Board of Education Regular Meeting

4 Monday, May 22, 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 May 22, 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 May 22, 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 May 22, 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 May 22, 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 5. Action Agenda: New Business Subject A. Administrative Appointment – Principal at Robeson Elementary: Ken Kleber Meeting May 22, 2023 - Board of Education Regular Meeting Category 5. Action Agenda: New Business Type File Attachments Subject B. Administrative Appointment – Principal of Jefferson Middle School: Ken Kleber Meeting May 22, 2023 - Board of Education Regular Meeting Category 5. Action Agenda: New Business Type File Attachments Subject C. Administrative Appointment – Assistant Director of Human Resources and Employee Engagement: Ken Kleber Meeting May 22, 2023 - Board of Education Regular Meeting Category 5. Action Agenda: New Business Type File Attachments Subject D. Administrative Appointment – Director of College and Career Readiness: Ken Kleber Meeting May 22, 2023 - Board of Education Regular Meeting Category 5. Action Agenda: New Business Type File Attachments Subject E. Administrative Appointment – Middle School Athletic Director/Dean of Students at Jefferson Middle School: Ken Kleber Meeting May 22, 2023 - Board of Education Regular Meeting Category 5. Action Agenda: New Business Type File Attachments Subject F. Administrative Appointment – Middle School Athletic Director/Dean of Students at Franklin STEAM Academy: Ken Kleber Meeting May 22, 2023 - Board of Education Regular Meeting Category 5. Action Agenda: New Business Type File Attachments Subject G. Administrative Appointment – Assistant Principal at Kenwood Elementary: Ken Kleber Meeting May 22, 2023 - Board of Education Regular Meeting Category 5. Action Agenda: New Business Type File Attachments Subject H. Administrative Appointment – Associate Principal at Central High School: Ken Kleber Meeting May 22, 2023 - Board of Education Regular Meeting Category 5. Action Agenda: New Business Type File Attachments Subject I. Administrative Appointment – Associate Principal/Summer School Principal at Central High School: Ken Kleber Meeting May 22, 2023 - Board of Education Regular Meeting Category 5. Action Agenda: New Business Type File Attachments Subject J. Administrative Appointment - Principal of Centennial High School: Ken Kleber Meeting May 22, 2023 - Board of Education Regular Meeting Category 5. Action Agenda: New Business Type File Attachments Subject K. Administrative Appointment – Principal of Franklin STEAM Academy: Ken Kleber Meeting May 22, 2023 - Board of Education Regular Meeting Category 5. Action Agenda: New Business Type File Attachments 6. Public Comment Subject A. Public Comment on Agenda & Non-Agenda Items (limited to 30 minutes) Meeting May 22, 2023 - Board of Education Regular Meeting Category 6. Public Comment 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 7. Reports: New Business Subject A. School Spotlight - International Prep Academy: Dr. Laura Taylor Meeting May 22, 2023 - Board of Education Regular Meeting Category 7. Reports: New Business Type Topic : School Spotlight - International Prep Academy Background Information: Throughout the second semester, schools will provide the Board of Education with an update highlighting progress related to their school improvement plans and district improvement initiatives. Focusing on strategies and elements found in Priority 4: Organizational Alignment of the Champaign Unit 4 Strategic Plan, school leaders will share information related to Instructional Excellence, their School Improvement Leadership Team (SILT), Focused Schools Work (Prek-8), Data & Accountability, Equity, and Family & Community Engagement. International Prep Academy – Dr. Jonathan Kosovski, Principal Staffing/Staff Development Needs: N/A Financial Implications: N/A Assessment Evaluation: N/A Superintendent’s Recommendation: This is an informational item and no action is required by the Board. File Attachments IPA School Spotlight Template 5-18-23.pptx.pdf (6,006 KB) Subject B. Information Update Regarding the Amended FY 2022-2023 Budget: Linda Matkowski Meeting May 22, 2023 - Board of Education Regular Meeting Category 7. Reports: New Business Type TOPIC: Information Update Regarding the Amended FY 2022-2023 Budget BACKGROUND INFORMATION: The District routinely amends the annual budget in June of each fiscal year to reflect changes