June 9, 2025 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
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3.1. District Updates
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4. 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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4.1. Minutes from May 12, 2025, Regular Board Meeting
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4.2. Contracts/Agreements under $10,000
Attachments:
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4.3. Activity Fund Custodians and Bond Authorization for 2025-2026
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4.4. Administrators Designated for Federal Programs for 2025-2026
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5. ACTION ITEMS (MOTION REQUIRED)
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5.1. Consider and Take Action on the District Budget for FY26
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.
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5.2. Consider and Take Action on the Following District Financial Reports:
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5.2.A. FY25 Budget Amendments
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5.2.B. FY25 Budget Analysis Reports
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5.2.C. FY25 General Fund 11 Encumbrances #1545-#1599 in the amount of $73,739.96
Attachments:
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5.2.D. FY25 Building Fund 21 Encumbrances #141-#142 in the amount of $37,275.00
Attachments:
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5.2.E. FY25 Child Nutrition Fund 22 Encumbrance #108 totaling $12.50
Attachments:
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5.2.F. FY25 Gifts and Endowment Fund 81 Encumbrances #221-#222 in the amount of $20,276.32
Attachments:
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5.2.G. FY25 Change Order Listings as of June 5, 2025, for Funds 11, 21, 22, 81, and Bond Fund 30
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5.2.H. FY25 Bond Fund Reports
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5.2.I. FY26 Budget Analysis Reports
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5.2.J. FY26 General Fund 11 Encumbrances #1-#163 in the amount of $3,174,955.02
Attachments:
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5.2.K. FY26 Building Fund 21 Encumbrances #1-#22 in the amount of $465,535.11
Attachments:
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5.2.L. FY26 Child Nutrition Fund 22 Encumbrances #1-#52 in the amount of $650,696.00
Attachments:
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5.2.M. FY26 Gifts and Endowment Fund 81 Encumbrances #1-#4 in the amount of $4,300.00
Attachments:
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5.2.N. FY26 Bond Fund 34 Encumbrances #1-#3 totaling $103,220.70
Attachments:
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5.2.O. FY26 Bond Fund 35 Encumbrances #1-#2 totaling $29,473.04
Attachments:
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5.2.P. FY26 Bond Fund Reports
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5.2.Q. Booster Club Fundraiser Agreements and Requests
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5.2.R. Activity Fund Reports
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5.2.S. Schedule of Fees for 2025-2026
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5.2.T. Treasurer’s Reports
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5.2.U. Ratification & Approval of Payrolls
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5.3. Consider and Take Action on a 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, 2025, to June 30, 2026. The total cost is $933,117.00 and will come from the General Fund. Changes to the policy include increasing district deductible from $100,000.00 to $200,000.00 per occurrence and increasing excess liability from $1,000,000.00 to $5,000,000.00 of liability coverage. Jason Leavitt will answer questions
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5.4. Consider and Take Action on an Agreement with the Cooperative Council for Oklahoma School Administration (CCOSA) to Participate in the CCOSA District Level Services Program for the 2025-2026 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 2023-2024 ADM.
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5.5. 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, 2026, 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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5.6. Consider and Take Action to Approve a Memorandum of Understanding between Ponca City Development Authority and Ponca City Public Schools
Commentary:
This Memorandum of Understanding is an agreement between Ponca City Development Authority (PCDA) and Ponca City Public Schools (PCPS) wherein PCDA will fund the position of an Internship Coordinator for 40% of the total salary package of $64,072.20 for the 2025-2026 school year. PCPS will provide 60% of the salary package, along with appropriate office and desk facilities, a locking cabinet, computer, and telephone for use by the Internship Coordinator. The total cost to PCPS is $38,443.32. It will come from the General Fund, and Adam Leaming will answer questions.
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5.7. 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 FY26
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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5.8. 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 Oklahoma State Department of Education. A complete list is attached. Barbara Cusick will answer questions.
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5.9. Discussion and Possible Board Action Regarding the Following Contracts/Agreements:
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5.9.A. Estimate from American Roofing to Install a Roof Overlay at Lincoln Elementary
Commentary:
American Roofing will install a TPO roof overlay system over the existing roof at Lincoln Elementary. This system includes a 20-year NDL and a 3" hail warranty. The total cost of $58,655.37 would be funded by the Building Fund. Jason Leavitt will answer questions.
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5.9.B. Estimate from American Roofing to Install a Roof Overlay at the Commons Area of the High School
Commentary:
American Roofing will install a TPO roof overlay system over the existing roof in the high school Commons Area. This system includes a 20-year NDL and a 3" hail warranty. The total cost of $156,113.19 would be funded by the Building Fund, and Jason Leavitt will answer questions.
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5.9.C. 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 2025-2026 school year and will come from the General Fund/Special Services. Amy Swartz will answer questions.
