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 summaries from the following meetings:

• April 29 Business Services Committee
• April 29 Policy Committee
• April 15 Learning and Teaching Committee

Meeting memos, presentations and other documents in BoardDocs

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Agenda items for Board discussion. There is no action taken at this time.

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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

The District seeks to increase transparency of the District’s budget and resource allocation

methods. This meeting continued the review of department budgets with presentations from department administrators in Transportation, Facilities, Human Resources, and Information Technology.

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

Background

The school calendars for 2026-2027 and 2027-2028 were developed by the Calendar Committee. The calendar committee is made up of SCEA, SCESP, SCT&M representatives, and District 303 administrators.

Discussion

It is the intention of the Administration to generally submit a calendar to the Board approximately a year and a half in advance of the start of the school year. The school calendar is created in accordance with a variety of criteria as has been past practice. This includes the need to meet guidelines set by ISBE, and takes into account strategic placement of Institute and School Improvement Days.

Recommendation: District 303 Administration recommends that the Board approve the calendars for 2026-2027 and 2027-2028, as presented.

Background

The District is in the final year of its contract with ATI Physical Therapy for therapy/trainer services at both East and North High School athletic events. Due to labor cost increases at ATI, costs have rose for the District.

Discussion

Administration has explored the option of hiring athletic trainers and maintaining these services in-house. School districts are starting to shift to this model due to increased costs for outside services. Although the District currently contracts for four athletic trainers, administration is recommending that three athletic trainers be hired initially with the potential to hire a fourth athletic trainer in the future, if the need is clearly demonstrated.

Recommendation: Administration recommends that the Board approves the recommendation to advertise for and hire three athletic trainers for the 2024-25 school year, with the potential to hire a fourth athletic trainer if needed.

Background

Annually, the District transfers a specified amount from working cash to other funds in anticipation of the receipt of property taxes. Once taxes are received, the funds will be transferred back to working cash. This process is allowable under Illinois law.

Discussion

Following an analysis of the funds, administration proposes to make a transfer from working cash to the following funds: Tort Fund - $2,000,000.

Recommendation: District 303 administration recommends that the Board approves the attached resolution and directs the Treasurer to complete the working cash transfer.

Background

It is past practice for the District to annually transfer funds from the Operations and Maintenance Fund to the Capital Projects Fund to pay for projects included in the five-year capital improvement plan. Legal counsel has prepared a Resolution Authorizing the Transfer of Funds from the Operations and Maintenance Fund to the Capital Projects Fund of the Board.

Discussion

The Resolution is designed to comply with the Regulations of the Illinois State Board of Education (“ISBE”).

Recommendation: District 303 Administration recommends that the Board approve the resolution authorizing the Transfer of Funds.

Background

The existing camera systems on the District’s school buses are at end-of-life and are starting to fail. While the District’s maintenance garage has some spare parts to repair some cameras in the short-term, the entire system is in need of replacement. Additionally, the District will need to purchase new cameras for the special education minivans that are being acquired through Enterprise Fleet Management.

Discussion

District administration engaged with REI to design a new camera system that is responsive to the needs of the District and each school building. It includes the purchase of 13 single-camera systems for Special Education Minivans and purchased with the FY 2024 budget. 131 three-camera Systems are needed for school buses and will be purchased with the FY 2025 budget.

Recommendation: Administration recommends that the Board approves the quotes from REI for student transportation camera systems, as presented.

Background

Quest, the District's high school food provider, reviewed its ala carte food pricing to ensure the District is covering its projected food cost. They were asked to recommend only necessary increases to ala carte pricing to minimize the additional financial burden on the District’s families.

Discussion

Quest's requested increases range from $0.05 - $0.50 due to increasing costs from food suppliers.

Recommendation: Administration recommends that the Board approve the proposed changes in the ala carte prices for fiscal year 2024-2025 as presented.

