Regular Meeting

4 Monday, July 7, 2025 Regular Meeting Round Lake Area School District - CUSD #116 Board of Education Round Lake High School Library 7:00 PM 800 High School Drive Round Lake, IL 60073 Phone: 847-270-9300 1. MEETING OPENING Subject A. Call Meeting to Order Meeting Jul 7, 2025 - Regular Meeting Category 1. MEETING OPENING Type Procedural The meeting was called to order at _______ p.m. File Attachments Subject B. Roll Call of Members Meeting Jul 7, 2025 - Regular Meeting Category 1. MEETING OPENING Type Procedural File Attachments Subject C. Pledge of Allegiance Meeting Jul 7, 2025 - Regular Meeting Category 1. MEETING OPENING Type Procedural File Attachments 2. APPROVAL OF MEETING AGENDA Subject A. Approval of Meeting Agenda Meeting Jul 7, 2025 - Regular Meeting Category 2. APPROVAL OF MEETING AGENDA Type Action, Procedural Recommended Action Motion to approve the agenda. File Attachments Motion & Voting Motion to approve the agenda. Motion by Jennifer Klingler, second by Scott Jewitt. Final Resolution: Motion Carried Yes: Jennifer Klingler, Michael Francisco, Scott Jewitt, Annette Negrete McGinley, Kevin Devera 3. COMMUNICATIONS TO THE BOARD Subject A. Disposal List (King) Meeting Jul 7, 2025 - Regular Meeting Category 3. COMMUNICATIONS TO THE BOARD Type Information Abstract This memo is an informational memo to inform the Board of Education about the disposal of unneeded materials. Background Per Board Policy 4:80, Accounting and Audits, Disposition of District Property the Administration is notifying the Board of Education that the material identified in this document is no longer needed for school purposes. When possible, and cost efficient, the District will attempt to recoup monies through the sale of materials that are no longer in use. In addition, some items may be donated or made available to the community as appropriate. Request There is no request, this memo is informational in nature. Rationale The items listed on the attached document are no longer used as curricular materials in District #116, are outdated, or are no longer suitable for use. Recommendation This memo is informational only, there is no recommendation. File Attachments Disposal of Materials SY 24-25 April May June.pdf (41 KB) Subject B. Review FOIA Report Meeting Jul 7, 2025 - Regular Meeting Category 3. COMMUNICATIONS TO THE BOARD Type Information File Attachments 07.07.2025 FOIA Report.pdf (109 KB) Subject C. Review Contracts Under $1,000.00 Report - Nothing to report Meeting Jul 7, 2025 - Regular Meeting Category 3. COMMUNICATIONS TO THE BOARD Type Information File Attachments 4. OPPORTUNITY FOR PUBLIC COMMENT Subject A. Opportunities for Public Comment Meeting Jul 7, 2025 - Regular Meeting Category 4. OPPORTUNITY FOR PUBLIC COMMENT Type Information Members of the public may participate in Public Comment during Regular Board meetings by attending in person or by submitting an electronic public comment form. Please note that speakers are limited to three minutes. Electronic public comments will be accepted up until 12:00pm on the day of the scheduled regular meeting. The public commentor will be contacted to confirm identity. Once confirmed, the electronic public comment will be provided to all Board members in written form. A link to the electronic public comment form can be found below. Electronic Public Comment Form: Electronic Public Comment Formulario de Comentarios Públicos Electrónicos: Formulario de Comentarios Públicos Electrónicos File Attachments 5. SUPERINTENDENT'S REPORT Subject A. Comments from Dr. Donn Mendoza Meeting Jul 7, 2025 - Regular Meeting Category 5. SUPERINTENDENT'S REPORT Type Information File Attachments 7.7.25 Superintendent's Report.pdf (89 KB) 6. COMMITTEE REPORTS Subject A. Community Engagement Committee Update Meeting Jul 7, 2025 - Regular Meeting Category 6. COMMITTEE REPORTS Type Information File Attachments 7. APPROVAL OF OPEN MEETING MINUTES Subject A. Approval of Minutes of the June 11, 2025 Special Meeting - Facility Planning Session Meeting Jul 7, 2025 - Regular Meeting Category 7. APPROVAL OF OPEN MEETING MINUTES Type Action, Minutes Recommended Action Motion to approve the Minutes of the June 11, 2025 Special Meeting - Facility Planning Session. Minutes View Minutes for Jun 11, 2025 - Special Meeting - Facility Planning Session File Attachments Motion & Voting Motion to approve the Minutes of the June 11, 2025 Special Meeting - Facility Planning Session. Motion by Scott Jewitt, second by Jennifer Klingler. Final Resolution: Motion Carried Yes: Jennifer Klingler, Michael Francisco, Scott Jewitt, Annette Negrete McGinley, Kevin Devera Subject B. Approval of Minutes of the June 16, 2025 Regular Meeting Meeting Jul 7, 2025 - Regular Meeting Category 7. APPROVAL OF OPEN MEETING MINUTES Type Action, Minutes Recommended Action Motion to approve the minute of the June 16, 2025 Regular Meeting. Minutes View Minutes for Jun 16, 2025 - Regular Meeting File Attachments Motion & Voting Motion to approve the minute of the June 16, 2025 Regular Meeting. Motion by Scott Jewitt, second by Kevin Devera. Final Resolution: Motion Carried Yes: Jennifer Klingler, Michael Francisco, Scott Jewitt, Annette Negrete McGinley, Kevin Devera 8. CONSENT AGENDA Subject A. Approval of Consent Agenda Items Meeting Jul 7, 2025 - Regular Meeting Category 8. CONSENT AGENDA Type Action (Consent) Recommended Action Motion to approve the Consent Agenda Items: ACCOUNTS PAYABLE REPORT $3,254,530.03; JULY 7, 2025 EMPLOYMENT REPORT. File Attachments Motion & Voting Motion to approve the Consent Agenda Items: ACCOUNTS PAYABLE REPORT $3,254,530.03; JULY 7, 2025 EMPLOYMENT REPORT. Motion by Scott Jewitt, second by Jennifer Klingler. Final Resolution: Motion Carried Yes: Jennifer Klingler, Michael Francisco, Scott Jewitt, Annette Negrete McGinley, Kevin Devera Subject B. Approval of Accounts Payable Check Summary Meeting Jul 7, 2025 - Regular Meeting Category 8. CONSENT AGENDA Type Action (Consent) Preferred Date Jul 07, 2025 Absolute Date Jul 07, 2025 Fiscal Impact Yes Dollar Amount $3,254,530.03 Budgeted Yes Budget Source FY25 Budget Recommended Action That the Board of Education approves the Accounts Payable Check Summary as part of the consent agenda. Attached for review and approval is the Accounts Payable Check Summary. File Attachments 06.30.25 BOARD CHECK REGISTER.pdf (219 KB) Motion & Voting Motion to approve the Consent Agenda Items: ACCOUNTS PAYABLE REPORT $3,254,530.03; JULY 7, 2025 EMPLOYMENT REPORT. Motion by Scott Jewitt, second by Jennifer Klingler. Final Resolution: Motion Carried Yes: Jennifer Klingler, Michael Francisco, Scott Jewitt, Annette Negrete McGinley, Kevin Devera Subject C. Employment Report - July 07, 2025 Meeting Jul 7, 2025 - Regular Meeting Category 8. CONSENT AGENDA Type Action (Consent) Recommended Action Recommend approval of Employment Report as part of Consent Agenda. File Attachments 