ACROSS THE BOARD

Recommendations during Committee meetings go to the full Board for consideration, with final action taken during future Regular or Special meetings. This issue of Across the Board provides an update on the boundary process and summary from the following meeting:

• February 5 Business Services Committee

Meeting memos, presentations and other documents in BoardDocs

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The Board reviewed minor revisions to the elementary Concept 2 map ("Revised Concept 2"). These minor revisions were made by RSP & Associates after being requested by the Board at its previous meeting.

District Administration provided an enrollment and space utilization analysis for Munhall and Wild Rose with respect to Concept 2 and Revised Concept 2. This included the projected number of sections and grade level spaces available.

Revised Concept 2 takes the following into consideration at Wild Rose and Munhall:

Wild Rose

• Overall sections increase by 1 and two classes are closer to exceeding the Board set class target

• Grade 2: If enrollment increases by 4 students- Additional considerations would be needed

• Grade 5: If enrollment increases by 5 students- Additional considerations would be needed

• No available flex space

• Specials cannot be on a cart due to the floor plan of the school

Munhall

• Overall reduction of 2 sections

• 5 unused classrooms

• District programs would need to be considered for this building

The Board requested minor revisions and additional analysis from RSP and Administration before determining a final elementary concept map. On February 12, the Board will hold a discussion on elementary maps, and hold a final vote on an elementary concept at a Special Board meeting on Tuesday, February 13. The maps still being considered by the Board are Concept 2 and Revised Concept 2.

The Board will still take final action on middle and high school concept maps at the Monday, February 12 meeting. It had previously moved forward Concept 2 for both levels. The other concepts previously discussed for middle and high school are no longer being considered.

February 12 Meeting Boundary Topics:

• Discussion (no vote): Elementary School Map (Concept 2 & Revised Concept 2)

• Final Vote: Middle School Map: Concept 2

• Final Vote: High School Map: Concept 2

February 13 Meeting Boundary Topics:

• Final Vote: Elementary Map

The approved maps at each level will go into effect for the 2024-2025 school year, beginning in the fall.

Updated Boundary Timeline

Discussion

The Board discussed how to ensure an equitable selection process for Intra-District Transfer requests, with considerations given to the following:

• Managing family expectations through the following communications:

• Space availability specific to grades and sections within each school

• Determining number of seats to hold open up to a certain date

• IEP and/or 504 Plan accommodations

The Board also received clarification on the following:

• Appeal process would be challenging due to specific space availability, and need to add more sections and teachers if enrollment exceeds capacity

• It is not possible to grant legacy status and keep all 5th grade students impacted by boundaries at their current schools due to the level of overcrowding it would cause.

The revised Intra-District Transfer Administrative Procedure, first introduced on January 29, would be governed under Policy 7:30 - Student Assignment and Intra-District Transfer. Policy 7:30 was reviewed at the January 29 Policy Committee meeting. With clarification received on the Intra-District Transfer Administrative Procedure, Policy 7:30 will now be moved to the February 12 meeting for approval.

Background

Davis Elementary has a detached mobile unit adjacent to its main building that offers an additional classroom and office space. During air quality testing of the mobile last fall, occupants were temporarily relocated into the main school building and the school's families were notified. Results indicated the presence of mold growth, and upon further investigation it was determined that the growth was isolated to above the ceiling throughout the mobile. Occupants have remained in the main building since.

This item was previously discussed at the October Business Services meeting, but tabled to allow time to evaluate various options.

Discussion

With scope guidance from Weaver Consultants and Wold Architects & Engineers, staff solicited a proposal from Bear Construction Company, which recommended a complete remediation of the unit. Upon approval, it is anticipated that the work will begin onsite in April and take approximately 12 weeks to complete.

Recommendation: District 303 Administration recommends awarding a contract to Bear Construction Company through The Interlocal Purchasing System for the Davis Mobile Remediation in the amount of $268,029.

Timeline

• February 12, 2024: Board Meeting Approval

• February- March: Planning & Permitting

• April-June: Work Onsite

• July-August: Prepare spaces for school start

Background

On November 13, 2023, the Board approved a new grade level configuration for Richmond and Davis that includes transitioning to K-5 buildings and housing the Dual Language program at Richmond. This plan requires a short-term (one-year) use of six mobile classrooms while a six-classroom permanent addition is constructed at Richmond. The addition will be ready for occupancy for the 2025-26 school year.

Discussion

The administration explored three options that would provide the temporary space that ensured that Davis and Richmond returned to K-5 elementary buildings for the 24-25 school year and aided in transitioning the Dual Language Program to Richmond.

Recommendation: District 303 Administration recommends the approval of Option 2 - Refurbish the mobiles at Davis Elementary School. This option would maintain the K-2 Dual Language Program at Davis Elementary for the 24-25 school year, while the 3-5 Dual Language Program would continue at Richmond. The refurbished mobiles would allow Davis to house three sections of general education for grades K-5 plus the six sections of dual language. Because the mobile classroom is already installed and operational at Davis Elementary, the primary cost associated with this option is the remediation amount of $268,029.

Dual Language in Future Years

The District will have built a six-classroom permanent addition constructed at Richmond, available beginning in the 2025-2026 school year. The Dual Language program will be housed entirely at Richmond Elementary for K-5 students.

Background

The Illinois School Code states that an individual is to be designated to prepare the official budget, in tentative form, each year.

Recommendation: Administration recommends that the Board of Education designate Justin Attaway, Chief Operating Officer, as the person responsible for the preparation of the fiscal year 2024-25 budget.

Background

Annually, District administration presents key dates to the Board related to the development of the budget.

