August 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)
Others Present: Adam Leaming, Dalana Hawkins, Jennifer Dye, Jason Leavitt, Ryan Dooley, Amy Swartz, and Jeff Denton |
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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 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 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. REPORTS WITH POTENTIAL BOARD DISCUSSION
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3.1. College Remediation Report (Sean Taglialatela)
Attachments:
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3.2. Dropout Report (Dalana Hawkins)
Attachments:
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3.3. STEM Update (Alicia Smith)
Attachments:
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3.4. Community Eligibility Provision Program (Jeff Denton)
Attachments:
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4. SUPERINTENDENT’S REPORT WITH POTENTIAL BOARD DISCUSSION
Attachments:
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4.1. Staffing Update
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4.2. Registration Update
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4.3. Amendment of the District-Approved Communication Platform List
Commentary:
The Communications Platform List now includes Discord and Edgenuity. The esports league uses Discord as its sole communication platform, and Edgenuity is our district's online virtual curriculum.
Attachments:
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5. Consider and Take Action to Approve the Amended District-Approved Communications Platform List
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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 July 15, 2024 Regular Board of Education Meeting
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6.2. Contracts/Agreements under $10,000
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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 Encumbrance #1471 in the amount of $3,342.56
Attachments:
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7.1.C. FY25 Budget Amendments
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7.1.D. FY24 Change Order Listing as of August 8, 2024, for Funds 11, 21, 22, 30, 33 and 81
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7.1.E. FY24 Budget Analysis Reports
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7.1.F. FY25 General Fund 11 Encumbrances #336-#478 in the amount of $302,860.65
Attachments:
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7.1.G. FY25 Building Fund 21 Encumbrances #36-#53 in the amount of $272,228.56
Attachments:
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7.1.H. FY25 Child Nutrition Fund 22 Encumbrances #63-#64 in the amount of $7,344.10
Attachments:
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7.1.I. FY25 Gifts and Endowment Fund 81 Encumbrances #21-#45 in the amount of $75,706.62
Attachments:
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7.1.J. Bond 33 Encumbrances #5-#10 in the amount of $81,244.39
Attachments:
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7.1.K. Bond 34 Encumbrances #8-#10 in the amount of $965,734.00
Attachments:
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7.1.L. FY25 Change Order Listing as of August 8, 2024, for Funds 11, 21, and 22
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7.1.M. FY25 Budget Analysis Reports
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7.1.N. Bond Fund Updates
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7.1.O. Booster Club Fundraiser Requests
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7.1.P. Booster Club Sanctioning Agreements
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7.1.Q. Booster Club Budgets
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7.1.R. Activity Fund Budgets
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7.1.S. Activity Fund Fundraiser Requests
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7.1.T. Activity Fund Revenue/Expense Summary
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7.1.U. Out of State Travel
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7.1.V. Treasurer’s Reports
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7.1.W. Ratification & Approval of Payrolls
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7.2. Consider and Take Action on the Approval of the Child Nutrition Handbook
Commentary:
The Child Nutrition Handbook has been updated and will be distributed to all current CN employees and future new hires.
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7.3. Consider and Take Action on School Site Statutory Deregulation Applications of Library Media Services for Garfield, Liberty, Roosevelt, EM Trout, Union, and Woodlands Elementary Schools
Commentary:
The District is requesting the deregulation of library media services for the above-mentioned schools due to a lack of personnel and potential cost savings for the district. The teacher shortage in Oklahoma has made it difficult for us to fill all of our open positions. Teachers who may be certified in this are required to fill classroom positions. The employment of a full-time librarian, if one were available, would cost the district approximately $55,000.00. The employment cost of a full-time assistant is approximately $25,000.00.
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7.3.A. Deregulation of Library Media Services for Garfield Elementary School
Commentary:
Ponca City Public Schools is requesting deregulation from OAC 210:35-5-71 - Library Media Services for the 2024-25 school year for Garfield Elementary School. A full-time librarian is hired to split time between Garfield and another site. Working 2.5 days a week at each site, she is able to keep the library operating at both sites, and on-site personnel are available to assist in library operations. By utilizing site staff and a part-time certified librarian, we are able to meet the needs of Garfield. The library is open daily to teachers, staff, and students. Jennifer Dye will answer questions.
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7.3.B. Deregulation for Library Media Services for Liberty Elementary School
Commentary:
Ponca City Public Schools is requesting deregulation from OAC 210:35-5-71 - Library Media Services for the 2024-25 school year for Liberty Elementary School. The support employee we currently have at Liberty is under the direct supervision of a Library Media Specialist within our district. Unfortunately, they are required to monitor several buildings, and we must utilize a trained teaching assistant so that our students have full-time access to a library in both facilities. A full-time librarian is hired to monitor operations at Liberty and other sites. The support position is utilized to check out books, re-stock the library, and ensure our students have access throughout the day. Jennifer Dye will answer questions.