Background

The District conducted a request for proposal for a food service management company to operate the District’s K-8 school nutrition program for the 2024-2025 school year with up to four (4) one-year renewals with mutual agreement between the School Food Authority (SFA) and the selected Food Service Management Company (FSMC). Although the State does allow districts to conduct a request for proposal rather than a typical bid process (where the lowest bidder must be selected), the process is still heavily regulated by ISBE, and price must be weighted at a minimum of 35% of the total score during the evaluation process.

Discussion

An administrative committee thoroughly reviewed the two proposals it received from Organic Life, LLC and Quest. The committee also conducted site visits, taste tests and evaluated the vendors based on criteria approved by ISBE. Organic Life, LLC. received a higher evaluation score and its contract proposal was also the lesser of the two.

Recommendation: Administration recommends that the Board approves the proposal from Organic Life, LLC and authorizes Administration to execute all necessary documents and file same with the State of Illinois.

Background

Each year the School District must renew a policy statement for free and reduced price lunches. The policy is for the National School Lunch Program, but the guidelines also apply to the State Program. In general, the program has remained consistent from year to year, with the exception of annual changes to the income eligibility guidelines and the rate of reimbursement.

Recommendation: Administration recommends that the Board approves the renewal of the Free and Reduced-Price Food Services Policy (4:130) and authorizes Administration to execute all necessary documents and file same with the State of Illinois.

Background

In accordance with the Federal Healthy, Hunger-Free Kids Act of 2010 (section 205), School Districts must maintain their paid school lunch prices on an equitable level with the free and reduced lunch reimbursements from the Federal National Food Service Program ($3.85 for FY 2024-25) or fund the deficit amount with non-federal funds. This act also requires that adult meal price be a minimum of $0.50 higher than the student meal prices.

Discussion

The District's meal price increases for each education level range from no increase to 75 cents more over the previous year. They are compliant with the requirements of the federal meal program and are responsive to the increasing cost of food services and supplies.

Recommendation: Administration recommends that the Board approves the increases in the prices as presented for the 2024-2025 school year.

Background

The food service kitchen at Fox Ridge has not been utilized since the school was changed from an elementary school to an early childhood center in 2018. Since this time, most of the equipment has been distributed to other CUSD 303 elementary school kitchens as items failed, in lieu of buying brand new equipment for those areas. Furthermore, much of the remaining items are past their useful life or inoperable. As the Fox Ridge returns to function as an elementary school starting next school year, the kitchen needs to be outfitted to properly accommodate the food service needs of kindergarten through 5th grade students.

Discussion

A proposal was solicited and one received for an electric convection oven, steamers, heating/transport cabinets, reach in freezer, and serving counters. An award in May will ensure all items are received in time for the new school year.

Recommendation: District 303 Administration recommends awarding a contract to CKEPUSA through the Omnia Partners contract for the Fox Ridge Elementary School Kitchen Equipment Purchase in the amount of $86,204.

Background

The existing cooler and freezer within the food service kitchen at East High School was installed in the 1970s and has experienced many issues over the past few years. A replacement is needed now to ensure proper operation and efficiencies for next school year.

Discussion

Staff is working with multiple vendors to obtain proposals to replace this combination unit and associated equipment, with a formal proposal anticipated by the May Board. Temporary fridge options are being sought in the event there is an issue before the current school year ends.

Recommendation: District 303 Administration recommends that the Board approve the replacement of the East High School kitchen cooler and freezer for a cost not to exceed $120,000.

Background

Portions of the current building automation system (BAS) at East High School consist of obsolete controls and equipment that cannot be replaced. A portion of the building served by Air Handling Unit 4 is currently inoperable through the BAS, challenging maintenance and repair processes.

Discussion

A proposal was solicited from Helm Mechanical, which proposes the replacement of controllers to 30 variable air volume (VAV) boxes along with additional corresponding items for Unit 4 controls and graphics. Work would occur this summer.

Recommendation: District 303 Administration recommends awarding a contract to Helm Mechanical through the Equalis Cooperative for the Administration Center in the amount of $79,228.00.

Background

The condition of the bus lot at the Peck Road Operations Building is well beyond its useful life and needs repair.