07.07.2025 Employment Report.pdf (190 KB) Motion & Voting Motion to approve the Consent Agenda Items: ACCOUNTS PAYABLE REPORT $3,254,530.03; JULY 7, 2025 EMPLOYMENT REPORT. Motion by Scott Jewitt, second by Jennifer Klingler. Final Resolution: Motion Carried Yes: Jennifer Klingler, Michael Francisco, Scott Jewitt, Annette Negrete McGinley, Kevin Devera 9. INTRODUCTION OF ADMINISTRATION Subject A. Introduction of New Administrators Meeting Jul 7, 2025 - Regular Meeting Category 9. INTRODUCTION OF ADMINISTRATION Type Procedural File Attachments 10. OLD BUSINESS Subject A. Tes Parents' Meetings (Bennett) Meeting Jul 7, 2025 - Regular Meeting Category 10. OLD BUSINESS Type Action Fiscal Impact Yes Dollar Amount $15,862.00 Budgeted Yes Budget Source District Funds Recommended Action Approval of Tes Parents' Meeting Agreement for 2025-26 Abstract The administration proposes adopting the Tes Parents' Meetings scheduling tool across all PK-12 schools in Round Lake Area Schools CUSD #116 to address current inconsistencies and inefficiencies in parent-teacher conference scheduling. The proposed annual cost is $15,862.00. Background Historically, schools within the district have used a variety of tools and methods to schedule parent-teacher conferences. This lack of standardization has led to inconsistent practices, confusion among parents, and inefficient use of staff time. In response, the administration has reviewed available solutions and identified Tes Parents' Meetings as a unified, districtwide tool to streamline the scheduling process. Administration has spoken with representatives of McHenry High School District regarding their implementation and utilization of the Tes Parents' Meeting tool. Their administrative team spoke of the ease of use and strong shift in parent engagement during conferences since its implementation. Sample communications to staff and parents were also provided by the McHenry team. Request The administration proposes adopting the Tes Parents' Meetings scheduling tool for use across all PK-12 schools in the district. We are seeking feedback from the Community Engagement Committee on this proposal before finalizing implementation plans. Rationale Standardizing the parent-teacher conference scheduling process with Tes will: Improve consistency and clarity for families, especially those with children in multiple schools. Reduce administrative burden on school staff. Provide a professional, user-friendly interface for scheduling. Strengthen communication and engagement with families, aligning with district values. Considerations Contract Duration: 12-month initial term starting July 1, 2025. (noted as 01/07/2025 as Tes is out of the UK) Implementation: Training and communication will be necessary to ensure a smooth transition for families and staff. Feedback Loop: Continued evaluation of effectiveness and user satisfaction will be critical in year one. Payment Terms: Tes is out of the UK and would not agree to adjusting the payment terms from Net 30 to Net 60. Administration will ensure that a purchase order is entered well before the July 1 implementation date to ensure that payment requests are entered into the first Board packet of the month so that payment may be made within the 30 day time period. Student Data Privacy Considerations In consultation with legal counsel, we have reviewed the student data privacy implications related to contracting with Tes for use as a scheduling tool for the 2025–26 Parent-Teacher Conferences. Although the agreement with Tes does not meet all technical requirements under the Student Online Personal Protection Act (SOPPA)—specifically lacking certain mandated provisions in its written agreement—the contract appears to comply with both the Illinois School Student Records Act (ISSRA) and the Family Educational Rights and Privacy Act (FERPA). Tes’ Terms of Service and Data Processing Agreement include assurances that align with the “school official” exception under FERPA and ISSRA, such as limiting data use to the performance of contractual obligations and ensuring the right to request deletion or return of data. These provisions provide sufficient grounds for data sharing under ISSRA/FERPA without the need for parental consent. It is important to note that the only data being provided to Tes includes the student’s name, the parent or guardian’s name and contact information, and the student’s schedule, including teacher names. No academic, disciplinary, health, or personally sensitive records are being shared. While SOPPA compliance is not fully met—meaning the agreement lacks certain required statements, including an express designation of “school official” status—the legal risk is considered minimal given the limited scope of data involved and Tes’ commitment to data security. However, their terms do not include indemnification for data breaches and may be altered unilaterally by the vendor. Given the limited and non-sensitive nature of the data being shared, the vendor’s alignment with ISSRA/FERPA standards, and the practical safeguards in place, we recommend proceeding with the Tes contract for parent-teacher conference scheduling. We will continue to monitor Tes’ data policies and remain prepared to reassess should state requirements or vendor practices change. Connection to Strategic Plan This proposal supports the district’s strategic goals in: Social Emotional Development Develop programs that engage students, parents, staff in educational process Parent, Community & School Partnerships Continue to utilize a wide variety of effective communication vehicles for both internal and external communications; look for opportunities to enhance. Funding The annual subscription fee of $15,862.00 would be covered through District funds, as a newly requested budget assumption for the 2025-26 school year. Recommendation Administration recommends the adoption of the Tes Parents' Meetings scheduling tool for districtwide use for the 2025-26 school year. File Attachments Tes Agreement.pdf (63 KB) Motion & Voting Approval of Tes Parents' Meeting Agreement for 2025-26 Motion by Jennifer Klingler, second by Scott Jewitt. Final Resolution: Motion Carried Yes: Jennifer Klingler, Michael Francisco, Scott Jewitt, Annette Negrete McGinley, Kevin Devera 11. NEW BUSINESS Subject A. Murphy Elevator Project Change Order No. 002 (Vierck) Meeting Jul 7, 2025 - Regular Meeting Category 11. NEW BUSINESS Type Action Fiscal Impact Yes Dollar Amount $81,540.82 Budgeted Yes Budget Source District Funds Recommended Action Approve Change Order No. 002 related to the Murphy Elevator Project in the amount of $81,540.82, revising the total contract value with Complete Construction Resources Inc. from $1,115,000.00 to $1,196,540.82 Abstract Approval is requested for Change Order No. 002 to the contract with Complete Construction Resources Inc. for the New Elevator project at W.J. Murphy Elementary