding requirements. The Superintendent recommends their approval.
Erika Johnson - District Treasurer/Minutes Clerk, District Purchasing Agent LeeAnn Allyn - Assistant Treasurer/Deputy Minutes Clerk E. Renae Tarver - District Encumbrance Clerk Laurie Graham - Board Clerk Maureen Dooley - Deputy Board Clerk |
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7.9. Consider and Take Action on Approval of Science and Mathematics Courses for Credit Taken at Pioneer Technology Center
Commentary:
Students may receive credit for science and mathematics courses taught at Pioneer Technology Center. The Oklahoma State Department of Education guidelines require annual approval. The courses must follow all guidelines and Oklahoma academic standards, and teachers must meet course certification requirements from the OSDE. Dr. Dalana Hawkins will answer questions.
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7.10. Discussion, Motion, and Possible Action to Approve or Not to Approve a Partnership with Integris Health to Apply for a Hope Squad Grant
Commentary:
This is a grant opportunity to partner with Integris Health. Hope Squad is a research-based program that trains students to develop leadership skills, assists other students in making positive behavior choices that promote student mental and emotional health, and improves school culture. The grant will be written for the full cost of the program and curriculum at each secondary site for grades 6-12, approximately $1,500.00 per year for high school and $1,800.00 per year for East and West Middle Schools. The cost to the district may be a stipend for each site staff sponsor to facilitate the program and supervise students if approved by the Board of Education. Dr. Dalana Hawkins will answer questions.
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7.11. Discussion and Possible Board Action Regarding the Following Contracts/Agreements:
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7.11.A. Estimate from American Roofing for Roof Repair of Trout Elementary
Commentary:
This estimate is for American Roofing to install roof replacement layover to the existing roof of Trout Elementary's kindergarten wing. The total cost of the repair is $75,000.00 and will come from the Building Fund. Jason Leavitt will answer questions.
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7.11.B. Agreement with Brandi Aud, CCC/SLP, PC, Independent Contractor, to Provide Speech Therapy Services
Commentary:
Ms. Brandi Aud, 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 at $68.00 per hour. 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 2024-2025 school year and will come from the General Fund/Special Services. Amy Swartz will answer questions.
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7.11.C. Ratification of Agreement with BlueMark Energy, LLC to Sell and Deliver Natural Gas
Commentary:
This is a ratification of an agreement with BlueMark Energy, LLC to sell and deliver natural gas necessary to meet PCPS's requirements. This is the third year of a four-year renewal agreement. Total estimated costs are $135,000.00 and will come from the Building Fund.
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7.11.D. Agreement with Chatterbox Speech Therapy, LLC for a Speech-Language Pathologist Clinical Fellow
Commentary:
Chatterbox Speech Therapy, LLC, 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 situation as provided for under state and federal regulations. They will provide a full-time Speech-Language Pathologist Clinical Fellow and necessary supervision requirements for the 2024-2025 school year. The total cost is up to $89,250.00 and will come from the General Fund/Special Services. Amy Swartz will answer questions.
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7.11.E. Agreement with Chatterbox Speech Therapy, LLC, to Provide Online Speech and Language Evaluation and Teletherapy Services
Commentary:
Chatterbox Speech Therapy, LLC, will provide online speech and language evaluation and teletherapy services for students enrolled in Ponca City Public Schools at a cost of $68.00 per hour per therapy up to 37.5 hours per week for the duration of the posted 2024-2025 school calendar. The District will identify the students who need the services and shall approve each situation as provided for under state and federal regulations. The total cost is up to $89,250.00 and will come from the General Fund/Special Services. Amy Swartz will answer questions.
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7.11.F. Agreement with the City of Ponca City for Two School Resource Officers
Commentary:
This is an agreement with the City of Ponca City for two School Resource Officers. One will be located at the High School, and one will be shared between West and East Middle Schools. The total amount of the agreement is $113,378.00, and the cost will come from the Building Fund. Jason Leavitt will answer questions.
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7.11.G. Quote from Cremers Construction Company for Concrete Repairs Throughout the District
Commentary:
This quote is for concrete repairs at West Middle School, East Middle School, Washington Pre-K, Liberty Elementary, and Union Elementary. It includes repairs to drop-off/pick-up lanes, an alley dock, sidewalks, and drives. The total cost is $36,398.00 and will come from the Building Fund. Jason Leavitt will answer questions.
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7.11.H. Quote from FMX for the Annual Renewal of the Maintenance Management System
Commentary:
FMX is a computerized maintenance management system that replaced the Track-It system. The total cost is $10,200.00, which will come from Bond Fund 34. Ryan Dooley will answer questions.
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7.11.I. Ratification of an Agreement with Galaxie Business Equipment Inc. to Provide Copiers for Ponca City Public Schools
Commentary:
This is a ratification of an agreement with Galaxie Business Equipment Inc. to provide copiers for PCPS at the rate of $3,913.50 per month. Black/white copies will be $0.0045 each, and color copies will be $0.045 each. This is year three of a five-year agreement. The total cost is $46,962.00 and will come from various funds. Erika Johnson will answer questions.
