October 13, 2025 at 6:00 PM - Regular Board of Education Meeting
| Agenda |
|---|
|
1. CALL TO ORDER
|
|
1.1. Call Meeting to Order (President)
|
|
1.2. Roll Call (Minutes Clerk of the Board)
|
|
1.3. Flag Salute
|
|
2. PUBLIC COMMENT
|
|
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. |
|
3. PRESENTATIONS AND RECOGNITIONS
|
|
3.1. Presentation of the Employee of the Month and Friend of Education Awards
The President of the Board will preside over presenting the October Employee of the Month and Friend of Education Awards to the following employees. Certified Employee of the Month - Rachel Didlake 2nd Grade Teacher, Union Elementary
Support Employee of the Month - Shanna Fezer
Secretary, Union Elementary
Friend of Education - Caitlyn Clark
|
|
4. REPORTS WITH POTENTIAL BOARD DISCUSSION
|
|
4.1. Safety Action Plan (Larin Davis)
|
|
5. SUPERINTENDENT’S REPORT WITH POTENTIAL BOARD DISCUSSION AND ACTION
|
|
5.1. October 1 Enrollment
|
|
5.2. District Updates
|
|
5.3. Review Proposed Revisions to Board Policies As Listed Below:
Section 3 - Administration Policy 3.2-2.0 - First Amendment Protection will be renumbered 3.2-1.5 (REVISION) Policy 3.2-2.0 - Title IX - Sex Discrimination and Sexual Harassment (NEW) Policy 3.2-2.5 - Discrimination, Harassment, and Retaliation (REVISION) 3.2-3.0 - Grievance Procedure for Filing, Processing and Resolving Complaints Alleging Discrimination, and Retaliation (REVISION) Section 6 - Personnel Policy 6.6-5.0 - Suspension, Demotion, Termination or Nonreemployment of Support Employees (REVISION) Section 7 - Students Policy 7.16-1.0 - Student Behavior (REVISION)
Commentary:
Administration - Policy 3.2-2.0 First Amendment Protection will be renumbered to 3.2-1.5 to allow for positioning of the revised Title IX policy. Policy 3.2-2.0 is the new policy created to address Title IX requirements as a standalone section. Policies 3.2-2.5 and 3.2-3.0 are revised to relocate the Title IX language into a new, separately numbered policy. These changes clarify the district’s procedures for handling Title IX matters while maintaining the general discrimination provisions in the original policies. As a result, Ponca City Public Schools must revise policies addressing student behavior, faculty expectations, and employee codes of conduct to ensure compliance with state law. Specifically, SB 942 mandates that:
|
|
6. Consider and Take Action on Board Policy Changes as Proposed During the Superintendent's Report
|
|
7. 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. |
|
7.1. Approval of the Minutes from the September 8, 2025, Regular Board Meeting, the September 26, 2025, Special Board Meeting, and the October 2, 2025, Special Board Meeting
|
|
7.2. Surplus Resolution
|
|
7.3. Approval of the FY26 Budget Analysis Reports
|
|
7.4. Approval of the FY26 Amendments
|
|
7.5. Approval of the FY26 Bond Fund Updates
|
|
7.6. Approval of FY26 Change Order Listings as of 10/09/25 for Funds 11, 21, 22, 35, and 81
|
|
7.7. Approval of FY26 General Fund 11 Encumbrances #620-#784 in the amount of $273,131.29
Attachments:
()
|
|
7.8. Approval of FY26 Building Fund 21 Encumbrances #89-#113 in the amount of $129,422.34
Attachments:
()
|
|
7.9. Approval of FY26 Child Nutrition Fund 22 Encumbrances #73-#81 in the amount of $137,596.70
Attachments:
()
|
|
7.10. Approval of FY26 Fund 30 Encumbrances #3-#6 in the amount of $114,072.35
Attachments:
()
|
|
7.11. Approval of FY26 Fund 34 Encumbrance #5 in the amount of $516,500.00
Attachments:
()
|
|
7.12. Approval of FY26 Fund 35 Encumbrances #9-#11 in the amount of $1,008,570.00
Attachments:
()
|
|
7.13. Approval of FY26 Gifts and Endowment Fund 81 Encumbrances #71-#83 in the amount of $17,941.68
Attachments:
()
|
|
7.14. Approval of Booster Club Reports
Commentary:
Booster Club Reports include Fundraiser Requests, Sanctioning Agreements, and Budgets
|
|
7.15. Approval of Activity Fund Reports
Commentary:
Activity Fund Reports include Activity Fund Requests, Budgets, Resolutions, and the Revenue/Expenditure Summary
|
|
7.16. Approval of Out of State Travel
Commentary:
S. Taglialatela to Tacoma, WA October 27-29, 2025, K. Rapeti to Nashville, TN December 9-11, 2025, A. Moriarty and five others from Central Baptist Academy to Garland, TX November 6-7, 2025, M. Carter and 12 others from First Lutheran School to St. Louis, MO October 2-4, 2025, S. Parks and J. Turner to Tampa, FL December 12-16, 2025
|
|
7.17. Approval of Treasurer’s Reports ending August 31, 2025
Commentary:
Treasurer's Reports consist of the Investment Report, Cash Balance Report, and the Year-to-Date Revenue/Expenditures Report
|
|
7.18. Ratification and Approval of Payrolls
|
|
7.19. Approval of an agreement with American Fidelity, effective September 1, 2026-August 31, 2027, updating the plan document so it aligns with the district plan year. Making this change to the Section 125 Flexible Benefit Plan will eliminate the two separate enrollments the district is currently providing. There is no cost to the district.
