Board of Education Regular Meeting

4 Monday, December 11, 2023 Board of Education Regular Meeting Champaign Community Unit School District NO. 4, Center for Family & Community Engagement at Mellon 703 S New Street Champaign, IL 5:30 p.m. (Executive Session from 5:30 p.m. - 6:00 p.m.) 1. Call to Order Subject A. Roll Call Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 1. Call to Order Type Procedural File Attachments 2. Agenda Subject A. Approval of Agenda (Items may not be considered in the same order as the agenda) Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 2. Agenda Type Action, Procedural Recommended Action Motion to approve the agenda as presented File Attachments 3. Executive Session: 5:30 p.m. - 6:00 p.m. Subject A. Motion to move to Executive Session. Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 3. Executive Session: 5:30 p.m. - 6:00 p.m. Type Action Recommended Action Motion to move to the Executive Session to consider one or more of the reasons listed below. A closed session in accordance with the Illinois Open Meeting Act (5 ILCS 120/2c) will be necessary to consider one or more of the following subjects including, but not limited to: 120/2(c)(1) Appointment, employment, compensation, discipline, performance, or dismissal of specific employees, specific individuals who serve as independent contractors or specific volunteers of the public body or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee, a specific individual who serves as an independent contractor or a volunteer of the public body or against legal counsel for the public body to determine its validity. 120/2(c)(2) Collective negotiating matters between the public body and its employees or their representatives, or deliberations concerning salary schedules for one or more classes of employees. 120/2(c)(3) Selection of a person to fill a vacancy in a public office. 120/2(c)(4) Evidence or testimony presented in Open Hearing or in Closed Hearing where specifically authorized by law, to a quasi-adjudicative body, as defined in this Act, provided that the body prepares and makes available for public inspection a written decision setting forth its determinative reasoning. 120/2(c)(5) Purchase or lease of real property for the use of the public body, including meetings held for the purpose of discussing whether a particular parcel should be acquired. 120/2(c)(6) The setting of a price for sale or lease of property owned by the public body. 120/2(c)(8) Security procedures, school building safety and security, and the use of personnel and equipment to respond to an actual, a threatened, or a reasonably potential danger to the safety of employees, students, staff, the public, or public property. 120/2(c)(9) Student Discipline 120/2(c)(10) The placement of individual students in special education programs and other matters relating to individual students. 120/2(c)(11) Litigation, when an action against, affecting or on behalf of the particular public body has been filed and is pending before a court or administrative tribunal, or when the public body finds that an action is probable or imminent, in which case the basis for the finding shall be recorded and entered into the minutes of the closed meeting. 120/2(c)(16) Self-Evaluation, practices and procedures or professional ethics when meeting with a representative of a statewide association of which the public body is a member. 120/2(c)(21) Discussion of minutes of meetings lawfully closed under this Act, whether for purposes of approval by the body of the minutes or semi-annual review of the minutes as mandated by Section 2.06. File Attachments 4. Communications Subject A. Communications Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 4. Communications Type The Board welcomes communications from a variety of internal stakeholders and community partners. Among those invited to address the Board are: the Champaign Federation of Teachers (CFT), the Champaign Educational Support Professionals (CESP), PTA Council, the C-U Schools Foundation, Chief Communications Officer, Members of the Board itself and the Superintendent. The Board President will inform the public which of these speakers will be addressing the Board at the start of each meeting. File Attachments Dr Boozer BOE Presentation.12-11-23.pdf (11,997 KB) 5. Public Comment Subject A. Public Comment on Agenda & Non-Agenda Items (limited to 30 minutes) Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 5. Public Comment Type File Attachments 6. Action Agenda: New Business Subject A. Administrative Appointment - Assistant Director of Food Service: Ken Kleber Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 6. Action Agenda: New Business Type File Attachments Subject B. Administrative Appointment - Director of Kids Plus: Ken Kleber Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 6. Action Agenda: New Business Type File Attachments 7. Public Hearing Subject A. Public Hearing for Tax Year 2023 Property Tax Levy: Linda Matkowski Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 7. Public Hearing Type TOPIC: Public Hearing for Tax Year 2023 Property Tax Levy BACKGROUND INFORMATION: The 2023 tax levy is the first step in the FY2024-2025 budget cycle. The levy projections assist in the determination of resources available to the District for programs in the upcoming budget cycle. The revenue used for the creation of the FY2024-2025 budget is based in large part on the 2023 tax levy estimates. Per School Code, the Board of Education is required to approve a tentative levy at least 20 days prior to the adoption of the aggregate levy (which occurred at the regular November 13 th Board mtg) and adopt a final levy before the fourth Tuesday in December of each year. If the tentative levy is 5% greater than the prior year request, the Board of Education must publish a notice in a newspaper of general local circulation about their levy and hold a public hearing. This notice must be published no more than 14 days nor less than 7 days prior to the date of the public hearing. The 2023 tentative levy request and hearing dates were: Tentative Levy presented to Board of Education on November 13, 2023 Legal Ad Noticing Public Hearing published in News Gazette on December 1, 2023 Public Hearing on December 11, 2023 Resolution to approve Final Levy on December 11, 2023 STAFFING/STAFF DEVELOPMENT NEEDS: None FINANCIAL IMPLICATIONS: As reviewed ASSESSMENT/EVALUATION: None RECOMMENDATION: Administration recommends that the Public Hearing be held. CONTACT PERSON(S): Linda Matkowski File Attachments 1. News Gazette Posting December 1, 2023.pdf (335 KB) Dec 11 2023 BOE Property Tax Hearing Presentation.pdf (469 KB) Dec 11 2023 BOE Property Tax Hearing Presentation v1.pdf (1,437 KB) 8. Reports: New Business Subject A. Operations & Maintenance Facilities and Space Utilization Study Reports: Elizabeth Stegmaier Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 8. Reports: New Business Type TOPIC: Operations & Maintenance Facilities and Space Utilization Study Reports BACKGROUND INFORMATION: The District has a need to understand how the buildings and sites in the Operations & Maintenance department and how the schools are utilizing space to inform decisions regarding repurposing, increasing, or decreasing space. The District also needs to update the capacity information for academic spaces to ensure decisions on student assignments are made based on the most current and accurate information. On July 24, 2023, the Board approved a proposal from BLDD Architects for these services, which were conducted in the Summer and Fall of 2023. BLDD has completed a report of its process and findings for Board review. This study includes two areas of analysis: Operations Space Study BLDD has provided a report identifying how the current buildings and sites are being utilized and notes specific deficiencies for the following locations: • Service Center • Transportation Building • Distribution Center • Grounds Building Schools Space Utilization Analysis BLDD documented rooms, class type in each space per period, and number of assigned students to determine the use of each school space. The schools analyzed were: • Early Childhood Center • Each Elementary School • Each Middle School (Edison, Franklin, Jefferson) • Pre-K - 8 (Garden Hills, IPA) • Portable classrooms at Franklin and Jefferson • Central and Centennial High Schools BLDD then provided a capacity analysis for those schools, showing where spaces and schools may have capacity or space issues. STAFFING/STAFF DEVELOPMENT NEEDS: None. FINANCIAL IMPLICATIONS: None. ASSESSMENT/EVALUATION: None. RECOMMENDATION: Administration recommends a review of the Operations & Maintenance Facilities and Space Utilization Study Reports as submitted by BLDD Architects. CONTACT PERSON(S): Elizabeth Stegmaier, Director of Capital Projects and Planning File Attachments 23_11 Unit 4 Operations Review.pdf (57,021 KB) 23_11 Unit 4 Utilization Study_Updated (1).pdf (3,242 KB) 9. Action Agenda: New Business Subject A. Approval of the Bid for the Carrodine Gym West Wall Repair: Elizabeth Stegmaier Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 9. Action Agenda: New Business Type TOPIC: Approval of the Bid for the Carrodine Gym West Wall Repair BACKGROUND INFORMATION : As previously reviewed with the Board, it is necessary to repair the west wall of the Carrodine Gym. On August 14, 2023, the Board approved a proposal from Fehr Graham to provide design, bidding, and construction administration services for this work. On October 23, 2023, the Board approved Fehr Graham’s design and estimate of $1,094,000. This included $255,000 of construction contingency. Requests for bids for the construction contract were posted on October 24, 2023. O n November 16, 2023, the district received and opened three bids. Petry-Kuhne Company submitted the lowest qualified bid in the amount of $459,000. Fehr Graham has reviewed the bid with Petry-Kuhne and found the amount reasonable for the scope of work. Construction work will commence in early June upon removal of the protection canopy and is scheduled to conclude in late July 2024. Administration requests Board approval of the bid from Petry-Kuhne for the construction work necessary to repair the Carrodine Gym West Wall. STAFFING/STAFF DEVELOPMENT NEEDS : None. FINANCIAL IMPLICATIONS : Expenses for this project will be paid from the remaining referendum funds in Fund 65. ASSESSMENT/EVALUATION : None. RECOMMENDATION : Administration recommends approval of the bid from Petry-Kuhne in the amount of four hundred fifty-nine thousand dollars ($459,000) for the construction work necessary for the Carrodine Gym West Wall Repair. CONTACT PERSON(S): Elizabeth Stegmaier, Director of Capital Projects and Planning File Attachments 21-019 - CUSD 4 - 2023-11-17 - Bid Recommendation Letter Bid Tab.pdf (226 KB) Centennial High School Carrodine Gym West Wall Repair Bid Tab 11-16-2023 (1).pdf (55 KB) Diversity Subs Centennial High School Carrodine Gym West Wall Repair 11-16-2023.pdf (46 KB) Subject B. Approval of the Design and Estimates for the Jefferson Middle School and Windsor Administrative Center Roofing Restorations: Elizabeth Stegmaier Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 9. Action Agenda: New Business Type TOPIC: Approval of the Design and Estimate for the Jefferson Middle School and Windsor Administrative Center Roofing Restorations BACKGROUND INFORMATION : As part of the long-term capital improvement planning process, on April 11, 2022, the Garland Company presented an assessment report and recommendations for long-term planning to maintain the District’s roofs. One of the recommendations was for two roofs to be restored or replaced during the Summer of 2024: Central (multiple sections restored) and Windsor (entire roof recovered). Since then, and based on roof deterioration since the original assessment, Garland has revised their recommendations for summer 2024; they recommend deferring the Central sections for another year in favor of the restoration of Jefferson, which was initially recommended for summer 2025. Garland has prepared the Jefferson and Windsor designs through the Construction Documents level. They have also prepared a revised estimate of the cost of the upgrades based on these Construction Documents. Windsor Administration Center Garland Materials.....................................................$270,000 Non-Garland Materials and Labor............................$408,000 Total Budget.............................................................$678,000 Jefferson Middle School Garland Materials.......................................................$500,500 Non-Garland Materials and Labor..............................$742,000 Total Budget.............................................................$1,242,500 Administration is requesting Board approval of the Construction Documents design and estimates for the Jefferson Middle School and Windsor Administrative Center Roofing Repairs so that the team can move forward with putting documents out for public bid. Roofing companies will bid on the non-Garland material and all labor costs. Garland materials will be purchased in accordance with pricing allowed as part of the National IPA/OMNIA Partners Public Sector Purchasing Cooperative, recognized by the State of Illinois’ Procurement Office. Bids are scheduled to be opened on January 2, 2024, with the intention that bid results can be brought to the Board on January 22, 2024, for review and approval. Work is anticipated to begin on the Windsor Administration Center in April 2024 and complete in May 2024. Work on Jefferson Middle School is anticipated to begin in June 2024 and complete in August 2024. STAFFING/STAFF DEVELOPMENT NEEDS : None. FINANCIAL IMPLICATIONS : Expenses for this project will be paid through a combination of funds from Fund 61 