School. This Change Order reflects the costs associated with additional excavation and backfill required to address unforeseen soil conditions encountered during construction. Background During excavation activities for the new elevator installation, field observations conducted by ARCON Architects and SET on June 25, 2025, identified unsuitable soil conditions at the originally planned subgrade depth. In response, Complete Construction Resources Inc. was directed to: Excavate further to a depth of -20 feet to assess soil stability. Cease additional excavation after continued unsuitable conditions were observed to protect the structural integrity of adjacent areas. Install CA-7 stone backfill to approximately -10 feet to provide the necessary support for the elevator structure. These remedial measures were necessary to maintain project safety and ensure compliance with structural requirements. Request Administration requests formal Board action to approve Change Order No. 002, which increases the contract amount by $81,540.82 to compensate for the additional excavation and backfill work performed. Funding It is important to note that $110,000 was written into the contract for contingency, as a part of the initial contract cost of $1,115,000. The cost of this Change Order will be funded through the existing budget allocation for the W.J. Murphy Elevator Project. Recommendation It is recommended that the Board of Education approve Change Order No. 002 in the amount of $81,540.82, revising the total contract value with Complete Construction Resources Inc. from $1,115,000.00 to $1,196,540.82. File Attachments CCR Contract Change Order #1 Additional Earthwork and BAckfill.pdf (598 KB) Motion & Voting Approve Change Order No. 002 related to the Murphy Elevator Project in the amount of $81,540.82, revising the total contract value with Complete Construction Resources Inc. from $1,115,000.00 to $1,196,540.82 Motion by Jennifer Klingler, second by Scott Jewitt. Final Resolution: Motion Carried Yes: Jennifer Klingler, Michael Francisco, Scott Jewitt, Annette Negrete McGinley, Kevin Devera Subject B. First Reading Board Policy (Bennett) Meeting Jul 7, 2025 - Regular Meeting Category 11. NEW BUSINESS Type Discussion Abstract: The Board of Education is asked to conduct a first reading of proposed revisions to Board policies. These changes are informed by updates from IASB PRESS Issues 118 and 119. Policies are grouped into those with minimal revisions and those with more substantial updates or optional language additions. No action is required at this meeting beyond review and discussion. Background: These policy recommendations reflect legal and procedural updates issued by the Illinois Association of School Boards as part of PRESS Issues 118 and 119, and one district recommended manual revision. The review process focused on maintaining compliance, ensuring clarity, and incorporating updates tied to recent legislation, including the 2024 Title IX revisions. Minimal Revisions: The following policies contain only minor changes, such as updated footnotes, routine review recommendations, or grammatical adjustments: 1:10 – School District Legal Status 1:20 – District Organization, Operations, and Cooperative Agreements 1:30 – School District Philosophy 2:10 – School District Governance 2:110 – Qualifications, Term, and Duties of Board Officers 2:230 – Public Participation at Board of Education Meetings and Petitions to the Board 3:10 – Goals and Objectives 3:30 – Chain of Command 4:10 – Fiscal and Business Management 4:100 – Insurance Management 4:150 – Facility Management and Building Programs 4:160 – Environmental Quality of Buildings and Grounds 5:30 - Hiring Process and Criteria 5:60 - Expenses 5:80 - Court Duty 5:90 – Abused and Neglected Child Reporting 5:150 – Personnel Records 5:220 - Substitute Teachers 6:10 – Educational Philosophy and Objectives 6:65 – Student Social and Emotional Development 6:135 – Accelerated Placement Program 6:180 – Extended Instructional Programs 6:210 – Instructional Materials 6:230 – Library Media Program 6:240 – Field Trips 6:255 – Assemblies and Ceremonies 7:10 – Equal Educational Opportunities 7:20 – Harassment of Students Prohibited 7:30 – Student Assignment and Intra-District Transfer 7:50 – School Admissions and Student Transfers To and From Non-District Schools 7:180 – Prevention of and Response to Bullying, Intimidation, and Harassment 7:310 - Restrictions on Publications; Elementary Schools 7:315 - Restrictions on Publications; High Schools Substantial Revisions or Optional Recommendations: The following policies include more significant updates or offer optional language for Board consideration: 2:80 – Board Member Oath and Conduct Adds optional language reinforcing ethical standards and commitments in the Board oath. Board may include this optional sentence. "A board member who fails to abide by the oath of office or the Code may be subject to action by the Board, including, but not limited to, formal censure and/or referral to the Regional Superintendent for removal from office under Board policy 2:60, Board Member Removal from Office." 2:260 – Uniform Grievance Procedure Revised to align with legal precedent following the 2024 Title IX decision. 2:265 – Title IX Sexual Harassment Grievance Procedure Completely rewritten in response to federal changes regarding sex discrimination. 4:15 – Identity Protection Updated to enhance requirements around safeguarding personally identifiable information. 4:80 – Accounting and Audits Amended to address the retention and disposition of financial records. 5:10 – Equal Employment Opportunity and Minority Recruitment Updated to reflect revised nondiscrimination standards under new Title IX guidance. 5:20 – Workplace Harassment Prohibited Revised language consistent with federal case law related to harassment definitions. 5:100 – Staff Development Program Effective July 1, 2025, mandates training for staff working with students with disabilities. 6:150 – Home and Hospital Instruction Effective July 1, 2025, adds provisions for students requiring hospital-level instruction. 6:235 – Access to Electronic Networks Adds new, optional language related to student use of artificial intelligence tools. Administration recommends the addition of the proposed section content for Use of Artificial Intelligence (AI)-Enabled Tools 7:60 – Residence Clarifies acceptable documentation for student residency determination. 7:70 – Attendance and Truancy Adds new valid causes for absences and updates attendance standards. 7:190 – Student Behavior Expanded definitions and language to align with state discipline requirements. 7:200 – Suspension Procedures Revised to clarify procedures and requirements for parental notification. 7:210 – Expulsion Procedures Clarifies due process and recordkeeping requirements. 7:250 – Student Support Services Effective July 1, 2025, mandates services for students 12 years or older requesting support. 