AGENDA WITH COMMENTARY

REGULAR BOARD OF EDUCATION MEETING

PONCA CITY BOARD OF EDUCATION, PONCA CITY INDEPENDENT SCHOOL DISTRICT I-71

ADMINISTRATION CENTER BOARD ROOM

613 EAST GRAND AVE, PONCA CITY, OK 74601

 

MONDAY, APRIL 10, 2017, 6:00 P.M.

 

  1. CALL TO ORDER

 

  • Call Meeting to Order (President)
  • Flag Salute
  • Roll Call (Minutes Clerk of the Board)

 

  1. PRESENTATIONS/RECOGNITIONS
  • Presentation of the Employee of the Month and Friend of Education Awards

The President of the Board will preside over presenting the Employee of the Month and Friend of Education Awards to the following individuals.

 

Certified Employee of the Month for April Mike Arnold
Special Education Teacher at Union Elementary
Support Employee of the Month for April Ann Schneeberger
  Bus Driver
Friend of Education for April Aviation Foundation,
Mentor for West Middle School

 

  1. PUBLIC COMMENT

 

  • 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

The agenda action item(s) the individual wishes to address

The organization the individual represents or is affiliated with, if applicable

Anyone who would like to speak to the board during 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.

Participants must be recognized by the president or other presiding officer and must preface their comments by 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 comment 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 2.4 Speaking Privileges of the Public, that is available at the board meeting, or in the board policy manual located on the district website, www.pcps.us, under Board of Education.

 

  1. SUPERINTENDENT REPORT
  • Annual Developmental Education Rates for 2015-2016 (formerly called Annual Student College Remediation Report)
  • Graduation

 

  1. CONSENT CALENDAR

*Motion required: Motion required for the approval of the “Consent Calendar” as printed (or as amended). Board members may, however, call for a vote on each of the items listed on the “Consent Calendar.”

 

5.1 Agenda with Commentary ……………………………………………………………………….. 1-6
5.2 Minutes from March 6, 2017 Regular Meeting & March 7, 2017 Special Board
  Meeting………………………………………………………………………………………………….. 7-18
5.3 Consent Agenda/Agreements under $10,000 ………………………………………….. 19-22
5.4 Resolution to Declare Surplus Items …………………………………………………………… 23
5.5 Completion of New School Board Member Training Requirements for Board
  Member Nancy Zimmerschied (to be entered in school board minutes per §70-5-
  110) …………………………………………………………………………………………………………… 24
    2

 

 

  1. ACTION ITEMS (MOTION REQUIRED)

 

CONSIDERATION OF AND VOTE TO APPROVE OR NOT APPROVE THE FOLLOWING ITEMS:

 

  • Consideration of and Vote to Approve or Not Approve the Following District Financial Reports

 

  1. FY17 Budget Amendments………………………………………………………….. 25-41

 

  1. General Fund Encumbrances #1265-#1407……………………………….. 42-46
  2. Child Nutrition Encumbrances #126-#140……………………………………….. 47
  3. Gifts and Endowment Encumbrances #63-#66………………………………… 48
  4. LRB 2016 Improvement Fund 30 Encumbrances #19-#21………………. 49
  5. 2015 Building Bond Fund 34 Encumbrances #28-#29…………………….. 50
  6. 2016 Building Bond Fund 36 Encumbrance #13…………………………….. 51
  7. Summary Change Orders Listing as of 03/29/2017……………………… 52-56
  8. Budget Analysis Report (Formerly Expenditure Summary Reports)…….. 57-67
  9. Bond Issue Reports………………………………………………………………………. 68-71
  10. Booster Club Fundraiser Approval Forms/Budget Projection Forms 72-80
  11. Activity Fund Reports & Requests………………………………………………… 81-99
  12. Treasurer’s Reports………………………………………………………………….. 100-103
  13. Ratification & Approval of Payrolls

 

Brenda Storie will answer questions regarding the financial reports included on pages 25-103.

 

RECOMMENDED ACTION

 

The Superintendent recommends approval of the financial reports.

  • Consideration of and Vote to Approve or Not Approve the Following Contracts:
  1. Contract with Municipal Accounting Systems, Inc. for Software Service Agreement for 2017-2018

Commentary:

This is an agreement with Municipal Accounting Systems, Inc. (MAS Inc.) for Software Service Agreement for 2017-2018 Fiscal Year. MAS Inc. will provide financial accounting, treasurer, activity fund, personnel and purchase requisition software for the district. The total cost of the agreement for 2017-2018 is $17,044.20. Brenda Storie will answer questions.

