Finance Committee Meeting

4 Monday, November 17, 2025 Finance Committee Meeting Round Lake Area School District - CUSD #116 Board of Education Round Lake High School Library 6:00 PM 800 High School Drive Round Lake, IL 60073 Phone: 847-270-9300 1. MEETING OPENING Subject A. Call Meeting to Order Meeting Nov 17, 2025 - Finance Committee Meeting Category 1. MEETING OPENING Type Procedural File Attachments Subject B. Roll Call of Committee Members Meeting Nov 17, 2025 - Finance Committee Meeting Category 1. MEETING OPENING Type Procedural File Attachments 2. APPROVE MEETING MINUTES Subject A. Approval of Meeting Minutes Meeting Nov 17, 2025 - Finance Committee Meeting Category 2. APPROVE MEETING MINUTES Type Action, Minutes, Procedural Recommended Action Motion to Approve Finance Committee Meeting Minutes of October 20, 2025. Minutes View Minutes for Oct 20, 2025 - Finance Committee Meeting File Attachments Motion & Voting Motion to Approve Finance Committee Meeting Minutes of October 20, 2025. Motion by Kevin Devera, second by Annette Negrete McGinley. Final Resolution: Motion Carried Yes: Annette Negrete McGinley, Kevin Devera 3. FINANCE COMMITTEE DISCUSSION ITEMS Subject A. Solution Tree Professional Development Services Contracts (Dampf) Meeting Nov 17, 2025 - Finance Committee Meeting Category 3. FINANCE COMMITTEE DISCUSSION ITEMS Type Discussion Abstract RLAS secondary schools have been focusing on improving professional learning communities (PLCs). Part of this project entails having Solution Tree, the industry leader in professional learning communities, provide onsite professional development– in other words, conduct site visits at our schools to work with our guiding coalitions. Administration respectfully requests that the Board of Education review and support hiring Solution Tree to provide onsite professional development. Background Administration partnered with Solution Tree to deliver a “PLC reset” to all secondary teachers throughout the 2024-25 school year, and we intend to continue this partnership through the 2025-26 school year. Solution Tree provides customized onsite professional consultation, which entails visiting schools to watch professional learning community meetings and plan strategically with building leadership. This consultation helps schools assess their progress and plan next steps. All three secondary schools received this service last school year and hope to receive it this year as well. Request The Department of Professional Learning respectfully requests that the Board of Education review and support this contract with Solution Tree, which provides one day of professional development each for Magee, Round Lake Middle School, and Round Lake High School. Rationale This will help building leaders support the faithful implementation of PLCs. Connection to Strategic Plan Theme A: Teaching and Learning, Goal 3: Implement 3-year professional development plan Potential Cost Breakdown & Funding Source Three days of professional development (one per school) at $7,100 each. The total cost for three days is $21,300. This will be funded through the FY26 Title II grant. Recommendation We respectfully request that the Board of Education review and support this agreement. File Attachments Board Memo Solution Tree Professional Development .pdf (203 KB) Solution Tree Professional Development Nov. 11.pdf (116 KB) Subject B. Bid Award for Rooftop Unit Replacement at Murphy Elementary School and Boilers at Round Lake Middle School (Lamping) Meeting Nov 17, 2025 - Finance Committee Meeting Category 3. FINANCE COMMITTEE DISCUSSION ITEMS Type Discussion Abstract - Board of Education Policy 4:60 requires the implementation of the bidding process for purchases/or contracts over $25,000.00 Background - Rooftop Unit No. 2 at Murphy Elementary School has failed and is need of complete replacement. CS2 Design Group, LLC, mechanical and electrical engineers was hired to draft all mechanical equipment replacement documents. This rooftop unit provides heat to approximately 8 classrooms (4 1st floor & 4 2nd floor) as well as the north entrance and stairwell. Existing ductwork, diffusers (if alternative bid is not approved), registers, and grilles will remain. In addition the contractor will provide new DDC thermostats and controllers consistent with the District's Building Automation System. A new custom mechanical equipment (CME) multi-zone roof top unit will be installed and connected to existing zone ductwork. The bid listed new diffusers as an alternate (Alternate 2) should the District wish to proceed. The contract provides for repairs to be made to any damaged ductwork. Currently this section of the building is being heated with a temporary unit that was lifted by crane and placed on the roof. Air is being blown through the existing ductwork. Round Lake Middle School has two boilers, original to the construction of the building. The purpose of a building having two boilers is to provide redundancy. If one boiler fails the other boiler kicks in. Presently one of the boilers has failed and the second one is also past its useful life. We are finding that the same issues with the first boiler has started to plague the second. We are currently heating the building with the single remaining boiler. As with the Murphy project CS2 Design Group, LLC, mechanical and electrical engineers was hired to draft all mechanical equipment replacement documents. Given the age of both boilers t he bid listed replacement of the second boiler as an alternate (Alternate 1) should the District wish to proceed. Request- The Administration requests that the Board of Education Finance Committee members review and support the bid award to MG Mechanical Contracting, Inc. in the amount of $716,500. This amount provides for the replacement of the RTU and diffusers at Murphy Elementary and two new boilers at Round Lake Middle School. Rationale - The current RTU at Murphy Elementary School and boiler at Round Lake Middle School have failed, with both exceeding its useful life expectancy. The recommendation to replace both boilers at Round Lake Middle School is predicated on the reestablishing a dual system (tag team) which will assure that both boilers are taxed equally and one is not overloaded. Considerations - Six contractors attended a mandatory pre-bid meeting on October 23, 2025 with six mechanical bids submitted and received by the District on November 5, 2025. CS2 engineers reviewed the project scope and submitted bid amounts with a project manager at MGM Mechanical Contracting, Inc. and he confirmed that the bid submission encompasses all necessary aspects of the project. Connection to Strategic Plan - Theme F: Securing the Future. Potential Cost Breakdown & Funding Source - The table below outlines the bid submission amounts for the six proposals received. MG Mechanical out of Woodstock, Illinois was the lowest responsive and responsible bidder. The majority of these projects ($617,000) will be funding via Health/Life Safety Funds, pending formal approval of Emergency Health/Life Safety Funding Requests for Preliminary Authorization (Form 36-20). The remaining cost of approximately $99,000 will be funded by district funds. Contractor Base Bid Alternate 1 Boiler Alternate 2 Diffusers Total:Base Bid + Alt 1 & 2 Total Base Bid + Alt. 1 Total Base Bid + Alt. 2 Amber Mechanical $821,800 $167,000 $19,490 $1,008,290 $988,800 $841,290 C. Acitelli Heating & Piping $662,000 $113,000 $16,000 $791,000 $775,000 $678,000 F.E. Moran $670,000 $81,200 $10,000 $761,200 $751,200 $680,000 Helm Mechanical $737,000 $114,000 $39,100 $890,100 $851,000 $776,100 McDonough Mechanical Services $635,087 $105,078 $9,635 $740,165 $730,530 $644,722 MG Mechanical $618,600 $89,100 $8,800 $716,500 $707,700 $627,400 Recommendation - The Administration requests that the Board of Education Finance Committee members review and support the bid award to MG Mechanical Contracting, Inc. in the amount of $716,500 which covers the base bid as well as both Alternative 1 and 2. File Attachments Subject C. 2025-26 Health Life Safety Inspection Results (Lamping) Meeting Nov 17, 2025 - Finance Committee Meeting Category 3. FINANCE COMMITTEE DISCUSSION ITEMS Type Presentation The Assistant Superintendent of Operations will present to the Board of Education the results of this year's Health Life Safety Inspection. File Attachments Health Life Safety 2025-26.pdf (2,581 KB) 4. FINANCE COMMITTEE INFORMATIONAL ITEMS Subject A. September 30, 2025 Investment Report Meeting Nov 17, 2025 - Finance Committee Meeting Category 4. FINANCE COMMITTEE INFORMATIONAL ITEMS Type Discussion Abstract - This report provides an update on FY26 interest income trends. Background - Interest income has played a critical role in the District’s budget