Discussion

A new design of the lot by Wold Architects will better tolerate the weight of the buses, allow for safer conditions, easier snow and ice maintenance, and an extended overall life in this high traffic area. Work will take place in two phases over this summer and next, concluding in 2025.

Recommendation: District 303 Administration recommends approving the bids and issuing contract through Pepper Construction for the Bus Lot Replacement Project in the amount of $1,817,147.

Background

Last year the Board approved construction for summer 2024 that includes reopening Fox Ridge as an elementary school, moving professional learning and the Transition Program to Lincoln, and relocating the Early Childhood Program to Haines.

Discussion

Contractual moving services are needed to relocate furniture, classroom material, library books, gym equipment, and other similar items from Lincoln Elementary School to Fox Ridge Elementary. The approved contractor will move items to the gym at Fox Ridge in late May. Later in the summer, once Early Childhood items are relocated to Haines, the District 303 Facilities team will move the items from the Fox Ridge gym into that building's appropriate classrooms and spaces.

Recommendation: District 303 Administration recommends issuing purchase order to Mid-West Moving & Storage in the amount of $39,540.00.

Background

Since 2014, District 303 has had a lease agreement with Wasco Girls Fastpitch Softball League for the property located at 41 West 755 Silver Glen, known as “Verhaeghe Fields.” This 11.5 acre property is owned by CUSD 303 but maintained and operated by Wasco Fast Patch, per the current lease agreement.

Discussion

The current lease agreement includes a zero dollar rent in exchange for maintenance, and has a 10-year term that ends on June 30, 2024. Administration is requesting an amendment to the existing lease agreement to extend the lease to December 31, 2024. This 6-month contract extension provides time for administration to continue evaluation of the district’s use, need, and future of the property while also avoiding disruptions to the current season.

Recommendation: District 303 Administration recommends approval of the amendment to the lease agreement between the Board of Education of St. Charles Community Unit School District No. 303 and Wasco Girls Fastpitch Softball League.

Background

Accessibility improvements to the Wasco Elementary Playground were included in the 2024-2028 Capital Improvement Plan presented last August. Wasco currently has a newer playground, installed in 2019, but is one of several district playgrounds that lacks accessible and inclusive play features and corresponding ground covers. While these elements will be incorporated into the playground replacement projects moving forward, community organizations have raised funds to support this present need at Wasco for current and future students. To date, over $20,000 has been raised between two community organizations towards this effort.

Discussion

After a site walk and scope discussions, staff solicited pricing from NuToys to purchase a We-Go-Swing and corresponding poured-in-place ground surface. This swing allows for an inclusive play experience for kids of all abilities. In addition to this equipment, staff is working with local contractors for install quotes, with the intent to have ready for the start of the next school year.

Recommendation: District 303 Administration recommends awarding a contract to NuToys through the OMNIA Partners contract for the Wasco Elementary Playground Accessible Swing in the amount of $66,728.00.

Background

Currently D303 provides Chromebooks to students grades K-12. These devices are intended to be used on a 3-year rotation cycle. Chromebooks deployed in the 2021-2022 school year are now up for replacement.

Recommendation: District 303 Administration recommends that the School Board approve the items as described above at a total cost of $1,199,982.50

Background

Network switching is the backbone of technology service delivery, interconnecting end user devices to the building networks, buildings to the District network, and the District network to security systems and then out to the internet. These enterprise level devices are intended to provide high level service 24/7 for all D303 connected services and programs. D303’s current switching was implemented in 2017, and is up for a refresh according to the technology infrastructure rotation.

Recommendation: District 303 Administration recommends that the School Board approve the items as described above at a total cost of $963,100.80.

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: Revenue to date is slightly ahead of the prior year and expenditures are slightly lower than the year before. There are no areas of concern at this time.
• District 303: Both revenue and expenditures are trending slightly ahead of the prior year at this time. 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.

The next Business Services Committee meeting will take place on Thursday, May 30 at 5:30 p.m.

• Department budget updates

Meeting memos, presentations and other documents in BoardDocs

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Agenda items for Board discussion. There is no action taken at this time.

