Champaign Community Unit School District 4 Board of Education met July 8.
Here is the minutes provided by the board:
Board President Amy Armstrong called the Regular Meeting of the Board to order at 5:30 p.m.
Board Members Present
Amy Armstrong, Gianina Baker, Bruce Brown, Chris Kloeppel, Kathy Shannon, Elizabeth Sotiropoulos, Heather Vazquez
Staff Members Present
Superintendent Susan Zola, Deputy Superintendent Laura Taylor, Assistant Superintendent Angela Ward, Executive Director of Human Resources Ken Kleber
Approval of Agenda
Member Kloeppel moved, with a second by Member Shannon to approve the agenda as presented. The motion carried on voice vote. Ayes 7. Nays 0.
Executive Session
Member Shannon moved, with a second by Member Sotiropoulos, to adjourn into Closed Session in accordance with the Illinois Open Meetings Act (5 ILCS 120/2c) to consider Personnel 120/2(c)(1) and Negotiations 120/2(c)(2). The motion carried on roll call. Ayes 7. Nays 0.
The Board convened into Closed Session at 5:32 p.m.
Open Session
The Board convened into Open Session at 6:04 p.m.
Guests
Representatives from CFT, local media and other interested persons
Public Comment
Rick Atterberry – Had comments regarding construction items on Consent Agenda
Jennifer Enoch – Concerns with Stratton’s gifted program
Mike Ingram – Concerns with gifted program access
LeeAnn Kelly – Talked about gifted/talented and equity for all students
Nicole McClain –Spoke regarding a recent News Gazette Article
Minnie Pearson – Parent concerns regarding equity issues and Stratton’s gifted program
Ann Quackenbush - Concerns with equal access to gifted Education
Action Agenda: New Business
Administrative Appointment – Director of Special Education: Ken Kleber
Member Kloeppel moved, with a second by Member Armstrong to approve the Administrative Appointment – Director of Special Education. The motion carried on roll call. Ayes 7. Nays 0.
With the resignation of Dr. Elizabeth DeGruy, the vacancy of Director of Special Education was announced. The position was advertised on the District’s website and other recruiting websites.
Three (3) candidates were interviewed by a team of District administration, licensed staff, and support staff. One (1) candidate returned for a Level II interview. Mr. Andrew O’Neil was selected as the most outstanding candidate.
Mr. O’Neil currently serves Unit 4 Schools as a Special Education Administrator, a position he has held since July 2015. Mr. O’Neil previously served Unit 4 as a Special Education Teacher and Content Area Chair at Edison Middle School and a Special Education Teacher at Robeson Elementary. Other service in the Special Education field includes work with Rural Champaign County Special Education Cooperative as a Special Education Teacher, an Itinerant Special Education Teacher with Eastern Illinois Area of Special Education, a Special Education Teacher with Shiloh School District, and an Inclusion Facilitator with Urbana Schools.
Mr. O’Neil holds a Bachelor of Science in Psychology (1989), a Master of Special Education (1995), and a Master of Education Organization and Leadership (2014), all from the University of Illinois at Urbana-Champaign.
The recommended salary for Mr. O’Neil is $121,394, plus all appropriate Board-approved administrator benefits. The effective date of employment is July 1, 2019. This is a 260 days/year administrative position. Annual evaluation will be completed by the appropriate supervising administrator.
District administration recommended the appointment of Mr. Andrew O’Neil as Director of Special Education effective July 1, 2019 at the above-listed salary and appropriate fringe benefits.
Administrative Appointment – Director of K-8 Teaching & Learning: Ken Kleber
Member Shannon moved, with a second by Member Sotiropoulos to approve the Administrative Appointment – Director of K-8 Teaching & Learning. The motion carried on roll call. Ayes 7. Nays 0.
The vacancy of Director of K-8 Teaching and Learning was announced on May 24, 2019 following the appointment of Mr. Jaime Roundtree as Principal at Booker T. Washington STEM Academy. The position was advertised on the District’s website and other recruiting websites. Seven candidates were interviewed by a team of District staff. Two candidates returned for Level II interviews. Ms. Jonnell Baskett was selected as the most outstanding candidate.