7:255 – Students Who Are Parents, Expectant Parents, or Victims of Domestic or Sexual Violence New policy requiring equitable access and support; effective July 1, 2025. 7:270 – Administering Medicines to Students Clarifies rules for self-carry and parent authorization for student medications. 7:340 – Student Records Effective July 1, 2025, restricts release of mental health records without consent. Additionally, district administration recommends a revision to the following board policy. This is a manual change, not one that was suggested through PRESS. 8:90 – Parent Organizations and Booster Clubs Clarifies expectations and best practices for parent and booster group activities. Recommendation: The Board of Education should review and discuss the proposed policies. Feedback regarding optional inclusions or areas needing further clarification will be used to prepare final recommendations for second reading and approval at a subsequent Board meeting. File Attachments MEMO_I118_04_2025.pdf (638 KB) MEMO_I119_06_2025.pdf (497 KB) Round Lake CUSD 116 - Drafts - 6_23_2025.pdf (855 KB) Policy-890 Rev 6.2025.pdf (32 KB) Subject C. FY26 Resolution Regarding the Designation of Depositories and Signatories (Ambs-Soule) Meeting Jul 7, 2025 - Regular Meeting Category 11. NEW BUSINESS Type Action Preferred Date Jul 07, 2025 Absolute Date Jul 30, 2025 Fiscal Impact No Budgeted Yes Budget Source N/A Recommended Action Motion to adopt the Resolution Regarding the Designation of Depositories and Signatories for the Fiscal Year 2025-2026 as presented and authorize Administration to execute all associated, necessary documents. Abstract - Board of Education Policy 4:30, Revenue and Investments, requires the Chief Investment Officer to establish a list of authorized depositories, investment managers, dealers, and brokers based on creditworthiness, reputation, minimum capital requirements, qualifications under State law, and a demonstrated history of public fund transactions. This list must be reviewed and approved by the Board annually. Illinois School Code 105 ILCS 5/8-7 requires that school boards designate one or more financial institutions, situated in the State of Illinois, to serve as depositories for district funds under the custody of the School Treasurer. https://www.boardpolicyonline.com/?b=round_lake_cusd_116&s=776520 https://www.ilga.gov/legislation/ilcs/documents/010500050K8-7.htm Background - Each year, the Board of Education must formally designate financial institutions authorized to hold District funds and identify those individuals who may sign on behalf of the District for all financial transactions. These designations ensure compliance with State statute, Board policy, and industry best practices related to public fund management, and allow for the secure investment and disbursement of funds. Request - Administration seeks Board approval of the attached Resolution to designate authorized depositories and account signatories for the 2025-2026 fiscal year, consistent with Illinois law and Board Policy 4:30. The resolution names the financial institutions currently utilized by the District and formally authorizes the Chief Financial Officer (School Treasurer) and Superintendent to act as signatories. Rationale - The annual designation of depositories and signatories ensures: Legal compliance with Illinois School Code and Board Policy Continued access to critical financial services and investment vehicles Protection of district funds through verified and approved custodial institutions Proper authority for the disbursement and transfer of public funds Considerations - All named depositories have a demonstrated record of working with public entities and meet necessary regulatory and capital requirements. The resolution includes language to indemnify the School Treasurer and her sureties from liability in the event of a depository failure. Copies of required bank statements and compliance documentation will be obtained as stipulated. Connection to Strategic Plan - Theme E: Securing the Future Potential Cost Breakdown & Funding Source - There are no direct costs associated with this resolution. Financial services and investment-related fees are embedded within the District’s operational budget and reviewed as part of annual financial planning. Recommendation - Having presented and obtained support from the Finance Committee at the June 16, 2025 Finance Committee Meeting, Administration is now seeking that the Board of Education adopt the Resolution Regarding the Designation of Depositories and Signatories for the Fiscal Year 2025-2026 as presented and authorize Administration to execute all associated, necessary documents. File Attachments 2025 0707 FY26 Resolution for Depositories and Signatories.pdf (118 KB) Motion & Voting Motion to adopt the Resolution Regarding the Designation of Depositories and Signatories for the Fiscal Year 2025-2026 as presented and authorize Administration to execute all associated, necessary documents. Motion by Kevin Devera, second by Scott Jewitt. Final Resolution: Motion Carried Yes: Michael Francisco, Scott Jewitt, Annette Negrete McGinley, Kevin Devera Abstain: Jennifer Klingler Subject D. FY25 GASB 87 & GASB 96 Fund Balance Transfer (Ambs-Soule) Meeting Jul 7, 2025 - Regular Meeting Category 11. NEW BUSINESS Type Action Preferred Date Jul 07, 2025 Absolute Date Jul 30, 2025 Fiscal Impact Yes Dollar Amount $2,802,221.07 Budgeted Yes Budget Source FY25 Fund Balance Recommended Action Motion to adopt the Resolution Authorizing Fund Balance Transfer Pledged for the Payment of Principal on GASB 87 Leases and GASB 96 SBITAs, transferring $2,802,221.07 from Fund 10 to Fund 30 as presented and authorize Administration to execute all associated, necessary documents. Abstract - Administration is seeking approval from the Board of Education for a fund balance transfer from the Educational Fund (Fund 10) to the Debt Service Fund (Fund 30) to cover the principal and interest portions of lease and subscription obligations recognized under GASB 87 and GASB 96. This action aligns with state accounting guidance and supports accurate financial reporting for capital lease and subscription liabilities. Background - Governmental Accounting Standards Board (GASB) Statements No. 87 and No. 96 require school districts to recognize lease agreements and subscription-based information technology arrangements (SBITAs), respectively, as long-term liabilities with associated principal and interest payments. GASB 87 applies to lease agreements for the right to use capital assets. GASB 96 applies to SBITAs, such as software subscriptions and cloud-based service contracts that meet capitalization criteria. Although these obligations have historically been budgeted and paid from operating funds such as the Educational Fund, ISBE accounting guidance requires