AGENDA WITH COMMENTARY
REGULAR BOARD OF EDUCATION MEETING, PONCA CITY BOARD OF EDUCATION
PONCA CITY INDEPENDENT SCHOOL DISTRICT I-71
MONDAY, DECEMBER 12, 2016, 6:00 P.M.
- CALL TO ORDER
- Call Meeting to Order (President)
- Flag Salute
- Roll Call (Minutes Clerk of the Board)
- PRESENTATIONS/RECOGNITIONS
- Presentation of the Employee of the Month and Friend of Education Awards
The President of the Board will preside over presenting the December Employee of the Month and Friend of Education Awards to the following employees.
| Certified Employee of the Month | Ann Marie Neilson, |
| Woodlands Elementary 5th Grade Teacher | |
| Support Employee of the Month | Candrick Gentry, |
| Ponca City High School Teacher Assistant | |
| Friend of Education | Carl Spore & Amber Wilcher, |
| Liberty Elementary Volunteers |
- 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.
- Vote to recess regular Board Meeting and call a Public Hearing for Tribal Leaders and Native American parents to discuss the participation of Native American students in educational programs, to comment on educational programs, and to review Section 2.5 the Board Policy “Native American Community Relations”.
- Vote to return to regular session
- PRESENTATIONS/REPORTS
- Building Assessment Reviews (Thad Dilbeck – High School & Jennifer Martinez – Liberty)
- SUPERINTENDENT’S REPORT
- Financial Condition of the District
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.”
| 6.1 | Agenda with Commentary ……………………………………………………………………….. | 1-7 |
| 6.2 | Minutes………………………………………………………………………………………………….. | 8-15 |
| 6.3 | Consent Agenda/Agreements Under $10,000 …………………………………………. | 16-18 |
ACTION REQUIRED
- 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
- General Fund Encumbrances #816-881……………………………………… 19-20
- Building Fund Encumbrances #54-58……………………………………………… 21
- Child Nutrition Fund Encumbrances #101-106……………………………….. 22
- Gift Fund Encumbrances #46-47……………………………………………………… 23
- 2016 LRB Improvement Bond 30 Fund Encumbrances #12-16……….. 24
- 2015 Construction Bond 34 Fund Encumbrance #24………………………. 25
- 2016 Construction Bond 36 Fund Encumbrance #7………………………… 26
- Summary Change Order Listing as of 12/5/2016…………………………. 27-32
- Expenditure Summary Reports……………………………………………………… 33-43
- Bond Fund Reports………………………………………………………………………. 44-47
- Booster Club Fund Raiser Requests…………………………………………… 48-49
- Activity Fund Reports/Requests…………………………………………………… 50-65
- Treasurer’s Reports……………………………………………………………………… 66-69
- Ratification & Approval of Payrolls
Brenda Storie will answer questions regarding the financial reports included on pages 19-69.
RECOMMENDED ACTION
The Superintendent recommends approval of the financial reports.
- Consideration of and Vote to Approve or Not Approve Ratification of the AIA Contract to Employ Construction Manager, Sooner Construction Company for Projects from the 2015 Bond Issue.
Commentary:
This contract is for the new Concert Hall, East MS HVAC, West MS remodel, and secure entrance at Garfield Elementary. The Construction Manager receives 6% of the cost of the project with 100% of what is left of the contractor’s contingency returning to the District. Bret Smith will answer questions.
RECOMMENDED ACTION
The Superintendent recommends approval.
- Consideration of and Vote to Approve or Not Approve Ratification of the AIA Contract to Employ Construction Manager, Rick Scott Construction Company for Projects from the 2015 Bond Issue.
Commentary:
This contract is for the Ponca City High School Projects on the Robson Field House Remodel, new Football Locker Room, Ticket Booths and Fencing, Weight Training Facility addition, remodel of old Football Locker Room, Awnings and Improvements for the Ball Fields, Parking Lot and Press Box. The Construction Manager receives 6% of the cost of the project with 100% of what is left of the contractor’s contingency returning to the District. Bret Smith will answer questions.
RECOMMENDED ACTION
The Superintendent recommends approval
- Consideration of and Vote to Approve or Not Approve Agreement for PEC (Professional Engineering Consultants) to Provide Professional Services for Synthetic Turf and Drainage System Installation at the Ponca City High School and West Middle School for a Total Cost of $27,750.00.