Ms. Baskett began her career in 1994 as a teacher with Springfield Public Schools. After 10 years in this role, she accepted the position of School Improvement Coach. As a Coach, her primary focus was to work with school principals and staff members to improve instruction and student achievement. After two years in this position, she accepted an administrative position as District Coordinator, where she supervised and oversaw a variety of district programs and initiatives. Ms. Baskett then served Springfield as an Elementary School Principal (2008-2012) and a High School Academic Assistant Principal (2012-2016). Ms. Baskett currently serves Springfield as a District Administrator and is responsible for coordinating gifted education programing, including universal testing, data analysis, and identification of gifted students. She also oversees the district’s AVID program and International Baccalaureate Program.
Ms. Baskett holds a Bachelor of Arts in Psychology with Teacher Education Program Certification from the University of Illinois-Springfield (1992), and a Master of Science in Educational Administration from Illinois State University (2004). She has earned Superintendent Certification, also from Illinois State University (2017) and is currently completing her Doctoral Degree in Educational Administration and Foundations on the ISU campus.
The recommended salary for Ms. Baskett is $112,800, prorated from July 1, 2019, plus all appropriate Board-approved administrator benefits. The effective date of employment is July 17, 2019. This is a 260 days/year administrative position. Annual evaluation will be completed by the appropriate supervising administrator.
District administration recommended the appointment of Ms. Jonnell Baskett as Director of K-8 Teaching and Learning effective July 17, 2019 at the above-listed salary and appropriate fringe benefits.
Administrative Appointment – Principal Bottenfield Elementary: Ken Kleber
Member Shannon moved, with a second by Member Brown to approve the Administrative Appointment – Principal Bottenfield Elementary. The motion carried on roll call. Ayes 7. Nays 0.
The position of Principal at Bottenfield Elementary was recently posted due to the sudden resignation of Chris Gilbert. It was advertised on the District website as well as other recruiting websites. A team of District representatives, including Bottenfield administration, licensed staff, support staff, and parents interviewed four candidates for the position. Mr. Jason Pope was selected as the most outstanding candidate.
Mr. Pope is currently serving as Principal at High Road School in Bloomington, Illinois, a position he has held for the past year. Prior to that, he served Unit 4 as an Assistant Principal at Robeson Elementary for four years. From 2010-2014, he was the Principal of Oak Grove Elementary School in Decatur, IL. Prior to becoming an administrator, Mr. Pope was a Music Instructor with Excelsior Springs School District in Missouri and with The Diocese of Kansas City-Saint Joseph in Kansas City, MO. He has also served as an Instructor with Kansas City Kansas Community College and Kent State University.
Mr. Pope’s educational background includes a Bachelor of Music in Commercial Performance with a double major in Philosophy from Millikin University in 1997 and a Master of Arts in Music Performance from George Mason University in Virginia in 1999. He earned his teaching certificate in Instrumental and Vocal Music from Central Missouri State University in 2005 and his Master of Education in Educational Administration from Park University in Missouri in 2007. He is currently working toward a PhD at the University of Illinois, Urbana-Champaign with an emphasis on Equity and Diversity in Education.
Mr. Pope will begin employment during the month of July 2019; the exact start date will be determined soon.
The recommended salary for Mr. Pope is $95,349, prorated from July 1, 2019, plus all appropriate Board-approved administrator benefits. This is 260 days/year position. Annual evaluation will be completed by the appropriate supervising administrator.
District administration recommended the appointment of Mr. Jason Pope as Principal of Bottenfield Elementary at an exact date to be determined with Human Resources at the above listed salary and appropriate fringe benefits
Administrative Appointment – Assistant Principal Westview Elementary: Ken Kleber
Member Shannon moved, with a second by Member Sotiropoulos to approve the Administrative Appointment – Assistant Principal Westview Elementary. The motion carried on roll call. Ayes 7. Nays 0.
With the resignation of Will Aldridge, the vacancy of Assistant Principal of Westview Elementary School for the 2019-2020 school year was announced. Three candidates were interviewed for the position by a team of Westview administration, licensed staff, and support staff. Ms. Christina Ray was selected to become the Assistant Principal of Westview Elementary beginning with the 2019-2020 School Year.
Joining Unit 4 Schools in August 2017, Ms. Ray is currently serving the Unit 4 community as Assistant Principal/Summer School Principal at Garden Hills Elementary. She has held this position for the past two school years. Ms. Ray began her teaching career in 2012 as a Math and Language Arts Teacher with Urbana 116 Schools (Urbana, Illinois).
Ms. Ray earned her Bachelor of Arts degree in Education from Union University (Jackson, Tennessee) in 2011. She earned her Master of Arts in Educational Policy, Organization, and Leadership from the University of Illinois Urbana-Champaign in 2017.
