October 16, 2024 at 12:00 PM - Special 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. Roll Call (Minutes Clerk of the Board)
Others present: Adam Leaming, Laurie Graham, Erika Johnson, Jennifer Dye, Jason Leavitt, Teri Vogele, Amy Swartz, Ryan Dooley |
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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, 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 before 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) minutes 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. REPORTS WITH POTENTIAL BOARD DISCUSSION
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3.1. Sudden Emergency Response Plan Report (Jason Leavitt)
Commentary:
SB 1921 revised the Chase Morris Sudden Cardiac Arrest Prevent Act to include school nurses and athletic trainers in the requirement to complete sudden cardiac arrest training and to require each school in grades 7-12 to develop a sudden cardiac emergency response plan. As part of the fall accreditation audit, Jason Leavitt will present these plans to the board of education for review.
Attachments:
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4. SUPERINTENDENT’S REPORT WITH POTENTIAL BOARD DISCUSSION AND ACTION
Attachments:
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4.1. October 1 Enrollment
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4.2. District Updates
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4.3. Review and Possible Revisions to Board Policies As Listed Below:
1.3-2.0 - Board of Education Notification of Meetings 1.3-3.0 - Quorum Board of Education Procedure 2.7 - Charges for Use of Facilities 2.8 - Tennis Court Policy
Attachments:
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5. Consider and Take Action on Board Policy Changes as Proposed 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 the September 9, 2024, Regular Board Meeting and the September 13, 2024, Special Board 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. FY25 Budget Amendments
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7.1.B. FY25 General Fund 11 Encumbrances #613-#750 in the amount of $183,004.26
Attachments:
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7.1.C. FY25 Building Fund 21 Encumbrances #64-#79 in the amount of $150,861.85
Attachments:
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7.1.D. FY25 Child Nutrition Fund 22 Encumbrances #68-#79 in the amount of $119,872.60
Attachments:
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7.1.E. FY25 Bond 30 Encumbrance #8 in the amount of $914.00
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7.1.F. FY25 Bond 33 Encumbrance #11 in the amount of $1,666.12
Attachments:
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7.1.G. FY25 Bond 34 Encumbrances #12-#13 in the amount of $4,116.00
Attachments:
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7.1.H. FY25 Gifts and Endowment Fund 81 Encumbrances #58-#73 in the amount of $257,083.93
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7.1.I. Change Order Listings for Funds 11, 22, 33, and 81
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7.1.J. Budget Analysis Reports
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7.1.K. Booster Club Fundraiser Requests and Sanctioning Agreements
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7.1.L. Activity Fund Reports/Requests/Budgets
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7.1.M. Out-of-State Travel Requests
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7.1.N. Treasurer’s Reports
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7.1.O. Ratification & Approval of Payrolls
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7.2. Consider and Take Action on the Recognition of the Following Events:
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7.2.A. American Education Week
Commentary:
American Education Week, observed November 18-22, 2024, presents all Americans with a wonderful opportunity to celebrate public education and honor individuals who are making a difference in ensuring every child receives a quality education. In 1921, the NEA Representative Assembly called for: "An educational week...observed in all communities annually for the purpose of informing the public of the accomplishments and needs of the public schools and to secure the cooperation and support of the public in meeting those needs." Ponca City Public Schools would like to say thank you to those who make our schools a success, including teachers, staff, and volunteers.
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7.2.B. National Education Support Professionals Day
Commentary:
In conjunction with American Education Week, November 20, 2024, has been designated National Education Support Professionals (ESP) Day. National ESP Day is intended to honor and recognize the contributions education support personnel make to public education. Ponca City Public Schools would like to recognize the dedication and hard work of the district's 363 support employees.
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7.2.C. National Native American Heritage Month
Commentary:
What began at the turn of the century as an effort to gain a day of recognition for the significant contributions the first Americans made to the establishment and growth of the United States, has resulted in the month of November being designated for that purpose.
National Native American Heritage Month is celebrated to recognize the intertribal cultures and to educate the public about the heritage, history, art, and traditions of American Indians, Alaska Natives, and Native Hawaiians. Ponca City Schools will be celebrating all November with extra focus during the week of November 10-16, 2024. Some of the events taking place districtwide are:
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7.2.D. Celebrate Freedom Week
Commentary:
Oklahoma public schools will observe "Celebrate Freedom Week" during the week of November 11-15, 2024. The observance, which would take place during the week of Veteran's Day, would help better educate students about the sacrifices made for freedom and the values on which the United States was founded.