in both revenues and expenditures that have occurred during the current fiscal period. At the May 8, 2023 Board meeting, the Board authorized the posting of the public hearing for the Amended FY 2022-2023 Budget to take place on June 12, 2023. Following the public hearing, the Board will adopt the Amended FY 2022-2023 Budget. This is a presentation to update the Board on the current information related to the Amended FY 2022-2023 budget. STAFFING/STAFF DEVELOPMENT NEEDS: None FINANCIAL IMPLICATIONS: Review of preliminary projections for the Amended FY 2022-2023 Budget ASSESSMENT/EVALUATION: None RECOMMENDATION: Informational item only; no action required. CONTACT PERSON(S): Linda Matkowski, Chief Financial Officer Attachment: Presentation Information (One PDF document ) File Attachments Preliminary FY23 Amended Budget Information Report (1).pdf (1,540 KB) 8. Action Agenda: New Business Subject A. Design, Bidding, and Construction Administration Services for Demolition and Site Redevelopment for the Old Transportation Building: Elizabeth Stegmaier Meeting May 22, 2023 - Board of Education Regular Meeting Category 8. Action Agenda: New Business Type TOPIC: Design, Bidding, and Construction Administration Services for Demolition and Site Redevelopment for the Old Transportation Building BACKGROUND INFORMATION : The Old Transportation Building, 1400 N Hagan Street, was the workspace for the Transportation Department prior to the construction of the new Transportation Building across Hagan Street. The Old Transportation Building is currently being used for overflow storage. Based on feedback from the Executive Director of Facilities & Services, the Transportation Department has a need for additional bus parking which could be provided if this building were demolished and the site redeveloped. This project was on a list of high need, priority projects presented to the Board in April 2022. The project was again presented on a high need, priority project list in April 2023. The budget is estimated to be $250,000 and includes demolishing the building and repaving the site for bus parking. Reifsteck Reid has provided a proposal for $31,600 for design, bidding, and construction administration. This includes working with GHR and Fehr Graham as subcontractors for electrical and civil engineering, respectively. The scope includes the base scope described above, as well as refeeding power to the tower that controls the radio signal (currently fed from the building), and additional site lighting. Reifsteck Reid’s scope also includes providing estimates for additional requested scope items: address site drainage issues, add diesel block heaters, add electric bus charging stations, additional cameras, add a gate off Hagan Street, and additional lighting on the adjacent lot. The estimates for these items will help the District determine which items may be able to be added to the project and the associated budget impact. Design will commence immediately upon approval. Estimates for the added scope items will be reviewed, and if additional scope is desired that exceeds the project budget, they will be presented to the Board in July with the budget impact and a recommendation. The final design will be brought back to the Board, with an estimate, in August 2023. Bids will be taken in September, 2023. Onsite work will begin in October with abatement of hazardous materials, which will be contracted separately. Asbestos abatement work is removal of window sealants in the west section of the building which can be removed in one day before demolition. This schedule may be adjusted pending the impact on design and procurement of additional scope items. Administration is requesting Board approval of the agreement with Reifsteck Reid & Company Architects for the professional services of Design, Bidding, and Construction Administration Services for Demolition and Site Redevelopment for the Old Transportation Building. STAFFING/STAFF DEVELOPMENT NEEDS: None. FINANCIAL IMPLICATIONS: Expenses for this project will be paid from available fund balance. ASSESSMENT/EVALUATION: None. RECOMMENDATION: Administration recommends approval of the agreement with Reifsteck Reid & Company Architects for the professional services of Design, Bidding, and Construction Administration Services for Demolition and Site Redevelopment for the Old Transportation Building in the amount of thirty-one thousand six hundred dollars ($31,600). CONTACT PERSON(S): Elizabeth Stegmaier, Director of Capital Projects and Planning File Attachments RRCo proposal - Unit 4 Transportation Demolition.pdf (138 KB) Subject B. Approval of Fee Proposal for Assessment and Closure Assistance of the Leaking Underground Storage Tanks at the Old Transportation Building: Elizabeth Stegmaier Meeting May 22, 2023 - Board of Education Regular Meeting Category 8. Action Agenda: New Business Type TOPIC: Approval of Fee Proposal for Assessment and Closure Assistance of the Leaking Underground Storage Tanks at the Old Transportation Building BACKGROUND INFORMATION : Should the Board of Education approve the Design, Bidding and Construction Administration Services with Reifsteck Reid for the Demolition and Site Redevelopment for the Old Transportation Building at 1400 Hagan Street, there are two previously known but unresolved Leaking Underground Storage Tank (UST) incidents that will require resolution concurrent with the site redevelopment. At the request of the District, Fehr Graham Engineering & Environmental briefly reviewed available records related to environmental issues at the Site. The review identified two (2) unresolved leaking UST incidents from 1999 and 2000. The incidents were the result of petroleum releases from a 2,000‐gallon gasoline UST and a 10,000‐gallon diesel fuel UST in 1999 and then again in 2000. According to Office of the State Fire Marshal (OSFM) and Illinois Environmental Protection Agency (IEPA) databases, the storage tanks themselves were removed, followed by remedial excavation around the tanks in 2000. Soil and groundwater contamination remains at the Site and possibly extends onto the north adjoining site and into the west adjoining right‐of‐way. According to historical agency correspondence, the contamination has not been delineated to the west, north, or east. As a result, the incidents have not received regulatory closure. Given the time that has transpired since sampling was completed and changes in regulatory requirements, an evaluation of current conditions is recommended. Fehr Graham recommends the District proceed with on‐site soil borings and groundwater samples to provide the data necessary to delineate contamination and pursue closure through a No Further Remediation (NFR) letter from the IEPA. Fehr Graham has provided a proposal for $24,800 for Assessment and Closure Assistance of the Leaking Underground Storage Tanks at the Old Transportation Building . Pending State agency review, it is anticipated that this proposal scope could be completed in a period of seven to eight months from initiation. The longest activity is the IEPA review period. The assessment work is expected to be reimbursable through the IEPA Leaking UST Fund. This fund was established by the State to assist entities in costs related to underground storage tank remediation. Fehr Graham will assist the District with budget and billing form preparation and submittal to the IEPA for reimbursement. Administration is requesting Board approval of the agreement with Fehr Graham Engineering & Environmental for the professional services of Assessment and Closure Assistance of the Leaking Underground Storage Tanks at the Old Transportation Building. STAFFING/STAFF DEVELOPMENT NEEDS: None. FINANCIAL IMPLICATIONS: Expenses for this project will be paid from available fund balance. ASSESSMENT/EVALUATION: None. RECOMMENDATION: Administration recommends approval of the agreement with Fehr Graham Engineering & Environmental for the professional services of Assessment and Closure Assistance of the Leaking Underground Storage Tanks at the Old Transportation Building in the amount of twenty-four thousand eight hundred dollars ($24,800). CONTACT PERSON(S): Elizabeth Stegmaier, Director of Capital Projects and Planning File Attachments Leaking UST Assessment Proposal.pdf (188 KB) Subject C. Approval for Purchase of Pre-K Classroom Furniture – Lakeshore Learning: Henry Walker/Ashlee McHaney Meeting May 22, 2023 - Board of Education Regular Meeting Category 8. Action Agenda: New Business Type TOPIC: Approval for Purchase of Pre-K Classroom Furniture – Lakeshore Learning BACKGROUND INFORMATION: The District is increasing Pre-Kindergarten offerings at Champaign Early Childhood Center, Garden Hills Academy, and International Prep Academy for the school year 2024. In support of these expansion efforts, Administration will need to purchase furniture and resources for six complete Pre-kindergarten classrooms, two at each school, to accommodate up to 20 students each. The District currently utilizes Lakeshore Learning classroom furnishings in our pre-kindergarten classrooms. These