July 15, 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 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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3. SUPERINTENDENT’S REPORT WITH POTENTIAL BOARD DISCUSSION AND ACTION
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3.1. Staffing Update
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3.2. Registration Update
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3.3. Amendment of the District-Approved Communication Platform List
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3.4. Revision of Policy 7.12 - Concurrent Enrollment
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4. Consider and Take Action to Approve the Amended District-Approved Communications Platform List
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5. Consider and Take Action to Approve the Revised Policy 7.12 - Concurrent Enrollment
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6. 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." |
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6.1. Minutes from June 10, 2024, Special Budget Hearing Meeting and Regular Board Meeting and Minutes from June 18, 2024, and June 26, 2024, Special Board Meetings
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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 General Fund 11 Encumbrances #1467-#1471 in the Amount of $4,969.56
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7.1.B. FY24 Fund 21 Encumbrance #151 in the Amount of $2,500.00
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7.1.C. FY24 Change Order Listing for Funds 11, 21, 22, 30, 33, and 81
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7.1.D. FY24 Budget Analysis Reports
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7.1.E. FY 24 Budget Amendments
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7.1.F. Bond Fund Updates As Of 7/01/2024
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7.1.G. FY25 General Fund 11 Encumbrances #189-#335 in the Amount of $1,808,910.99
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7.1.H. FY25 Building Fund 21 Encumbrances #11-#35 in the Amount of $1,753,915.01
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7.1.I. FY25 Child Nutrition Fund 22 Encumbrances #54-#61 in the Amount of $231,005.20
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7.1.J. FY25 Bond Fund 30 Encumbrances #1-#7 in the Amount of $8,604,169.39
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7.1.K. FY25 Bond Fund 33 Encumbrances #1-#5 in the Amount of $3,150,727.42
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7.1.L. FY25 Bond Fund 34 Encumbrance #6 in the Amount of $25,677.34
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7.1.M. FY25 Gifts & Endowments Fund 81 Encumbrances #4-#20 in the Amount of $55,300.00
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7.1.N. FY25 Budget Analysis Reports
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7.1.O. FY 25 Budget Amendments
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7.1.P. Activity Fund Revenue/Expenditure Summary Report 7/1/23-6/30/24
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7.1.Q. FY25 Activity Fund Budget Reports
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7.1.R. FY25 Activity Fund Fundraiser Requests
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7.1.S. FY25 Activity Fund Resolutions
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7.1.T. FY25 Booster Club Budgets
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7.1.U. FY25 Booster Club Fundraiser Requests
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7.1.V. FY25 Booster Club Sanctioning Agreements
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7.1.W. Out of State Travel
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7.1.X. Treasurer’s Reports
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7.1.Y. Ratification & Approval of Payrolls
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7.2. Consider and Take Action on Adopting a School-Hours Policy for the 2024-25 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.
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7.3. Consider and Take Action on Appointing an Internal Activities Review Committee for Activity Absences for the 2024-25 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.
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7.4. Consider and Take Action on Meal Price Increases for the 2024-25 School Year
Commentary:
The USDA sets the Free and Reduced pricing/reimbursement for meals served to qualifying students. Each school district controls 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 the cost of goods, prevailing wage, location, and other factors. The tool suggests we increase our pricing to reach the national average. Due to the increasing costs of food and non-food items, the Child Nutrition Programs of the Ponca City Schools would like to propose the changes listed in the table below.
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7.5. Consider and Take Action on Hiring the Following Individuals as Adjunct Teachers As Specified:
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7.6. Consider and Take Action on Change Order No. 1 from Rick Scott Construction, Inc. on the Howell Office Remodel Project
Commentary:
The GMP was originally approved on January 9, 2024. Change Order No. 1 for four (4) wooden trophy cases in the Howell east corridor adds $20,140.00 to the GMP. The GMP is now $1,519,971.60. 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. Agreement with Adam's Plumbing for District Repairs for 2024-25
Commentary:
Adam's Plumbing agrees to perform various plumbing repairs across the district. The agreement is for up to $20,000.00, and costs will come from the Building Fund. Jason Leavitt will answer questions.