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7.11.J. Agreement with Gallup Inc. for Access to Assessment and Evaluation Software Programs for Use by Human Resources
Commentary:
This agreement provides access to Teacher Insight and Principal Insight software. The cost is $15,000.00 and will come from the General Fund/Title II. Jennifer Dye will answer questions.
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7.11.K. An Agreement with Heartland Payments Systems dba Heartland School Solutions for Software to be Used at all Sites by Child Nutrition
Commentary:
This agreement is for point-of-sale and application processing software to be used at all district sites. It includes Menu Planning, Production Records, Inventory, and Free and Reduced modules, as well as the renewal of the MySchoolApps online subscription. The total cost of $10,860.00 will come from the Child Nutrition Fund 22, and Jeff Denton will answer questions.
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7.11.L. 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 Germany to attend Ponca City High School for the 2024-2025 school year. Dr. Dalana Hawkins will answer questions.
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7.11.M. Agreement with Level Data to Provide Software to Connect PCPS Systems to PowerSchool, Active Directory, Google, Wengage, and Nutri Kids
Commentary:
This software will connect our different systems to PowerSchool, Active Directory, Google, Wengage, and Nutri Kids to populate our existing data, such as free/reduced lunch, student accounts, and staff accounts, for all the different programs we use. This will allow us to create accounts in one location and build a universal account system for all the others. The agreement's cost is $27,318.86 and will come from Bond 34. Ryan Dooley will answer questions.
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7.11.N. Agreement with Angela Montenegro, NCSP, M.S., Ed.S, M.S. for School Psychology Services for PCPS Students
Commentary:
Ms. Montenegro will perform school psychology services at a rate of $65.00 per hour for up to three days per week on-site (up to 8 hours per day). She will be allowed up to 8 hours of additional work performed remotely per week and will be paid at the federal mileage rate of 67 cents/mile for travel from Belle Plaine, KS, to Ponca City, OK, not to exceed a total of 122 miles per day. The total cost is up to $82,503.00 and will come from the General Fund/Special Services. Amy Swartz will answer questions.
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7.11.O. Ratification of Agreement with Nextiva to Provide Phone Service
Commentary:
This is a ratification of the voice-over IP Provider that has allowed the district to cut all AT&T landline costs. The cost is approximately $1,800.00 per month, $22,000.00 annually, and will come from the Building Fund. Jason Leavitt will answer questions.
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7.11.P. Agreement with Oklahoma School Assurance Group (OSAG) for Workers' Compensation Insurance
Commentary:
This is the district's renewal of Workers' Compensation Insurance. OSAG is quoting $282,086.00 for the upcoming fiscal year. Costs will come from the General Fund, and Jennifer Dye will answer questions.
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7.11.Q. Agreement with Renaissance Learning Inc. for Assessing Reading and Math Levels Programs
Commentary:
This license is used by PreK-5 to assess reading and math levels. The programs are Accelerated Reader and Star Comprehensive Suite. The total amount of $55,124.65 includes a $1,772.40 discount. It will come from the General Fund, and Teri Vogele will answer questions.
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7.11.R. Agreement with Rosenstein, Fist & Ringold for District Legal Services
Commentary:
This agreement is for legal services rendered by Rosenstein, Fist & Ringold. The cost is on an "as needed" basis and will encompass work requested by the Superintendent or the Board of Education. The estimated cost for 2024-2025 is $15,000.00, based on the prior school year expenses, and will come from the General Fund.
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7.11.S. Agreement with Superior Vision Consulting for Braille/Certified Visual Impairment Services
Commentary:
This agreement provides Braille/Certified Visual Impairment services for students enrolled in Ponca City Schools. Superior Vision Consulting will provide the services at $700.00 per session, up to 34 sessions from August 1, 2024, through May 31, 2025, based on student needs as approved by the Director of Special Services. The estimated cost is $23,800.00 based on 34 sessions and will come from the General Fund/Special Services. Amy Swartz will answer questions.
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7.11.T. Agreement with Taylor'd Therapy to Provide a Licensed Physical Therapist for Physical Therapy Services for Students Enrolled in PCPS
Commentary:
Taylor'd Therapy will provide a licensed physical therapist for physical therapy 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's situation as provided for under state and federal regulations. The total cost of the agreement is up to $97,200.00 and will come from the General Fund/Special Services. Amy Swartz will answer questions.
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7.12. 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)]; and to Discuss the Purchase or Appraisal of Real Property [Authority for Executive Session: 25 O.S. Section 307 (B) (3)]
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7.13. Return to Open Session.
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7.14. Recital by Board President that Minutes of Executive Session Were Kept by the Board Minutes Clerk and Will Remain Confidential
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7.15. Consider and Take Action on Recommendations for Termination, Reassignment, Resignation, and Employment of Personnel
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8. NEW BUSINESS
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9. ADJOURNMENT (Motion required)
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