County School Facility Tax proceeds and the pending FY24 ISBE School Maintenance Project Grant for Jefferson if approved. ASSESSMENT/EVALUATION : None. RECOMMENDATION : Administration recommends approval of the current Construction Documents design and estimates for the Jefferson Middle School and Windsor Administrative Center Roofing Repairs. CONTACT PERSON(S): Elizabeth Stegmaier, Director of Capital Projects and Planning File Attachments 2024 Roof Replacement & Restoration Project_Champaign Schools_Master.pdf (2,868 KB) Windsor Administration Center_Drawing.pdf (2,212 KB) Jefferson Middle School_Drawing.pdf (2,230 KB) Subject C. Approval of Proposals for Design, Site Work, and Equipment Purchase for Garden Hills Academy Pre-K Playground: Elizabeth Stegmaier Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 9. Action Agenda: New Business Type TOPIC: Approval of Proposals for Design, Site Work, and Equipment Purchase for Garden Hills Academy Pre-K Playground BACKGROUND INFORMATION : At the April 24, 2023, Board of Education meeting, a proposed capital and maintenance project list for work to be done in FY2023 and FY2024 was presented for consideration. One of the items on the list was the Pre-K playground upgrades at Garden Hills Academy . Consultations between District, school, and vendor staff resulted in the following proposals: Additional pre-K equipment with rubber mulch surfacing (mulch installation by Operations & Maintenance Staff) Replacement of lower play area pavers with poured-in-place rubber surfacing Play & Park Structures of IL has offered a proposal of $58,202. Play & Park is a member of the National IPA/OMNIA Partners Public Sector Purchasing Cooperative, which is recognized by the State of Illinois’ Procurement Office. Administration is now requesting Board approval of the purchase and installation of new equipment, rubber mulch purchase, and the removal of pavers and installation of poured-in-place rubber surfacing in the courtyard at Garden Hills Academy . Work will occur in the summer of 2024. STAFFING/STAFF DEVELOPMENT NEEDS: None. FINANCIAL IMPLICATIONS: Expenses for this project will be paid from Fund 61 County School Facility Tax proceeds. ASSESSMENT/EVALUATION: None. RECOMMENDATION: Administration recommends approval of the purchase and installation contract with Play & Park Structures of IL in the amount of fifty-eight thousand, two hundred and two dollars ($58,202) for the pre-K courtyard playground equipment, rubber mulch, paver removal and poured in place surfacing and installation at Garden Hills Academy. CONTACT PERSON(S): Elizabeth Stegmaier, Director of Capital Projects and Planning File Attachments Garden Hills Pre-K Courtyard Playground presentation (1).pdf (1,426 KB) Garden Hills Play and Park Structures proposal.pdf (90 KB) Subject D. Approval of Proposals for Design, Site Work, and Equipment Purchase for Westview Elementary School Playground: Elizabeth Stegmaier Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 9. Action Agenda: New Business Type TOPIC: Approval of Proposals for Design, Site Work, and Equipment Purchase for Westview Elementary School Playground BACKGROUND INFORMATION : At the April 24, 2023, Board of Education meeting, a proposed capital and maintenance project list for work to be done in FY2023 and FY2024 was presented for consideration. One of the items on the list was playground upgrades at Westview Elementary School . Consultations between District, school, and vendor staff resulted in the following proposals: Removal of selected older equipment (Operations & Maintenance Staff) Removal of existing wood mulch (Operations & Maintenance Staff) Purchase of rubber mulch Increase mulch area (all rubber and install by Operations & Maintenance Staff) Site excavation to prep for rubber mulch installation Purchase and installation of new equipment Purchase and installation of poured-in-place rubber surface under new equipment The following vendors have offered proposals through our purchasing cooperatives: Site Work, Playground Equipment, Rubber Mulch, Equipment Installation Play & Park Structures of IL $121,263 Poured Rubber Surface & Installation Perfect Turf $49,775 Total: $171,038 Play & Park and Perfect Turf are members of the National IPA/OMNIA Partners Public Sector Purchasing Cooperative, recognized by the State of Illinois’ Procurement Office. Administration is now requesting Board approval of both proposals for replacing the playground at Westview Elementary School . Work will occur in the summer of 2024 after the paving work is complete. Paving design and bids should come to the Board for review in early 2024. STAFFING/STAFF DEVELOPMENT NEEDS: None. FINANCIAL IMPLICATIONS: Expenses for this project will be paid from Fund 61 County School Facility Tax proceeds. ASSESSMENT/EVALUATION: None. RECOMMENDATION: Administration recommends approval of the purchase and installation contracts with Play & Park Structures of IL and Perfect Turf in the amount of one hundred seventy-one thousand, thirty-eight dollars ($171,038) for the prep work, rubber mulch, new equipment and installation of equipment and rubber surfacing at the playground at Westview Elementary School. CONTACT PERSON(S): Elizabeth Stegmaier, Director of Capital Projects and Planning File Attachments Westview Playground Presentation.pdf (1,521 KB) Westview Play and Park Structures proposal.pdf (90 KB) Champaign CUSD_Westview ES PIP Proposal_Omnia.pdf (427 KB) Subject E. Resolution Approving Property Tax Levy for Tax Year 2023: Linda Matkowski Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 9. Action Agenda: New Business Type TOPIC: Resolution Approving Property Tax Levy for Tax Year 2023 BACKGROUND INFORMATION: Section 17-11 of the Illinois School Code requires the school board of each district to ascertain, as near as is practical, annually, how much money must be raised by Corporate and Special Purpose taxes for the next ensuing year. These amounts must be certified and filed with the County Clerk on or before the last Tuesday in December. For FY2023, property tax levy revenue provided the District with the 65% of it’s total revenue. The setting of the annual tax levy is governed by the Truth in Taxation Law, School Code, Property Tax Code and Property Tax Extension Limits Law (PTELL). Each of these laws have specific requirements regarding the process. Truth in Taxation Law (the “Act”) : Requires that at least 20 days prior to the adoption of the levy, the Board of Education must estimate the aggregate levy for the upcoming tax year. Additionally, because of the December CPI amount, the estimated new construction amount and the level of reassessment by the Champaign Assessors Office, the estimated 2023 Tax Levy exceed 5% over the prior 2022 Tax Levy. This requires that the District publish a public notice and hold a public hearing on the estimated tax levy. At the November 13, 2023 Board Meeting, the Board adopted the