that principal payments be reported in the Debt Service Fund (Fund 30). This necessitates a permanent fund balance transfer to align with correct fund classification. Request - Administration requests approval to transfer $2,802,221.07 from the Educational Fund (Fund 10) to the Debt Service Fund (Fund 30). This transfer represents the principal and interest portions of lease and subscription-based IT payment obligations incurred under GASB 87 and GASB 96. Rationale - This fund transfer aligns with state accounting standards and allows the District to comply with GASB 87 and GASB 96 reporting requirements by appropriately classifying lease and SBITA payments in the Debt Service Fund. Additionally, this fund transfer supports transparent and accurate financial reporting while alligning with ISBE’s Uniform Financial Accounting Requirements and recommended account coding. Considerations - • This transfer is a reclassification of existing budgeted expenditures and does not increase total expenditures. • No additional tax levy is required. • Board approval is required for permanent fund balance transfers. • A resolution is attached to formalize this action and will be included in the District’s audit file. Potential Cost Breakdown & Funding Source - Lease Amount Funding Source 2025 Apple Lease $ 1,604,600.30 Educational Fund → Debt Service Fund (via transfer) 2023 Apple Lease $ 654,520.50 Educational Fund → Debt Service Fund (via transfer) 2021 Apple Lease $ 214,814.98 Educational Fund → Debt Service Fund (via transfer) 2023 Finalsite Lease $ 199,464.00 Educational Fund → Debt Service Fund (via transfer) 2024 Welcome Center Lease $ 128,821.29 Educational Fund → Debt Service Fund (via transfer) $ 2,802,221.07 Connection to Strategic Plan - Theme E: Securing the Future Recommendation - Having presented and obtained support from the Finance Committee at the June 16, 2025 Finance Committee Meeting, Administration is now seeking that the Board of Education adopt the Resolution Authorizing Fund Balance Transfer Pledged for the Payment of Principal on GASB 87 Leases and GASB 96 SBITAs, transferring $2,802,221.07 from Fund 10 to Fund 30 as presented and authorize Administration to execute all associated, necessary documents. File Attachments 2025 0707 FY25 Resolution Authorizing Fund Balance Transfer to Fund 30 for GASB 87 and GASB 96.pdf (115 KB) Motion & Voting Motion to adopt the Resolution Authorizing Fund Balance Transfer Pledged for the Payment of Principal on GASB 87 Leases and GASB 96 SBITAs, transferring $2,802,221.07 from Fund 10 to Fund 30 as presented and authorize Administration to execute all associated, necessary documents. Motion by Jennifer Klingler, second by Scott Jewitt. Final Resolution: Motion Carried Yes: Jennifer Klingler, Michael Francisco, Scott Jewitt, Annette Negrete McGinley, Kevin Devera Subject E. FY25 Resolution Authorizing Fund Balance Transfer from Fund 10 to Fund 20 And FY25 Resolution Authorizing Fund Balance Transfer from Fund 20 to Fund 60 (Ambs-Soule) Meeting Jul 7, 2025 - Regular Meeting Category 11. NEW BUSINESS Type Action Preferred Date Jul 07, 2025 Absolute Date Jul 30, 2025 Fiscal Impact Yes Dollar Amount $4,831,000.00 Budgeted Yes Budget Source FY25 Fund Balance Recommended Action Two Motions: -Motion to adopt the Resolution Authorizing Fund Balance Transfer, transferring $4,831,000 from Fund 10 to Fund 20, as presented and authorize Administration to execute all associated, necessary documents. -Motion to adopt the Resolution Authorizing Fund Balance Transfer, transferring $4,831,000 from Fund 20 Fund 60, as presented and authorize Administration to execute all associated, necessary documents. Abstract - Administration is seeking Board approval for a one-time fund balance transfer of $4,831,000 from the Education Fund (Fund 10) to the Operations & Maintenance Fund (Fund 20), followed by a transfer of $4,831,000 from Fund 20 to the Site & Construction Fund (Fund 60), to support upcoming capital projects that are beyond the routine scope of Operations & Maintenance but do not qualify for bond financing. Background - The District has identified capital needs aligned with strategic facility improvements that are not bond-eligible and must be funded locally. To support these one-time expenditures, a transfer of available fund balance from the Education Fund is proposed. Given that school code restricts direct transfers into the Site & Construction Fund from Fund 10, the transfer must flow through Fund 20 in compliance with legal requirements. Request - The administration requests Board approval of two fund balance transfer resolutions: Transfer of $4,831,000 from Fund 10 to Fund 20. Transfer of $4,831,000 from Fund 20 to Fund 60. These transfers are not tied to specific vendor contracts at this time but will enable the District to proceed with capital improvement bids and procurement aligned with Board-approved priorities. Rationale - The proposed transfers are authorized under 105 ILCS 5/17-2A and 105 ILCS 5/20-5, which govern interfund transfers and appropriate uses of the Site & Construction Fund. Additionally, the District's Board Policy 4:10 – Fiscal and Business Management grants the Board the authority to act on all interfund transfers as part of its financial oversight responsibilities. The transfers will be documented in accordance with Illinois State Board of Education (ISBE) requirements. Considerations - These are one-time transfers and not part of a recurring strategy. The use of Fund 60 for capital projects ensures transparency and appropriate tracking of capital expenditures. Connection to Strategic Plan - Theme E: Securing the Future Potential Cost Breakdown & Funding Source - Total Transfer Amount: $4,831,000 Initial Source: Fund 10 (Education Fund) Final Destination: Fund 60 (Site & Construction Fund) Funding Use: Capital projects as outlined in the Facilities Master Plan or previously discussed with the Board Recommendation - Having presented and obtained support from the Finance Committee at the June 16, 2025 Finance Committee Meeting, Administration is now seeking that the Board of Education adopt the Resolution Authorizing Fund Balance Transfer, transferring $4,831,000 from Fund 10 to Fund 20, followed by the Resolution Authorizing Fund Balance Transfer, transferring $4,831,000 from Fund 20 Fund 60, as presented and authorize Administration to execute all associated, necessary documents. File Attachments 2025 0707 FY25 Resolution Authorizing Fund Balance Transfer to Fund 20.pdf (99 KB) 2025 0707 FY25 Resolution Authorizing Fund Balance Transfer to Fund 60.pdf (101 KB) Motion & Voting Motion to adopt the Resolution Authorizing Fund Balance Transfer, transferring $4,831,000 from Fund 10 to Fund 20, as presented and authorize Administration to execute all associated, necessary documents. Motion by Scott Jewitt, second by Jennifer Klingler. Final Resolution: Motion