furnishings and resource products are sole-sourced by Lakeshore Learning, as such, competitors are unable to provide products of similar specification. Administration received a proposal from Lakeshore Learning to furnish six (6) complete pre-kindergarten classrooms for $37,057.04 per classroom. The total cost for this proposal is $222,354.24. STAFFING/STAFF DEVELOPMENT NEEDS: N/A FINANCIAL IMPLICATIONS: The cost for furnishings and resources for one complete classroom is $37,057.04. The District needs six complete classrooms for a total purchase cost of $222,354.24. Administration plans to utilize District local resources along with state grant funding such as the Preschool For All Expansion Grant (if available) for this expenditure. ASSESSMENT/EVALUATION: N/A RECOMMENDATION: The administration recommends that the Board of Education approve the purchase of pre-kindergarten furnishings and resources for Champaign Early Childhood Center (CECC), Garden Hills Academy, and International Prep Academy (IPA), for a total purchase cost of $222,354.24. CONTACT PERSON(S): Henry Walker, Executive Director of Facilities and Services Ashlee McHaney, Assistant Director of Operations, Inventory and Purchasing Attachments: 1 File Attachments Illinois State BOE Excelerate (1).pdf (255 KB) 9. Consent Agenda - New/Unfinished Business Subject A. Motion to Approve the Consent Agenda - New/Unfinished Business Meeting May 22, 2023 - Board of Education Regular Meeting Category 9. Consent Agenda - New/Unfinished Business Type File Attachments Subject B. Approval of Payment for Professional Services Agreement - UIUC School of Art & Design: Dr. Angela Ward/Brenda Taylor Meeting May 22, 2023 - Board of Education Regular Meeting Category 9. Consent Agenda - New/Unfinished Business Type TOPIC: A pproval of Payment for Professional Services Agreement - UIUC School of Art & Design BACKGROUND INFORMATION: As part of the efforts to best support the Magnet programming at Stratton Academy of the Arts, the District continued engaging the professional services of the UIUC School of Art & Design as they have consistently delivered relevant, theme-based professional development to the staff of Stratton and engaging, enrichment opportunities to the students of Stratton. STAFFING/STAFF DEVELOPMENT NEEDS: None FINANCIAL IMPLICATIONS: The costs associated with the services provided under this Agreement are $ 28,727 and will be paid from Magnet and the Office of Equity & Engagement ASSESSMENT/EVALUATION: None RECOMMENDATION: It is the administration’s recommendation that the Board of Education retroactively approves the Service Agreement with UIUC School of Art & Design. CONTACT PERSON(S): Dr. Angela Ward, Brenda Taylor File Attachments 05_22_2023 - UIUC School of Art Design Consultant Agreement.pdf (1,508 KB) Subject C. Resolution - Permanent Transfer From Educational Fund to Debt Service Fund: Linda Matkowski Meeting May 22, 2023 - Board of Education Regular Meeting Category 9. Consent Agenda - New/Unfinished Business Type TOPIC: Resolution - Permanent Transfer from Educational Fund to Debt Service Fund BACKGROUND INFORMATION: Title 23 of the Illinois Administrative Code Section 100.50 (d) (1) provides for the transfer from the Educational Fund to the Debt Service Fund on any long-term debt. The appropriate resolution has been prepared providing for the transfer from the Educational Fund to the Debt Service Fund to cover the costs for the computer lease purchase principal and interest payments. STAFFING/STAFF DEVELOPMENT NEEDS: None FINANCIAL IMPLICATIONS: Transfer of $677,144.74 from the Educational Fund to the Debt Service Fund to pay for principal and interest owed on District Computer Leases. Funding for computer leases is paid from the District’s local revenue resources. ASSESSMENT/EVALUATION: None RECOMMENDATION: I recommend the Board of Education approve the Resolution Authorizing the transfer from the Educational Fund to the Debt Service Fund. CONTACT PERSON(S): Linda Matkowski, CFO File Attachments FY23 Res Perm Trans Funds from Educational Fund to Debt Service Fund Computer Leases.pdf (101 KB) Subject D. Resolution - Permanent Transfer From Operations and Maintenance Fund to Debt Service Fund to Pay for Vehicle Leases: Linda Matkowski Meeting May 22, 2023 - Board of Education Regular Meeting Category 9. Consent Agenda - New/Unfinished Business Type TOPIC: Resolution - Permanent Transfer From Operations and Maintenance Fund to Debt Service Fund to Pay for Vehicle Leases BACKGROUND INFORMATION: Title 23 of the Illinois Administrative