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Student handbooks for elementary, middle and high school are reviewed annually by a committee comprised of teachers, school-based mental health providers, parent(s), and administration. Revisions to the 2024-2025 student handbooks and addendum that align with current legislation and policy were presented. Recommended additions throughout the documents are featured in red ink. New and updated sections feature information in the areas of artificial intelligence, bullying, and more.

Recommendation: Administration recommends that the Board approve the revisions to the 2024-2025 student handbooks and addendum and bring these forward to the May 13, 2024 Board Meeting.

The next Policy Committee meeting has not yet been scheduled.

Meeting memos, presentations and other documents in BoardDocs

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Agenda items for Board discussion. There is no action taken at this time.

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In November 2022, a 9-12 Social Science Curriculum, Assessment, and Instruction (CAI) committee was formed to engage in professional learning in anticipation of the release of revised Illinois Social Science Standards. In October 2023, the CAI expanded to include 6-8 Social Science educators.

In November 2023, a K-12 group of educators created a vision for Social Studies instruction encompassing the updated standards, grade level and beyond texts and rigor, and the District’s Strategic Plan. In December 2023, the Illinois State Board of Education released the finalized Illinois Social Science standards.

Discussion

The 6-12 CAI team focused on identifying priority standards, revising the scope and sequence of the courses, and selecting a resource that aligns with the updated standards to support their work. Each CAI committee followed a systematic process to identify and ultimately select a resource for recommendation:

Recommendation: District 303 Administration recommends the adoption of the resources presented for a total of $865,699.47.

In November 2022, a 6-12 World Language Curriculum, Assessment, and Instruction (CAI) Committee was formed to ensure a guaranteed and viable curriculum. The committee engaged in professional learning surrounding the Illinois State standards to ensure curricula and resources reflect the standards. Within the CAI committee, French educators reviewed high-quality resources that align with the standards to replace their aging core resources.

Discussion

The CAI team focused on reviewing Illinois State standards, deepened their knowledge of proficiency in relation to the standards, reviewed various pieces of data, created a cohesive vision for world language teaching and learning, and identified pathways for students. The committee followed a systematic process to identify and ultimately select a resource for recommendation

Recommendation: District 303 Administration recommends the adoption of resources presented for total of $172,079.72.

Background

6-12 science professional learning communities have worked on creating common district assessments and quick-check formative assessments that are aligned to the Illinois Learning Standards and the three learning dimensions of disciplinary core content, science and engineering practices, and crosscutting concepts.

Discussion

Secondary PLC teams need high-quality three-dimensional assessments that are rigorous, phenomena-based, and aligned with our D303 priority standards.

Recommendation: The District 303 Administration recommends the adoption of the resources presented for a total of $108,776.

Background

Quaver software was approved by the Board in 2019 as the core curriculum resource for general music in elementary schools with a five-year license.

Discussion

Quaver provides 36 weeks of customizable lesson plans aligned to the Illinois Learning Standards. It also includes songs, movement videos, activities, games, lessons, assessments, student digital materials, and teacher materials. The district license will expire in June 2024, and approval for the renewal is recommended.

Recommendation: The District 303 Administration recommends the adoption of the resources presented for a total of $65,520.

Background

The School Board has established goals for the 23-24SY, including key deliverables and timelines across multiple areas. Goal 1 in the area of academics includes: Audit the high school academic experience and academic outcomes; create recommendations and an implementation timeline for a future D303 high school experience that supports measurable growth in key success indicators. Consideration should be given to D303 high school performance and best practices compared to approved benchmark and aspirational high school programs/practices. At the September 2023 L&T Committee meeting, the Board discussed and agreed to the scope of the work to be completed.

Discussion

Over the course of the 23-24 SY, the L&T team has been reviewing research for a high-quality, comprehensive high school experience and auditing the high experiences of comparable and aspirational benchmark districts. Based on our findings, several considerations should go into revising the comprehensive high school experience.

Recommendation: There is no recommendation; this is for information only.

The next Learning and Teaching Committee meeting takes place on Tuesday, May 21 at 5:30 p.m.

• High School experience update
• Middle School Vision Committee update
• Resource recommendation(s)