Commentary:
This Agreement will provide professional services for synthetic turf and drainage system installation at the Ponca City High School baseball field infield and West Middle School softball field. Bret Smith will answer questions.
RECOMMENDED ACTION
The Superintendent recommends approval
- Consideration of and Vote to Approve or Not Approve Accepting the Bids for the Robson Fieldhouse Interior Renovation Project.
Commentary:
The subcontract bids were taken at the Central Office on November 16, 2016 at 3:00 p.m. The subcontract bids came to $1,531,624.00. The estimated Guaranteed Maximum Price (GMP) will be $1,794,693.00 to include two items to rebid and an estimate of $499,510.00 for a scaffolding company to erect scaffolding over the entire gym for all contactors to use. This will be bid out. The budget was $1,996,499.00. The Construction Manager Recommendations Report was included in the handouts. Bret Smith and Rick Scott Construction Company will answer questions.
RECOMMENDED ACTION
The Superintendent recommends approval.
- Consideration of and Vote to Approve or Not Approve Accepting the Guaranteed Maximum Price (GMP) of $1,794,693.00 for the Robson Fieldhouse Interior Renovation Project.
Commentary:
There is one (1) item out for rebid. The Construction Manager has estimated them and is comfortable with the prices to submit a GMP for the project. If bids come in lower than estimated, the GMP will be adjusted to meet the costs. The Construction Manager Recommendations Report was included in the handouts. Bret Smith and Rick Scott Construction Company will answer questions.
RECOMMENDED ACTION
The Superintendent recommends approval.
- Consideration of and Vote to Approve or Not Approve Accepting the Guaranteed Maximum Price (GMP) of $1,699,363.77 for the Sullins Press Box Project.
Commentary:
There are four (4) items out for rebid. The Construction Manager has estimated them and is comfortable with the prices to submit a GMP for the project. If bids come in lower than estimated, the GMP will be adjusted to meet the costs. The Construction Manager Recommendations Report was included in the handouts. Bret Smith and Rick Scott Construction Company will answer questions.
RECOMMENDED ACTION
The Superintendent recommends approval.
- Consideration of and Vote to Approve or Not Approve Accepting the Purchase Agreement with ADL Group, LLC dba Oklahoma LED for $1,416,261.78 to retrofit LED lights in the Entire District.
Commentary:
The purchase agreement is to retrofit LED lights in the entire district beginning February 1, 2017. Oklahoma LED will supply, replace, install and guarantee for seven (7) years, every light fixture in the Ponca City Public School district, with the exception of the athletic field lights. This agreement will be in conjunction with an Oklahoma School Lease – Purchase Agreement with Government Capital Corporation. Bret Smith will answer questions.
RECOMMENDED ACTION
The Superintendent recommends approval.
- Consideration of and Vote to Approve or Not Approve a Resolution regarding an Oklahoma School Lease-Purchase Agreement with Government Capital Corporation to Finance the “LED Lighting Project” …………………………………70
Commentary:
This Resolution states that Ponca City Public School District desires to enter into an Oklahoma School Lease-Purchase Agreement with Government Capital Corporation to finance the “LED Lighting Project”. A copy of the resolution is shown on page 70. Bret Smith will answer questions.
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 Confidential Conversations with the Board’s Attorney Concerning Pending Claims and Litigation [Authority for Executive Session: 25 O.S. Section 307 (B) (4)]; to Discuss the Purchase or Appraisal of Real Property [Authority for Executive Session: 25 O.S. Section 307 (B) (3)]; and to Discuss Negotiations [Authority for Executive Session: 25 O.S. Section 307 (B) (2); and Discussion of the Evaluation of the Superintendent of Schools [Authority for Executive Session: 25 O.S. Section 307(B)(1)]
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 Recommendations for Termination, Reassignment, Resignation, and Employment of Personnel …………………. 71-72
Commentary:
A copy of the proposed personnel report is included on pages 71-72 of the agenda.
RECOMMENDED ACTION
The Superintendent recommends approval of the personnel report as presented and/or amended.
- NEW BUSINESS
- ADJOURNMENT
*Motion required for adjournment
(Special accommodations may be made available for this Board meeting. Requests should be made by calling the office)