estimated levy and posted a notice to hold a public hearing on December 11, 2023. Additionally, the public notice was published in the News Gazette on December 1, 2023. The Board of Education’s Finance Committee also met on November 29, 2023 to publicly discuss the proposed property tax levy. The public hearing will be held on December 11, 2023 to provide another opportunity for public input. School Code and Property Tax Code: Requires that the final levy must be adopted and filed with the County Clerk on or before the last Tuesday in December, which is December 26, 2023. Property Tax Extension Limits Law (“PTELL”): PTELL limits the amount new taxes (aggregate extension) can increase over the prior year’s tax extension. The District does not establish the taxable or market value of individual properties. The Township and County Assessors are responsible for those determinations. The final resolutions and certificates are attached for review and adoption. STAFFING/STAFF DEVELOPMENT NEEDS: None FINANCIAL IMPLICATIONS: As noted above ASSESSMENT/EVALUATION: None RECOMMENDATION: Administration recommends the approval of the tax levy resolution as proposed. CONTACT PERSON(S): Linda Matkowski File Attachments 1. Dec 11 2023 Board Resolution Property Tax Levy 2023.pdf (368 KB) 2. News Gazette Posting December 1, 2023.pdf (335 KB) 3. Cert of Compliance Final Dec 11 2023 BOE Mtg.pdf (171 KB) 4. Certificate of Tax Levy LY2023 Dec 11 2023 BOE Mtg.pdf (346 KB) Subject F. Approval of State & Municipal Lease/Purchase Agreement with Clayton Holdings LLC for a five (5) year lease of ten (10) Bluebird 33 Passenger Buses for an amount of approximately $1,356,400: Linda Matkowski Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 9. Action Agenda: New Business Type TOPIC: Approval of State & Municipal Lease/Purchase Agreement with Clayton Holdings LLC for a five (5) year lease of ten (10) Bluebird 33 Passenger Buses for an amount of approximately $1,356,400 BACKGROUND INFORMATION: On January 9, 2023, the Board of Education approved the purchase of three types of school buses. The total cost of the buses that were approved was $2,920,459.50. The presentation also included information regarding expected lease financing costs associated with the buses. (See the chart below.) On February 13, 2023, the Board approved the request for quote from American Capital for the financing of six (6) 71-passenger buses. The lease financing was for five (5) years at an amount of $156,454.52. In November 2023, the District solicited request for quotes for the lease financing of the ten (10) wheelchair buses. The bid results are attached. Five (5) bids were received and Clayton Holdings/Commerce Bank was the lowest interest rate at 4.73%. The annual payment of principal and interest is $296,615.46. The lease term is for five (5) years. Total payments for the lease equal $1,484,577.30. The final lease agreement for the four (4) 84-passengers will be done sometime in Fiscal Year 2025 depending upon the delivery date for those buses. Information regarding the District’s overall leasing payments for Computers, Buses and Other Vehicles is attached and will provide additional information on the impact of this lease agreement relative to other leases the District is currently paying. STAFFING/STAFF DEVELOPMENT NEEDS: None FINANCIAL IMPLICATIONS: As noted. Payment for the lease financing would be from the Transportation Fund (Fund 40). Annual lease payment will be $296,915.46. ASSESSMENT/EVALUATION: None RECOMMENDATION: Administration recommends Approval of State and Municipal Lease/Purchase Agreement with Clayton Holdings LLC for a five (5) year lease of 10 (10) Bluebird 33-Passenger Buses for a purchase amount of $1,356,400. CONTACT PERSON(S): Linda Matkowski Attachments: 1. Bus Lease Financing Information Power point 2. Lease Documentation 3. Summary of Lease Financing Quotes Received 4. January 9 Board Presentation Regarding Bus Purchases File Attachments 1. Dec 11 2023 BOE Mtg Bus Lease Financing Information.pdf (731 KB) 2. 5000211-005 Lease Document Package Dec 11 2023 Board Meeting (1).pdf (1,513 KB) 3. 33 Passenger Buses Leasing Re-cap.pdf (425 KB) 4. Transportation Bus Replacement Board Presentation 1.9.23.pdf (3,278 KB) Subject G. Raptor Visitor Management System: Orlando Thomas Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 9. Action Agenda: New Business Type TOPIC: Raptor Visitor Management System BACKGROUND INFORMATION: In alignment with the District’s Strategic Plan to provide access to safe, equitable, modern, well-maintained facilities, the District seeks approval to implement the Raptor Visitor Management System. The Raptor System enhances school security by requiring visitors to electronically sign in and out of our schools. As part of the sign-in process, Raptor will generate a photo ID badge that lists name, time, date, and destinat ion . The system will also run a check against a database of registered sex offenders in 50 states and provide customizable alerts such as custodial orders, trespassing bans, and approved volunteer/contractor lists. Raptor will also be used to streamline our volunteer approval process and will replace the cumbersome pen and paper system currently being used. During the 2017-2018 school year, the District searched for vendors that could provide both assistance with screening visitors and volunteers and a database to maintain required safety drills. The process did not require an (RFP) Request for Proposals or bid because the purchase of software is exempt from these requirements. The District selected Raptor Technologies and purchased the required equipment for $47,215.00, but did not implement the visitor management system to screen visitors due to concerns regarding the visitor screening process at that time. As the District prepares for Phase II of our current safety and security plan, we believe having a system to monitor visitors in our schools is an essential component. We reviewed Raptor’s current offerings and determined they met our needs. Additionally, using Raptor will allow us to be a good steward of resources because the equipment purchased five years ago is still usable. STAFFING/STAFF DEVELOPMENT NEEDS: Building administrators and first line users will be provided training in one or both systems in accordance with their job responsibilities. FINANCIAL IMPLICATIONS: Visitor component initial cost - $24,389; $12,500 annual recurring cost Volunteer component initial cost - $9,000; $9,000 annual recurring cost ASSESSMENT/EVALUATION: N/A RECOMMENDATION: It is the administration’s recommendation that the Board of Education approve the purchase and implementation of the Raptor Visitor Management System at an initial cost of $33,389, with an annual recurring cost of $21,500 to be paid from the Safety and Security District budget. CONTACT PERSON(S): Orlando Thomas, Exec. Director of School Supports and Student Assignment Attachment: 10 