Carried Yes: Jennifer Klingler, Michael Francisco, Scott Jewitt, Annette Negrete McGinley, Kevin Devera Motion to adopt the Resolution Authorizing Fund Balance Transfer, transferring $4,831,000 from Fund 20 Fund 60, as presented and authorize Administration to execute all associated, necessary documents. Motion by Scott Jewitt, second by Kevin Devera. Final Resolution: Motion Carried Yes: Jennifer Klingler, Michael Francisco, Scott Jewitt, Annette Negrete McGinley, Kevin Devera Subject F. FY25 Resolution Authorizing Interest Transfers to Fund 60 (Ambs-Soule) Meeting Jul 7, 2025 - Regular Meeting Category 11. NEW BUSINESS Type Action Preferred Date Jul 07, 2025 Absolute Date Jul 30, 2025 Fiscal Impact Yes Dollar Amount $2,525,000.00 Budgeted Yes Budget Source Interest Income Recommended Action Motion to adopt the Resolution Authorizing Interest Transfers to Fund 60 authorizing the Chief Financial Officer to transfer interest income from eligible funds into the Site & Construction Fund up to the specified maximum amounts as presented and authorize Administration to execute all associated, necessary documents. Abstract - In accordance with Illinois Administrative Code and Board Policy 4:30 – Revenue and Investments, the District may transfer interest earnings from certain funds into the Site & Construction Fund to support long-term capital improvement initiatives. Interest income transfers do not require a public hearing but must be authorized by Board resolution. Background - Interest income accumulates in various district funds throughout the fiscal year. The Illinois Administrative Code (23 Ill. Adm. Code 100.50(d)) allows interest earned in any fund to be transferred to the fund most in need, provided such transfers are approved by Board resolution. The Site & Construction Fund is the primary fund used to finance capital improvements, building renovations, and infrastructure upgrades. Transferring interest earnings into this fund supports district goals and ensures efficient resource alignment. Request - Authorize the Chief Financial Officer to transfer interest income earned in legally eligible district funds into the Site & Construction Fund (Fund 60), as necessary, based on year-end surpluses, cash flow, and fund balance considerations. The resolution will establish maximum allowable transfer amounts per fund, with actual transfer amounts finalized prior to fiscal year close. YTD As Of 05/31/25 Maximum Transfer Educational $ 921,040 $ 1,100,000 Operations & Maintenance $ 254,123 $ 300,000 Transportation $ 452,777 $ 500,000 Working Cash $ 41,693 $ 75,000 Totals $ 2,040,930 $ 2,525,000 Rationale - This flexible approach provides the CFO with authority to evaluate year-end fund balances and operational needs prior to executing transfers. This ensures fiscal responsibility while maximizing support for capital projects. Considerations - Transfers will not exceed the maximum limits authorized in the resolution. No transfers will occur from restricted or grant-funded accounts. Actual amounts transferred will be reported as part of the annual financial audit. Connection to Strategic Plan - Theme E: Securing the Future Potential Cost Breakdown & Funding Source - There is no additional cost associated with this transfer. Funds remain within the district’s overall financial system and are reallocated to support capital needs. Recommendation - Having presented and obtained support from the Finance Committee at the June 16, 2025 Finance Committee Meeting, Administration is now seeking that the Board of Education adopt the Resolution Authorizing Interest Transfers to Fund 60 authorizing the Chief Financial Officer to transfer interest income from eligible funds into the Site & Construction Fund up to the specified maximum amounts as presented and authorize Administration to execute all associated, necessary documents. File Attachments 2025 0707 FY25 Resolution Authorizing Interest Transfer to Fund 60.pdf (100 KB) Motion & Voting Motion to adopt the Resolution Authorizing Interest Transfers to Fund 60 authorizing the Chief Financial Officer to transfer interest income from eligible funds into the Site & Construction Fund up to the specified maximum amounts as presented and authorize Administration to execute all associated, necessary documents. Motion by Jennifer Klingler, second by Kevin Devera. Final Resolution: Motion Carried Yes: Jennifer Klingler, Michael Francisco, Scott Jewitt, Annette Negrete McGinley, Kevin Devera Subject G. FY25 Investment Report (Ambs-Soule) Meeting Jul 7, 2025 - Regular Meeting Category 11. NEW BUSINESS Type Discussion Abstract - This report provides an update on FY25 interest income trends and offers strategic recommendations for the future treatment of interest earnings in the District’s financial planning. Background - Interest income has played a critical role in the District’s budget stability over the past two years. FY25 has 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 a full percentage point since the beginning of FY25. This trend is expected to continue, introducing the risk of decreased revenue from investment accounts. For example, the total year-to-date interest income for FY25 from the SBOTL MaxSafe account alone is approximately $1,756,474, compared to only $126,287 in total interest income across all accounts in FY22. These drastic fluctuations underscore the need for a strategic shift in how interest earnings are used. While they have recently helped offset general fund expenditures and supported a balanced budget, this approach is not sustainable in a lower-rate environment. Considerations - Moving forward, it is recommended that interest income not be relied upon to fund operating expenditures. Instead, the District should treat investment returns as a reserve mechanism, earmarking interest income for capital project savings. This would allow the District to: Avoid program cuts in the event of declining rates; Be proactive rather than reactive in financial planning; Use interest income strategically for long-term capital needs instead of short-term operating gaps; and Align investments with the District’s strategic plan strategy to maintain a balanced budget and build reserves while planning responsibly for future capital expenditures. Connection to Strategic Plan - Theme E: Securing the Future Potential Cost Breakdown & Funding Source - No cost is associated with this change in strategy. It is a reallocation of how future interest income is applied within the overall financial plan. Recommendation - Having presented and obtained support from the Finance Committee at the June 16, 2025 Finance Committee Meeting, Administration is now seeking that the Board of Education support a phased transition in financial planning practice, where interest income is no longer considered a stabilizing source for the operating budget. Instead, interest earnings should be allocated to a