|
|
7.20. Approval of an agreement with Cargill Consulting, Inc. for a workshop to be held October 15, 2025, on how to increase a student's ACT score. There is a 30-student minimum at a charge of $40.00 per student for a total of $1,200.00, which will come from Activity Fund.
|
|
7.21. Approval of a quote from Evans & Associates dated October 13, 2025, for district snow/ice removal as needed for the 2025-2026 season for up to $9,000.00, and the cost will come from the Building Fund.
|
|
7.22. Approval of an allocation made to Jackson Mechanical Service Inc. of $4,000.00 for emergency district HVAC repairs as needed for the 2025-2026 fiscal year. Costs will come from the Building Fund.
|
|
7.23. Approval of a proposal from Jackson Mechanical Service Inc. for a one-time Comprehensive Asset Report of district HVAC systems. Estimated cost is $5,000.00, and will come from the Building Fund.
|
|
7.24. Approval of a quote from JAMF, effective September 6, 2025-September 5, 2027, for software used to manage Apple iOS devices for the district. The total amount is $7,200.00 and will come from Bond 35.
|
|
7.25. Approval of a quote from John Deere, dated September 24, 2025, for the purchase of a utility tractor with loader, rotary cutter, JDLink telematics system, and two Gators, including the trade-in of the district’s 2022 John Deere tractor with loader/grapple, snow plow, and brush hog, for a total cost of $1,395.72. The cost will come from Building Fund.
|
|
7.26. Approval of an agreement between Ponca City Public Schools and the Kaw Nation of Oklahoma for the 2025-2026 school year. The Kaw Nation will assign two Education Specialists to serve PCPS students and staff. There is no cost to the district.
|
|
7.27. Approval of a ratification of an agreement with Kuta Software LLC, effective October 25, 2024-October 25, 2027, for Infinite Pre-Algebra Software for West Middle School. The total cost of $320.00 was paid in full in year one; there is no charge to the district this fiscal year.
|
|
7.28. Approval of an agreement with Chris Littlecook to provide educational programs on Native American heritage throughout the district during Native American Heritage Month. The cost is $400.00, and funding will come from Title VI.
|
|
7.29. Approval of an agreement with Littlebear Littlecook to sing/play at mini pow-wows during Native American Heritage Month. The total cost is $600.00 and will come from Title VI.
|
|
7.30. Approval of a quote from Math Medic for access to the Assessment Platform for AP Statistics for the 2025-2026 school year. The total cost is $573.00 and includes the annual cost for an AP Calculus Video Subscription. Funds will come from Gifted and Talented.
|
|
7.31. Approval of an agreement between Ponca City Public Schools and the Otoe-Missouria Head Start Program, effective October 13, 2025-June 30, 2026, to define the responsibilities of each system and to provide guidance for collaboration and cooperation between the two for preschool-aged children with disabilities. There is no cost to the district.
|
|
7.32. Approval of a quote from Party Perfect Linen and Event Rental, effective October 31, 2025-November 1, 2025, to rent booth drapes, poles for the drapes, and piping for the exhibit hall during the Student Council State Convention. The total cost is $2,940.00 and will come from the State Convention Account.
|
|
7.33. Approval of an allocation made to Pinnacle Environmental Solutions & Consulting for up to $4,000.00 for district mold testing and detection for the 2025-2026 school year. Costs will come from the Building Fund.
|
|
7.34. Approval of a quote from SmartPass, effective October 1, 2025-June 30, 2026, for an electronic hall pass system for West Middle School. SmartPass enables administrators to limit the number of students in the hallways at any given time. The total cost of $1,704.00 will come from the General Fund.
|
|
7.35. Approval of a quote from Sober Brothers dated October 13, 2025, for up to $9,000.00 for 2025-2026 district snow/ice removal as needed. The cost will come from the Building Fund.
|
|
7.36. Approval of a Memorandum of Understanding by and between Ponca City Public Schools, Southwestern Oklahoma State University, and Oklahoma State University Center for Health Sciences, effective August 1, 2025-December 31, 2025. The purpose of this agreement is to allow Ponca City Public Schools to serve as a practicum or internship school site for school counseling students or school counselors acquiring LPC courses for candidacy with Southwestern Oklahoma State University through a grant with Oklahoma State University Center for Health Sciences. There is no cost to the district.
|
|
7.37. Approval of a quote from Ultimate Pest Management dated October 13, 2025, for up to $9,000.00 for 2025-2026 district snow/ice removal as needed. The cost will come from the Building Fund.