pages File Attachments Raptor. BOE Presentation Dec.11.2023.pdf (897 KB) Subject H. Resolution Authorizing Notice to Remedy for Daniel (Dan) Reid: Ken Kleber Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 9. Action Agenda: New Business Type File Attachments 10. Reports: Old Business Subject A. School Summative Designation Presentation - November 13, 2023: Dr. Shelia Boozer/Cabinet/District Leaders Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 10. Reports: Old Business Type TOPIC: School Summative Designation Presentation - November 13, 2023 BACKGROUND INFORMATION: The presentation at the November 13th Board Meeting answered three essential questions: How does ISBE determine the Annual Summative Designations? What does our data tell us? How are we continuing to focus on the priorities outlined in our Strategic Plan? STAFFING/STAFF DEVELOPMENT NEEDS: N/A FINANCIAL IMPLICATIONS: N/A ASSESSMENT/EVALUATION: N/A RECOMMENDATION: Information only; no action required CONTACT PERSON(S): Dr. Shelia Boozer, Superintendent Superintendent’s Cabinet and other District leaders File Attachments 7D School Designation BoE presentation Nov 2023.pdf (5,638 KB) 11. Consent Agenda - New Business Subject A. Motion to Approve the Consent Agenda - New/Unfinished Business Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 11. Consent Agenda - New Business Type File Attachments Subject B. Approval of Resolution Abating Taxes Levied for Year 2023 For Debt Service on Series 2019 (Alt Rev) Bonds: Linda Matkowski Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 11. Consent Agenda - New Business Type TOPIC: Approval of Resolution Abating Taxes Levied for Year 2023 For Debt Service on Series 2019 (Alt Rev) Bonds BACKGROUND INFORMATION: As a part of previous commitments to taxpayers in Unit 4, the District will need to abate taxes associated with the Series 2019 (Alt Rev) bond transaction. The 2019 Alt Rev Bond transaction refunded the Series 2010 B and Series 2010 D Alternate Revenue bonds. The Series 2010D bonds were Alternate Revenue bonds whose principal revenue source for repayment was the County School Facility Tax (“CSFT”) revenue. The District committed to taxpayers that they would abate the property tax levy associated with the Series 2010D bonds using funds available from the CSFT revenue. The District has reviewed the CSFT revenue and determined that there are sufficient funds on hand to pay the Series 2019 debt service which would be levied for Tax Year 2023. Given the ability to repay the debt service with CSFT revenue, the Board will need to abate the taxes to be levied in Tax Year 2023 and file the abatement with the County Clerk in December 2023. The estimated value of taxes to be abated is $6,855,000. STAFFING/STAFF DEVELOPMENT NEEDS: None FINANCIAL IMPLICATIONS: As reviewed. Abate taxes to be levied for Tax Year 2023 on Series 2019 bonds. ASSESSMENT/EVALUATION: None RECOMMENDATION: Administration recommends approval of the resolution abating Series 2019 taxes levied for Tax Year 2023. CONTACT PERSON(S): Linda Matkowski Attachment: 1. Abatement Resolution File Attachments Abatement of Series 2019 Debt Service Paid from Tax Year 2023 Levy.pdf (343 KB) Subject C. Approval of Donations to the District: Linda Matkowski Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 11. Consent Agenda - New Business Type TOPIC: Approval of Donations to the District BACKGROUND INFORMATION: Attached is a list of all donations received as of December 1, 2023 by the District. No donation exceeded the $5,000 threshold for individual Board approval. Donation information is submitted by the individual buildings and/or programs to the Business Office for processing. Donations are deposited into individual accounts based on the terms and conditions identified by the donors and may be used either the intended school or program. The District is extremely thankful for all the donations that have been received on behalf of our students and staff. As a tax-exempt organization, the District does provide donation thank-you letters to donors for their tax reporting purposes. STAFFING/STAFF DEVELOPMENT NEEDS: None FINANCIAL IMPLICATIONS: Positive impact to various schools and organizations. ASSESSMENT/EVALUATION: None RECOMMENDATION: Administration recommends Board accepts the donations. CONTACT PERSON(S): Linda Matkowski Attachment: SY2023-2024 Donation List as of December 1, 2023 File Attachments Donation List as of Dec 1 2023 FY23_24.pdf (527 KB) Subject D. Resolution Authorizing Sale or Disposal of District Personal Property: Henry Walker/Mike Sanderson Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 11. Consent Agenda - New Business Type TOPIC: Resolution Authorizing Sale or Disposal of District Personal Property BACKGROUND INFORMATION: The Illinois School Code requires the Board of Education to approve the Disposition of District Personal Property. The District has identified such personal property is no longer needed for District purposes. A Board Resolution is required to sell or dispose of District Personal Property. STAFFING/STAFF DEVELOPMENT NEEDS: N/A FINANCIAL IMPLICATIONS: N/A ASSESSMENT/EVALUATION: N/A RECOMMENDATION: The administration recommends that the Board of Education approve the disposal/sale of personal property identified in the resolution. CONTACT PERSON(S): Henry Walker, Executive Director of Facilities and Services Mike Sanderson, Director of Purchasing and Inventory File Attachments Resolution Authorizing Sale_Disposal of District Personal Property 12.4.23.pdf (139 KB) Subject E. Evolv Security Detection System Purchase for Middle Schools: Orlando Thomas Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 11. Consent Agenda - New Business Type TOPIC: Evolv Security Detection System Purchase for Middle Schools BACKGROUND INFORMATION: The District is committed to the Unit 4 Strategic Plan Priority 5, Strategy 4 of providing access to safe, equitable, modern, well maintained facilities that meet students’ changing needs in the 21st Century. During the 2021-2022 school year, the District purchased eight Touchless Dual Lane Security Detection Systems from Evolv Technology for Central and Centennial High Schools. Phase II of the comprehensive safety and security plan entails the purchase and implementation of the Touchless Dual Lane Security Detection Systems for Edison, Franklin, and Jefferson. STAFFING/STAFF DEVELOPMENT NEEDS: Training on use of the system to be provided to administrators. FINANCIAL IMPLICATIONS: The cost for Evolv implementation at Edison, Franklin, and Jefferson is $122,000 for the period Jan. 3, 2024 – January 2, 2025. ASSESSMENT/EVALUATION: N/A RECOMMENDATION: It is the administration’s recommendation that the Board of Education approve the purchase of Evolv security detection systems for Edison, Franklin, and Jefferson at a cost of $122,000 for the period January 3, 2024 – January 2, 2025. CONTACT PERSON(S): Orlando Thomas, Executive