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5.9.D. Estimate from Bigger Better Movers for PreK Center Move
Commentary:
Bigger Better Movers will relocate all items from the Washington PreK Center to district elementary schools. The estimated cost is $20,000.00 and will come from the Building Fund. Jason Leavitt will answer questions.
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5.9.E. Agreement with BlueMark Energy, LLC to Sell and Deliver Natural Gas
Commentary:
This is an agreement with BlueMark Energy, LLC to sell and deliver natural gas necessary to meet PCPS's requirements. Total estimated costs are $135,000.00 and will come from the Building Fund.
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5.9.F. 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 2025-2026 school year. The total cost is up to $91,875.00 and will come from the General Fund/Special Services. Amy Swartz will answer questions.
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5.9.G. Agreement with EduSkills LLC for English Language Learners (ELL) Support Services
Commentary:
This renewal agreement with EduSkills Software assists in identifying bilingual students in our district, serves as a data warehouse for WIDA scores, and assists in preparing LIEP plans for English learners. EL technical support, including database access and support, is included. The total cost is $12,760.00 for the 2025-2026 school year and will come from the General Fund. Barbara Cusick will answer questions.
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5.9.H. 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 four 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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5.9.I. Agreement with ISE International Student Exchange for a Foreign Exchange Student to Attend Ponca City High School for the 2025-2026 School Year
Commentary:
This agreement is for a foreign exchange student from France to attend Ponca City High School for the 2025-2026 school year. Barbara Cusick will answer questions.
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5.9.J. Agreement with Level Data to Provide Software to Connect PCPS Systems to PowerSchool, Active Directory, Google, Wengage, and Mosaic
Commentary:
This software will connect our different systems to PowerSchool, Active Directory, Google, Wengage, and Mosaic 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 $28,152.28 and will come from Bond 34. Ryan Dooley will answer questions.
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5.9.K. 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 $66.00 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 $82,500.00 and will come from the General Fund/Special Services. Amy Swartz will answer questions.
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5.9.L. 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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5.9.M. 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 $278,618.00 for the upcoming fiscal year. Costs will come from the General Fund, and Jennifer Dye will answer questions.
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5.9.N. Agreement with Pinnacle Business Systems, Inc. for Veeam Backup and Replent
Commentary:
Veeam Backup and Replent is used to keep files and servers backed up in case of loss of data, data corruption, or disaster recovery. The total cost is $10,605.60 and will come from Bond 34. Ryan Dooley will answer questions.
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5.9.O. Agreement with PowerSchool for Online Contracts, Onboarding, and Paperless Filing of Employee Records
Commentary:
This agreement is for PowerSchool software TalentEd Records, SchoolSpring Job Board Unlimited, and Applicant Tracking. This software is the online personnel system that allows for online contracts, onboarding, and paperless filing of employee records. TalentEd Records is $21,516.38, SchoolSpring Job Board Unlimited is $6,659.84, and Applicant Tracking is $6,830.60, for a total of $35,006.82. Funds will come from the General Fund/HR. Jennifer Dye will answer questions.
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5.9.P. 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 2025-2026 is $15,000.00, based on the prior school year's expenses, and will come from the General Fund.
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5.9.Q. Quote from Solution Tree for Professional Development for East Middle School Staff
Commentary:
This quote is for three (3) days of PLC at Work onsite professional development for East Middle School staff at $7,100.00 per day. The total cost is $21,300.00 and will be funded by Project 515. Barbara Cusick will answer questions.
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5.9.R. 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, 2025, through May 31, 2026, 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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5.9.S. Proposal from Trane to Install Wireless Controls for HVAC Units at the High School
Commentary:
Trane will provide and install five wireless receivers and a building control unit for the HVAC units in the Commons area at the High School. The total cost is $14,275.00 and will come from the General Fund. Jason Leavitt will answer questions.
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5.9.T. Contract from Winterrowd Talley Architects Inc. for General Services for 2025-2026
Commentary:
This contract is for architectural services for the year, to include Building Fund projects for 2025-2026. These services will encompass but are not restricted to miscellaneous projects as needed. The cost of services is based on a percentage of the total cost of projects:
8% Remodels
7-7.5% Additions
6.25-6.5% New Construction
Additional costs are calculated at an hourly rate. This agreement is non-binding and does not grant exclusive rights to this company. Jason Leavitt will answer questions. |
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5.10. 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)]; and to Discuss Negotiations [Authority for Executive Session: 25 O.S. Section 307(B)(2)]
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5.11. Return to Open Session.
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5.12. Recital by Board President that Minutes of Executive Session Were Kept by the Board Minutes Clerk and Will Remain Confidential
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5.13. Consider and Take Action on Recommendations for Termination, Reassignment, Resignation, and Employment of Personnel
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6. NEW BUSINESS
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7. ADJOURNMENT (Motion required)
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