The effective date of Ms. Ray’s appointment is July 30, 2019. The recommended salary for Ms. Ray is $66,482, plus all appropriate Board-approved administrator benefits. This is a 215 days/year administrative position. Annual evaluation will be completed by the appropriate supervising administrator.
District administration recommended the appointment of Ms. Christina Ray as an Assistant Principal of Westview Elementary School effective July 30, 2019 at the above-listed salary and appropriate fringe benefits.
Administrative Appointment – Assistant Principal of Booker T. Washington: Ken Kleber Member Vazquez moved, with a second by Member Armstrong to approve the Administrative Appointment – Assistant Principal of Booker T. Washington. The motion carried on roll call. Ayes 7. Nays 0.
With the resignation of Brandi Boyd, the vacancy of Assistant Principal of Booker T. Washington STEM Academy for the 2019-2020 school year was announced. The position was advertised on the District’s website and other recruiting websites. Four (4) candidates were interviewed by a team of District administration, licensed staff, and support staff. Ms. Jacquelyn Teague was selected as the most outstanding candidate.
Ms.Teague is currently a Special Education Teacher at Barkstall Elementary School, a position she has held since July 2013. During her time at Barkstall, she has been a valuable and involved member of their staff. She serves as a member of the Risk Ratio Team and the Response to Intervention team (RtI), both in her building and at the District level. In addition to that, she is a member of the Curriculum Advisory Committee.
Ms. Teague holds a Bachelor of Arts in Special Education with a Learning Behavior Specialist I Endorsement from Eastern Illinois University (2013), and a Master of Arts in Teaching and Learning with Principal Licensure from Colorado State University-Global (2019).
The recommended salary for Ms. Teague is $65,355, plus all appropriate Board-approved administrator benefits. The effective date of employment is scheduled for July 30, 2019. This is a 215 days/year administrative position. Annual evaluation will be completed by the appropriate supervising administrator.
District administration recommended the appointment of Ms. Jacquelyn Teague as Assistant Principal of Booker T. Washington STEM Academy effective July 30, 2019 at the above-listed salary and appropriate fringe benefits.
Reports: New Business
Exercise Call Provision, Refund Series 2010 (B) and (D) Bonds and Generate Additional Proceeds for (Like Purpose and Source) Facility Construction: Dr. Susan Zola/Guy Cahill
State Farm Center
In Fiscal Year 2009-10 the District issued several series of Alternate Revenue Bonds secured by revenues to be received as a result of the successful passage of the County School Facility Sales Tax (CFST), and in so doing began its efforts to address (fund) the District’s facility (construction) needs. Two of those bonds (Series 2010(B) and (D)) had “call” provisions allowing the District to effectively restructure such debt. Under statute governing the restructuring of Alternate Revenue Bonds, the District would need to show that it does not incur greater costs – i.e., the new debt service would be equal to or less than the previous in terms of total cash outlay. School districts restructure debt for a variety of reasons from freeing upon room under “tax caps” or “debt limitations” to saving money, lowering taxes, and/or generating “additional or new” moneys for projects. All the aforementioned are made possible by selling new bonds on the remaining outstanding debt at a lower rate of interest than that on the existing bonds when originally sold.
In the present instance, the District has the opportunity to exercise the “call” provision in the above referenced bonds; call provisions are set or scheduled in the original bond resolution(s) to be exercised at a given time. The first opportunity for the District to exercise its call provision began on June 1, 2019. The timing of doing so is wholly dependent upon the markets and the rate opportunity allowing for the District to satisfy the refunding restriction of not incurring debt service greater than the debt service on the original bonds.
In working with the District’s bond counsel, financial advisors and investment bankers, it is believed that a unique opportunity exists to generate substantial, additional bond proceeds for use on existing or new projects or the capital improvement plan. The potential results from a significant (lower) interest rate opportunity applied to the District’s current “back-loaded” debt service structure.
The Report was designed to bring to the Board’s attention Administration’s interest in exploring the possibilities presented (above) and give notice that action may be brought to the Board – dictated by ever changing, favorable interest rate environment – for subsequent action as early as August. In the interim, Administration will convene the Finance Committee to begin the process of educating the Board as to this opportunity. A proposed timeline of anticipated events including date(s) of Board of Education actions was provided to the Board.
FINANCIAL IMPLICATIONS:
Up to $4,152,686 in initial net proceeds (est. 05-22-2019). Net savings on refunding generates not less than $500,000 in net proceeds (sales tax revenues no longer needed for debt service on 2010B and 2010D Bonds); no negative impact on/to current or future debt service, debt limits, tax caps, bond offerings or the like are realized.