Recommendation: Administration recommends the Board accept the 2024-25 budget calendar, as presented.

Background

The development of the annual budget is a cycle that takes almost a full year to complete, starting with the development of the tax levy in October and ending with budget adoption the following September. Throughout the process, all of the departments and schools in the District are engaged, and the Board is provided with updates on the status of the budget.

Discussion

In order to increase transparency of the District’s budget and resource allocation methods, administration detailed modifications to the budget process.

Recommendation: This agenda item is for information only. There are no recommendations at this time.

Background

The School Board, pursuant to state statute, may establish reasonable school fees. Historically, administration and the Board review these fees every January for the following school year.

Discussion

When reviewing the school fees, Administration increased fees only where necessary, based on vendor cost increases or increases to the internal costs of running certain programs. However, the majority of the school fees remained equal to 2023-24. Highlights include:

• All-day kindergarten fees reduced by 11%

• All-day kindergarten $100 registration fee eliminated

• Majority of fees are pass-through due to vendor increases

• Athletics fees increased due to rise in equipment and personnel costs. These fees were last updated nearly 10 years ago.

Recommendation: Administration recommends that the Board approve the 2024- 25 school fees as presented.

Background

District 303 has worked with Push Coin as the primary fee payment system since 2015-16. Since that agreement started, Push Coin has been responsive to the District’s needs, and administration believes this product continues to be the best option for the District.

Discussion

Push Coin has been working on an upgraded version of the platform that offers increased flexibility and improved reconciliation capabilities. In order to improve stability and allocation of resources, Push Coin is changing their pricing model and offering two options to school district clients:

1. Sign a three-year agreement that locks pricing during the term of the agreement. This option results in no increase in per-student cost.
2. Continue to the traditional month-to-month service. This option increases the per-student cost of the service by 20%.

Administration continually monitors the actual revenues and expenditures for Mid Valley and District 303 throughout the fiscal year, and reports them to the Board on a monthly basis.

• Mid Valley: Revenues are trending ahead of prior year, while expenditures are about the same. There are no areas of concern at this time.
• District 303: Both revenues and expenditures are trending close to prior year. There are no areas of concern at this time.

Recommendations: Administration recommends that the Board accepts the Mid Valley and CUSD 303 Financial Reports as presented.

Background

The current football uniforms at North High School were purchased in 2019. These uniforms are beyond their usable life and are due for replacement for the 2024-25 school year.

Recommendation: Administration recommends that the Board approves the purchase of new football uniforms at North High School as presented.

Background

Annually, administration evaluates the need to replace buses and other transportation vehicles based on mileage and years of service. The District receives reimbursement from the state for the first five years the vehicles are in service.

Discussion

Due to the ongoing need for buses, Administration is recommending the purchase of the 17 buses to update our current fleet. This purchase would be paid from the fiscal year 2025 budget. Administration is also recommending the purchase of several minivans to address special education transportation needs. This purchase would be paid from the current fiscal year 2024 budget.

Recommendation: Administration recommends the Board approves the purchase of vehicles as presented.

Background

Multiple large, priority capital projects are planned for summer 2024. This includes reopening Fox Ridge as an elementary school, relocating the Transition program to Lincoln School, and relocating early childhood to Haines; as well as various projects at other sites across the District. Design is complete for the interior renovations occurring at Lincoln.

Discussion

The next step in this process is the awarding of a bid for Lincoln renovations. This project is being executed through Pepper Construction, the District’s approved construction manager at-risk. The bid documents were broken down into multiple bid packets, including, but not limited to, trades such as demolition, electrical, mechanical, and concrete. The District received multiple bids for each available trade packet.

Recommendation: District 303 Administration recommends approving the bids and issuing contract through Pepper Construction for the renovations at Lincoln in the amount of $5,175,501.

Background

Design is complete for the renovation occurring at Lincoln School, and bidding has occurred for various scopes.

Discussion

District 303 Administration engaged with Weaver Consultants Group to complete environmental testing of the existing conditions at Lincoln, and for the creation of construction documents for bidding, permitting, and abatement purposes. Abatement scope includes both asbestos and lead-based paint elements. Multiple bids were received. Weaver Consultants Group will hold the contract for all abatement services at Lincoln and serve as the construction manager for this process.

Recommendation: District 303 Administration recommends approving a contract with Weaver Consultants Group for abatement services at Lincoln in the amount of $168,068.

Timeline

• February 12: Board Approval and Issuance of Purchase Order
• April: Permitting
• June- October: Abatement and Restoration of Lincoln School for the Transition Program and professional learning space

Background

A Multi-Site Door and Security Improvement project was planned for in the Capital Improvement Plan and budgeted accordingly for this fiscal year. This project will be phased over two years and will include new access control equipment and the associated door hardware modifications. This year’s scope in Phase I includes improvements to North High School, East High School, Thompson Middle School, Wredling Middle School, Administration Building, and Peck Operation Building. For next year in Phase II, access control will be installed in the elementary buildings.

Recommendation: District 303 Administration recommends approving the bids and issuing a purchasing order to Video and Sound Services, Inc. for the 2024 Multi-Site Door and Security Improvements in the amount of $599,870.

Timeline

• February 12: Board Approval and Issuance of Purchase Order
• March-April: Permitting
• March-May: Equipment Ordering & Planning
• June- August: Installation and Programming

Background

Since 2019, District 303 has made use of the Darktrace suite as part of a layered approach to network, email, and cloud security.

Recommendation: District 303 Administration recommends that the Board approve the Darktrace renewal at a total cost of $118,485.

The next Business Services Committee meeting will take place on Monday, February 26 at 5:30 p.m.