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7.3. Consider and Take Action to Approve Policy Changes/Additions As Presented to the Board at the August 9, 2024, Regular Board Meeting and Listed in the Commentary Below
Commentary:
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7.4. Consider and Take Action on Resolution to Kay County Election Board Calling for the Annual Election of Board of Education Member in Ward #5
Commentary:
The annual school election resolution is due to the Kay County Election Board no later than November 15, 2024. The Board of Education Primary Election shall be held on February 11, 2025, only if three or more candidates file for the Board of Education position scheduled to be on the ballot or for a Board of Education position appearing on the ballot as an unexpired term. A Board of Education General Election shall be held on April 1, 2025, under the following circumstances: if only two candidates file for a position scheduled to be on the ballot or for a position on the ballot for an unexpired term or if no candidate in the Board of Education Primary Election receives more than 50% of the votes cast. The polling places will be open from 7:00 a.m. to 7:00 p.m.
Ward #5, which is up for election in 2025, is currently held by Don Nuzum. The term of office will run from 2025 until 2030. The filing period for Board of Education Candidates will open at 8:00 a.m. on Monday, December 2, 2024, and will end at 5:00 p.m on Wednesday, December 4, 2024. All filings must be made at the Kay County Election Board in Newkirk. Any contest of candidacy petitions, or withdrawal of candidate, must be filed by 5:00 p.m. on Friday, December 6, 2024, at the County Election Board. The term of office begins at the first regular, special, or emergency board meeting following certification of February 2025 results for the candidate who receives more than 50% of the votes cast in the February Primary Election when three or more individuals file for the office. For individuals who run unopposed, including an incumbent member, the term of office begins after the April 2025 General Election. Adam Leaming will answer questions. |
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7.5. Consider and Take Action on the 2024-25 Ponca City Public Schools Comprehensive District Academic Plan and the Site Improvement/Title I Plans
Commentary:
Updates to the 2024-25 Comprehensive District Academic Plan and District and Site Improvement/Title I Plans have been completed. Copies were provided to Board members by email. A hard copy will be kept on file at the Administration Office. Teri Vogele will answer questions.
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7.6. Consider and Take Action on the Notification of and Approval to Update Bank Account Authorized Signers Due to Personnel Changes
Commentary:
RCB Bank Accounts (Excluding Activity Fund Account) All Board Members Erika Johnson Laurie Graham LeeAnn Allyn RCB Bank Activity Fund Account All Board Members Erika Johnson Cindy Beck LeeAnn Allyn Community National Bank Account(s) Erika Johnson Laurie Graham LeeAnn Allyn First National Bank of Oklahoma Account(s) Erika Johnson Laurie Graham LeeAnn Allyn Equity Bank Account(s) Erika Johnson Laurie Graham LeeAnn Allyn |
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7.7. Consider and Take Action to Approve the Construction Manager Pricing Report from Rick Scott Construction Inc. for the P66 STEM Academy Exterior Improvement Project
Commentary:
The total amount of the base bid with value-engineered bid packages O3A, 25A, and landscaping allowance for this project is $250,000.00 and will come from Fund 81. Jason Leavitt will answer questions.
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7.8. Consider and Take Action on Change Order No. 1 from Rick Scott Construction on the West Middle School and Wildcat Academy Project
Commentary:
Change Order No. 1 is for the return of unused contingency funds of $21,304.19.
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7.9. Consider and Take Action on the following Contracts/Agreements:
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7.9.A. A Quote from Carrier Enterprise, LLC for Refrigerant for District HVAC Units
Commentary:
This quote is for 80 25-pound tanks of R410A refrigerant for HVAC units within the district. The cost per tank is $167.00. The total amount is $13,627.20 and will come from the Building Fund. Jason Leavitt will answer questions.
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7.9.B. Quote from Justin Sober Concrete for Concrete Work at the High School
Commentary:
This quote is for Justin Sober Concrete to tear out and replace two sidewalks on the south side of the High School. The total cost is $43,600.00 and will come from the Building Fund. Jason Leavitt will answer questions.
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7.9.C. A Quote from P & K Equipment, Inc. for Repairs to the Maintenance Tractor
Commentary:
This quote is for repairs to the Maintenance tractor's fuel injection system and filters. The amount is $21,689.21 and will come from Building Fund. Jason Leavitt will answer questions.
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7.9.D. A Quote from RobotLAB Inc. for Virtual Reality Mobile Devices
Commentary:
This quote is to furnish Trout and Woodlands with virtual reality mobile devices. The VR devices will allow teachers to take students on virtual field trips. Lesson plans and features with self-guided and teacher-led tours are included to create and enhance lessons to support Oklahoma Academic Standards. With this purchase, all sites have received VR devices. The total amount is $40,660.00 and will come from Title IV. Barbara Cusick will answer questions.
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7.10. 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 Purchase or Appraisal of Real Property [25 O.S. Section 3207 (B) (3)]
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7.11. Return to Open Session.
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7.12. Recital by Board President that Minutes of Executive Session Were Kept by the Board Minutes Clerk and Will Remain Confidential
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7.13. Consider and Take Action on Recommendations for Termination, Reassignment, Resignation, and Employment of Personnel
Attachments:
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8. ADJOURNMENT (Motion required)
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