Administration recommended that the Board of Education (i) begin actively reviewing this opportunity through its Finance Committee and perhaps its Referendum Oversight Committee (with a first meeting in July, a follow-up meeting in August, as necessary), (ii) Administration continue to take necessary actions short of commitment to further the collection of data, and (iii) the full Board of Education take action as early as its August regular meeting (as market conditions might dictate).
Policy 415.05 Use of Credit and Procurement Cards: Dan Casillas
This policy, administrative procedures, and exhibit represents the District’s effort to establish guidelines for the use of District credit and procurement cards and to update Board Policy. This draft policy has been written incorporating feedback from the Policy Committee, Board members, Administration, the Board’s Attorney, and others. Highlights of the policy and its attachments include:
An explanation of the purpose of P-Cards
Directions for users on the appropriate use of P-Cards
Requirements for documentation of purchases
Additional approval processes for high dollar purchases
Restrictions on certain types of purchases and provisions for limiting transactions at certain merchants
Monitoring of card issuance and reconciling transactions
Consequences for violations of the policy
Monthly monitoring by the Board
District in-service training for all administrators.
This was an informational item and no action was required by the Board.
Policy 520.10 General Personnel – Expense Prepayment & Reimbursement: Dan Casillas
The Board regulates the advancement and reimbursement of all travel, meal, registration fees and lodging expenses by resolution. This policy update clarifies that all expenses are subject to the same regulations, regardless of whether they are advanced or reimbursed, in addition to some other changes for consistency with other policies and procedures. The maximum allowable reimbursement for travel, meal and lodging expenses has been set at $450/day, per person. District in-service training will be provided for all administrators.
This was an informational item and no action was required by the Board.
Policy 420.03 Fiscal Management – Accounting and Reporting – Audits: Dan Casillas
This policy and administrative procedures represents the District’s effort to update guidelines for accounting and audits as well as regulations for compliance with the Grant Accountability and Transparency Act (GATA).
The School District’s accounting and audit services shall comply with the Requirements for Accounting, Budgeting, Financial Reporting, and Auditing, as adopted by the Illinois State Board of Education (ISBE), State and federal laws and regulations, and generally accepted accounting principles. In alignment with best practices contained in ISBE’s Fiscal Procedures Handbook, the District is proposing a Fraud, Waste, and Abuse Awareness Program, which includes employee reporting procedures for suspected fraud, waste, or abuse. This policy will replace
current Board Policy 420.03 (Audits) and current Board Policy 420.04 (Inventories) since the language herein is a more recent version of those two policies. District in-service training will be provided for all administrators.
This was an informational item and no action was required by the Board.
2019-2020 High School Graduation Dates: Dr. Laura Taylor
In consultation and collaboration with the high school principals and wanting to provide students and parents with information in a timely manner, the following dates, times, and locations have been set for their respective high school graduation ceremonies:
Novak Senior Celebration - Thursday, May 21, 2020, 6:00 pm, CECC
Central High School - Tuesday, May 26, 2020, 6:00 pm, Krannert Center
Centennial High School - Tuesday, May 26, 2020, 8:00 pm,
The last day for seniors will be Tuesday, May 19, 2020.
It is not anticipated that the ceremony dates will need to be changed should there be additional school days needed at the end of the year due to weather emergency days. The District has paid for the rental facilities for these events.
This was an informational item and no action was required by the Board.
Action Agenda: New Business
Adoption of Fiscal Year 2019 Amended Budget: Dr. Susan Zola/Guy Cahill
Member Shannon moved, with a second by Member Sotiropoulos for approval of the Adoption of Fiscal Year 2019 Amended Budget. The motion carried on roll call. Ayes 7. Nays 0.
At the April 8, 2019 Regular Meeting of the Board of Education, Consent agenda item 10.H “Resolution to Prepare a Final (s/b “Amended”) Budget for Fiscal Year 2019” (the amended budget) was adopted. That same day published in the News Gazette was Notice that the amended budget was conveniently available to the public for inspection at the District Offices and that a hearing would be held on the same at the Board’s May 10, 2019 Regular Meeting. At the May 10, 2019 Regular Meeting a hearing was conducted by the Board of Education on the said same amended budget. No adoption action was taken at that time.
In June 2019, the District engaged a Consultant to “provide oversight and assistance to the Business Office” on select matters including the scrutiny of the proposed amended budget.