|
|
7.38. Approval of a renewal of a collaborative agreement with the University of Oklahoma's Outreach/College of Continuing Education's National Center for Disability Education and Training, effective July 1, 2025-June 30, 2026, to increase pre-employment transition services coordination to identify and prepare our student participants for post-secondary education and/or competitive integrated employment. There is no cost to the district.
|
|
8. ACTION ITEMS (MOTION REQUIRED)
|
|
8.1. Consider and Take Action on the Recognition of the Following Events:
|
|
8.1.A. American Education Week
Commentary:
American Education Week is an annual celebration, observed this year November 17-21, 2025, that honors the nation's public schools and the people who make them work, from teachers and administrators to cafeteria staff and bus drivers. Initiated in 1921 by the National Education Association (NEA) and the American Legion to address illiteracy and gain public support for education, it continues to focus on celebrating public education, informing the public about its accomplishments and fostering community support for schools and educators. Ponca City Public Schools would like to say thank you to those who make our schools a success, including teachers, staff, and volunteers.
|
|
8.1.B. National Education Support Professionals Day
Commentary:
In conjunction with American Education Week, November 19, 2025, 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 360 support employees.
|
|
8.1.C. National Native American Heritage Month
Commentary:
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.
Some of the events taking place district-wide are:
|
|
8.1.D. Celebrate Freedom Week
Commentary:
Oklahoma public schools will observe "Celebrate Freedom Week" during the week of November 10-14, 2025. The observance, which will take place during the week of Veteran's Day, will help better educate students about the sacrifices made for freedom and the values on which the United States was founded.
|
|
8.2. Consider and Take Action on a Resolution to the Kay County Election Board Calling for the Annual Election of Board of Education Member in Ward #1
Commentary:
The annual school election resolution is due to the Kay County Election Board no later than November 14, 2025. The Board of Education Primary Election shall be held on February 10, 2026, 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 7, 2026, 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 #1, which is up for election in 2026, is currently held by Robin Riley. The term of office will run from 2026 until 2031. The filing period for Board of Education Candidates will open at 8:00 a.m. on Monday, December 1, 2025, and will end at 5:00 p.m on Wednesday, December 3, 2025. 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 5, 2025, at the County Election Board. The term of office begins at the first regular, special, or emergency board meeting following certification of February 2026 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 2026 General Election. Adam Leaming will answer questions. |
|
8.3. Consider and Take Action on a Memorandum of Understanding with the Association of Classroom Teachers
Commentary:
This Memorandum of Understanding (MOU) between the Ponca City Board of Education and the Association of Classroom Teachers (P.A.C.T.) includes three items. Item 1 amends Principle I - Commitment to the Students of the Code of Conduct in accordance with Senate Bill 942, which requires school districts to apply the International Holocaust Remembrance Alliance’s working definition of antisemitism. Item 2 establishes new language titled Protection Against Student Violence within Section V of the Negotiated Agreement, ensuring staff members are provided clear rights, procedures, and district support when incidents of student violence occur. Item 3 creates a new provision titled Additional Compensation for Special Education Case Management Beyond Full Caseload, providing defined compensation for special education teachers assigned IEP caseloads exceeding district-established limits to promote fairness, compliance, and teacher retention.
|
|
8.4. Consider and Take Action on the 2025-2026 Ponca City Public Schools Comprehensive District Academic Plan and the Site Improvement/Title I Plans
Commentary:
Updates to the 2025-2026 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.
|
|
8.5. Consider and Take Action on a Guaranteed Maximum Price (GMP) from Rick Scott Construction for the West Middle School Classroom Water Intrusion Project
Commentary:
The total cost of the project is $68,695.75 and will come from Bond 30. Larin Davis will answer questions.
|
|
8.6. Consider and Take Action on the following Contracts/Agreements:
|
|
8.6.A. An Agreement with Orion Security Solutions for Access Controls for the Indoor/Outdoor Facility
Commentary:
This agreement is to provide access controls for the Indoor/Outdoor Facility. The total cost is $24,873.00 and will come from Bond 30. Larin Davis will answer questions.
|
|
8.6.B. An Agreement with ProCare Therapy to Provide an American Sign Language (ASL) Interpreter for the 2025-2026 School Year
Commentary:
ProCare Therapy will provide an American Sign Language (ASL) interpreter for the 2025-2026 school year, effective October 13, 2025-October 13, 2026. The total cost is $61,479.00 and will come from General Fund/Special Services. Amy Swartz will answer questions.
|
|
8.6.C. An Agreement with Solution Tree for Professional Development for the High School
Commentary:
This agreement is for onsite professional development for four days (December 1-2, 2025 and January 6-7, 2026) for the High School staff. The total cost is $28,400.00 and will come from Project 515.
|
|
8.7. 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)]
|
|
8.8. Return to Open Session.
|
|
8.9. Recital by Board President that Minutes of Executive Session Were Kept by the Board Minutes Clerk and Will Remain Confidential
|
|
8.10. Consider and Take Action on Recommendations for Termination, Reassignment, Resignation, and Employment of Personnel
|
|
9. NEW BUSINESS
|
|
10. ADJOURNMENT (Motion required)
|