Code Section 100.50 (d) (1) provides for the transfer from the Operations and Maintenance Fund to the Debt Service Fund on any long-term debt. The appropriate resolution has been prepared providing for the transfer from the Operations and Maintenance Fund to the Debt Service Fund to cover the costs for the Vehicle/Van leases that are used by the District’s Custodial, Grounds and Maintenance staff. This transfer will pay for principal and interest owed in FY23 for the Vehicle/Van leases. STAFFING/STAFF DEVELOPMENT NEEDS: None FINANCIAL IMPLICATIONS: Transfer of $70,106.63 from the Operations and Maintenance Fund to the Debt Service Fund to pay for principal and interest owed on Vehicle/Van leases. ASSESSMENT/EVALUATION: None RECOMMENDATION: Administration recommends the Board approve the Resolution Authorizing the transfer from the Operations & Maintenance Fund to the Debt Service Fund. CONTACT PERSON(S): Linda Matkowski, CFO Attachment: 1 page File Attachments FY23 Res Perm Trans Funds from OM Fund to Debt Service Fund Vehicle and Van Leases.pdf (101 KB) Subject E. Resolution Providing for the Transfer of $2,157,269.00 From the Education Fund to the Debt Service Fund For the Annual Payment of Series 2021 Debt Certificates: Linda Matkowski Meeting May 22, 2023 - Board of Education Regular Meeting Category 9. Consent Agenda - New/Unfinished Business Type TOPIC: Resolution Providing for the Transfer of $2,157,269.00 From the Education Fund to the Debt Service Fund For the Annual Payment of Series 2021 Debt Certificates BACKGROUND INFORMATION: In July of 2021, the District entered into the Series 2021 Debt Certificate General Obligation Bond transaction. The Debt Certificates were issued to provide resources to complete the 2016 referendum projects. The annual debt service for the Debt Certificates is paid from the Education Fund. The annual debt service for FY2023 for the Debt Certificates is $2,157,269. This amount needs to be transferred from the Education Fund to the Debt Service Fund (Fund 36) to make the annual payments. STAFFING/STAFF DEVELOPMENT NEEDS: None FINANCIAL IMPLICATIONS : The transfer of $2,157,269.00 from the Education Fund to the Debt Service Fund (Fund 36) was provided for in the adopted FY2023 budget. This will be a reoccurring annual transfer that will be budgeted for in the District’s adopted budgets. The transfer resolution will be brought annually to the Board for approval each Spring. ASSESSMENT/EVALUATION: None RECOMMENDATION: Administration recommends approval of the transfer of $2,157,269 between the Education Fund and the Debt Service Fund (Fund 36) for FY2023. CONTACT PERSON(S): Linda Matkowski,CFO Attachments: Resolution Authorizing Transfer File Attachments FY23 RESOLUTION AUTHORIZING THE TRANSFER OF FUNDS Debt Certificates.pdf (490 KB) Subject F. Approval of the Change Order for Columbia Center's Boiler Asbestos Abatement: Elizabeth Stegmaier Meeting May 22, 2023 - Board of Education Regular Meeting Category 9. Consent Agenda - New/Unfinished Business Type TOPIC: Approval of the Change Order for Columbia Center's Boiler Asbestos Abatement BACKGROUND INFORMATION : The Columbia Facility is being used for several District programs including the Novak Academy, Restore, and the Special Education Young Adult Program. In November 2022 the District approved a proposal from Reifsteck Reid & Company Architects for architectural services to upgrade Columbia and a proposal from Reliable Environmental for the design and monitoring of the removal of asbestos containing materials. Onsite work begins with abatement of hazardous materials in June 2023. In February, 2023, the District approved a bid for abatement by Thornburgh Abatement Inc. Alternate bids were also received for the potential abatement of Columbia’s boiler. Now that the heating season is over, Reliable has tested the boiler and confirmed the presence of asbestos, which will require the removal of the boiler by the abatement contractor when the work starts in June. Abatement is anticipated to occur in early June and complete in July. Administration is requesting Board approval at this time of a change order to include the alternate bid from Thornburgh Abatement Inc. in the amount of $41,915 for the professional services of Hazardous Material Abatement of the boiler as part of the Columbia Center Renovation. STAFFING/STAFF DEVELOPMENT NEEDS: None. FINANCIAL IMPLICATIONS: Expenses for this project will be paid from the American Rescue Plan Funds (ESSER III) grant which is a one-time grant provided by the Federal