 

  1. Agreement with Trinity3 Technology for Classroom Chromebooks and Computers for Summer Refresh

Commentary:

This is an agreement with Trinity3 Technology to purchase 1,340 Classroom Chromebooks for West & East Middle Schools and the Freshman Class at High School which includes licensing. Also, included are 800 cases for East Middle School and High School Freshman.

This agreement also includes the replacing of 250 desktops and 100 laptops for teacher/staff and labs at the High School. The total cost for the Summer Refresh is $475,010.00. Jason Ridenour will answer questions.

 

  1. Comprehensive Maintenance Agreement with Galaxie Business Equipment Inc. for Six Copiers ……………………………………………………………………………104

 

Commentary:

This comprehensive maintenance agreement, which includes toner, will be funded from various funds for over $10,000.00. A list of copiers covered under this agreement is located on page 104 of the agenda. Brenda Storie will answer questions.

RECOMMENDED ACTION

The Superintendent recommends approval.

 

  • Consideration of and Vote to Approve or Not Approve Guaranteed Maximum Price (GMP) for the Following Projects:
  1. Concert Hall Package 1 Project in the Amount of $1,021,019.00

Commentary:

The Project’s Subcontract bid was accepted in the February Board Meeting. A copy of the GMP for the project is included in the handouts. Bret Smith will answer questions.

 

  1. Garfield Vestibule/Safe Entry Project in the Amount of $125,760.00

Commentary:

The Project’s Subcontract bid was accepted in the February Board Meeting. A copy of the GMP for the project is included in the handouts. Bret Smith will answer questions.

 

  1. Weight Training Facility Addition and Ticket Booth in the Amount of $2,343,324.37

Commentary:

The Project’s Subcontract bid was accepted in the March Board Meeting. A copy of the GMP for the project is included in the handouts. Bret Smith will answer questions.

 

  1. East Middle School HVAC Project in the amount of $1,785,795.17

Commentary:

The Project’s Subcontract bid was accepted in the March Board Meeting. A copy of the GMP for the project is included in the handouts. Bret Smith will answer questions.

RECOMMENDED ACTION

The Superintendent recommends approval.

 

  • Consideration of and Vote to Approve or Not Approve the Recognition of May 7 – 13, 2017 as Teacher Appreciation Week

Commentary:

The Ponca City Board of Education recognizes that teachers make public schools great by working to open students’ minds to ideas, knowledge and dreams. Teachers fill many roles as listeners, explorers, role models, motivators and mentors, whose influence continues long after school days are over. In recognition of the impact of teachers on our lives, the Ponca City Board of Education joins other school districts and communities in recognizing May 7-13, 2017 as Teacher Appreciation Week.

RECOMMENDED ACTION

The Superintendent recommends approval.

 

  • Consideration of and Vote to Approve or Not Approve a Proposed 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 Employment of Building Principals and Athletic Director [Authority for Executive Session: 25 O.S. Section 307(B)(1)];to Discuss Confidential Conversations with the Board’s Attorney Concerning Pending Claims and Litigation [Authority for Executive Session: 25 O.S. Section 307 (B) (4)]

 

Motion for Executive Session if one is desired.

  • Return to Open Session
  • Recital by Board President that Minutes of Executive Session Were Kept by the Board Minutes Clerk and Will Remain Confidential
  • Vote to Approve or Not Approve Renewal of the Following Administrative Contracts for the 2017-2018 School Year:

Principals

Lori Cox

Barbara Davis

Thad Dilbeck

Tammy Flaspohler

Carla Fry

Elisabeth Hargraves

Curtis Layton

Jennifer Martinez

Ronda Merrifield

Dr. Trina Resler

Tim Williams

 

Athletic Director:

Jared Freeman

 

  • Vote to Approve or Not Approve Recommendations for Termination, Reassignment, Resignation, and Employment of Personnel ……………… 105-107

 

Commentary:

A copy of the proposed personnel report included on pages 105-107 of the agenda.

RECOMMENDED ACTION

The Superintendent recommends approval of the personnel report as presented and/or amended.

  1. NEW BUSINESS
  1. ADJOURNMENT

*Motion required for adjournment

(Special accommodations may be made available for this Board meeting. Requests should be made by calling the office of the Superintendent of Schools no later than Friday, preceding the Board meeting.)