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7.7.B. Agreement with Auto-Chlor Services, LLC to Provide Services to the Child Nutrition Department
Commentary:
Auto-Chlor services dishwashers and provides laundry services (soap) for the Child Nutrition Department. The total cost is up to $10,000.00, and it will come from Fund 22—Child Nutrition.
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7.7.C. Agreement with City of Ponca City for Use of the RecPlex
Commentary:
This agreement covers using the pool and aquatic facilities for swimming instruction, special education aquatic programs, and swimming for an athletic sport. The cost is $1,500.00 per month for ten months for $15,000.00. The cost will come from the Building Fund, and Jason Leavitt will answer questions.
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7.7.D. Agreement with Cross Petroleum Products to Provide the District with Propane
Commentary:
Cross Petroleum will provide Ponca City Public Schools with propane for 2024-25. The estimated cost is $17,500.00, and it will come from the General Fund/Transportation.
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7.7.E. Agreements with EF High School Exchange Year for Two Foreign Exchange Students to Attend Ponca City High School for the 2024-25 School Year
Commentary:
This agreement is for two foreign exchange students, one from Spain and one from Sweden, to attend Ponca City High School for the 2024-2025 school year.
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7.7.F. Agreement with Endex, Inc. of Tulsa for Monitoring Services
Commentary:
Endex, Inc. of Tulsa monitors 20 district fire alarm panels as required by the State of Oklahoma for fire protection. The agreement is for $456.00 per site per year, for $10,032.00. The cost will come from the Building Fund, and Jason Leavitt will answer questions.
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7.7.G. Agreement with Hiland Dairy Foods to Provide Beverages for the 2024-25 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 2024-25 school year. The agreement is for $255,000.00.
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7.7.H. Quote from Imagine Learning for Site Licenses for Ponca City Virtual Academy (6-12), Wildcat Academy, and Ponca City High School
Commentary:
This is a three-year quote for PCVA, WCA, and PoHi site licenses. The original agreement approved at the April 15, 2024, board meeting did not have an opt-out clause, so it is being rescinded on this agenda. This is year one of a three-year term with an opt-out clause added. The total cost is $190,080.00 and will come from the General Fund.
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7.7.I. Maintenance Renewal from Pinnacle Business Systems, Inc. of the Fortinet Firewall Security Device
Commentary:
The Fortinet Firewall is a network security device that monitors incoming and outgoing network traffic and decides whether to allow or block specific traffic based on a defined set of security rules. This is our first line of defense in maintaining our network security. The total cost is $25,677.34 and will come from Bond 34. Ryan Dooley will answer questions.
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7.7.J. 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.
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7.7.K. Agreement with TK Elevator Corporation for Maintenance of District Elevators
Commentary:
TK Elevator Corporation maintains 12 elevators: Howell Building, P66 Stem Building, Sullins Press Box, Robson Fieldhouse, Concert Hall, East Middle School, West Middle School, Liberty, Roosevelt, Trout, Washington Pre-K, Board of Education, two Woodlands chairlifts, Liberty chairlift, and Trout chairlift. The total cost of the agreement is $25,500.00 and will come from the Building Fund. Jason Leavitt will answer questions.
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7.7.L. Agreement with Ward's Air Conditioning, Inc. for Repair Work to Mitsubishi HVAC Units
Commentary:
Ward's Air Conditioning Inc. agrees to perform repairs to Mitsubishi HVAC units located at the BOE and West Middle School at an hourly rate of $150.00. The total agreement cost is up to $10,000.00 and will come from the Building Fund. Jason Leavitt will answer questions.
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7.7.M. Quote from Wenger Corporation for Student Music Posture Chairs for Concert Hall Classrooms
Commentary:
This quote is for 300 student chairs for the Concert Hall classrooms. The total amount is $26,196.00 and will come from Bond 33. 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 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).
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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
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8. NEW BUSINESS
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9. ADJOURNMENT (Motion required)
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