reserve for future capital project needs, allowing the District to respond to economic changes without jeopardizing instructional or support programs. This item is presented for informational purposes only. No Board action is requested at this time. File Attachments FY25 Investment Report.pdf (186 KB) Subject H. FY25 3 Year Registration Fee Report (Ambs-Soule) Meeting Jul 7, 2025 - Regular Meeting Category 11. NEW BUSINESS Type Discussion Abstract - This report summarizes student fee assessments, waivers, collections, and outstanding balances for Fiscal Years 2022-2023, 2023-2024, and 2024-2025. The data reflects districtwide registration, course, technology, athletic, and other optional school fees. The purpose is to provide visibility into year-over-year trends and the financial impact of student fee collection and waivers. Background - Round Lake Area Schools assesses student fees annually to support instructional materials, technology devices, extracurricular activities, and other services. Fee waivers are available for qualifying families under ISBE guidelines. The district has consistently monitored collection patterns and waiver volumes to maintain equity and fiscal responsibility. With the transition to Skyward, collection data is now more transparent and efficiently tracked. Request - This item is presented for informational purposes only. No Board action is requested at this time. Rationale - Monitoring student fee trends allows the District to evaluate the effectiveness of communication strategies, equity in waiver distribution, and the financial impact of outstanding balances. The data also informs future adjustments to fee structures and supports fiscal planning for education-related expenses. Considerations - Key data points from the three-year summary include: Total Fees by Fiscal Year Fiscal Year Assessed Waived Collected Outstanding 2022-2023 $1,268,105 $528,401 $529,495 $210,210 2023-2024 $1,240,252 $790,293 $311,198 $138,761 2024-2025 $1,278,450 $768,809 $291,276 $218,365 The assessed fee total remained relatively consistent year to year. The percentage of waived fees increased significantly in FY23 and FY24, reducing the net collectible revenue. Collections peaked in FY23 before dipping slightly in FY24, due in part to timing and waiver expansion. Outstanding balances remain steady, emphasizing the need for improved collection supports and early outreach. The Technology Fee ($50) remains the single largest assessed fee across all grade levels, with High School fees consistently forming the largest portion of assessed and collected totals. Connection to Strategic Plan - Theme E: Securing the Future Potential Cost Breakdown & Funding Source - Student fees collected are deposited into the Education Fund (Fund 10) and offset operational costs tied to instructional materials, technology services, extracurriculars, and student programming. The cost of waived fees—totaling over $750,000+ in each of the last two fiscal years—represents foregone revenue that would otherwise support these expenditures. Recommendation - Having presented this at the Finance Committee at the June 16, 2025 Finance Committee Meeting, this item is presented for informational purposes only. No Board action is requested at this time. File Attachments 3 Year Registration Fee Report.pdf (330 KB) Subject I. FY26 Physical Education Uniform Bid Award (Ambs-Soule) Meeting Jul 7, 2025 - Regular Meeting Category 11. NEW BUSINESS Type Action Preferred Date Jul 07, 2025 Absolute Date Jul 07, 2025 Fiscal Impact No Budgeted Yes Budget Source Registration Fees Recommended Action Motion to approve the award of the FY26 Physical Education Uniform Bid to Will Enterprises in the amount of $22,282.20. Abstract - This report recommends the approval of a vendor contract for the procurement of Physical Education (PE) uniforms for the 2025–2026 school year (FY26), following the district’s formal bidding process. In accordance with the Illinois School Code (105 ILCS 5/10-20.21) and Board Policy 4:60 – Purchases and Contracts, all purchases exceeding the state-mandated threshold require a competitive bidding process and board approval. The selected vendor was determined to be the lowest responsive and responsible bidder through a transparent and compliant procurement process aligned with these legal and policy requirements. Background - The district provides PE uniforms to students participating in physical education courses to promote consistency, comfort, and safety. To maintain competitive pricing and ensure quality standards, the district issued an annual Invitation for Bid (IFB) for PE uniform procurement. The current vendor agreement expires at the conclusion of FY25. The IFB for FY26 was issued on June 13, 2025, and proposals were due by Thursday, June 26, 2025. A total of three (3) vendors submitted complete proposals. Request - Administration requests Board approval to award the FY26 Physical Education Uniform Bid to Will Enterprises in the amount of $22,282.20 for the supply and distribution of PE uniforms to students districtwide during the 2025–2026 academic year, with supplemental mid-year purchases (if necessary) at the bid per unit cost. Rationale - After evaluating all submitted proposals based on price, product quality, delivery capability, customer service, and adherence to bid specifications, Will Enterprises was identified as the lowest responsive and responsible bidder. The vendor’s submission met all material requirements, provided competitive pricing, and demonstrated the ability to fulfill the delivery within required timelines. The selection committee, which included representatives from purchasing, PE staff, and administration, unanimously recommended this vendor. Considerations - Compliance with material specifications and sizing inclusivity Cost-efficiency and scalability of pricing structure Ability to fulfill delivery within required timelines Connection to Strategic Plan - Theme E: Securing the Future Potential Cost Breakdown & Funding Source - Estimated per-student cost: $8.50 Estimated total cost (based on projected enrollment): $22,282.20 Funding source: Student PE Unfiform Fees Physical Education Department Budget Note: Final quantities will be based on confirmed fall enrollment and sizing data collected at the school level. Recommendation - It is recommended that the Board approve the award of the FY26 Physical Education Uniform Bid to Will Enterprises in the amount of $22,282.20, as the lowest responsive and responsible bidder. This contract will begin July 1, 2025, and remain in effect through June 30, 2026, with the option to renew for subsequent years, pending vendor performance and Board approval. File Attachments Motion & Voting Motion to approve the award of the FY26 Physical Education Uniform Bid to Will Enterprises in the amount of $22,282.20. Motion by Scott Jewitt, second by Jennifer Klingler. Final