stability over the past two years. FY25 & FY26 have experienced a surge in earnings compared to previous years. However, reliance on this revenue source carries inherent risk due to volatility in interest rates. Request - No immediate action is required at this time. This report is for information and long-term financial planning purposes. Rationale - Interest rates have declined by about 0.2% since the beginning of FY26. This trend is expected to continue, introducing the risk of decreased revenue from investment accounts. Considerations - Account Description YTD Interest 6/30/2025 9/30/2025 Avg APY MAXSAFE State Bank of the Lakes $613,209 $32,166,863 $41,527,680 4.68% PMA PMA Financial Network $45,230 $4,474,486 $11,844,009 4.32% WINTRUST Wintrust Wealth Management $1 $146 $147 2.74% FOOD SERVICE State Bank of the Lakes $1,092 $68,106 $69,162 4.62% ACCOUNTS PAYABLE State Bank of the Lakes $0 $3,289,934 $4,258,124 N/A PAYROLL State Bank of the Lakes $0 $51,259 $53,968 N/A FLEX State Bank of the Lakes $0 $81,720 $83,947 N/A Totals $659,531 $40,132,515 $57,837,038 Connection to Strategic Plan - Theme E: Securing the Future Potential Cost Breakdown & Funding Source - No cost is associated with this investment report. Recommendation - This item is presented for informational purposes only. No Board action is requested at this time. File Attachments 2025 0930 Investment Report.pdf (166 KB) Subject B. September 30, 2025 Treasurer's Report Meeting Nov 17, 2025 - Finance Committee Meeting Category 4. FINANCE COMMITTEE INFORMATIONAL ITEMS Type Discussion Abstract - The Treasurer’s Report for the period ending September 30, 2025 is submitted for review and approval. The report provides a summary of the District’s financial position and fund activity. Background - In accordance with Board Policy 4:20, the Treasurer’s Report is presented monthly to ensure transparency, accountability, and alignment with statutory reporting requirements. The report reflects reconciled fund balances across all district funds as of September 30, 2025, along with a summary of fund activity for the month. Request - Approval of the Treasurer’s Report for the month ending September 30, 2025. Rationale - Board review and approval of the Treasurer’s Report ensures compliance with Illinois School Code (105 ILCS 5/10-17) and the District’s internal financial control policies. Regular presentation of these reports promotes fiscal oversight and allows the Board to monitor fund activity and liquidity across accounts. Considerations - Any significant variances are noted in the Footnotes section of the Treasurer’s Report. Connection to Strategic Plan - Theme E: Securing the Future Potential Cost Breakdown & Funding Source - This is a report to the Board and does not require a funding source. Recommendation - It is recommended that the Finance Committee review and support that the Board of Education approve the Treasurer’s Report for the period ending September 30, 2025 as presented. File Attachments 2025 0930 Treasurer's Report.pdf (300 KB) 2025 0930 Treasurers Report.pptx (343 KB) Subject C. BMO PCard Report - October 2025 Meeting Nov 17, 2025 - Finance Committee Meeting Category 4. FINANCE COMMITTEE INFORMATIONAL ITEMS Type Information Attached for review is the October 2025 BMO PCard Report. File Attachments OCTOBER 2025 BMO PCARD REPORT.pdf (103 KB) Subject D. Review Contracts Less than $1,000 Report Meeting Nov 17, 2025 - Finance Committee Meeting Category 4. FINANCE COMMITTEE INFORMATIONAL ITEMS Type Information Background The Administration proposed and the Board of Education agreed on December 2, 2019, that contracts executed for an amount less than $1,000.00 could be communicated via a monthly report during a Board of Education meeting. Contracts Less than $1,000.00 School/Department Entity Purpose Date of Event Cost Magee Middle School Jostens Yearbook Agreement for incoming school year April 30, 2025 $0 Round Lake Middle School Jostens Yearbook Agreement for incoming school year April 30, 2025 $0 Recommendation - There is no recommendation at this time. The information in this document is for communication and informational purposes only. File Attachments 5. ADJOURNMENT OF MEETING Subject A. Adjournment of Meeting Meeting Nov 17, 2025 - Finance Committee Meeting Category 5. ADJOURNMENT OF MEETING Type Procedural The meeting was adjourned at _______ p.m. File Attachments