Per individual fund, actual revenues (in the aggregate) are equal to or greater than those budgeted (as amended), actual expenditures (in the aggregate) are equal to or less than those budgeted (as amended) and the result of all the same is equal to or greater than the projected ending fund balances in each of the respective funds.
Having met the statutory requirements for notice, availability and hearing, been reviewed by the Board of Education, and scrutinized – with satisfaction – by the District’s Consultant for propriety, it was the administration’s recommendation that the Board of Education adopt, as amended, the Fiscal Year 2019 Budget, file the same with the Illinois State Board of Education and publish to the District’s Web Site.
Windsor Lease-Purchase Pay-Off: Dr. Susan Zola/Guy Cahill
Member Shannon moved, with a second by Member Sotiropoulos for approval of the Windsor Lease-Purchase Pay-Off. The motion carried on roll call. Ayes 7. Nays 0.
At its February 12, 2018 Regular Meeting the Board of Education approved a Contract by Deed for the acquisition of the 502 W. Windsor Road property more commonly known as the District Office. The Lessee (District) and Lessor have been in conversation about completing the purchase of the aforesaid property by the lessee making the remaining principal payments in one lump sum with the goal of saving the District on the remaining interest payments and property taxes paid.
Originally set for action in June, it is proposed that the District pay-off the remaining $2,455,702.58 principal balance. By so doing, the District would realize a $493,234.02 savings in interest payments over the life of the original lease-purchase. (Toward this end, the District’s 2019 Budget was amended to move a like amount of money from Contingency to Capital Projects account in the Operations & Maintenance fund; however, it is likely that the auditors will accrue the expenditure into Fiscal 2020 necessitating the District budget the purchase “pay-off” in the coming fiscal year.)
District legal counsel Maatuka Al-Heeti Emkes LLC has confirmed the payoff amount - $2,455,702.58 in outstanding principal (months 16-121) payments. $493,234.02 in outstanding interest (months 16-121) payments plus cessation of future property tax payments (beginning
with Calendar Year 2020 Taxes Payable in 2021) approximating $7,500/month for 105 months or approximately $787,500.00.
Administration recommended that the Board of Education approve the “pay-off” and direct administration to take any and all necessary action to complete the transaction, record the same with the county and apply for tax exempt status with the State.
Administrator Compensation Dr. Susan Zola
Member Sotiropoulos moved, with a second by Member Shannon for approval of Administrator Compensation. The motion carried on roll call. Ayes 6. Nays 1. Member Baker voted no.
In accordance with Board Policy 520.09, the Superintendent recommended a 3.25% salary increase for all eligible administrators who return to the District in the same position for the 2019-2020 school year. Unit 4 is a challenging, but rewarding, place to work and it is important that administrative salaries are competitive with local districts as well as others across the State.
The effective date of the changes is July 1, 2019. A list of eligible administrators was provided to the Board. Per Policy, Human Resources has reviewed the performance evaluation results and other required criteria for all potentially eligible administrators to determine eligibility for a raise. Exceptions to the standard percentage were noted for the Board.
Administrators who entered the District during the Spring 2019 semester and do not qualify for raises per Board Policy will have their salaries adjusted in accordance with District practice to align with the updated 2019-2020 administrator salary grid. The cost of the approved raise is approximately 3.25% above last year’s salaries plus appropriate TRS and IMRF contributions.
Administration recommended that the Board of Education approve the above recommended changes for eligible administrators.
Revised 2019-20 Board Meeting Schedule: Dr. Susan Zola
Member Shannon moved, with a second by Member Armstrong to approve the Revised 2019-20 Board Meeting Schedule. The motion carried on roll call. Ayes 6. Nays 1. Member Vazquez voted no.
The 2018-2019 and 2019-2020 school calendars were originally approved by the Board of
Education on February 12, 2018. Due to recent changes in the law regarding the required number of student attendance days, the approval of the 2019-2020 calendar was delayed statewide. The portal to submit our calendar to the Regional Office of Education, which normally opens in January, was not opened until June 11, 2019. There were concerns within our District that our calendar would not be approved due to the way we structure our Parent-Teacher Conference and Institute Days, which require waivers from the State Board of Education. As Public Act 101-0012 was passed, the Illinois State Board of Education did honor the waivers that were previously approved in the fall of 2017. Our calendar was submitted to the Regional Office of Education on June 14, 2019 and was approved on June 17, 2019.