Director of School Supports and Student Assignment. File Attachments Subject F. Central Music Students to Illinois Music Education Conference (January 24-27, 2024; Peoria Civic Center, Peoria, Illinois): David Reif Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 11. Consent Agenda - New Business Type TOPIC: Central High School Music Students to Illinois Music Education Conference (January 24-27, 2024; Peoria Civic Center, Peoria, Illinois) BACKGROUND INFORMATION: This is an annual event for students who audition for and are awarded the opportunity to rehearse and perform in a State-level music competition through the Illinois Music Education Association (ILMEA). Students audition in October and results from auditions are provided in December. STAFFING/STAFF DEVELOPMENT NEEDS: Subs will be required for two teachers for two days. The cost of subs will be covered by the Teaching & Learning Department. Three staff members will be attending with the seven Central students who were selected. FINANCIAL IMPLICATIONS: Total cost of the trip is $3,225, broken down below. The cost (except for subs) will be covered by the Central High School building budget. Hotel = $2,000. Per Diem for Students = $45 x 7 = $315 Registration Fee = $30 x 7 = $210 Two subs for 2 days @ $175 each day = $700 ASSESSMENT/EVALUATION: N/A RECOMMENDATION: It is the administration’s recommendation that the Board of Education approve the participation of Central High School music students in the Illinois Music Education Conference, January 24-27, 2024, in Peoria, Illinois. CONTACT PERSON(S): David Reif File Attachments Dec1123CentralMusicIMEAContest.pdf (433 KB) Subject G. Central Drama Club Overnight Trip to Illinois High School Theatre Festival (January 11-13, 2024, Illinois State University): David Reif Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 11. Consent Agenda - New Business Type Topic : Central Drama Club Overnight Trip to Illinois High School Theatre Festival (January 11-13, 2024, Illinois State University) Rationale for Trip a. Pulled from IHSTF website: i. To enrich the education of high school students by: 1. Helping students realize through this experience that theatre is one means of fulfilling each individual’s innate need and desire to create. 2. Bringing diverse young people together in an environment of creative and imaginative stimuli where theatre can be witnessed, experienced, talked about, and lived. 3. Providing experiences in which each student can recognize and share common ambitions, goals and interests with other students from diverse communities and programs. 4. Allowing students to witness different types and styles of theatre processes and performance. 5. Providing opportunities for students to showcase their creative efforts ii. To serve teachers, directors, and theatre sponsors by: 1. Demonstrating specific educational theatre materials and techniques. 2. Providing exposure to various program sizes and alternative approaches for theatre programs. 3. Providing a showcase for accomplishments of student groups. 4. Developing a forum and network for the exchange and sharing of ideas to build and expand theatre programs. b. Illinois High School Theater Festival is an incredibly enriching experience that strives to support and encourage students interested in a future for the performing arts. With the inclusion of various workshops aimed at strengthening the tools necessary for careers in performing arts, workshops centered around the various professions associated with the performing arts, as well as workshops that promote effective problem solving and collaboration skills, this aspect of the festival is indispensable to students interested in theater. Additionally, for seniors who are interested in pursuing the study of theater at the college level, many institutions use the festival as a place to hold accessible program auditions. For students who are not yet seniors, but who are interested in pursuing a post-high school education in performance arts, there is a college fair of schools with various majors and degrees in all areas of performance and/or technology from all across the country. Between the workshops, college fair, auditions, and in-person performances, the Illinois High School Theater Festival is an event that celebrates all things theater and encourages the continued support of students in the arts past high school. c. On a separate note, being chosen to take a performance to theater fest is a rigorous audition process where students “compete” against other high schools from across the state for the chance to perform in front of hundreds of people. By participating in this aspect of the festival, students get a taste for what performing in front of a large audience feels like and instills a sense of pride in both themselves as well as their fellow cast members. It is very much a collaborative and bonding experience for all involved, which in turn helps strengthen the Drama program as a whole. d. Relating to district curriculum and classroom instruction: i. Taken from the Drama course description: “Through performance and analytical activities, the student will develop skills in observation, concentration, believability, sense recall, stage movement, voice, and characterization.” ii. Students will have the opportunity to be exposed to different stories from different cultures and experiences that will allow them to look at the world around them through a more analytical lens. Additionally, through the various workshops offered and college-level auditions, there is a strong emphasis placed on college and career readiness that align with the goals of our district. e. Follow-up activities planned: i. We will have a drama meeting following the trip to discuss the highlights of the experience and share together the triumphs and struggles experienced in attending. There will also be a discussion centered around feedback on how to continue improving the Theater Fest experience specifically for our students in the future. Staffing/Staff Development Needs: None. Financial Implications: Each attendee, including adults, will pay $75 for registration. Each attendee will also have the option of purchasing a meal card for $19.70. The hotel and transportation will be paid for through fundraising, through the Drama Budget, or a mixture of the two. Superintendent's Recommendation: Administration recommends approval of the Central High School Drama Club trip to the Illinois High School Theatre Festival at Illinois State University. File Attachments 2023 Festival Program.pdf (11,923 KB) Rationale for Theater Fest.pdf (136 KB) Subject H. Central High School Baseball Tournament in Memphis, TN: Orlando Thomas Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 11. Consent Agenda - New Business Type TOPIC: Central High School Baseball Tournament in Memphis, TN BACKGROUND INFORMATION: The Central High School baseball team is seeking approval to