Board of Education Regular Meeting

4 Monday, September 26, 2022 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 5:15 p.m. (Executive Session from 5:15-6:00 p.m.) 1. Call to Order Subject A. Roll Call Meeting Sep 26, 2022 - 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 Sep 26, 2022 - 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: 5:15 p.m. - 6:00 p.m. Subject A. Motion to move to Executive Session. Meeting Sep 26, 2022 - Board of Education Regular Meeting Category 3. Executive Session: 5:15 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 Sep 26, 2022 - 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, our Student Ambassadors, 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 5. Public Hearing Subject A. Public Hearing for Fiscal Year 2023 Budget: Linda Matkowski Meeting Sep 26, 2022 - Board of Education Regular Meeting Category 5. Public Hearing Type TOPIC: Public Hearing for Fiscal Year 2023 Budget BACKGROUND INFORMATION: Article 17 of the Illinois School Code requires school districts to prepare a budget in tentative form and make it conveniently available for public inspection for at least thirty (30) days prior to the Board taking action to approve the budget. The District must submit their operating budget not later than September 30 th of each year. The public hearing is scheduled for September 26, 2022. Additionally, the FY2023 budget has been discussed at various meetings, including: July 27, 2022 Finance Committee August 8, 2022 Board of Education Meeting August 24, 2022 Finance Committee Meeting September 12, 2022 Board of Education Meeting The purpose of the public hearing is to allow Administration to present the highlights of the 2022-2023 Budget. After the presentation, the Board of Education may entertain questions or comments from the general public on the budget. STAFFING/STAFF DEVELOPMENT NEEDS: All administrators responsible for building, department, program and grant areas have participated in the budget development process and are responsible for the management of their respective budget areas throughout the year. In addition, the Business Office will monitor all budgets and will communicate concerns to the appropriate parties. FINANCIAL IMPLICATIONS: As reviewed ASSESSMENT/EVALUATION: None RECOMMENDATION: Administration recommends the Board of Education hold a public hearing for the presentation of the Fiscal Year 2023 Budget. CONTACT PERSON(S): Linda Matkowski, Chief Financial Officer Attachment: FY2023 Budget Presentation FY2023 State Budget Form File Attachments SDJAB2023FORM LMM Sept 20 2022 For Budget Hearing.pdf (677 KB) Updated BOE Budget Presentation Budget Hearing Sept 26 2022.pdf (813 KB) 6. Action Agenda: New Business Subject A. Resolution for Adoption of Fiscal Year 2023 Budget: Linda Matkowski Meeting Sep 26, 2022 - Board of Education Regular Meeting Category 6. Action Agenda: New Business Type TOPIC: Resolution for Adoption of Fiscal Year 2023 Budget BACKGROUND INFORMATION : The Illinois School Code, Article 17 requires school districts to adopt their operating budget no later than September 30 th of each year. The tentative budget has been available on the District’s website and a public hearing conducted earlier this evening to meet statutory requirements. STAFFING/STAFF DEVELOPMENT NEEDS: All administrators responsible for building, department, program and grant areas have participated in the budget development process and are responsible for the management of their respective budget areas throughout the year. In addition, the Business Office will monitor all budgets and will communicate concerns to the appropriate parties. FINANCIAL IMPLICATIONS: As reviewed ASSESSMENT/EVALUATION: None RECOMMENDATION: Administration recommends the Board of Education adopt the Fiscal Year 2023 Budget as presented. CONTACT PERSON(S): Linda Matkowski, Chief Financial Officer ATTACHMENT Resolution Adoption of Fiscal Year 2023 Budget File Attachments Budget Adoption Resolution FY2023.pdf (190 KB) Subject B. Approval of the Bid - Edison Middle School Basement Ceiling Repairs: Elizabeth Stegmaier Meeting Sep 26, 2022 - Board of Education Regular Meeting Category 6. Action Agenda: New Business Type TOPIC: Approval of the B id - Edison Middle School Basement Ceiling Repairs BACKGROUND INFORMATION : Near the end of the Edison renovation and addition project, a staff member noticed exposed rebar in the tunnel ceiling of the existing school. The District hired the project structural engineer, Bacon Farmer Workman (BFW), to evaluate the condition of the concrete. In February 2022, the District received BFW’s Basement Ceiling and Structural Survey Report. The report documented existing conditions and recommended repairs to the ceiling to allow for long term facility planning of structural maintenance. Noted in the report, and included in this project, were areas of deterioration requiring attention within 1 year. Other areas, not part of this repair project, will be inspected by staff in spring 2023 to assess changes from conditions documented in the February 2022 report and assess the need for future inspections. At