Resolution: Motion Carried Yes: Jennifer Klingler, Michael Francisco, Scott Jewitt, Annette Negrete McGinley, Kevin Devera Subject J. FY26 Physical Education Uniform Fee Revision (Ambs-Soule) Meeting Jul 7, 2025 - Regular Meeting Category 11. NEW BUSINESS Type Action Preferred Date Jul 07, 2025 Absolute Date Jul 07, 2025 Fiscal Impact No Budgeted Yes Budget Source FY26 PE Uniform Fees Recommended Action Motion to approve the revised FY26 PE uniform student fee of $8.50 per set, broken down as $4.00 per shirt and $4.50 per pair of shorts. Abstract - This report recommends revising the student fees for Physical Education (PE) uniforms for the 2025–2026 school year (FY26), based on the results of the district’s competitive bid process. The currently approved fee of $18.00 per uniform set ($9 per shirt and $9 per pair of shorts) is proposed to be reduced to $8.50 ($4.00 per shirt and $4.50 per pair of shorts). This reduction reflects the lower pricing secured through formal bidding and represents a direct cost savings for families. Background - To ensure consistency, equity, and safety during participation in PE classes, the District provides standardized PE uniforms to students. The District conducted an annual Invitation for Bid (IFB) process to secure pricing and ensure vendor compliance with quality and delivery standards. The current vendor agreement expires at the end of FY25, and a new competitive bidding process was initiated for FY26. The selected vendor submitted the lowest responsive and responsible bid, reducing per-unit costs significantly. Request - Administration requests Board approval to revise the student PE uniform fees for FY26 from $18.00 per set to $8.50 per set, reflecting the newly secured bid pricing. Rationale - The revised fee is aligned with the actual cost to the District based on the FY26 bid results. Reducing the fee ensures transparency and fairness, passing along the full cost savings to our families. This change supports the District’s commitment to equity and financial stewardship. Considerations - The revised fee structure will go into effect for the FY26 school year. Existing inventory will be sold at the lower price to ensure consistency. Communications to families will be updated accordingly to reflect the new pricing. Connection to Strategic Plan - Theme E: Securing the Future Potential Cost Breakdown & Funding Source - There is no direct cost to the District, as PE uniform fees are collected from families and directly offset the procurement expense. No additional funding source is required. Recommendation - It is recommended that the Board approve the revised FY26 PE uniform student fee of $8.50 per set, broken down as $4.00 per shirt and $4.50 per pair of shorts. File Attachments Motion & Voting Motion to approve the revised FY26 PE uniform student fee of $8.50 per set, broken down as $4.00 per shirt and $4.50 per pair of shorts. Motion by Scott Jewitt, second by Kevin Devera. Final Resolution: Motion Carried Yes: Jennifer Klingler, Michael Francisco, Scott Jewitt, Annette Negrete McGinley, Kevin Devera Subject K. Staffing and Position Control Changes for 2025-2026 (Schuth) Meeting Jul 7, 2025 - Regular Meeting Category 11. NEW BUSINESS Type Action, Discussion Budget Source District Funds Recommended Action Motion to approve the Staffing and Position Changes for the 2025-2026 school year. Abstract This Staffing and Position Control Changes is a request for the Board of Education to approve the following personnel additions based on FY25-26 enrollment, budget assumption and course requests. Background As part of the annual staffing process, the administration has reviewed our current levels of staffing in each area and have determined additional needs to adequately staff classrooms, operations and extra-curricular activities. The Early Education Center experienced enough growth to warrant an additional special education section. Conversely, the instructional special education position at Indian Hill lost 3 students allowing us to combine 3rd and 4th grade instructional students. This provided a net zero effect for the teacher needed. In shuttering this section, we were able to take one FTE and move it over to the Early Education Center. Request This modifies the personnel inventory in order to adequately staff positions that will be central to supporting student, staff and community safety and learning. Rationale This will support the administration in aligning positions across the district to ensure our ability to cover educational and operational needs fluently. Considerations Cost increase (see chart below) Connection to Strategic Plan Theme F: Securing the Future Potential Cost Breakdown & Funding Source Cost increase (see chart below) Recommendation Administration respectfully requests the Board of Education to approve the following personnel recommendation. NEW POSITIONS FTE Position Title Location Funding Sources CERTIFIED 1.0 Instructional Special Education EEC District $82,498.00 1.0 $82,498.00 NON-CERTIFIED 1.0 Teaching Assistant-Instructional EEC District $56,339.30 1.0 $56,339.30 1.0 TOTAL NEW POSITIONS $138,837.30 OFFSET COSTS FOR NEW POSITIONS FTE Position Title Location Funding Sources CERTIFIED (1.0) Instructional-3rd Grade Indian Hill District ($82,498.00) (1.0) ($82,498.00) NON-CERTIFIED (1.0) Teaching Assistant-Instructional-3rd Grade Indian Hill District ($56,339.30) (1.0) ($56,339.30) TOTAL CLOSED POSITIONS ($138,837.30) TOTAL DISTRICT FUNDS ($0) File Attachments Motion & Voting Motion to approve the Staffing and Position Changes for the 2025-2026 school year. Motion by Jennifer Klingler, second by Kevin Devera. Final Resolution: Motion Carried Yes: Jennifer Klingler, Michael Francisco, Scott Jewitt, Annette Negrete McGinley, Kevin Devera Subject L. Approval of the Confidential Employee Contract for 2025-2026 (Schuth) Meeting Jul 7, 2025 - Regular Meeting Category 11. NEW BUSINESS Type Action Fiscal Impact Yes Budgeted Yes Budget Source District Funds Recommended Action Motion to Approve the Confidential Employee Contract for 2025-2026 File Attachments Confidential Employee Contract 2025-26.pdf (35 KB) Motion & Voting Motion to Approve the Confidential Employee Contract for 2025-2026 Motion by Kevin Devera, second by Jennifer Klingler. Final Resolution: Motion Carried Yes: Jennifer Klingler, Michael Francisco, Scott Jewitt, Annette Negrete McGinley, Kevin Devera 12. POSITIVE OCCURRENCES Subject A. Positive Occurrences Meeting Jul 7, 2025 - Regular Meeting Category 12. POSITIVE OCCURRENCES Type Information File Attachments 13. FUTURE AGENDA ITEMS Subject A. Future Agenda Items Meeting Jul 7, 2025 - Regular Meeting Category 13. FUTURE AGENDA ITEMS Type Information File Attachments 14. ADJOURNMENT Subject A. Adjourn the meeting Meeting Jul 7, 2025 - Regular Meeting Category 14. ADJOURNMENT Type Procedural The meeting was adjourned at _______ p.m. File Attachments