Government. ASSESSMENT/EVALUATION: None. RECOMMENDATION: Administration recommends approval of the change order for the alternate bid from Thornburgh Abatement Inc for the professional services of Hazardous Material Abatement for the Columbia Center boiler in the amount of forty-one thousand nine hundred and fifteen dollars ($41,915). CONTACT PERSON(S): Elizabeth Stegmaier, Director of Capital Projects and Planning File Attachments Columbia Center Hazardous Material Abatement Bid Tab 01-26-2023 (1).pdf (47 KB) Subject G. Approval of the Annual Subscription for PowerSchool eFinance Plus Software for FY2023-2024: Linda Matkowski Meeting May 22, 2023 - Board of Education Regular Meeting Category 9. Consent Agenda - New/Unfinished Business Type TOPIC: Approval of Annual Subscription for PowerSchool eFinance Plus Software for FY2023-2024 BACKGROUND INFORMATION: The District has two “back bone” software systems, one is our Student Information System or “SIS” and the other is our Financial/HR software. Both systems are integrated together and are provided by PowerSchool Group LLC. The SIS software system is managed and billed to the District’s Data and Technology area. The HR and Financial software (“eFinance Plus”) is billed to the Finance Department. This is an annual software subscription model. The annual software cost for the “eFinance Plus” system for HR and Finance areas is $95,084.93. The invoice and services are reviewed and monitored regularly by both the District’s Data and Technology and Finance departments. STAFFING/STAFF DEVELOPMENT NEEDS: None FINANCIAL IMPLICATIONS: Annual cost of eFinance Plus software for HR and Finance are expenses of the District and are paid through local revenue resources. ASSESSMENT/EVALUATION: None RECOMMENDATION: Administration recommends approval of the FY2023_2024 Software invoice to PowerSchool Group LLC for the HR and Finance software associated with eFinance Plus in the amount of $95,084.93. CONTACT PERSON(S): Linda Matkowski, CFO Attachment: 1. PowerSchool eFinance Plus Software Annual Subscription Invoice File Attachments Q-766670 (1).pdf (28 KB) Subject H. Educational Technology Annual Subscription Renewals - Correction: Rhonda Thornton Meeting May 22, 2023 - Board of Education Regular Meeting Category 9. Consent Agenda - New/Unfinished Business Type TOPIC: Educational Technology Annual Subscription Renewals - Correction BACKGROUND INFORMATION: The Unit 4 Educational Technology Department is committed to the Unit 4 Strategic Plan Priority 2, Strategy 6 of investing in tools and technology to support flexible, accessible, and adaptive teaching and learning in and out of schools and ensure that technology resources equitably address school and student needs and Unit 4 Strategic Plan Priority 1, Strategy 3 of using data to inform instructional decisions. To that end, we are committed to ensuring the district uses the best tools and resources available for web filtering, cybersecurity, inventory management, device management, video conferencing, email and communication services, data analytics, student data systems and assessments. At the April— 2023 Board meeting, the Powerschool renewal was approved for $95,376. This renewal represented a 7-month renewal. The corrected and updated renewal reflects a full 12-month renewal. Data Annual Subscriptions FY24 Vendor Subscription Renewal Price Powerschool eSchoolPlus $143,506 STAFFING/STAFF DEVELOPMENT NEEDS: N/A FINANCIAL IMPLICATIONS: Following Board approval, the District will renew the subscription, using the Educational Technology budget. ASSESSMENT/EVALUATION: N/A RECOMMENDATION: We recommend the Board of Education give approval for the Educational Technology department to renew the subscription. CONTACT PERSON(S): Rhonda Thornton, Executive Director of Data and Accountability File Attachments Subject I. Garden Hills Academy Intercom System Upgrades: Rhonda Thornton Meeting May 22, 2023 - Board of Education Regular Meeting Category 9. Consent Agenda - New/Unfinished Business Type TOPIC: Garden Hills Academy Intercom System Upgrades BACKGROUND INFORMATION: The Unit 4 Educational Technology Department 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 world. A key component of this commitment is ensuring reliable, prompt communication to the school as a whole, or individual classrooms. The current intercom/paging system in place has proven to be unreliable. The ability to update the system requires on-site access with the use of a computer that is no longer supported for updates, including security