participate in a baseball tournament in Memphis, Tennessee over spring break 2024. The tournament will provide 28 student-athletes the opportunity to practice and play three to four games against good competition in a climate-friendly environment at the onset of their season. Additionally, student-athletes will have an opportunity to bond in a unique setting and create lifelong memories. STAFFING/STAFF DEVELOPMENT NEEDS: N/A FINANCIAL IMPLICATIONS: Costs for hotel rooms for 28 players and five coaches, per diem food, and umpire fees will be paid by Boosters ($6,500). Transportation for the 800-mile trip will be provided by two District activity buses. Leaf raking and raffle fundraisers were held to defray the costs of the trip. ASSESSMENT/EVALUATION: N/A RECOMMENDATION: It is the administration’s recommendation that the Board of Education approve the Central High School baseball team’s participation in a tournament in Memphis, Tennessee over spring break 2024. CONTACT PERSON(S): Orlando Thomas, Executive Director of School Supports and Student Assignment Attachment: 6 pages File Attachments Dec1123Central BaseballFieldTripForms.pdf (255 KB) Subject I. Central High School Trip to Costa Rica: Dr. Laura Taylor Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 11. Consent Agenda - New Business Type TOPIC: Central High School 2024 Spring Trip to Costa Rica BACKGROUND INFORMATION: While the better portion of the trip is conducted in the native language of Spanish, it is available to all Central and Centennial students who demonstrate a strong interest in languages, cultures and history. Additional areas of interest for students include: Environmental Science, Biodiversity and the Ecosystem, Tourism studies and International Relations. A student may be a freshman; however, a conference with the teacher and parents/guardians is necessary to determine student maturity and motivation for travel. The rationale for the trip is to allow students the opportunity to experience the “tico” culture, to communicate in the language whenever possible, and to explore the incredible sights that Costa Rica has to offer. Costa Rica stands apart from its Central American neighbors in part because of its long tradition of political democracy and stability and its unique global appreciation for their diverse environment. More than 27% of the country is environmentally protected in one form or another, and more than 14% is within its national park system. Costa Ricans are dedicated to promoting harmony between nature, community, development and economic growth. Costa Rica is widely traveled by foreigners from all over the world whose interests are both recreational and ecological. Our students will leave the country with a deeper understanding of the importance of nature conservation and differing eco-systems. They will be exposed to both the history of the country and its people. T ravelers will experience a significant appreciation for the language, and they will leave with a sincere motivation to further their Spanish language studies. STAFFING/STAFF DEVELOPMENT NEEDS: Two subs will be needed on Monday, March 18th. FINANCIAL IMPLICATIONS: The cost for each participant is approximately $3,026.00. Each participant is responsible for the cost of the trip. However, several fundraisers have been planned to include: Portillos, Panera and, El Toro. Most travelers have participated in the monthly payment program offered by Explorica student travel. Some travelers applied for and received a $200 scholarship from Explorica. ASSESSMENT/EVALUATION: n/a RECOMMENDATION: Administration recommends approval of the Central High School 2024 Spring Trip to Costa Rica. CONTACT PERSON(S): Dr. Laura Taylor File Attachments Central HS 2024 Spring Trip to Costa Rica_attachment.pdf (3,874 KB) Subject J. Approval of a Change Order and Budget Increase at the Old Transportation Building: Elizabeth Stegmaier Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 11. Consent Agenda - New Business Type TOPIC: Approval of a Change Order and Budget Increase at the Old Transportation Building BACKGROUND INFORMATION : The Old Transportation Building, 1400 N Hagan Street, was the workspace for the Transportation Department before the construction of the new Transportation Building across Hagan Street. On September 11, 2023, the Board reviewed and approved the bid from Duce Construction Company for $298,700 to demolish the old building and redevelop the site for bus parking. This approval included a revised total project budget of $398,000, which included $28,885 in a construction contingency fund. That budget also included $24,800 for assessment and assistance from Fehr Graham to address a leaking underground storage tank on the site, which was approved by the board on May 22, 2023. On October 23, 2023, the board approved an additional $28,827 for additional soil and water testing and submittal to the IL Environmental Protection agency based on results from initial testing and IEPA review and response. The assessment work is expected to be reimbursable through the IEPA Leaking UST Fund. While this submission is expected to be successful, it has not yet been officially approved. The $24,800 for assessment is included in the budget numbers below. The additional $28,827 is not included due to the expected reimbursement by the IEPA for the original assessment fees and the increase. During the course of construction, there have been four change orders for a total of $34,020. These changes exceeded the $28,884 construction contingency, but the shortfall could be covered with other budget categories where expenses were less than the budget lines. A summary of these changes is listed below. The City of Champaign requires an opaque fence along the north and west property lines to screen the bus storage. This is per the zoning ordinance for Vehicle Storage Lots in the Commercial Industrial District. The condition of the existing fence is too degraded to add slats to the existing fencing. The fence must be replaced with new fencing that includes the slats. Summary of approved and pending changes: Subgrade remediation $17,900 Underground exploration of existing handholes $3,217 100 Signal boosters in vehicles to allow the use of existing ID cards $5,604 Additional ~60 LF of 2” conduit for gate access control, including asphalt patching $7,300 Select fencing replacement with slats - PENDING $12,969 Total $46,990 Approving this fence replacement necessitates an additional $13,160 in the budget. The previous project budget was $398,000. This budget includes the consultant fees, window asbestos abatement removal, and construction contingency. With the $13,160 increase, the revised total project budget would be $411,160. The only work remaining is the installation of the motorized gates, pending material delivery, and the fence replacement, if approved. Work will be completed in January. STAFFING/STAFF DEVELOPMENT NEEDS: None. FINANCIAL IMPLICATIONS: $13,160 increase to the current $398,000 project budget. Expenses for this project will be paid from the available fund balance. ASSESSMENT/EVALUATION: None. RECOMMENDATION: Administration recommends approval of the fencing change order for the Demolition of the Old Transportation Building for $12,969 and an associated $13,160 increase to the project budget. CONTACT PERSON(S): Elizabeth Stegmaier, Director of Capital Projects and Planning File Attachments Unit 4 Bus Barn Demo - Privacy Slat Fence Breakdown.pdf (148 KB) Subject K. Completed FOIA Requests - November, 2023: Stacey Moore/Garret Hill Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 11. Consent Agenda - New Business Type TOPIC: Completed FOIA Requests - November, 2023 BACKGROUND INFORMATION: The following Freedom of Information (FOIA) requests were completed during November 2023: Rost, Michael (Aliium Data) - Insurance Documents Phillips, Paul ( Public Data Research ) - Employee Data Elwell, Ryan - Emails Garcia, Karen (SmartProcure) - Employee Data Stearns, Samantha - Hiring Procedure Conerly, Rita - Bus Data FINANCIAL IMPLICATIONS: N/A RECOMMENDATION: Administration recommends the Board accept the November 2023 FOIA report. CONTACT PERSON(S): Stacey Moore, Chief Communications Officer Garret Hill, Director of Communications File Attachments Subject L. Bills & Treasurer's Report - November, 2023: Linda Matkowski Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 11. Consent Agenda - New Business Type File Attachments Attorney Payments - November 2023.pdf (149 KB) Check Register - November 2023.pdf (177 KB) District Investments - November 2023.pdf (76 KB) Revenue and Expenditure Comparison November 2022 vs November 2023.pdf (6,755 KB) Subject M. Human Resource Changes: Ken Kleber Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 11. Consent Agenda - New Business Type TOPIC: Human Resource Changes BACKGROUND INFORMATION: There are a total of eighty-seven (87) human resources changes for Board approval this evening. The specific changes are listed in the attached PDF document. FINANCIAL IMPLICATIONS: Employees are compensated in accordance with the Collective Bargaining Agreements with the Champaign Federation of Teachers (CFT) or Champaign Educational Support Professionals (CESP), or within guidelines previously established by the Board of Education. RECOMMENDATION: It is the administration’s recommendation that the Board of Education approve these human resources changes. The Superintendent is authorized to notify employees of this action. CONTACT PERSON(S): Ken Kleber, Assistant Superintendent of Human Resources File Attachments HR Changes - 12-11-2023.pdf (220 KB) Subject N. Approval of Minutes from November 13, 2023 Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 11. Consent Agenda - New Business Type File Attachments 12. Public Comment Subject A. Public Comment on Agenda & Non-Agenda Items Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 12. Public Comment Type File Attachments 13. Board Member Communications Subject A. Communications From Board Members Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 13. Board Member Communications Type File Attachments Subject B. Whom Did We Affect and Whom Do We Tell? Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 13. Board Member Communications Type File Attachments 14. Future Meetings Subject A. Policy Review Committee: December 19, 2023; Regular Board Meeting: January 8, 2024; Special Board Meeting: January 17, 2024; Regular Board Meeting: January 22, 2024; Finance Committee Meeting; January 24, 2024; Regular Board Meeting: February 12, 2024; Regular Board Meeting: February 26, 2024 Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 14. Future Meetings Type File Attachments 15. Executive Session Subject A. Motion to move to Executive Session. Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 15. Executive Session Type A closed session in accordance with the Illinois Open Meeting Act (5 ILCS 120/2c) will be necessary to consider one or more of the following subjects including, but not limited to: 120/2(c)(1) Appointment, employment, compensation, discipline, performance, or dismissal of specific employees, specific individuals who serve as independent contractors or specific volunteers of the public body or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee, a specific individual who serves as an independent contractor or a volunteer of the public body or against legal counsel for the public body to determine its validity. 120/2(c)(2) Collective negotiating matters between the public body and its employees or their representatives, or deliberations concerning salary schedules for one or more classes of employees. 120/2(c)(3) Selection of a person to fill a vacancy in a public office. 120/2(c)(4) Evidence or testimony presented in Open Hearing or in Closed Hearing where specifically authorized by law, to a quasi-adjudicative body, as defined in this Act, provided that the body prepares and makes available for public inspection a written decision setting forth its determinative reasoning. 120/2(c)(5) Purchase or lease of real property for the use of the public body, including meetings held for the purpose of discussing whether a particular parcel should be acquired. 120/2(c)(6) The setting of a price for sale or lease of property owned by the public body. 120/2(c)(8) Security procedures, school building safety and security, and the use of personnel and equipment to respond to an actual, a threatened, or a reasonably potential danger to the safety of employees, students, staff, the public, or public property. 120/2(c)(9) Student Discipline 120/2(c)(10) The placement of individual students in special education programs and other matters relating to individual students. 120/2(c)(11) Litigation, when an action against, affecting or on behalf of the particular public body has been filed and is pending before a court or administrative tribunal, or when the public body finds that an action is probable or imminent, in which case the basis for the finding shall be recorded and entered into the minutes of the closed meeting. 120/2(c)(16) Self-Evaluation, practices and procedures or professional ethics when meeting with a representative of a statewide association of which the public body is a member. 120/2(c)(21) Discussion of minutes of meetings lawfully closed under this Act, whether for purposes of approval by the body of the minutes or semi-annual review of the minutes as mandated by Section 2.06. File Attachments 16. Open Session Subject A. Reconvene in open session for possible action on items discussed in closed session. Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 16. Open Session Type Information File Attachments 17. Adjournment Subject A. Motion to adjourn the meeting. Meeting Dec 11, 2023 - Board of Education Regular Meeting Category 17. Adjournment Type Action File Attachments