the April 25, 2022 Board of Education meeting, a proposed long-term capital and maintenance project list for work to be done in FY2022 and FY2023 was presented for consideration. One of the projects on the list involved basement ceiling repairs at Edison. Bid docs for this work were advertised in July 2022. On July 28, 2022, the District received and opened one bid, valued $72,800.00. The bid was reviewed with BFW, who advised it is fair and reasonable for work by contractors qualified by the specialty materials’ manufacturers. Administration is recommending Board approval for a contract with Coordinated Systems Consulting, Inc. Work is anticipated to begin in December 2022 for completion in February 2023. STAFFING/STAFF DEVELOPMENT NEEDS : None. FINANCIAL IMPLICATIONS : Expenses for this project will be paid from Fund 61 using a portion of the 1% County School Facilities Sales Tax receipts. ASSESSMENT/EVALUATION : None. RECOMMENDATION : Administration recommends approval of the contract with Coordinated Systems Consulting, Inc. valued at $72,800.00. CONTACT PERSON(S): Elizabeth Stegmaier, Director of Capital Projects and Planning ATTACHMENT: Edison MS - BFW FINAL Basement Ceilings Structural Survey Report 02-07-2022.pdf File Attachments Edison MS - BFW FINAL Basement Ceilings Structural Survey Report 02-07-2022.pdf (33,977 KB) Subject C. Approval of the Fee Proposal - Jefferson Middle School Fire Alarm Retrofit: Elizabeth Stegmaier Meeting Sep 26, 2022 - Board of Education Regular Meeting Category 6. Action Agenda: New Business Type TOPIC: Approval of the Fee Proposal - Jefferson Middle School Fire Alarm Retrofit BACKGROUND INFORMATION : At the April 25, 2022 Board of Education meeting, a proposed list of long-term capital and maintenance projects for FY2022 and FY2023 were reviewed. One of the items on the list included fire alarm upgrades at Jefferson Middle School. Consistent with the long-range capital and maintenance plan, the District sought an engineering consultant’s Fee Proposal for the design and field observation of the replacement of the fire alarm system at Jefferson Middle School. GHR Engineers and Associates was selected for their extensive experience with the District, including recent work at Central, IPA, and South Side. The proposal from GHR outlines the scope for bringing the system in compliance with current codes requiring the voice activation feature, in addition to other ADA features. This project will also upgrade the fire alarm system in the portables for full compliance and compatibility. Responsibilities of GHR under the proposal include schematic and 95% design, with technical specifications and estimates; shop drawing review; and on-site observation services. Design, bid, and contract administration services will be provided for a fixed fee of $35,430, with additional on-site observation services provided at hourly rates with billing not-to-exceed $4,000. Administration is recommending Board approval for a contract with GHR Engineers and Associates, Inc. Work is anticipated to begin in October 2022 for completion in August 2023. STAFFING/STAFF DEVELOPMENT NEEDS: None. FINANCIAL IMPLICATIONS: Expenses for this project will be paid from proceeds from the County School Facilities Sales Tax (Fund 61). ASSESSMENT/EVALUATION: None. RECOMMENDATION: Administration recommends approval of the contract with GHR Engineers and Associates, Inc. valued at a maximum total of $39,430.00. CONTACT PERSON(S): Elizabeth Stegmaier, Director of Capital Projects and Planning ATTACHMENT: 2022.08.30 Jefferson Fire Alarm Retrofit Fee Proposal.pdf File Attachments 2022.08.30 Jefferson Fire Alarm Retrofit Fee Proposal.pdf (1,157 KB) Subject D. Student Discipline - Student #212096 Meeting Sep 26, 2022 - Board of Education Regular Meeting Category 6. Action Agenda: New Business Type File Attachments 7. Reports: New Business Subject A. Administrator & Teacher Salaries Reporting: Ken Kleber Meeting Sep 26, 2022 - Board of Education Regular Meeting Category 7. Reports: New Business Type TOPIC: Administrator & Teacher Salaries Reporting BACKGROUND INFORMATION: The Illinois School Code [105 ILCS 5/10-20.47 and 5/34-18.38] requires school districts to 1) report administrator and teacher salary and benefits to the Illinois State Board of Education (ISBE) by October 1 of each year, and 2) present the information at a school board meeting before posting on the website of the district. The law states: Administrator and teacher salary and benefits; report. The board shall report to the State Board of Education, on or before October 1 of each year, the base salary and benefits of the general superintendent of schools or chief executive officer and all administrators and teachers employed by the school district. For the purposed of this section, "benefits" includes without limitation vacation days, sick days, bonuses, annuities, and retirement enhancements. Prior to this annual reporting to the State Board of Education, the information must be presented at a regular board meeting, subject to applicable notice requirements, and then posted on the Internet website of