April 13, 2020 is a District holiday so the first Board Meeting in April will need to be held on Tuesday, April 14, 2020.
Administration recommended that the Board of Education approve the revised 2019-20 Board Meeting Schedule.
Central High School Addition & Renovation – Food Service Equipment Contract and O’Shea Builders Contract Amendment: Mark Roessler
Member Shannon moved, with a second by Member Sotiropoulos for approval of Central High School Addition & Renovation – Food Service Equipment Contract and O’Shea Builders Contract Amendment. The motion carried on roll call. Ayes 7. Nays 0.
In November 2016, District voters approved a facilities referendum to undertake facility improvement projects at several District facilities. On April 23, 2019, the Board of Education approved eighteen (18) construction contracts, as well as an amendment to O’Shea Builders Inc. contract, allowing them to manage construction contracts.
Administration requested Board approval of one more construction contract for Food Service Equipment, as well as another amendment to O’Shea Builders Inc. contract, allowing them to manage this contract.
For execution and management of the one contract, O’Shea Builders Inc. has established a Guaranteed Maximum Price of $876,339 for this scope. Expenses for this project will be paid from referendum bond proceeds in the Capital Projects Fund and fund balance.
Administration recommended approval of the construction contract and associated amendment to O’Shea Builders Inc., contract.
Centennial High School Additions and Renovations – Bid Release #2 – Masonry Contract and O’Shea Builders Contract Amendment: Mark Roessler
Member Shannon moved, with a second by Member Sotiropoulos for approval of Centennial High School Additions and Renovations – Bid Release #2 – Masonry Contract and O’Shea Builders Contract Amendment. The motion carried on roll call. Ayes 7. Nays 0.
In November 2016, District voters approved a facilities referendum to undertake facility improvement projects at several District facilities. On May 6, 2019, the Board of Education approved the award of fifteen (15) construction contracts, and associated amendment for O’Shea Builders for Bid Release #2. That also included a contract with Kirby & Turner Masonry as the apparent low bidder for the Masonry package.
During the contract award process, Kirby Turner found an error in their estimate and sent notice to the District that they would like to withdraw their bid in exchange for a check equal to the amount of their bid bond. Administration requested Board approval of a contract with JJ Braker & Sons Inc., the next lowest responsible bidder, as a replacement contractor for the Masonry package for Bid Release #2. Administration also requested Board approval of an associated
amendment to O’Shea Builders Inc. contract, allowing them to manage this contract. Added expenses for the difference in contract values will come from Owner’s Contingency within the approved GMP contract with O’Shea Builders.
Administration recommended approval of the construction contract and associated amendment to O’Shea Builders Inc., contract.
Consent Agenda: New Business
Member Sotiropoulos moved, with a second by Member Shannon to approve the Consent Agenda – Unfinished/New Business. The motion carried on roll call. Ayes 7. Nays 0.
The following Consent Agenda items were approved:
Resolution Authorizing and Interfund Loan from the Working Cash Fund to the Operation and Maintenance Fund: Dr. Susan Zola/Guy Cahill A short-term interfund loan from the Working Cash Fund to the Operation and Maintenance Fund is needed to provide for the timely payment of operation and maintenance-related expenses incurred by the District. By law, the District must repay this loan upon receipt of the first real estate tax distribution in July 2019.
Administration recommended approval of this Resolution Authorizing an Interfund Loan from the Working Cash Fund to the Operation and Maintenance Fund.
Champaign-Urbana Schools Foundation Financial Support: Dr. Susan Zola
Over the last several years the Champaign-Urbana Schools Foundation has done a tremendous job of supporting our school district and our teachers. In order to continue this level of support the Foundation is requesting that the District contribute $15,000 to their operations.
Administration recommended Board approval of a maximum annual contribution of $15,000 to the Champaign-Urbana Schools Foundation.
Central High School – AT&T Utility Relocation Phase 1 Change Order: Mark Roessler
In November 2016, District voters approved a facilities referendum to undertake facility improvement projects at several District facilities. On April 23, 2018, the Board of Education approved an agreement with AT&T to relocate their infrastructure around the new additions at Central High Schools.