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7.3.C. Deregulation of Library Media Services for Roosevelt Elementary School
Commentary:
Ponca City Public Schools is requesting deregulation from OAC 210:35-5-71 - Library Media Services for the 2024-25 school year for Roosevelt Elementary School. A full-time librarian is hired to split time between Roosevelt and another site. Working 2.5 days a week at each site, she can keep the library operating at both sites, and on-site personnel are available to assist in library operations. By utilizing site staff and a part-time certified librarian, we can meet the needs of Roosevelt. The library is open daily to teachers, staff, and students. Jennifer Dye will answer questions.
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7.3.D. Deregulation of Library Media Services for Trout and Union Elementary Schools
Commentary:
Ponca City Public Schools is requesting deregulation from OAC 210:35-5-71 - Library Media Services for the 2024-25 school year for EM Trout and Union Elementary Schools. The two support employees we currently employ are under the direct supervision of a Library Media Specialist within our district. Unfortunately, they are required to monitor several buildings, and we must utilize a trained teaching assistant so that our students have full-time access to a library in both facilities. Full-time librarians still do instruction and guidance at both of these sites. The support position is utilized to check out books, re-stock the library, and ensure our students have access throughout the day. Jennifer Dye will answer questions.
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7.3.E. Deregulation of Library Media Services for Woodlands Elementary School
Commentary:
Ponca City Public Schools is requesting deregulation from OAC 210:35-5-71 - Library Media Services for the 2024-25 school year for Woodlands Elementary School. The support employee we currently have to fill that role is under the direct supervision of a Library Media Specialist within our district. They are required to monitor several buildings, and we must utilize a trained teaching assistant so that our students have full-time access to a library in both facilities. A full-time librarian is hired to monitor operations at Woodlands and another site. The support position is utilized to check out books, re-stock the library, and ensure our students have access throughout the day. Jennifer Dye will answer questions.
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7.4. Consider and Take Action on Hiring the Following Individuals as Adjunct Teachers As Specified:
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7.5. Consider and Take Action on Approving a Quote Proposal from Stolhand Wells Group for District HVAC Maintenance
Commentary:
Stolhand Wells Group will provide all materials, equipment, and labor needed to perform district HVAC maintenance for Ponca City Public Schools from August 1, 2024, through June 30, 2025. The total cost is $59,850.00, and it will come from the Building Fund. Jason Leavitt will answer questions.
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7.6. Consider and Take Action on Change Order No. 1 from Kyler Construction Group for the Fine Arts HVAC Project
Commentary:
Change Order No.1 for the Fine Arts HVAC project returns $89,740.00 in unused allowances and contingency funds.
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7.7. Consider and Take Action on the following Contracts/Agreements:
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7.7.A. Estimate from American Roofing for Roof Repairs at West Middle School
Commentary:
This estimate is for a partial roof overlay at West Middle School. The total cost is $185,700.00, and it will come from the Building Fund. Jason Leavitt will answer questions.
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7.7.B. A Quote from Galaxie Business Equipment Inc. for Furniture for the High School
Commentary:
This quote is for furniture needs in the high school's main office and counselors' areas. The total cost is $30,107.10 and funding will come from Bond 33. Jason Leavitt will answer questions.
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7.7.C. Agreement from Johnson Controls to Replace the Fire Alarm Voice Panel at East Middle School
Commentary:
This is an agreement for the replacement and testing of the fire alarm voice panel at East Middle School. The cost is $10,528.89 and will come from Building Fund. Jason Leavitt will answer questions.
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7.7.D. Agreement With Kildare Public Schools to Provide Services
Commentary:
Kildare Public Schools will pay Ponca City Public Schools to provide services for one student attending a self-contained Special Education classroom (STARS) for the 2024-25 school year. Kildare Public Schools agrees to payment of the services outlined in the contract of $15,585.69.
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7.7.E. Contract with Oklahoma Career Tech for the 2024-25 School Year
Commentary:
This is the Oklahoma Department of Career and Technology Education contract for the Secondary Career and Technology Education Program(s) for the 2024-25 school year. The district will receive an allocation from the state of $136,820.00.
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7.7.F. Agreement with PAX - Program of Academic Exchange for a Foreign Exchange Student to Attend Ponca City High School for the 2024-25 School Year
Commentary:
This agreement is for a foreign exchange student from Italy to attend Ponca City High School for the 2024-2025 school year. Dr. Dalana Hawkins 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 [Authority for Executive Session: 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 per the Attached Detailed Report
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7.12. Consider and Take Action on the Negotiated Agreement with the Ponca City Public Schools' Association of Classroom Teachers (ACT) for the 2024-25 School Year Pending Ratification by ACT
Attachments:
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8. NEW BUSINESS
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9. ADJOURNMENT (Motion required)
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