the school district, if any. To comply with the law, the District used the Employment Information System (EIS), which is provided by ISBE. The attached report is created by EIS. Please note this report does not include certain categories of employees (Instructional Coaches, School Counselors, Social Workers, et al) in accordance with ISBE guidelines. This document will be placed on the District’s website and uploaded to ISBE as required. Please note that under the Open Meetings Act (5 ILCS 120/7.3), the District is also required to post on its website a current year report of the total compensation package for each employee having a total compensation package that exceeds $75,000 per year within six business days after approval of its budget. If the Board approves the budget this evening, the District will comply with this posting requirement as well. FINANCIAL IMPLICATIONS: N/A ASSESSMENT/EVALUATION: N/A RECOMMENDATION: Informational item. No action is needed. CONTACT PERSON(S): Ken Kleber, Assistant Superintendent of Human Resources & Organizational Effectiveness File Attachments Salary-Benefits Report SY2022.pdf (141 KB) Subject B. Demographer Study Update: Orlando Thomas Meeting Sep 26, 2022 - Board of Education Regular Meeting Category 7. Reports: New Business Type Topic : Demographer Study Update Background Information: In alignment with the Strategic Plan’s goal to pilot and scale changes to the Schools of Choice Program to promote desegregation and increased access to rigor across schools, the Board of Education hired Cooperative Strategies to review alternative options to the current student assignment process. Tonight, Scott Leopold of Cooperative Strategies will update the Board on its findings to date and discuss possible student assignment options. Staffing/Staff Development Needs: N/A. Financial Implications: The cost for this demographic study is not to exceed $159,000. Assessment Evaluation: N/A. Superintendent’s Recommendation: Informational item only; no Board action necessary. File Attachments CU4_BoardPresentation_20220926.pdf (1,343 KB) 8. Consent Agenda - New/Unfinished Business Subject A. Motion to Approve the Consent Agenda - New/Unfinished Business Meeting Sep 26, 2022 - Board of Education Regular Meeting Category 8. Consent Agenda - New/Unfinished Business Type File Attachments Subject B. Approval of Two Policies From PRESS Issue 108: Dan Casillas Meeting Sep 26, 2022 - Board of Education Regular Meeting Category 8. Consent Agenda - New/Unfinished Business Type TOPIC: Approval of Two Policies from PRESS Issue 108 BACKGROUND INFORMATION: In November, the Board approved the PRESS Plus subscription, which provides periodic updates and revisions to the District Policy Reference Manual. The periodic updates are based upon changes in the law and best practices published two to three times a year. The Board Policy Committee recommends the approval for the following policies that were currently under attorney review. STAFFING/STAFF DEVELOPMENT NEEDS: None FINANCIAL IMPLICATIONS: As reviewed ASSESSMENT/EVALUATION: None RECOMMENDATION: Administration recommends approval of policies. CONTACT PERSON(S): Daniel Casillas, Director of Human Resources Development Attachment: 5:250 Leave of Absences 6:60 Curriculum Content File Attachments Policy-660 (1).pdf (89 KB) Policy-5250 (1).pdf (54 KB) Subject C. Centennial High School 2023 Spring Trip to Disney World – Orlando, FL: Dr. Laura Taylor Meeting Sep 26, 2022 - Board of Education Regular Meeting Category 8. Consent Agenda - New/Unfinished Business Type Topic : Centennial High School 2023 Spring Trip to Disney World – Orlando, FL Background Information: How does this trip relate to district curriculum? This trip will offer students of diverse abilities and backgrounds the opportunity to see skills and attitudes exhibited and taught by professional musicians, recording engineers, writers, and actors. How does this trip relate to classroom instruction? Students will perform music, scenes and marching that they have prepared in class. They will also apply their ability to read new music in a performance/recording session with a guest clinician and recording engineer. What lesson does this trip support? Students are taught to perform independently as well as in groups. These learning experiences will challenge each student to apply his or her ability to read new material at the highest level of performance. Their sight-reading experience will be recorded and applied as a soundtrack for a short animated film. Each student will keep a copy of that film. List of follow up activities that have been planned: Students will write a reflection on each major learning experience. Students self-assess each of their performances by writing reviews of their recordings in class. Videos and CDs of their performance will be available to help them develop their critical thinking skills and attention to detail as it applies individually as well as collectively. Staffing/Staff Development Needs: Two substitutes will be needed for one day (March 8, 2023). The building will cover this internally. Financial Implications: The cost for each participant is $1,026.00. Fundraising will begin pending Board approval. Students with financial hardships will be able to apply for travel scholarships offered by Bob Rogers Travel in Fall of 2022 to help with the cost of the trip. Superintendent's Recommendation: I recommend approval of the Centennial High School 2023 Spring Trip to Disney World – Orlando, Florida. File Attachments CI - Rational - Spring Trip 2023 - Disney World Orlando FL.pdf (569 KB) Subject D. Approval of AVID Contract: Dr. Angela Ward/Brenda Taylor Meeting Sep 26, 2022 - Board of Education Regular Meeting Category 8. Consent Agenda - New/Unfinished Business Type TOPIC: Approval of AVID Contract Background Information: Advancement Via Individual Determination (AVID) is system of support designed to prepare students in the academic middle for college and career readiness by placing them in advanced core classes and an elective class focused on academic/social support. AVID requires the establishment of a site team and lead elective teachers who are responsible for overseeing the growth of students and the fidelity of implementation throughout the school system. These individuals receive comprehensive professional development that includes AVID’s teaching methodologies and curriculum that is ultimately disseminated to all teachers within the school (Swanson, 2005). AVID currently serves nearly 300,000 students in over 4,000 elementary and secondary schools in 45 US states and the District of Columbia, and across 15 countries (AVID Center, 2009). There are only 4 National Demonstration Schools in the State of Illinois, three of those schools are nested within the Champaign Unit 4 School District. This past summer we sent the largest number of AVID attendees as a result of elementary expansion. 43 staff members received professional development in July at the AVID Summer Institute Conference. This year AVID will serve Unit 4 in 5 elementary schools, all 3 middles schools and both high schools; Bottenfield, Robeson, IPA, Garden Hills, Booker T. Washington, Jefferson, Edison, Franklin, Central and Centennial. Staffing/Staff Development Needs: n/a Financial Implications: $45,289.00 - AVID budget Assessment/Evaluation: Teachers and principals are expected to present at staff meetings, and district professional development days. RECOMMENDATION: It is the administration’s recommendation that the Board of Education approve the submitted proposal for AVID. CONTACT PERSON(S): Dr. Angela Ward Brenda Taylor Attachment: 5 pages File Attachments AVID Attachment.pdf (2,024 KB) Subject E. Bank Signature Authorizations FY23: Linda Matkowski Meeting Sep 26, 2022 - Board of Education Regular Meeting Category 8. Consent Agenda - New/Unfinished Business Type TOPIC: Bank Signature Authorizations FY23 BACKGROUND INFORMATION: By direction of the Board, two signatures are required on all checks written against checking accounts for the District. Attached is a revised list of staff to be authorized as co-signatures on respective accounts for fiscal year 2022-2023. STAFFING/STAFF DEVELOPMENT NEEDS : None FINANCIAL IMPLICATIONS: None ASSESSMENT/EVALUATION: None RECOMMENDATION: Administration recommends Board approval of the attached listing on the respective banking accounts for fiscal year 2022-2023. CONTACT PERSON(S): Linda Matkowski, CFO Attachment: 1 page File Attachments Signature Authorization List FY23.pdf (118 KB) Subject F. Human Resource Changes: Ken Kleber Meeting Sep 26, 2022 - Board of Education Regular Meeting Category 8. Consent Agenda - New/Unfinished Business Type TOPIC: Human Resource Changes BACKGROUND INFORMATION: There are a total of one hundred and four (104) 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 - 9-26-2022_attachment.pdf (231 KB) 9. Public Comment Subject A. Public Comment on Agenda & Non-Agenda Items Meeting Sep 26, 2022 - Board of Education Regular Meeting Category 9. Public Comment Type File Attachments 10. Board Member Communications Subject A. Communications From Board Members Meeting Sep 26, 2022 - Board of Education Regular Meeting Category 10. Board Member Communications Type File Attachments 11. Report Subject A. Whom Did We Affect and Whom Do We Tell? Meeting Sep 26, 2022 - Board of Education Regular Meeting Category 11. Report Type File Attachments 12. Future Meetings Subject A. Regular Board Meeting: October 10, 2022 and Regular Board Meeting: October 24, 2022 Meeting Sep 26, 2022 - Board of Education Regular Meeting Category 12. Future Meetings Type File Attachments 13. Executive Session Subject A. Motion to move to Executive Session. Meeting Sep 26, 2022 - Board of Education Regular Meeting Category 13. 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 14. Open Session Subject A. Reconvene in open session for possible action on items discussed in closed session. Meeting Sep 26, 2022 - Board of Education Regular Meeting Category 14. Open Session Type Information File Attachments 15. Adjournment Subject A. Motion to adjourn the meeting. Meeting Sep 26, 2022 - Board of Education Regular Meeting Category 15. Adjournment Type Action File Attachments