Consistent with the approved plans, AT&T utilities were relocated to avoid interference with construction of the planned additions at Central High School. This infrastructure relocation involves engineering, material, construction, and subcontractor costs and will be completed in two phases. Phase 1 involved relocating AT&T’s underground services at Park Avenue (Lynn to New Streets) down to an area south of University Avenue and over to an existing manhole in Lynn Street. This enabling work took place this past summer and fall. Phase 2 will involve relocations of a similar scope, but less magnitude, for areas north of Church Street in order to enable that part of the site for the future athletic fields. Per the agreement and AT&T’s policy, AT&T performs this work on an “actual cost basis”, therefore once the work is complete and the final costs are known, any differing amount would need to be reconciled with the District. AT&T has reconciled the costs and recently provided an invoice that covers costs above and beyond the original agreement for Phase 1. Administration disputed the amounts of the original invoice and AT&T has agreed to only charge for the additional labor, which is what is being requested.
For execution and management of the AT&T invoice of $24,294.97. Expenses for this project will be paid from referendum bond proceeds in the Capital Projects Fund and fund balance.
Administration recommended approval of the invoice and subsequent payment for the additional Phase 1 AT&T Utility Relocation work near the Central High School campus.
Centennial High School Bid Release #2 – Window Treatment Contingency Draw: Mark Roessler
In November 2016, District voters approved a facilities referendum to undertake facility improvement projects at several District facilities. On May 6, 2019, the Board of Education approved the award of fifteen (15) construction contracts and associated amendment for O’Shea Builders for Bid Release #2. Administration did not seek approval of the alternates at that time, including Alternate #7 for the purchase and installation of new window treatments. Upon further consideration of the end product and after some Value Management efforts, Administration recommended approval of Alternate #7 for Grunloh Construction to install window treatments for the Bid Release #2 scope. A similar change for Bid Release #1 was within the delegated approval level and has already been approved. The window treatments for the Bid Release #1 work was much more time sensitive so approval was given with the intent to have those areas ready for Fall 2019 semester. Expenses for this scope of work will come from the Owner’s Contingency within the approved GMP contract with O’Shea Builders.
Administration recommended approval of the Window Treatment Contingency Draw for Centennial High School Bid Release #2 for the amount of one hundred eighty four thousand dollars $184,000, which will award alternate #7 per the bidding documents.
Dr. Howard Elementary School – Broeren Russo Builders Inc. Construction Contract Change Order Request #3: Sandra Roesler
In November 2016, District voters approved a facilities referendum to undertake facility improvement projects at several District facilities. On January 14, 2019 the Board of Education approved a $13,669,566.00 construction contract with Broeren Russo Builders for the new Dr. Howard Elementary.
As discussed at our January 14, 2019 meeting, the project team advised that using owner contingency, available due to favorable bid results, could be used to improve the quality of playground mulch and vinyl composition tile flooring. Change order # 03, valued at $51,269.98, provides for rubberized shredded mulch in lieu of wood mulch for both playgrounds and high gloss finish, vinyl composition tile flooring in lieu of a matte finish. Expenses for this added scope of work will come from owner contingency within the $18,105,000 project budget.
Administration recommended approval of the Broeren Russo Builders Change Order Request #03 in the amount of $51, 262.98.
McKinley Athletic Facilities – Unsuitable Soil Contingency Draw: Sandra Roesler
In November 2016, District voters approved a facilities referendum to undertake facility improvement projects at several District facilities. On May 13, 2019, the Board of Education approved construction contracts and an associated $6,042,228, Guaranteed Maximum Price (GMP) Amendment to O’Shea Builders contract.
In the course of construction activities, the contractor has uncovered unforeseen soil conditions that require a significant amount of added labor and equipment to provide a stable platform for on-going construction activities as well as successfully prepare the field for installation of the new track and football field.
This added work is estimated at $90,000, not to exceed. This contingency draw and associated change order when final costs are known allows construction activities to proceed without a stop of work for completion in accordance with the current project schedule. Expenses for this added work will come from owner contingency within the $6,042,228 GMP Amendment.
Administration recommended approval of the O’Shea Builders Change Order Request #01 with a not to exceed amount of $90,000. Final costs will be determined once the exact quantities and scope are determined.
Human Resource Changes: Ken Kleber
The Human Resource Changes were approved as presented.
Minutes of June 10, 2019
The June 10, 2019 Minutes were approved as presented.