patches. The current system is also not capable of having different paging zones for individual classrooms and sections of the building. With the change from a K-5 to a PreK-8 school, zoning capability will be a required feature for efficient communication between the different classrooms and grade levels. Board policy states that requests for proposals will be solicited when items are expected to exceed a total of $25,000. Formal requests were mailed on Wednesday, April 26, 2023 to vendors inviting the submission of sealed bids for the intercom system upgrades. The invitation and specifications for the RFP were also posted on the District’s website. A mandatory walkthrough was conducted at the building on Tuesday, Ma y 2, 2023. Bids were received from 2 companies and were opened on Thursday, May 11, 2023 with the following results: Vendor Base Bid Classroom Clock (/ea) Clocks Est Cost Call Button Relocation (/ea) Call Button Est Cost Ext Call Stations Total Cost Bennett Electric $61,277.00 $202.00 $6,666.00 $170.00 $3,400.00 $1,467.00 $72,810.00 CCI $62,454.29 $283.80 $9,365.40 $64.51 $1,290.20 $1,587.27 $74,697.16 In addition to the base bid, the District requested optional items including new clocks for each classroom, relocating call buttons to an ADA rated height, and adding exterior call stations to the courtyard. For the purposes of quote estimation, It was estimated that 33 classrooms would require clocks, and 20 call buttons would need to be relocated. The Technology Department reviewed the proposals and the criteria were weighted in importance as follows: Price (45%), Compatibility/Accuracy (30%), Warranty and Service (15%), and Previous Experience (10%) It is recommended the bid for the Garden Hills Academy Intercom System Upgrades be awarded to Bennett Electric. STAFFING/STAFF DEVELOPMENT NEEDS: Building and IT will be trained by Bennett for ongoing support after project completion. FINANCIAL IMPLICATIONS: Following the approval of this proposal the District will complete the purchase utilizing American Rescue Plan funds. ASSESSMENT/EVALUATION: N/A RECOMMENDATION: It is recommended the bid for Garden Hills Academy Intercom upgrades be awarded to Bennett Electric. CONTACT PERSON(S): Aaron Gee, Assistant Director of IT Rhonda Thornton, Executive Director of Data and Accountability File Attachments Subject J. Resolution Authorizing Sale or Disposal of District Property: Ashlee McHaney Meeting May 22, 2023 - Board of Education Regular Meeting Category 9. Consent Agenda - New/Unfinished 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 Ashlee McHaney, Assistant Director of Operations, Purchasing, and Inventory File Attachments RESOLUTION AUTHORIZING SALE 5.22.23.pdf (74 KB) Subject K. Human Resource Changes: Ken Kleber Meeting May 22, 2023 - Board of Education Regular Meeting Category 9. Consent Agenda - New/Unfinished Business Type TOPIC: Human Resource Changes BACKGROUND INFORMATION: There are a total of forty-eight (48) 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 - 5-22-2023.pdf (197 KB) 10. Public Comment Subject A. Public Comment on Agenda & Non-Agenda Items (limited to 30 minutes) Meeting May 22, 2023 - Board of Education Regular Meeting Category 10. Public Comment Type File Attachments 11. Board Member Communications Subject A. Communications From Board Members Meeting May 22, 2023 - Board of Education Regular Meeting Category 11. Board Member Communications Type File Attachments 12. Report Subject A. Whom Did We Affect and Whom Do We Tell? Meeting May 22, 2023 - Board of Education Regular Meeting Category 12. Report Type File Attachments 13. Future Meetings Subject A. Finance Committee Meeting: May 24, 2023 at 5:30 p.m.; Special Board Meeting - Board Retreat: June 5, 2023 at 5:30 p.m.; Regular Board Meeting: June 12, 2023; and Finance Committee Meeting: June 28, 2023 at 5:30 p.m. Meeting May 22, 2023 - Board of Education Regular Meeting Category 13. Future Meetings Type File Attachments 14. Executive Session Subject A. Motion to move to Executive Session. Meeting May 22, 2023 - Board of Education Regular Meeting Category 14. 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 15. Open Session Subject A. Reconvene in open session for possible action on items discussed in closed session. Meeting May 22, 2023 - Board of Education Regular Meeting Category 15. Open Session Type Information File Attachments 16. Adjournment Subject A. Motion to adjourn the meeting. Meeting May 22, 2023 - Board of Education Regular Meeting Category 16. Adjournment Type Action File Attachments