Approval of FY20 District Depositories: Michele Johnson
Annually, the Board needs to formally approve depositories used for financial activities of the District. One local bank (First Midwest Bank) serves as the main depository for the District, with other local banks being used when investments are made. The State channels payments to the District through First Midwest Bank and The Illinois Funds. For fiscal year 2019-20 the following financial institutions may be used for financial activities:
Bank of the Ozarks First Mid-Illinois Bank & Trust
Busey Bank The Illinois Funds
Commerce Bank Illinois National Bank
First Federal Savings Bank ISDLAF (Illinois Liquid Asset Fund)
First Midwest Bank Prospect Bank
As funds become available for investment purposes, the District may solicit bids from these banking institutions to secure the best interest rates on Certificates of Deposits, Treasury Notes and Commercial Paper. All transactions are in compliance with the Board’s policy (410.04) for the investment of District funds.
Administration recommended Board approval of the financial institutions outlined above to be used as direct depositories for District funds for fiscal year 2019-20.
Bills and Treasurer’s Report – June: Michele Johnson
The Bills and Treasurer’s Report – June were approved as presented.
Approval of Purchase of Network Switches for Upgrades and Construction: John Gutzmer
The Unit 4 Technology Department is committed to equipping our buildings with effective instructional technology tools that support 21st century teaching and learning. Over the past 3 years, switches have been replaced according to a schedule to bring all of the District’s network equipment up to the minimum standard for the District.
Schools receiving upgrades this year include Bottenfield, Carrie Busey, Garden Hills, Kenwood, Westview, and Booker T Washington. In addition, several switches were purchased for the Referendum expansion projects at Dr. Howard and South Side. This will complete this cycle of switch upgrades for the District.
Board policy states that requests for proposals will be solicited when items are expected to exceed a total of $25,000. FCC regulations require that all e-rate projects be bid through the USAC bid process. Formal requests were posted to the USAC bid portal on February 12th, 2018 and vendors were notified of the request for 72 network switches. The invitation and specifications for the RFP were also posted on the District’s website. Bids were received from four companies and were opened and evaluated on March 15th, 2018
The Technology Department reviewed the proposals and the criteria were weighted in importance as follows: Price (30%), Prior Experience (20%), Ineligible costs (20%), Local Vendor (20%), and Environmental Objectives (10%), and awarded the FCC 471 request to CDW for $342,780, and applied for the 80% matching fund from USAC.
On March 14th, 2019 the funding commitment was received from USAC and Unit 4 began their process of procuring the network equipment. When processing the request the vendor notified the District that the model that was specified in the initial request had been given an end of life date and that a new model had been released to replace the 2960X model.
New quotes were issued and a service substitution request was placed with USAC to use the updated switches. On June 7th, 2019 the service request was accepted. Because of the updated model and additional international tariffs, the price of the equipment increased from $342,780 to $350,484. The additional cost is not eligible for e-rate funding since it was not included in the original request.
It was recommended Champaign Unit 4 Schools complete the e-rate process to purchase 72 network switches and related equipment from CDW. Existing staff will configure and deploy the switches. Following approval, these switches will be purchased using 20% funding from the IT department Replacement Equipment Fund ($68,556) and 80% funding provided directly to CDW by USAC ($274,224). The additional $7,704 will be paid directly from the Replacement Equipment Fund. Following the purchase switches purchased for referendum projects will be credited back to that fund at the prorated discounted rate.
Administration recommended e-rate network switches be purchased from CDW.
Resolution Authorizing Disposal of District Personal Property: Paul Douglas
The Illinois School Code requires Board of Education approval of the disposition or sale of District property. The District has identified such personal property which is no longer needed for District purposes. A Board Resolution is required in order to dispose or sale of this surplus property.
Administration recommended that the Board of Education approve the disposal of personal property identified in the resolution.
Executive Session
Member Shannon moved, with a second by Member Sotiropoulos, to adjourn into Closed Session in accordance with the Illinois Open Meetings Act (5 ILCS 120/2c) to consider Personnel 120/2(c)(1) and Actual/Potential Litigation 120/2(c)(11). The motion carried on roll call. Ayes 7. Nays 0.
The Board convened into Closed Session at 7:33 p.m. Open Session
The Board convened into Open Session at 9:24 p.m.
Action Agenda: New Business
Appoint School District Treasurer: Dr. Susan Zola
Member Kloeppel moved, with a second by Member Sotiropoulos to appoint Seth Hansen as Interim School District Treasurer. The motion carried on roll call. Ayes 7. Nays 0.
Adjournment
There being no further business, Member Kloeppel moved, with a second by Member Vazquez to adjourn the meeting at 9:28 p.m. The motion carried on voice vote. Ayes 7. Nays 0.
https://www.champaignschools.org/sites/default/files/meetings/minutes/July%208%202019%20RegMtgMinutes.pdf
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